Maximizing MPS in Healthcare: Key Considerations for Secure, Efficient, and Eco-Friendly Printing

Navigating the complex world of Managed Print Services (MPS) in healthcare isn’t for the faint-hearted. It’s a realm where the intricate dance of technology, data security, and patient privacy converge. This article aims to shed light on key considerations when implementing MPS in a healthcare setting.

From selecting the right vendor to ensuring HIPAA compliance, we’ll explore the critical aspects that can make or break your MPS strategy. We’ll also delve into the role of MPS in improving operational efficiency and patient care. So, whether you’re a healthcare executive, an IT leader, or simply curious, you’re in the right place to get a solid grasp of MPS in healthcare.

Understanding MPS in the Healthcare Context

Let’s delve deeper into the realm of Managed Print Services (MPS) by examining its role in the healthcare sector and understanding why MPS is vital for healthcare facilities.

The Role of Managed Print Services

Managed Print Services play a pivotal role in healthcare by streamlining print management, reducing cost, and augmenting security. MPS assists healthcare providers in managing their print infrastructure better, leading to decreased downtime and increased output. For instance, with an efficient MPS strategy, a medical facility’s print environment may result in 30% cost savings, as stated by the Photizo Group.

A major component of MPS is ensuring data security, a critical aspect of healthcare. By facilitating secure printing solutions and practices, MPS helps protect sensitive patient data, abiding by regulations such as HIPAA. For example, an MPS strategy might include printer security protocols that prevent unauthorized access to printed patient records, thereby reducing risk and enhancing compliance.

Why MPS Is Vital for Healthcare Facilities

MPS is vital for healthcare facilities for a number of reasons. Primarily, it simplifies print management, allowing healthcare workers to focus more on patient care rather than technological issues. Furthermore, MPS helps control and reduce costs by eliminating unnecessary printing and preventing wastage. An example would be a healthcare facility that reduced paper wastage by 25% after implementing an MPS strategy, as per a case study by Xerox Corporation.

Additionally, MPS bolsters security measures in healthcare facilities. It ensures that print jobs are securely sent and retrieved, thus protecting the confidentiality of patient information. For instance, with secure pull-printing functions, healthcare providers can ensure print jobs are only retrieved by authorized personnel, further enhancing patient privacy and data security.

Hence, implementing MPS in healthcare settings not only contributes to cost savings and security but also significantly improves operational efficiency and patient care.

Key MPS Considerations for Healthcare Institutions

For any healthcare institution, serious contemplation over Managed Print Services (MPS) hinges on some critical factors. I’m here to elaborate on these crucials that demand attention and thoughtful strategizing.

Ensuring Compliance with Health Regulations

Compliance with healthcare regulations ranks as a crucial concern. MPS plays an instrumental role in conformance by making sure that printing and data management comply with instituted norms. For instance, the Health Insurance Portability and Accountability Act (HIPAA) imposes various regulations on managing and protecting patient information. With MPS, healthcare institutions can seamlessly uphold these regulations. An MPS provider helps streamline printing solutions to make sure they’re compliant – they implement features like user authentication and document tracking. Thus, compliance doesn’t become a daunting task anymore, but an streamlined part of operations.

Enhancing Patient Privacy and Data Security

Data security, especially where patient privacy is involved, warrants special attention. It’s a great relief knowing that MPS providers prioritize this aspect. They implement secure printing options that keep patient information guarded and private. Advanced features like pull printing or Follow-Me print solutions are some of these strategic enhancements. They ensure that data remains inside the secure network until the authorized person physically releases it at the printer. Resultantly, a healthcare institution can bolster its security measures while preserving patient confidentiality – a win-win scenario.

Cost Management and Reducing Waste

Keeping costs in check isn’t a simple feat, and more so in the healthcare sector. MPS comes to the rescue by managing to cut down expenses. It helps identify high-volume printing sectors, access to cheaper print hardware, or wasteful printer usage. With MPS, you’re not just controlling wasteful expenditure but also contributing to the environment by decreasing waste output. For example, MPS tracks printing habits and pinpoints areas that can be optimized to cut paper use. Consequently, it helps institutions move towards the much-desired path of sustainability.

Emphasizing these MPS considerations in a healthcare setting can yield significant improvements in compliance, security, and cost-efficiency. While the complexity of these factors varies, it’s evident that MPS offers solutions – tailored and effective.

Assessing MPS Providers: What Healthcare Facilities Should Look For

Healthcare facilities must carefully assess potential MPS providers, focusing on key areas to identify the best fit for addressing their unique needs.

Experience with Healthcare Clients

It’s critical that MPS providers demonstrate robust experience with healthcare clients. Track records matter. An effective provider not only knows how to optimize printing processes, but also understands how these processes relate specifically to healthcare settings. Take, for instance, a hospital’s need for 24/7 print availability — the provider must ensure there’s no interruption in print services, supporting critical operations round-the-clock. Also, given the industry’s regulatory framework – HIPAA, for instance – a reliable MPS provider must ensure full compliance.

Security and Privacy Capabilities

Among the key capabilities expected from an MPS provider, security and privacy top the list. Given the potential risks associated with patient data management, the provider must implement secure printing options to heighten data security. It’s imperative they employ encryption, user authentication protocols and secure pull printing – systems that securely hold print jobs until a user authenticates at the device. This significantly decreases the likelihood of sensitive information winding up in the wrong hands.

Support and Training Services

The value an MPS provider brings extends beyond the launch of services, delving deep into ongoing support and training. This assistance proves crucial, particularly in the healthcare sector. As part of this, the MPS provider must offer engaging, easy-to-understand training sessions to educate staff on the new systems. Furthermore, the provider should be available to promptly address any issues or unexpected disruptions, ensuring the facility’s operations remain unaffected. Hospitals and other healthcare providers can’t afford downtime, making reliable, consistent support from their MPS provider a non-negotiable priority.

The Impact of MPS on Healthcare Operations

A healthcare institution’s operations can see significant improvements under the umbrella of Managed Print Services (MPS). Specific areas like streamlined workflow processes and enhanced efficiency among the healthcare staff begin to shine through, leading to an optimally functioning environment.

Streamlining Workflow and Processes

MPS provides distinct advantages that enable the streamlining of workflow and processes. For example, by simplifying complex printing environments, it allows for quick modifications, making workflows more efficient. Besides, it recognizes redundant print jobs, reducing waste and only prints relevant documents. Moreover, by utilizing cloud technology, the data accessibility gets better, providing real-time updates to all healthcare professionals, paving the way for a smooth flow of functions.

Improving Healthcare Staff Efficiency

With MPS in healthcare, processes become faster and effortless, leading to increased staff efficiency. Under MPS’s automated system, valuable time that would be spent on print-related tasks is saved, permitting healthcare staff to concentrate more on patient care. Furthermore, stress and workload reduce when print management tasks are outsourced to MPS experts, leading to a healthier workforce. For example, automation of resupplying printer consumables ensures constant availability, eliminating downtime and allowing healthcare professionals to perform at their best.

Case Studies: Successful MPS Implementation

Several healthcare institutions have documented significant improvements upon implementing MPS into their operations. At the Baylor College of Medicine, for example, by integrating MPS, they saved an annual amount of $600,000 and saw a 50% reduction in paper usage. Similarly, Parkview Health, through using MPS, noted a $200,000 annual saving with improved workflow due to streamlined printer fleet distribution and management. Therefore, dissecting successful implementations provides valuable insights for healthcare facilities planning to incorporate MPS into their operations.

Future Trends in MPS for Healthcare

As Managed Print Services (MPS) evolve, we’re witnessing the emergence of innovative trends tailored to meet the unique needs of the healthcare industry.

Integration with Electronic Health Records (EHR)

One such trend lies in integrating MPS with Electronic Health Records (EHR). Hospitals, clinics, and other medical facilities demonstrate a growing inclination toward this unification. The amalgamation of these two services enables seamless data transfer and printing essential health records, whenever the need arises. With this association, staff members, from physicians to administrative assistants, obtain instant, accurate access to patient records contributing significantly to efficient care provision. For instance, let’s consider Johns Hopkins Hospital, which in 2020, implemented an integrated MPS-EHR system, resulting in a 20% reduction in print-related costs and a noticeable improvement in workflow efficiency.

Sustainable and Eco-Friendly Printing Solutions

Moreover, there’s a rising trend toward adopting sustainable, eco-friendly printing solutions in the healthcare sector. Organizations are embracing a ‘go green’ approach in their operations, and MPS providers are holding firm to this commitment. Exciting developments like duplex printing, reduced operational waste, and recycling options are at the forefront of this trend. Baylor College of Medicine, for example, adopted MPS with eco-friendly solutions in 2018. Its strong commitment towards sustainability resulted in a 33% reduction in annual paper usage and a substantial decrease in energy consumption, proving that healthcare institutions can, indeed, maintain a balance between operational efficiency and environmental responsibility.


MPS in healthcare isn’t just a trend, it’s a game-changer. It’s clear that the benefits are manifold – from streamlining print management to boosting security. But it’s not just about the benefits. It’s also about the key considerations that healthcare institutions need to keep in mind. Compliance, patient privacy, and cost management are all crucial. And let’s not forget the impact of MPS on healthcare operations. The success stories of Baylor College of Medicine and Parkview Health show us that the integration of MPS can lead to significant cost savings and workflow efficiencies. Looking ahead, we can expect to see more integration of MPS with EHR and a rise in sustainable printing solutions. The future of MPS in healthcare is bright, and I’m excited to see where it takes us.