Desktop Printing Outlook: EMR to Increase Use

This article, the second in a series, is designed to provide you with an overview of the issues and costs associated with enterprise document management. 

Desktop printing plays a significant role in the inner-workings of most hospitals today.  Admissions documents, consent forms, chart documents, requisitions, lab and radiology reports – the list of documents printed at the desktop or routed to a nearby printer is substantial.  Already representing the largest share of all hospital printing, desktop printing is projected to grow further as hospital move to Electronic Medical Records (EMR).   Ironically, as EMR initiatives reduce the number of preprinted clinical forms, they will disperse printing throughout the enterprise. It’s estimated that 25 to 40 percent of all printing within a hospital will be affected by EMR. 

Documents – STAT!
As in any office, desktop printing is driven by the need for immediate turnaround of documents. Generally produced in low volume, these documents vary in complexity.  In the hospital environment, some are simple, one-color sheets.  Others are more specialized documents, such as those printed at registration which may integrate bar-coded patient wristbands with bar-coded labels on a single sheet. These types of documents require special technology and additional expense beyond what is typically associated with business office printing.

With documents being central to clinical workflow, healthcare providers have given little consideration to the cost of printing and managing them. The common sentiment has been, “I don’t care how a document is printed.  It just better be there when I need it.”  Moreover, with hospitals now intensely focused on EMR, printing costs are simply not top of mind.

The True Cost of Desktop Printing
Desktop printing is no small expense. International Data Corporation reports that US companies spend $100 billion annually to print and manage documents from the desktop.

Most hospitals do not have a clear understanding of the amount they spend on desktop printing. In general, IT directors are not aware of just how many printers reside in their enterprise, how many pages are printed each month, or the paper and supply costs associated with their printer fleet. Typically, healthcare organizations have loosely-controlled methodologies for acquiring and managing office printers.  Few have an effective means to monitor utilization or track expense.  Moreover, without an enterprise placement philosophy, printer fleets often grow by default.

In addition to the direct printing costs, technicians and network administrators testify that they spend 15 percent of their time on printing-related issues. Printer installation and driver management are their top two issues for support. Over 55 percent of network traffic is related to printing. Likewise, 50 to 60 percent of all help desk calls are printer-related, according to Hewlett-Packard.

A Fresh Look at Document Output
As hospitals implement their EMR strategies and drive more print to the point of use, they need to map a parallel strategy for enterprise print management. Only by evaluating all aspects of their print supply chain -- from desktop to centralized and external printing -- can they develop an efficient means of managing both paper and digital documents to address compliance requirements and reduce costs. 

Certainly, from a desktop printing perspective, healthcare providers will need to re-examine their current configuration of printers --desktop, network, copiers, multi-functional devices.  The goal is to reduce the total cost of ownership while ensuring that critical documents are available when needed.  Currently, the average hospital has one device for every two to three employees. Best of class hospitals have aimed for an employee/device ratio (EDR) of 8:1. 

The fleet assessment should identify and analyze the fleet’s costs, utilization and workflow as well as the special and critical needs that are unique to each unit.  Then align the fleet with those needs. The aim is to leverage investments and ensure “least-cost printing” through rules-based routing.

Finally, steps need to be taken to provide users with adequate information and education in order to optimize the quality, availability and cost of printed documents.

Next Issue: Internal Printing
Of course, desktop printing is only one area that will be impacted by EMR migration.  In the next issue of Insights, this column will focus on the implications of EMR for the internal print shop or reprographics department.  However, if you are anxious to discuss the challenges you’re facing with enterprise print management now, contact us today.