Vital patient information e.g. medical images, combined with lab results and upcoming appointments in one booklet

As medical care grows more and more expensive, and Jeroen Bosch Hospital has to cope with loca authority budgetary cuts, the need to keep overall costs under control at the hospital is ever-present. Due to the fact that Jeroen Bosch was founded with the merger of two formerly separate institutions (including their technical equipment), and that it had to be relocated at short notice in 2011, the hospital has been confronted by security breaches and a chaotic print environment. Because some 450 different applications were being used, costs were imprecise, data security negligent, and system management challenging.

Efficient document management

Konica Minolta started working with the client by analysing the hospital’s infrastructure, including floor plans and a detailed listing of all printing devices. The Optimised Print Services (OPS) consulting phase revealed a need to reduce and standardise the print fleet. The new infrastructure also had to meet the client’s stringent requirements regarding data security, extra functionality and an optimised workflow.

The expert team at Konica Minolta was able to optimise the client’s workflow by digitalising paper documents. By doing this, we massively improved the way sensitive patient data is documented and stored.

Newly-assembled print fleet

Konica Minolta took over the management of a large number of systems consisting of different brands, replacing the devices with 108 multifunctional printers and 284 smaller printers. This new print fleet was integrated into a single sign-on system using a pass card system for the entire hospital. This system gives employees automatic physical access to the hospital, as well as letting them log into the printing network from anywhere within the building, using the same pin code. This saves time, as people have to deal with fewer passwords, and helps track information.

Making certain patient data are secure

At the same time as doing this, Konica Minolta installed the SafeQ system, ensuring the hospital now benefits from increased security when printing confidential documents, such as medical records. An authentication system controls data access, and the hospital guarantees sensitive medical records are secure, in compliance with laws and regulations. When a user makes a print request, the request is first transferred to the SafeQ server.

The user can then identify him- or herself at any print system on the hospital premises, using a pin code or pass card, to request the printout (which is now stored). By tracking print, copy and scan jobs, SafeQ also helps identify potential bottlenecks.

The client now benefits from an optimised print fleet, as well as a single point of contact at Konica Minolta.

Laborartzpraxis Dres. Walther, Weindel und Kollegen was dealing with analysis results and documentation generating large print volumes —of approximately 250,000 pages per month. Because the company uses three different types of lab, it also has three different sets of documents, and three types of order for each patient. Printed documents, including test results and invoices, were being handled manually, with the sorting of these documents taking three to four hours a day.

The partners running the medical laboratory wanted to make these workflows far more efficient, and improve handling of its large volumes of confidential and urgent documentation. Proper sorting was also deemed essential to ensure results were sent to the correct doctor’s practice without delay.

Optimised workflow

Since blood samples were being delivered to the laboratory on a daily basis, and due to the large print volumes involved in this process, there was an urgent need to optimise workflow using Konica Minolta’s bizhub and Planet Press product lines. This solution helped the laboratory speed up, automate and simplify its daily workflows. After being delivered, the blood is forwarded to the lab approved to perform the test, as required by the test requisition form. The results of the analysis are then entered into the lab’s administrative system, after which the lab results are sorted and delivered to the doctor who initially requested the test.

With the help of PlanetPress, moreover, the laboratory can now manage its inner administration and invoicing using a seamless process. PlanetPress extracts the relevant data from the administrative system and produces invoices (based on the customer number) containing detailed payment instructions. The invoices are then printed and automatically sent to the doctor, insurance company or private individual directly without any need for manual intervention.