Delivery of a Managed Print Service to DCHW – Digital Health and Care Wales

Background

The Digital Health and Care Wales (DCHW) supply over 70 software services to users across their area and to other parts of the United Kingdom. Supporting doctors, nurses and other clinical professionals, helping them provide specialist care to patients in hospitals, GP practices and across the community. 

Whether it's providing child immunisations, caring for patients with terminal illnesses or even helping those dedicated to saving the lives of Ebola victims in West Africa. Their software makes a difference. modernising and improving the way they build and deliver software to provide a truly first class digital health service for the people in their areas. 

The Challenge

DCHW has historically been responsible for the provision and maintenance of the circa 6,200 Print Devices (80% non-networked) within the 455 GP Surgery sites across Wales.

The surgeries themselves have been responsible for the procurement and deployment of the Toners and Drum cartridges used within. This resulted in a wide range of products of varying quality being deployed within the devices. Leading to issues with the hardware and creating very large volumes of maintenance calls.

The maintenance aspect of this was co-ordinated through a centrally based Help Desk. Calls for support and co-ordinated hot swaps of devices were carried out by IT Staff; with the exchanged printers being returned to a central location for repair.

This created a high level of spend on Hardware as many machines were deemed end of life as a result of poor-quality products used within.

The requirement was to deliver an alternative service that offered:

•    Cutting edge technology.
•    Low running costs.
•    Stopped Practices from using low grade consumables.
•    High levels of reliability.
•    Removed the burden of Maintenance Support from the NWIS IT Team.
•    Improved response and break fix times.
•    Minimised Capital Expenditure.

The Solution

Following a rigorous and extensive selection process UKLS and HP were selected to streamline their GP Surgery Partners Print Platform. UKLS and HP specified two devices (LJ402DN & LJ506DN) to deploy within their Consulting and Waiting Room areas allowing both general and print on pre-printed Prescription Forms to be generated from separate trays.

The devices selected utilise HP’s Jet Intelligence technology that not only delivers up to 33% more pages from the same size units as before but also improves first page out speeds by printing at a lower temperature. By achieving more pages from the same units we cut their print costs by the same margins and negated the need to look at lower priced alternatives. 

We automated the ordering process through the installation of a network hosted Remote Toner Monitoring Tool that reaches out to all of the client’s devices either through the network if connected, or through the internet if non-networked, but connected to an internet ready PC.

The cost of the toner replenishment, a complete next business day break-fix, all new Print Hardware and any associated costs have been wrapped into a single billing mechanism that leaves the client with one fixed monthly invoice cost over a period of five years.

The savings (projected at 500k per annum) that have been reported have allowed the client to cover the whole of the cost of the project internally and provide printing to GP Surgeries as a service without practices having to pick up the cost of the Consumable Procurement.