TOSHIBA SOLUTIONS FOR HEALTHCARE

Success Story

Customer: HammondCare

Country: Australia

Industry: Healthcare

HammondCare is regarded as one of Australia’s most innovative health and aged care providers. It provides hospital care, residential care and community services throughout NSW.

HammondCare operates across 15 locations, including 4 hospitals. HammondCare has over 2,500 staff; one third of them work within its hospitals..

The Challenge

 

HammondCare had a large print fleet operating within the hospitals arm of its business. The contract on the fleet was coming to an end, the equipment had become out of date, unreliable and the costs associated were high and variable.

“My staff were spending a great deal of time managing machines that had become unreliable, the service we were receiving from our provider was less than ideal and we certainly weren’t receiving value for money,” said Rob Binskin, CIO at HammondCare.

Rob decided it was time to look at overhauling the fleet and went to market looking for a new solution.

“It was definitely time to research the market and find a more efficient and economical solution. As part of the process we looked at all kinds of options. It was Toshiba who suggested we look at a Managed Print Service (MPS) arrangement,” said Rob.

HammondCare had been a client of Toshiba’s for about 12 months, with a number of Toshiba’s devices within other areas of their business. Neil McLeod, the Toshiba Account Manager who looks after HammondCare said, that there were obvious complexities in managing the old fleet within it hospitals.

“HammondCare didn’t have a good picture of how the print devices within its hospitals were being used. It had 54 devices with 14 different models within the fleet. The management of this wide variety of devices was demanding on valuable IT resources and it was a challenge to keep on top of the amount of consumable items required. In addition, costs were variable month to month making it difficult to anticipate ongoing expenditure,” said Neil.

The Toshiba Approach

Toshiba conducted a print discovery for HammondCare over a three month period, to get a good picture of its actual usage and associated costs across the fleet. This helped to formulate the best solution for HammondCare’s needs.

“We wanted to help HammondCare reduce operating costs, optimise usage, improve print output and simplify device management, billing and reporting,” said Neil McLeod from Toshiba.

The new solution included optimising some of the existing printers and replacing the older, unreliable equipment with 16 new Toshiba Multifunction devices (MFD’s) and 20 Lexmark printers. Toshiba incorporated software to assist HammondCare in reducing paper wastage through enforced printing rules, and provided tools to allow it to monitor device usage on an ongoing basis.

The solution is entirely inclusive, providing HammondCare with the equipment, software, consumables, service and support at a fixed monthly cost.

“Toshiba was already a trusted business partner. Its proposal provided everything we would need on a single monthly bill and would allow us to reduce our costs considerably. It was on this basis that we chose to move ahead with Toshiba to manage the print needs within our hospitals,” said Rob.

The Transition

Toshiba worked closely with HammondCare staff to make the implementation for the new solution as smooth as possible.

“Toshiba took care of everything, from the removal of old equipment, to the implementation of the new and training staff to use the new machines and software. The change was well received and I did not receive any negative feedback. It was really down to Neil and his team managing the whole process well and working efficiently with HammondCare’s people to ensure the best outcome,” said Rob.

Since the implementation of the Toshiba MPS solution, HammondCare has been able to reduce its costs by more than half.

“We have more than halved our costs and with absolutely no loss of functionality. In fact, we have gained functionality through the new equipment, software and up-to-date technology,” said Rob.

HammondCare now has a single point of contact for the service and support of its fleet. Scheduled servicing and the ordering of consumables are now automated and the equipment is more reliable, which is freeing up resources.

HammondCare has confidence in its partnership with Toshiba and the outlook is very positive.

“The relationship I have with our account manager Neil is great and if I ever need anything, he works with us to find out exactly what we require and he delivers every time. It just seems to be a very professional relationship. If we can maintain the quality of the equipment, the high level of service and the value for money, I can see our partnership with Toshiba continuing well into the future,” said Rob.

The Outlook

Toshiba takes its MPS partnerships and their ongoing success seriously, which is why periodic reviews are built into all agreements. These reviews allow clients to review how the MPS solution is working for their business and to get support from Toshiba to make improvements when necessary.

“The review process has been very helpful and allows us to work together in optimising our solution on an ongoing basis. A past review enabled us to identify some equipment that was being over used.

We were able to relocate and add equipment to accommodate the print volumes in that area, in a way that did not affect our ongoing costs. That was a really good outcome for us,” said Rob.

“My team no longer spend valuable time managing our printers and MFD’s. The service and support we are receiving from Toshiba is excellent and it is now the one thing that I don’t have to worry about,” continued Rob.

“I am very happy with the single monthly invoice, which is a fixed price for all of the needs relating to the print fleet, and I believe that we are getting excellent value for money,” added Rob.

HammondCare

Level 2, 447 Kent Street
Sydney NSW 2000 
Australia

Telephone 1300 426 666

www.hammond.com.au

Toshiba (Australia) Pty Ltd 
Building C, 12-24 Talavera Road 
North Ryde NSW 2113
Australia

Telephone 1300 794 202

www.toshiba-business.com.au

Download Case Study

 

Success Story

Customer: Ipswich Family Veterinary Clinic

Country: Australia

Industry: Healthcare

The Marburg Veterinary Clinic established in 2010 is situated just off the Warrego highway in the country town of Marburg.

Challenge

 

According to Andrew the large Marburg clinic deals with both large and small animals from domestic pets through to farm livestock. 

The Ipswich Family Veterinary Clinic, situated at Pine Mountain road North Ipswich, principally deals with domes-tic pets including some exotic species.

“We are happy to see a range of pets from dogs and cats to birds, fish and reptiles. Our staff is dedicated to providing a warm and supportive customer experience in both times of joy and difficulties with their pets,” he said.

“We dedicate as much time as possible to the care of our customers and their pet family member and create a sense of safety and trust that each animal will be treated with utmost care.”

As with the Marburg clinic they are one of the few vet practices in the area to provide a 24hr emergency service. Both vet clinics offer specialist orthopaedic services saving clients having to travel to Brisbane to access this specialist service. 

“One of the opportunities presented in establishing the new Ipswich clinic from scratch was to consider among other things the ITC requirements and associated equipment,” said Andrew.

He said that they explored a number of possibilities of how they would handle the process including which vendor could best handle the project. 

“We sourced the market pretty extensively talking with our existing software vendors and some independent local communication and IT companies," he said.

Solution

Result

Success Story

Customer: Monash Health

Country: Australia

Industry: Healthcare

A healthy difference - how Monash Health transformed their document management system with the help of Toshiba’s Kōdo Business Suite, powered by ELO.

Monash Health is Victoria’s largest public health service, providing care to over 1.5 million people. When they needed to streamline their electronic records system, they turned to the document management specialists - Toshiba.

The challenge of healthcare documentation

Monash Health cares for over a quarter of Victoria’s population, with services from pre-birth to end of life, delivered and managed by a staff of 20,000 employees, in six main and 22 satellite hospitals.

That’s a big undertaking and generates massive amounts of documentation - much of it sensitive -  all of which has to be created, filed, secured and managed to strict protocols. 

Monash Health partners with Toshiba to streamline their processes, free up staff time and meet stringent audit requirements.

Anesti Steryos, Systems Application Manager at Monash Health, explains: “Before engaging with Toshiba, Monash Health had not one, but three instances of our legacy document management system. Not only was the system older and less functionally rich, but each instance had a different versions and configuration, and was managed from a different part of the Monash organisation.

This made the system very complex and difficult to operate, and executives trying to find important business documents got confused and frustrated. With no single centralised source of information, they sometimes had to go to all three systems before finding what they needed. That just wasted valuable management time and resources.”

Out with the old…and in with Toshiba

Monash ran a competitive tender, and selected Toshiba, and their ELO-powered electronic documents and records management system. Toshiba architected the new system, including archiving and retention policies, and allowing plenty of contingency for growth. From there, Monash Health managed the platform, gradually incorporating documents from 12 different departments. 

Toshiba’s Kōdo Business Suite solution is powered by ELO. ELO is a best-in-class industry solution for document management. It’s no exaggeration to say that the Kōdo Business Suite platform has transformed records management for Monash Health. With a single platform, centralised management and highly efficient search capability, the whole organisation can quickly and easily access the documents they need. Toshiba supports and maintains the system to keep it up to date and performing at its very best. 

Transforming Monash’s document management

“The Toshiba platform is much easier to use, and has dramatically reduced the need for paper”, confirms Anesti. “To date, we’ve converted 120,000 documents from paper to digital. With approximately 600,000 corporate records archived in our system, I very rarely print now”, he says, “and we’re one big step closer to a paperless operation.”

The health sector is tightly regulated and audited - there are two audits a year by the Victorian Auditor General, which include a review of document security and management. On top of this, Monash Health runs internal audits twice yearly too. “The audit process is so much more efficient now”, says Anesti.  “Everything is date stamped, and we can simply drag and drop a document to email, rather than having to print, scan and attach it.

With staff not tied up with document management, Anesti can assign more resources to other business projects.

Anesti has been impressed with the way that Toshiba has engaged with Monash Health. “Their attitude is that they’re in this for the long haul and they want to ensure we’re happy”, he says. “Anosh’s people skills make him an excellent account manager and we appreciate the honesty, reliability and prompt service we get from everyone we deal with at Toshiba.”

Plans for the future

The system has been such a success, that further expansion is planned. “There’s still more benefit to be gained”, says Anesti. “For example, we’re looking at bringing staff records onto the platform, getting rid of paper-based information and making it easier for payroll to access contractual employee data.”

“We also still have documents stored offsite - and if they are needed, we have to get a box physically delivered, go through it to find the document, then send it back. Once we can get those documents into the Kōdo Business Suite system, we can save even more money and time.” 

Anesti sums up what Toshiba’s Kōdo Business Suite has meant for Monash Health: “We’re delighted with our document management platform”, he says. “It’s efficient, has the functionality we need and is easy to use. It’s been a great decision.” 

Download Monash Health Case Study

Monash Health
246 Clayton Road,
Clayton VIC 3168
P: (03) 9594 6666

monashhealth.org

TOSHIBA (Australia) Pty Limited
Building C, 12-24 Talavera Road,
North Ryde, NSW, 2113
Australia
P:1300 794 202

New Zealand
32 Lunn Avenue, Mt Wellington
P: 09 570 8530
www.toshiba-business.com.au
www.toshiba-business.co.nz