A Tale of Two Vendors: A Story of Communication

Posted by Robert Caldwell on Dec 2, 2016 4:42:54 PM

You can have the best of times or you can have the worst of times when it comes to buying or leasing a fleet of photocopiers with a managed print service contract.

If you have the wisdom to carefully research your office equipment partner, you can look forward to years of hassle-free productivity. 

If you foolishly take shortcuts and settle for any old vendor, prepare for years of lost days on the phone frantically trying to get your equipment to work.

The difference between wisdom and foolishness is communication. Only by talking to your potential vendors can you avoid long years of digital copiers that just don't seem to function.

Tags: Printer Management, digital copiers

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The Hidden Cost of a Cheap Photocopier

Posted by Robert Caldwell on Nov 21, 2016 11:07:00 AM

You have to operate with a budget professionally and personally. The same questions come up no matter what you're buying. How much should it cost, where can you find the best deals, and is there a more affordable way to get it?

Many people jump right to the cheapest copier they can find. They think it might match their needs, but their decision is purely price driven. Sometimes they luck out and get the right model with good build quality. Years from now, they're calling the copier "old reliable" and patting themselves on the back for their money-saving move.

However, this is not the case for most people.

Tags: office productivity, Printing, Printer Management, Solutions, Multifunction copier, Did you know?, Productivity

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Document Access and Security: Copiers Are Key

Posted by Robert Caldwell on Oct 27, 2016 2:30:00 PM

It is absolutely vital that records are readily accessible to ensure that your patients receive the best care possible. This means that every organization, from the largest hospital to one-person general practitioner practices, needs to be able to obtain patient records. Every individual involved in a patient's care, from doctors to nurses, need to be able to view a patient's medical history.

While access is key, HIPAA (Health Insurance Portability and Accountability Act) and the HITECH (Health Information Technology for Economical and Clinical Health) Act have established strict standards for ensuring the security of those records. A balance must be struck between access and security.

When seeking to find that balance, paper records can hold you back and make compliance more difficult. Paper records are difficult to share and not inherently secure, since documents can be lost, misplaced, or stolen.

Tags: Healthcare

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7 Ways to Be HIPAA Compliant

Posted by Robert Caldwell on Oct 25, 2016 1:59:54 PM

The federal government requires all organizations and individuals who handle patient health information to be HIPAA compliant. Office managers must work to ensure that all confidential patient information is only viewed by authorized personnel and is protected against theft.

The HIPAA rules that apply to medical offices take up 115 pages. It is absolutely vital that you read through all the rules to ensure that you are in compliance. In 2013, HIPAA policy changed. After reading through those changes, Medical Economics identified seven potential violations that could leave your office open to fines that range from $100 to $50,000. Here are those seven issues and how to ensure you are HIPAA compliant.

Tags: Healthcare

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Is Your Copier HIPAA-Compliant? 9 Tips to Protect Yourself

Posted by Robert Caldwell on Oct 21, 2016 2:15:53 PM

Every modern office has a copier, and if it's a doctor's office, it must be HIPAA compliant. While multifunction copiers can be HIPAA compliant, none of them are compliant out of the box.

There are a few unscrupulous dealers that will say that their copiers are HIPAA compliant out of the box, hoping to capitalize on doctors and hospitals that want to get compliant as fast as possible by making a simple purchase.

HIPAA is not defined by technology, but by the policies and procedures that secures a patient's protected health information (PHI). To comply with HIPAA, you must ensure PHI confidentiality, integrity, and availability. This means that the data is only available and alterable by authorized persons or processes.


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The Real Value of Legal IT Spending

Posted by Robert Caldwell on Oct 18, 2016 1:00:00 PM

Do you feel you're not getting the most out of your technology spending? Or that your legal IT departments are not helping you meet your business goals?

First, rethink your strategy, and your mindset.

When it comes to technology, there are a few key things that firms in the legal industry do in order to improve their business processes:

  • Be smart. Select only technology that supports your business objectives.
  • Your IT infrastructure must retain its critical pieces: copiers and print output.
  • Hire professionals to manage your IT so you can focus on work that brings your firm revenue: practicing law, acquiring new clients, and retaining current ones.
  • Remove distractions. Don't try to handle copier repairs in-house, as this only slows down your work.

Here's an overview of how law firms are spending on IT, from the InsideLegal/ILTA Technology Purchasing Survey (click here to read the complete survey).

Tags: Legal tips and tools

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Finding Your Audience of One: Personalization With Variable Data Printing

Posted by Robert Caldwell on Oct 15, 2016 11:45:00 AM

“Hey. You there, here's a product you might be interested in. Maybe.”

That's not really a line that's going to inspire anyone to buy from you, much less customer loyalty. Yet that's what a lot marketing looks like – dull, uninspired, careless, and often so broad that no one knows it's for them.

Who wants to be on the receiving end of that? As a business, is that the kind of marketing you want to be sending to your customers and prospects?

Tags: Printing, Technology, Solutions

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Customer Service: The Strategic Partnership Review

Posted by Robert Caldwell on Oct 14, 2016 2:00:00 PM

Ongoing customer relationship management takes on many forms, from a simple account review to a one-on-one meeting at a swanky lunch spot. These activities improve client loyalty and build long-lasting connections, but they often go on the back burner. Many companies consider post-sale account management to be a once-and-done process involving a single follow-up, or they wash their hands completely after the sale. When companies stand to gain so many benefits, why do they skip out on this part? In many cases, there's too much focus on sales quota attainment, and the customer (and company) suffers for it.

Tags: customer satisfaction

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4 Ways Document Management Transforms Your Medical Practice

Posted by Robert Caldwell on Oct 12, 2016 3:00:00 PM

When you work in the medical field and you're helping patients, it's easy to forget that your medical practice is also a business. Your back-office processes are just as important as what you're doing on the front-line. If you struggle with paperwork filling everyone's desks, it's time to look into the four key benefits of document management software.

Tags: Healthcare

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You Don't Call a Penguin a Dodo, Why Call Your Copier a Photocopier?

Posted by Robert Caldwell on Sep 15, 2016 1:00:00 PM

Photocopiers are on the edge of extinction, only found tucked in the back corners of libraries and colleges. Multifunctional devices, digital copiers, and all-in-one devices have edged it out of the technology world. However, you still see "photocopier" applied as a catch-all term when people and businesses talk about the tools they need to support daily operations.

Many industries require print and copying functionality, but when they use the wrong terminology to say what they need, they may end up limiting their choices. You can't realize the productivity benefits of a machine when you make assumptions about what it can do.

All photocopiers could do was create copies of papers with heat and light. They served a useful purpose in their time, but modern technology brings an expanded feature set to the table.

Tags: Multifunction copier

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