Graphcom currently partners with a number of WellSpan facilities for their forms management needs, including Gettysburg Hospital. Our relationship with Gettysburg Hospital began in 1982 when Graphcom was approached to help the hospital audit and reduce printing expenses.
The facility’s document management processes were manual and inefficient. Turnaround time was extremely slow and valuable space was wasted on storage. The hospital also had a problem with form revision, obsolescence and inconsistencies which caused great problems as well as compliance issues. Poor version control and incomplete distribution undermined the functionality of the form.
Materials Management for the hospital did not wish to purchase a pre-packaged solution. It was important for them to have the confidence that the vendor with which they partnered could handle large-scale projects as well as provide strategic direction for future initiatives.
Materials Management with Print-on-Demand Technology
Graphcom partnered with Gettysburg Hospital to develop an electronic solution to address each of the problem areas. Documents are created, stored and managed digitally at Graphcom’s facilities. They are now ordered “just in time” from all hospital locations. Documents and forms are now produced as needed, on demand through an online ordering system. Requisitions that used to take weeks to fulfill arrive in 48 hours or less, wherever needed. This system also virtually eliminates inventory and reduces storage requirements.
Working with the Gettysburg Hospital, Graphcom developed a seamless system of form revision ensuring that compliance issues, as well as authorization to change an existing form or create a new form, are provided. All forms are in digital format and managed by Graphcom, thus they can be updated easily, while meeting the strictest revision controls. This ensures that forms utilized by all departments are consistent in compliance. Obsolescence is not an issue.
Printing and inventory costs were reduced by approximately 25 percent hospital wide. We attribute part of the success to the redirection of the printed materials budget to the consuming department. Department managers tend to be more conscious of their print spend when it comes from their own budget.
Although the immediate requirement was to generate cost savings, the long-term benefit of the partnership between Gettysburg Hospital and Graphcom has allowed more of the hospital resources to be channeled to their core activities.