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Healthcare Services and Solutions

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Healthcare Services

and Solutions

Information management

for improved patient care

Ricoh is a global leader in information management. Our services and solutions are tailored to the needs of the healthcare sector. They streamline administrative processes, improve

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Intelligent systems, smarter healthcare

Patient care is the heartbeat of your operation. From reception through to discharge, patients rely upon your unparalleled medical expertise. Yet that medical care is not delivered in isolation. To provide timely and effective medical intervention, your organisation needs intelligent back-office systems and technology.

That is where Ricoh comes in. Ricoh is a global leader in the capture, management and distribution of information. Our services and solutions are tailored to the needs of the healthcare sector. They will help streamline administrative processes, improve access to information and release medical resource to front-line care.

Ours was a major project. Failure wasn’t an option. Ricoh accompanied us at all times, driving the project forward and responding to our needs with impressive speed and commitment.” Chief Information Officer, USP Hospital Group

Reception

& registration Record keeping

Assessment & diagnosis Treatment & pharmacy Discharge & billing

Patient

Workflow

Appointment letters Patient wristbands Electronic health record Digitise information Photographic record Collaborative working Print prescriptions Digital discharge notes Print room services IT management
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Ricoh’s healthcare services and solutions

Page 4 Page 5 Page 6 Page 6 Page 7 Page 8 Page 10 Page 11 Page 14 Page 15 Managed document services

Business process re-engineering Document processes outsourcing Managed print and mail room services Cross platform connectivity

Unified communications systems Indexed photographic records Healthcare optimised printers and MFPs Patient identification and security IT management

Optimising the patient workflow

Ricoh’s healthcare services and solutions are designed to optimise the patient workflow; automating administrative processes, making information more accessible, facilitating collaborative working, reducing the administrative workload and releasing resource to front-line care.

More information about our healthcare services and solutions can be found on the following pages:

Governments are demanding the digitisation of healthcare records. In the UK, the NHS is to ‘go paperless’ by 2018, to ‘save billions, improve services and help meet the challenges of an ageing population’. All patients are to have compatible digital records so that their health information can follow them around the health and social care system.* Ricoh can help.

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A clinical approach to digital workflow management

Healthcare organisations have complex information flows. Computer-generated healthcare may be printed, passed from department to department and annotated with handwritten notes before they are approved and filed in the patient’s record.

If the workflow - both printed and electronic - is not managed effectively, time can be wasted searching for information; tying up resource and compromising the clinical decision-making process. Use of ineffective systems and technology can also add cost to the operation.

Because your document workflow is unique, Ricoh will take time to understand it and identify where improvements can be made before developing an integrated solution which supports your needs more effectively. It is a reassuringly clinical approach - we call it Managed Document Services (MDS). We follow a five-step process that takes us from initial understanding to full optimisation; the result is a smarter, more efficient information workflow.

MDS delivery model

Appointment letters and discharge notes Patient registration and identification

Digitisation of paper based archives Electronic health record management

Photographic records Printing, copying and scanning Meetings and video conferencing

Business process outsourcing Managed print and mail room services

IT Services

Healthcare services and solutions

Digital workflow

Ricoh transformed the way NHS Fife shares data between hospitals and community healthcare providers. Rather than post discharge notes to GPs, they are now available instantly in electronic format. As well improving access to information, Ricoh’s solution delivered substantial cost savings.

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Business process re-engineering

Ricoh is a global leader in the capture, management and distribution of information and has a proven track record in the healthcare sector. Applying the principles of Managed Document Services, we can help you re-engineer key document processes, automating the workflow to improve efficiency and reduce costs.

Re-engineering document processes for our healthcare customers, we helped the Ommelander Hospital Group in the Netherlands introduce an automated patient registration system and the USP / Quirón Hospital Group in Spain migrate to an electronic health record system.

Automated patient registration

Ommelander Ziekenhuis Groep (OZG) is a successful hospital group based in the Netherlands. Automating patient registration and implementing a digital workflow helped to streamline the healthcare provider’s administrative processes. Process optimisation has cut the time employees spend on administrative processes by 25,000 hours a year.

Electronic health record

USP / Quirón Hospital Group generated more than 20 million paper-based medical records every year. Under Ricoh’s guidance, the group migrated from paper-based processes to an Electronic Health Record system with automated workflows and electronic forms. Ricoh’s solution is driving new levels of efficiency and improving the quality and timeliness of patient care.

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Managing document intensive processes such as appointment letter processing can be a challenge. Whilst the documents are important, processing the information, printing out documents and mailing them to patients ties up valuable resource and can prove expensive.

Document process outsourcing

Ricoh can help by managing document intensive processes for you. Depending on your requirements, we can provide a managed off-site service or assume responsibility for your existing in-house print room, mail room, scanning and archiving services. Either way, we will save you time and money.

Ricoh provides document outsourcing solutions for many leading healthcare organisations. Data is processed within the Ricoh Cloud and we process print, e-mail, SMS and voice documents. Safeguarding patient confidentiality, Ricoh holds global ISO 27001 accreditation for information security management.

Managed print and mail room services

All the benefits of outsourcing, delivered on your premises, using your own equipment. Whether it’s your print room, mail room or scanning and archiving services, Ricoh ensures you have the right resources available when you need them, improving service levels, releasing resource and eliminating cost. By integrating management of your printer fleet with the operation of your print and mail rooms or, with your scanning and archiving services, or even a combination of all three, we can also deliver significant productivity gains and reduce costs across the entire business.

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Key Benefits:

• Simple one-button scanning solution • Links to proprietary

electronic databases • Instant access to digital

information

• Enables more informed decision-making • Streamlines

administrative processes • Minimises risk of record

mismanagement

Cross platform connectivity

Disconnected systems lead to disconnected thinking. Sharing information is critical to medical decision making, yet 38%1 of healthcare executives say that different systems across their organisations are not

connected. Digitisation enables patient records to be updated quickly and allows essential information to be shared by medical practitioners.

Consultant Notes Lab

Results Scan Validation /

Authentication Server Hospital eRecord Connect Other Other Electronic Medical Electronic Health Records

eRecord Connect: digitising patient records

Ricoh’s eRecord Connect establishes a link between different electronic record systems, enabling patient records to be digitised with minimal effort and uploaded seamlessly to the databases which comprise your Electronic Healthcare Record.

The simple one-button scanning solution is accessed via the control panel of a Ricoh MFP. The integrated utility scans and indexes paper-based documents such as referral letters and hand written notes, before uploading them to the Electronic Health Record. Documents are processed automatically according to predetermined rules. Associating the digitised record with the patient number and other relevant data helps to ensure that documents are indexed correctly, reducing the risk of record mismanagement.

The digitised records are stored securely within your organisation’s Electronic Health Record, reducing the costs associated with physical archiving and enabling information to be accessed across multiple locations, users and devices.

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Unified communication systems for easier collaboration

In the healthcare environment, clinical decisions are often reached through collaborative discussion. Ricoh’s unified communications systems support remote teamworking, enabling healthcare professionals to share information and communicate face-to-face, no matter where they are located.

P1000 and P3000 video conferencing systems

Using video conferencing technology, it is easy to get a second opinion. Ricoh’s P1000 and P3000 Unified Communication Systems provide real-time interactive audio and video communication with multiple locations, enabling healthcare professionals to consult face-to-face with other clinical experts.

Clinicians can interact via a live video link whilst sharing computer-based information which might include images captured using a Ricoh barcode enabled digital camera.

Ricoh’s P3000 portable system is as easy to use as a mobile phone. With a compact design, it features an integrated system complete with camera, microphone and speaker. For users on the go, the battery powered P1000 is based on tablet design. Its wireless technology connects seamlessly, enabling face-to-face communication from virtually any location.

D5500 interactive whiteboard

Ricoh’s D5500 interactive whiteboard will make patient conferences, meetings and training sessions more productive and cost efficient. Using the interactive whiteboard, it is easy to present computer or smart device information and annotate it on-the-fly.

Touchscreen convenience enables users to draw, edit, move, resize and save information. The D5500 can also be used as a display for Ricoh’s video conferencing systems and can simultaneously share content in real time using a ‘picture-in-picture’ function.

The D5500 is incredibly easy to use. There is no need to install any software, simply connect it to a PC, iPad, tablet or smart phone. Screen content can be printed on the fly, saved to USB memory, or shared via email.

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PJ WX5361N projector

Ricoh’s high intensity data projectors will illuminate your healthcare presentations. Ideal for large meetings and conference rooms, Ricoh’s PJ WX5361N and PJ X5371N will project in high definition onto screens up to 300 inches in size, whilst the integral 16 W speaker fills the room with quality sound.

Both projectors support dicom technology and, in the healthcare environment, can be used to display non diagnostic x ray images. Vertical and horizontal keystone correction automatically rectifies image distortion and ensures that images are correctly displayed.

With helpful on-screen prompts and simple wireless connectivity, the PJ WX5361N ensures a simple and user friendly operation.

Print services

Ricoh optimised NHS Health Scotland’s print

infrastructure, replacing legacy devices with a right-sized fleet of MFPs and printers. A pull-print solution enables confidential work to be collected from any device. Ricoh’s solution streamlined the workflow, improving productivity and generating significant cost savings.

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Indexed photographic records

A picture may paint a thousand words, but it only has value in medical diagnosis if it is linked to the patient record and shared with other clinicians. Ricoh’s G700SE digital camera can be configured with a barcode reader and used to index and upload photographs.

G700SE Barcode Camera

Designed to capture high-resolution photographic images in testing conditions, Ricoh’s G700SE digital camera is water, dust and shock proof. The camera’s inbuilt resistance to water and chemicals make it ideal for use in medical environments.

Using the camera, clinicians can easily record patient information when photographing an injury or medical condition. The photographic image and barcode data is transmitted wirelessly by the camera and can be quickly uploaded to the patient’s electronic health record.

Providing intelligent end-to-end solutions for the healthcare sector, our printers and MFPs can print barcodes onto documents and wristbands, and our cameras and scanners can capture and record barcode indexed information.

Technology is just one way to increase efficiency and improve patient care. Innovative processes are essential to ensure critical information is captured, integrated and can be easily accessed 24 hours a day.

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Printing, copying and scanning

From patient care to patient records, health care is personal. To support your patients, you need to print specialised documents, such as wristbands, referral letters and prescriptions, effortlessly and affordably at the point of need. With Ricoh’s healthcare printers and MFPs, it is as easy as 123.

Healthcare optimised printers and MFPs

Ricoh is a leader in print technology, providing versatile and effective imaging systems for a global customer base. In addition to our extensive range of office and production print solutions, we also offer printers and MFPs which have been optimised for healthcare applications.

Ricoh’s healthcare printers and MFPs combine everyday convenience with long lasting security. They are fast, affordable and effortlessly reliable. Depending on the model selected, they provide the means to print, copy, scan and share in colour and/or black-and-white.

Special features, developed for the healthcare market, include:

Tray Lock

*

It is easy to secure specialised media, such prescription forms, wristband stock and other expensive or sensitive media, using the optional tray lock feature.

Wristband Printing

Ricoh’s healthcare printers and MFPs facilitate effortless and cost-effective printing of patient wristbands. Zebra Laserbands can be bulk fed and printed in full colour.

TEFLON Coating

Ricoh’s innovative Teflon coated paper trays accommodate specialised media and minimise misfeeds for uninterrupted print runs.

Portable Print Configuration

With an SD card and the Portable Print Configuration module, users easily can transfer system settings from one device to another, improving mobility.

Locked Print

*

Protect patient confidentiality by securely locking documents in memory until released by the originator upon collection.

DataOverwrite Security

*

Documents, data, address books and passwords can be encrypted and information stored on the hard drive overwritten up to 9 times to safeguard data integrity.

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B&W laser printers and MFPs

SP 5200DN/SP 5210DN and SP 5200S/SP 5210SF

Quick, easy-to-use and effortlessly reliable, Ricoh’s TEFLON series healthcare optimised B&W laser printers and MFPs support the print needs of surgeries and clinics. Time and cost saving features, such as double-sided printing and network connectivity, are provided as standard.

Healthcare professionals will benefit from impressive print speeds, excellent paper handling and reliable performance. For larger workgroups, our space-saving designs can be expanded from desktop models to four/five-tray floor-standing powerhouses.

Multifunctional versions of the product provide the means to print and copy in black-and-white and scan hard copy information in full colour. The MFP version also doubles as a high speed plain paper fax machine. A high capacity document feed automates scanning processes.

TEFLON B&W Laser Printers

TEFLON B&W MFPs

SP 5200DN

• 45 ppm, network ready, duplex printer • B&W printing

• 5 trays / 2850 sheets (max) • 4-line LCD • 80 GB HDD (opt) Wristband printing Locked print HDD encryption (with HDD) DataOverwrite (with HDD) Tray lock (opt)

SP 5210DN

• 50 ppm, network ready, duplex printer • B&W printing

• 5 trays / 2850 sheets (max) • Colour touchscreen • 80 GB HDD (std) Wristband printing Locked print HDD encryption DataOverwrite Tray lock (opt)

SP 5200S

• 45 ppm, network ready, duplex printer and MFP • B&W printing and copying,

colour scanning • 4 trays / 2300 sheets (max) • 4-line LCD • 80 GB HDD (opt) Wristband printing Locked print HDD encryption (with HDD) DataOverwrite (with HDD) Tray lock (opt)

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Colour laser printers

SP C430DN/SP C431DN

Ricoh’s TEFLON series colour laser printers produce affordable high-quality output at speed. Printing reliably onto specialised media, such as Zebra Laserbands, they provide the means to colour code critical patient care documents.

The compact A4 print engines deliver class leading performance at a low price. Network ready and capable of printing 35 or 40 colour pages per minute, they will meet the print demands of busy surgeries and clinics.

Patient confidentiality is easily protected. Ricoh’s Locked Print*

technology holds documents in memory until they are released by the originator. And address books, passwords and other information stored on the printer’s hard drive can be secured using Ricoh’s Hard Drive Encryption* option.

* Optional hard drive required.

SP 5210SF

• 50 ppm, network ready, duplex printer and MFP • B&W printing and copying,

colour scanning, fax • 4 trays / 2300 sheets (max) • Colour touchscreen • 80 GB HDD (std)

SP C430DN

• 35 ppm, network ready, duplex colour printer • Colour printing

• 4 trays / 2300 sheets (max) • 4-line LCD

• 128 GB HDD (opt)

SP C431DN

• 40 ppm, network ready, duplex colour printer • Colour printing

• 4 trays / 2300 sheets (max) • 4-line LCD

• 128 GB HDD (std)

TEFLON Colour Laser Printers

Wristband printing Locked print HDD encryption DataOverwrite Tray lock (opt)

Wristband printing Locked print HDD encryption (with HDD) DataOverwrite (with HDD) Wristband printing Locked print HDD encryption DataOverwrite

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Patient identification and security

Patient identification is central to healthcare administrative processes. Barcode scanning speeds the capture and interchange of patient information, enhancing the patient experience and ensuring that medical professionals have access to accurate and timely clinical information.

Zebra Laserbands

Ricoh’s healthcare optimised printers and MFPs can print patient wristbands that have been personalised with a unique barcode, a colour photograph of the patient and other essential information, such as the patient’s name, date of birth, allergies and medical conditions.

The wristbands reduce the risk of clinical or administrative error. The patient’s identity can be verified from the photograph and colour coding quickly informs medical staff of known allergies. Scanning the barcode speeds the processing of clinical information.

The Teflon coating of Ricoh’s healthcare optimised printers and MFPs supports bulk printing of Zebra Laserband wristbands. As well being easy to print, the Zebra Laserband wristbands are comfortable to wear and have a hygienic wipe-clean surface.

Digitisation increases efficiency and provides significant cost savings. The majority (62%1) of healthcare leaders plan to digitise their remaining hard copy documents within the next three years. Zebra Laserbands speed the interchange of information, enhancing the patient experience and reducing administration.

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IT Management

Using our proven best-in-class IT delivery and support infrastructure, we can provide IT infrastructure services and solutions for our healthcare customers. Our IT services range from the supply of high performing client devices to IT service desk support and the provision of IT lifecycle services.

Ricoh’s Service Desk provides a single, reliable point of contact for all client devices for IT related incidents. Our powerful remote diagnostic system monitors the health of client devices and our network of service engineers can provide expert desk-side services and support.

Consu lting assess m en t s er vices End -of-li fe se rvic es Clo ud b ackup service s Pay Per Seat On-site services Provision

for clients Configurationservices

Deployment services Service Desk & remote management IM AC-D servi ces

Supporting IT lifecycle needs, Ricoh also provides a variety of tailored IT services, including: testing and certification, asset procurement and management, software imaging configuration, service desk management, break-fix repairs, data cleansing and remarketing.

Power Office TOTAL

Swedish support agency, Alna, has more than 80 affiliated psychologists and therapists working at remote locations. Ricoh manages Alna’s IT infrastructure, supporting its mobile workforce with state-of-the-art systems and technology and providing attentive service desk support. Ricoh’s Power Office TOTAL service has improved business agility and reduced IT costs.

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www.ricoh-europe.com The facts and figures shown in this brochure relate to specific business cases. Individual circumstances may produce different results. All company, brand, product and service names are the property of and are registered trademarks of their respective owners. Copyright © 2014 Ricoh Europe PLC. All rights reserved. This brochure, its contents and/or layout may not be modified and/or adapted, copied in part or in whole and/ or incorporated into other works without the prior written permission of Ricoh Europe PLC.

Managed document services

Ricoh supports the health and social services group’s document infrastructure. Legacy devices were replaced with a right-sized fleet of cost efficient MFPs. Proximity printing safeguards patient confidentiality and a scanning solution enables documents to appended to the patient’s record. Ricoh’s solution has streamlined document workflows and improved security.

Electronic document management

German healthcare organisation KHWE was keen to improve the flow of information and reduce administrative costs by digitising paper-based records. A secure electronic health record system helped KHWE to achieve its goals. The system enables healthcare professionals to enhance patient care by accessing medical information faster.

About Ricoh

As a global company specialising in office imaging equipment, production print solutions, document management systems and IT services, Ricoh offers healthcare institutions true end to end solutions that reduce time spent on these admin heavy processes and more time for patient care.

Ricoh works with leading healthcare organisations around the world. Our suite of solutions have helped improve efficiencies by up to 20% and have delivered a reduced administrative workload for medical staff, ensuring the focus is on patients, not paperwork.

References

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