A growing medical group with eight North Jersey locations came to us with a familiar knot in their stomach. Their copier lease had quietly auto-renewed (the kind of clause buried on page four that nobody flags until it’s too late), and they were three years into equipment that no longer fit how the practice ran.
The problem
Each office had been signed up separately, on different lease end dates, by different reps over the years. That meant nine invoices, three brands of toner on the shelves, and click charges that nobody could total in one place. Front-desk staff were waiting on slow scan-to-EHR jobs while patients stacked up in the waiting room.
“In healthcare, a slow scanner isn’t an inconvenience, it’s a patient standing at the desk while you wait for a chart to move,” the administrator told us. “We didn’t even know what we were spending.”
What we did
We started where we always do, with a free walkthrough and a lease audit. We mapped every device, every lease end date, and every auto-renewal window across all eight sites. Then we built a single standardized Kyocera and Sharp MFP fleet sized to each office’s real volume, with scan-to-EHR profiles set up by our techs on site, and folded everything onto one managed-print agreement with a known cost per click.
The result
One invoice. One toner SKU per device class. A coverage plan that flags machines before they fail instead of after. And because we timed the cutover to their existing lease windows, there were no overlap penalties and no disruption to a single appointment.
“It’s the first time in years I can answer ‘what do we spend on print’ in one sentence,” the administrator said. “That’s worth a lot when you sit in front of the partners every quarter.”