A large United States not-for-profit health insurance provider, with more than one million members, has some of the most complex and wide-ranging printing and communication needs.
In the age of the ACA, both healthcare providers and health insurance companies are under tremendous pressure to do more with less. To help address some of these challenges, both care providers and health insurance firms are outsourcing the production of their sensitive documents to service providers like NextPage.
The Challenge
Business Units Utilizing a Variety of Offsite Vendors Proving Unsustainable
Since 1996, the U.S. government has been encouraging healthcare providers to shift to electronic medical records. In fact, three of the most significant healthcare laws passed over the past 25 years address paperless medical records.
With almost 90% of healthcare providers continuing to rely on printed items, the need for strategic services has not diminished.
Now, more than ever, healthcare providers need to outsource print management. So, when a regional medical insurance company told us they had been with the same onsite services provider (think a large copier company) for nearly 28 years — and each of their business units were using a variety of offsite vendors (over 36 different providers) — we knew their situation was unsustainable!
The Solution
Outsource Production of Complex and Sensitive Printing with NextPage’s Managed Print Services
Of five key vendors invited to participate in the proposal process, NextPage was chosen as the enterprise-wide solutions provider. The goal was, “One Back to Pat and One Throat to Choke.”
Highly regarded in the print industry and local community, NextPage offered a complete suite of services and technologies. NextPage has the resources and depth of services to support a large organization while remaining nimble and flexible.
The Following Five Goals Were Priority:
1. Cost Savings
Managed Print Services from a company like NextPage provide stable and predictable costs while containing waste.
These cost-savings come in many forms, including:
- Service costs of maintaining and repairing print hardware
- Ability to produce via a variety of methods to ensure lowest cost
- Buying power for consumables
- Expanded collection of equipment
- Space that makes sense for production
- Ability to manage inventory of consumables as well as finished goods
Key Takeaway: In excess of $1MM in annual savings for the enterprise.
2. Consolidation
Decrease in physical footprint of onsite print center, reduction of toner-based printer and copier fleet, while standardizing devices across the organization as well as vendors.
Benefits:
- Remote printing access to a state-of-the-art print production plant
- Access to NextPage’s buying power for paper, shipping materials, and print consumables
Key Takeaway: Vendor consolidation — from 30 external vendors to 1.
3. Compliance
Maintaining data security and privacy is a top priority for today’s healthcare providers and health insurance providers, and current regulations make compliance a critical and costly endeavor.
NextPage’s advantages include:
- Partnering with a HIPAA-compliant print and mail company does more than simply avoid costly issues or violations.
- An integrated print-mail solution can help grow your business, improve member communications, and enhance member experience.
- Industry-leading expertise, equipment, and technology of an outsource provider work together to reduce the risk of a HIPAA violation by enhancing the security of important data.
Key Takeaway: Transparency and tracking to reduce the risk of compliance-related fines.
4. Brand Compliance
Managing brand compliance across multiple vendors using a variety of print methods is a costly endeavor.
NextPage ensures:
- Understanding of brand standards so marketers and brand managers can focus on strategy, not policing.
- Using G7 Color Management Processes to ensure brand colors are maintained across all applications.
Key Takeaway: Consistent color, logo, and brand representation results in increased organizational credibility.
5. Corporate Alignment
By aligning with a Best of Breed Vendor/Partner, an organization can focus on its core work and allow for thought leadership in an often overlooked, yet highly costly portion of their operation.
Efficiency highlights:
- Streamlined billing and service level agreement accountability for operational efficiency.
- NextPage continuously innovates to offer better solutions that reduce cost and increase efficiency.
Key Takeaway: Your organization focuses on its core business and reduces capital needs (both financial and human) for non-core work.
The Return
Annual Enterprise Cost Savings of $1MM
Among the many challenges faced, NextPage has been able to provide the following services — exceeding their initial goals:
- Onsite Print Shop Equipment, Labor Management, and Onsite Material Management
- Inbound and Outbound Shipping, Mail Management, and Critical Package Distribution
- Online Studio Portal for Order Submission, Tracking, and Reporting
- Offsite: Envelope Production and Inventory, Mail Execution and Distribution (Folding, Gluing/Tabbing, Inserting, Inkjetting, USPS Logistics — Mailing and Commingling, Mail Tracking with Reporting)
Offsite Printing, Binding, and/or Mailing for:
- Custom Marketing or Community Relations Ad Hoc Direct Mail Campaigns
- Member Newsletters
- Stationery
- New Member Welcome Guides
- Annual Reports
- Large Format: Posters, Signs, Banners, Floor Graphics, Wall Graphics, and Window Clings
Automated Population Health Direct Mail Marketing Programs for:
- HEDIS Score Management
Automated, Barcoded Compliance Program Printing & Mailing:
- Approval/Denial Letters
- Provider Letters
- Broker Letters
- Approaching Events Letters
- Coverage Letters
Medicare Advantage Printing and Direct Mail Management:
EOC Mailings
Pre-AEP and AEP Acquisition Mailings
Automated Age-in Direct Mail Programs
Broker Kits
Member Retention Mailings
Member Welcome Kit Mailings
Member Awareness Mailings
MA Provider Directories
LIS Rider Letter Mailings
ANOC Mailings