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Healthcare

For healthcare professionals, patient care is the number one priority. Yet for many, valuable time is taken up with managing processes and paperwork. Toshiba helps healthcare providers streamline their workflows, lower process costs and keep patient records safe, secure and compliant. Leaving them with more time to focus on patients.

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Solutions for Healthcare

 

 

Toshiba healthcare admissions

Automating admissions

Admitting a new patient should be a smooth, seamless and stress-free process for the patient. Toshiba helps you to digitise patient records and automate workflows, getting the right documents to the right people with minimal intervention. Patient experience is enhanced and treatment can start sooner.

 
 

Compliance

With ever stricter regulatory requirements around safeguarding patient records, you need to be sure that you are fully compliant. We’ll help you to store patient records securely, enforce print rules and allow access only by authenticated users.

Toshiba security compliance for healthcare

 
 

Toshiba office management for healthcare

Operational management

Running a healthcare facility requires efficiency across a whole range of processes, including purchasing, invoicing, personnel management and building maintenance. Automated workflows help you to streamline these processes - with one-touch functions reducing the time they take, minimising staff intervention, increasing accuracy and reducing costs.

 
 

Records and privacy

Your data sources hold secure staff and patient records, with vital information. Privacy is essential, but so is rapid and efficient retrieval of information. Our information management tools give you security, combined with record tracking and powerful search tools.

Toshiba healthcare staff

 
 

Asset management

Asset management

Your facility has a host of valuable assets - from medical equipment to IT devices - without which you couldn’t deliver your service. We’ll help you with barcode labelling to track and protect your assets.

 
 

Controlling and reducing waste

In a healthcare facility, massive amounts of paper can be generated, contributing to waste and environmental footprint. We help you drive efficiency and reduce waste with managed print queues, enforceable print rules, print tracking and chargeback.

Toshiba sustainability for healthcare

 
 

Efficiency

Automated workflows help to streamline processes so staff can spend more time on patient care.

Environmentally responsible

By converting paper files to digital and managing printing, you reduce waste.

Compliance

Ensure your patient records management meet regulatory standards for privacy and security.

Reduced costs

Streamlined processes mean staff are more productive and eliminate unnecessary cost.

Clear communication

Rapidly get information to every part of your facility from one central management point.

Enhanced patient experience

More efficient admissions and clear information for a stress-free visit.

 

Read what our customers have to say

 

Uniting Case Study

Customer: Uniting

 Country: AUS

Industry: Not-For-Profit / Healthcare

 

Uniting is one of the largest not-for-profit community service providers in NSW and the ACT. Based on Christian values, they provide services in the areas of aged care and disability, community services and chaplaincy, and they get involved in social justice and advocacy issues that impact the people they serve. 

Uniting has been providing services to the community for more than 100 years. They have more than 8,000 staff members, who work across a large network of locations.

THE CHALLENGE

"Toshiba were a natural choice for us in looking for a solution to process our client surveys, due to the level and quality of service we have come to expect and receive from their products and services,”

- Kay Freudenstein-Hayes, Quality Risk and Compliance Manager at Uniting

Uniting began working with Toshiba three years ago, when they were looking for a solution that would help them digitise more than 100 years of hardcopy archives, with the aim of transitioning to a completely digital model of storing records. Toshiba were able to offer a solution that would scan documents and convert them to PFD, Word and Excel files, and this is when the business relationship began.

More recently, Uniting were planning to run important customer feedback surveys across the business and began looking for an efficient way of processing a large number of survey responses from clients. They needed to capture a large amount of data, including quantitative (circled responses) and qualitative data (written responses).

Kay Freudenstein-Hayes, Quality Risk and Compliance Manager at Uniting, said that they had a tight time-frame to work with and approached Toshiba, based on their existing relationship with them.

“At Uniting we pride ourselves on the services we provide to our customers, users and community.  Surveys are an important tool for us to gauge the quality and effectiveness of our services. We had already experienced Toshiba’s level of expertise with data scanning software, through their implementation of Optical Character Recognition (OCR) and PDF/A functions on our existing multifunction devices (MFDs).  Toshiba were a natural choice for us in looking for a solution to process our client surveys, due to the level and quality of service we have come to expect and receive from their products and services,” said Kay.

THE TOSHIBA  APPROACH

Toshiba were able to offer a solution incorporating information auto-extraction, capture and collation, which would work with the existing hardware in place at Uniting. The solution can scan survey response documents to capture the data, and includes text recognition to translate handwritten comments into digital text.

“From our first contact regarding this project, Toshiba was able to demonstrate the depth of their experience in this field and provide us with the requisite level of support and guidance. We received expert advice regarding our specific requirements with keen insights and recommendations based on industry best practice. The Toshiba technical team actively partnered us in the project and worked direct with our other external specialists to provide well-thought-through solutions,” said Kay.

THE TRANSITION

As this was a simple addition of software, there was no disruption to the normal, daily functioning of business at Uniting. Toshiba installed the software and ran some testing with Uniting in preparation for processing the survey responses.

As the software was put in place under a tight time-frame, there was little time for extensive testing and there were teething issues when Uniting began to process the survey responses through the system.

Edith Chow, Project Officer for the Client Feedback Survey at Uniting, said that she was impressed by the support she received in working through these issues.

“Toshiba provided excellent support whenever we needed to iron out practical issues. They were easy to get hold of, communicated clearly, were fast at providing assistance and always kept us up to date. I can’t speak highly enough of the support team,” said Edith.

THE RESULTS

Uniting has a solution in place that largely automates the process of capturing and translating the information on their client feedback surveys.  The solution allowed Uniting to immediately begin analysing the results, rather than manually collating and inputting the data.

“The solution proved to be particularly proficient at capturing and translating quantitative data and made for an efficient way to collect this data. The text recognition component was less accurate but did speed up the process of collecting this information. We are hoping that we can refine this component for added efficiency in future survey processing,” said Edith

Uniting is pleased that they have a solution that could be added to existing infrastructure and alleviate the requirement for human resources in processing their feedback surveys.

“Toshiba recommended a solution that was value for money, fit for purpose and provided great efficiency gains for our survey automation process. We can now focus on analysing the results of our surveys and translating them quickly and effectively into service improvements. We look forward to expanding this service across Uniting,” said Kay.

THE OUTLOOK

“The support we have received from Toshiba has been excellent and we have complete faith in their desire to work with us to optimise our solution in the long term. They have demonstrated a commitment to customer satisfaction, which we really value”
- Edith Chow, Project Officer

Toshiba is committed to working with Uniting to improve the outcomes of their solution to process surveys. Uniting has confidence in the business relationship and feels well supported by the team at Toshiba.

“The support we have received from Toshiba has been excellent and we have complete faith in their desire to work with us to optimise our solution in the long term. They have demonstrated a commitment to customer satisfaction, which we really value”, concluded Edith.







Uniting
Level 4, 222 Pitt Street 
Sydney NSW 2000 Australia

Telephone 
1800 864 846

Website
www.uniting.org

Toshiba (Australia) Pty Ltd 
Bldg C, 12-24 Talavera Rd 
North Ryde, NSW 2113 Australia

Telephone 
1300 794 202

Website
www.toshiba-business.com.au







HammondCare

Success Story

Customer: HammondCare

Country: Australia

Industry: Healthcare

HammondCare is regarded as one of Australia’s most innovative health and aged care providers. It provides hospital care, residential care and community services throughout NSW.

HammondCare operates across 15 locations, including 4 hospitals. HammondCare has over 2,500 staff; one third of them work within its hospitals..

The Challenge

HammondCare  

HammondCare had a large print fleet operating within the hospitals arm of its business. The contract on the fleet was coming to an end, the equipment had become out of date, unreliable and the costs associated were high and variable.

“My staff were spending a great deal of time managing machines that had become unreliable, the service we were receiving from our provider was less than ideal and we certainly weren’t receiving value for money,” said Rob Binskin, CIO at HammondCare.

Rob decided it was time to look at overhauling the fleet and went to market looking for a new solution.

“It was definitely time to research the market and find a more efficient and economical solution. As part of the process we looked at all kinds of options. It was Toshiba who suggested we look at a Managed Print Service (MPS) arrangement,” said Rob.

HammondCare had been a client of Toshiba’s for about 12 months, with a number of Toshiba’s devices within other areas of their business. Neil McLeod, the Toshiba Account Manager who looks after HammondCare said, that there were obvious complexities in managing the old fleet within it hospitals.

“HammondCare didn’t have a good picture of how the print devices within its hospitals were being used. It had 54 devices with 14 different models within the fleet. The management of this wide variety of devices was demanding on valuable IT resources and it was a challenge to keep on top of the amount of consumable items required. In addition, costs were variable month to month making it difficult to anticipate ongoing expenditure,” said Neil.

The Toshiba Approach

“We have more than halved our costs and with absolutely no loss of functionality. In fact, we have gained functionality through the new equipment, software and up-to-date technology,”

– Rob Binskin, CIO

Toshiba conducted a print discovery for HammondCare over a three month period, to get a good picture of its actual usage and associated costs across the fleet. This helped to formulate the best solution for HammondCare’s needs.

“We wanted to help HammondCare reduce operating costs, optimise usage, improve print output and simplify device management, billing and reporting,” said Neil McLeod from Toshiba.

The new solution included optimising some of the existing printers and replacing the older, unreliable equipment with 16 new Toshiba Multifunction devices (MFD’s) and 20 Lexmark printers. Toshiba incorporated software to assist HammondCare in reducing paper wastage through enforced printing rules, and provided tools to allow it to monitor device usage on an ongoing basis.

The solution is entirely inclusive, providing HammondCare with the equipment, software, consumables, service and support at a fixed monthly cost.

“Toshiba was already a trusted business partner. Its proposal provided everything we would need on a single monthly bill and would allow us to reduce our costs considerably. It was on this basis that we chose to move ahead with Toshiba to manage the print needs within our hospitals,” said Rob.

The Transition

Toshiba worked closely with HammondCare staff to make the implementation for the new solution as smooth as possible.

“Toshiba took care of everything, from the removal of old equipment, to the implementation of the new and training staff to use the new machines and software. The change was well received and I did not receive any negative feedback. It was really down to Neil and his team managing the whole process well and working efficiently with HammondCare’s people to ensure the best outcome,” said Rob.

Since the implementation of the Toshiba MPS solution, HammondCare has been able to reduce its costs by more than half.

“We have more than halved our costs and with absolutely no loss of functionality. In fact, we have gained functionality through the new equipment, software and up-to-date technology,” said Rob.

HammondCare now has a single point of contact for the service and support of its fleet. Scheduled servicing and the ordering of consumables are now automated and the equipment is more reliable, which is freeing up resources.

HammondCare has confidence in its partnership with Toshiba and the outlook is very positive.

“The relationship I have with our account manager Neil is great and if I ever need anything, he works with us to find out exactly what we require and he delivers every time. It just seems to be a very professional relationship. If we can maintain the quality of the equipment, the high level of service and the value for money, I can see our partnership with Toshiba continuing well into the future,” said Rob.

The Outlook

Toshiba takes its MPS partnerships and their ongoing success seriously, which is why periodic reviews are built into all agreements. These reviews allow clients to review how the MPS solution is working for their business and to get support from Toshiba to make improvements when necessary.

“The review process has been very helpful and allows us to work together in optimising our solution on an ongoing basis. A past review enabled us to identify some equipment that was being over used.

We were able to relocate and add equipment to accommodate the print volumes in that area, in a way that did not affect our ongoing costs. That was a really good outcome for us,” said Rob.

“My team no longer spend valuable time managing our printers and MFD’s. The service and support we are receiving from Toshiba is excellent and it is now the one thing that I don’t have to worry about,” continued Rob.

“I am very happy with the single monthly invoice, which is a fixed price for all of the needs relating to the print fleet, and I believe that we are getting excellent value for money,” added Rob.


HammondCare

Level 2, 447 Kent Street
Sydney NSW 2000 
Australia

Telephone 1300 426 666

www.hammond.com.au

Toshiba (Australia) Pty Ltd 
Building C, 12-24 Talavera Road 
North Ryde NSW 2113
Australia

Telephone 1300 794 202

www.toshiba-business.com.au

Download Case Study

  

Success Story

Customer: Ipswich Family Veterinary Clinic

Country: Australia

Industry: Healthcare

The couple have established two veterinarian clinics to serve the region. Combined these two vet practices employ 20 staff including seven qualified veterinarians.

The Marburg Veterinary Clinic established in 2010 is situated just off the Warrego highway in the country town of Marburg.

Challenge

  
According to Andrew the large Marburg clinic deals with both large and small animals from domestic pets through to farm livestock. 

“Our Marburg clinic  is one of the few vet practices that offer an after-hours vet service for all animals (large or small animals). This means our clients can call on us to provide the appropriate healthcare for their animals anytime of the day,” said Andrew.

He said the clinic is fully equipped to provide small animal surgical services from routine procedures to complex and even for emergency surgical requirements. 

Based on the success of the Marburg practice they decided to expand their business by opening an additional clinic at Ipswich in December 2013.


The Ipswich Family Veterinary Clinic, situated at Pine Mountain road North Ipswich, principally deals with domes-tic pets including some exotic species.

“We are happy to see a range of pets from dogs and cats to birds, fish and reptiles. Our staff is dedicated to providing a warm and supportive customer experience in both times of joy and difficulties with their pets,” he said.

“We dedicate as much time as possible to the care of our customers and their pet family member and create a sense of safety and trust that each animal will be treated with utmost care.”

As with the Marburg clinic they are one of the few vet practic-es in the area to provide a 24hr emergency service. Both vet clinics offer specialist orthopaedic services saving clients having to travel to Brisbane to access this specialist service. 

“One of the opportunities presented in establishing the new Ipswich clinic from scratch was to consider among other things the ITC requirements and associated equipment,” said Andrew.

He said that they explored a number of possibilities of how they would handle the process including which vendor could best handle the project. 

“We sourced the market pretty extensively talking with our existing software vendors and some independent local communication and IT companies," he said.

Solution

“Toshiba Managed Services were able to fit out both clinics with ITC equipment which consisted of servers, desktop PCs, networked e-STUDIO MFDs and accessories. They also installed and configured the veterinarian specific software that manages all our client information. Toshiba also installed  software which proactively monitors the whole ITC system,”

- Andrew Ferguson, Owner

"As luck would have it one of our vets is married to Andy, a consultant who works for Toshiba. We called Andy in and he explained that Toshiba was setting up a new division – Toshiba Managed Services."

Andrew was informed that Toshiba Managed Services would be able to review their needs and provide the necessary hardware, software and support for their ITC needs.

“We had a discussion with the Toshiba Managed Services' people and briefed them on our requirements including the specifications needed to run our specialised vet software program. Comparing all the offers it was clear that Toshiba Managed Services was able to satisfy the brief and importantly deliver it at a considerable saving over other vendors.”

He said that while the Ipswich site was completely new they took the opportunity to upgrade the Marburg clinic's existing ITC environment at the same time.

“Toshiba Managed Services were able to fit out both clinics with ITC equipment which consisted of servers, desktop PCs, networked e-STUDIO MFDs and accessories. They also installed and configured the veterinarian specific software that manages all our client information. Toshiba also installed  software which proactively monitors the whole ITC system,” he said.

Result

“Toshiba Managed Services has provided us with a one stop shop solution for all our IT, print, security and data storage requirements. Running two busy vet practices means that our priority is being client focussed – not worrying about IT. Toshiba Managed Services has taken the worry out of our IT area letting us get on with helping our clients and their animals.”

Andrew said that their immediate future plans are to build by mid next year a brand new purpose built 700 square metre veterinary clinic at Marburg. He said he is confident that Toshiba Managed Services will continue to provide the ITC hardware, service and support for the new practice.

Ipswich Family Veterinary Clinic
North Ipswich, QLD 4305 Australia
9 Pine Mountain Road

Telephone
(07) 3202 1554

Website
www.ipswichfamilyvet.com.au

 
Toshiba (Australia) Pty Ltd 
North Ryde, NSW 2113 Australia
Bldg C, 12-24 Talavera Rd 

Telephone
(02) 9887 6000

Download this Case Study as a PDF

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Success Story

Customer: Monash Health

Country: Australia

Industry: Healthcare

 

A healthy difference - how Monash Health transformed their document management system with the help of Toshiba’s Kōdo Business Suite, powered by ELO.

Monash Health is Victoria’s largest public health service, providing care to over 1.5 million people. When they needed to streamline their electronic records system, they turned to the document management specialists - Toshiba.

The challenge of healthcare documentation

Monash Health cares for over a quarter of Victoria’s population, with services from pre-birth to end of life, delivered and managed by a staff of 20,000 employees, in six main and 22 satellite hospitals.

That’s a big undertaking and generates massive amounts of documentation - much of it sensitive -  all of which has to be created, filed, secured and managed to strict protocols. 

Monash Health partners with Toshiba to streamline their processes, free up staff time and meet stringent audit requirements.

Anesti Steryos, Systems Application Manager at Monash Health, explains: “Before engaging with Toshiba, Monash Health had not one, but three instances of our legacy document management system. Not only was the system older and less functionally rich, but each instance had a different versions and configuration, and was managed from a different part of the Monash organisation.

This made the system very complex and difficult to operate, and executives trying to find important business documents got confused and frustrated. With no single centralised source of information, they sometimes had to go to all three systems before finding what they needed. That just wasted valuable management time and resources.”

Out with the old…and in with Toshiba

Monash ran a competitive tender, and selected Toshiba, and their ELO-powered electronic documents and records management system. Toshiba architected the new system, including archiving and retention policies, and allowing plenty of contingency for growth. From there, Monash Health managed the platform, gradually incorporating documents from 12 different departments. 

Toshiba’s Kōdo Business Suite solution is powered by ELO. ELO is a best-in-class industry solution for document management. It’s no exaggeration to say that the Kōdo Business Suite platform has transformed records management for Monash Health. With a single platform, centralised management and highly efficient search capability, the whole organisation can quickly and easily access the documents they need. Toshiba supports and maintains the system to keep it up to date and performing at its very best. 

Transforming Monash’s document management

“The Toshiba platform is much easier to use, and has dramatically reduced the need for paper”, confirms Anesti. “To date, we’ve converted 120,000 documents from paper to digital. With approximately 600,000 corporate records archived in our system, I very rarely print now”, he says, “and we’re one big step closer to a paperless operation.”

The health sector is tightly regulated and audited - there are two audits a year by the Victorian Auditor General, which include a review of document security and management. On top of this, Monash Health runs internal audits twice yearly too. “The audit process is so much more efficient now”, says Anesti.  “Everything is date stamped, and we can simply drag and drop a document to email, rather than having to print, scan and attach it.

With staff not tied up with document management, Anesti can assign more resources to other business projects.

Anesti has been impressed with the way that Toshiba has engaged with Monash Health. “Their attitude is that they’re in this for the long haul and they want to ensure we’re happy”, he says. “Anosh’s people skills make him an excellent account manager and we appreciate the honesty, reliability and prompt service we get from everyone we deal with at Toshiba.”

Plans for the future

The system has been such a success, that further expansion is planned. “There’s still more benefit to be gained”, says Anesti. “For example, we’re looking at bringing staff records onto the platform, getting rid of paper-based information and making it easier for payroll to access contractual employee data.”

“We also still have documents stored offsite - and if they are needed, we have to get a box physically delivered, go through it to find the document, then send it back. Once we can get those documents into the Kōdo Business Suite system, we can save even more money and time.” 

Anesti sums up what Toshiba’s Kōdo Business Suite has meant for Monash Health: “We’re delighted with our document management platform”, he says. “It’s efficient, has the functionality we need and is easy to use. It’s been a great decision.” 

Download Monash Health Case Study


Monash Health
90 Bell St,
Cobung VIC, 3058
P: 03 9240 1111

monashhealth.org

TOSHIBA (Australia) Pty Limited
Building C, 12-24 Talavera Road,
North Ryde, NSW, 2113
Australia
P:1300 794 202

New Zealand
32 Lunn Avenue, Mt Wellington
P: 09 570 8530
www.toshiba-business.com.au
www.toshiba-business.co.nz

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