Copier Leasing for Medical and Healthcare Practices

In a practice, the copier is not office equipment. It sits between the front desk and the patient record, and when it stops, check-in stops with it.

Uptime Is the Whole Requirement

A clinic cannot tell a waiting room that intake forms will be along tomorrow. That is why our
service agreements carry a contractual four-hour on-site response rather than an advertised average,
and why, if a machine under contract cannot be repaired, we replace it. Those two commitments exist
for exactly this kind of environment.

Patient Information at the Device

Charts, intake forms, referrals and insurance paperwork all pass through the machine, and a
printout left in the tray is a disclosure waiting to happen. Secure release holds every job until
the person collecting it authenticates at the device. Combined with user-level access and an audit
trail of who scanned and printed what, it turns the copier from a gap in your controls into part of
them.

Scanning Into the Record

Most practices now scan more than they print. Scan-to-folder and scan-to-email direct into your
record system, reliable duplex feeding for double-sided forms, and OCR so scanned documents are
searchable rather than flat images. Where scan-to-email breaks, it is almost never the copier — it
is an expired credential or a mail authentication change, and we will tell you that rather than
billing a service call for it.

What We Usually Place

For a single practice, an A3 multifunction with a strong feeder covers intake and records
comfortably — the Ricoh IM 2500 from $149 a month, or the
IM C2500 from $169 where color matters for patient
education material. For multi-site groups, a
managed print program puts every location on one
agreement with supplies arriving automatically.

Common Questions

What happens if our copier fails during clinic hours? Our service agreements carry a guaranteed four-hour on-site response written into the contract. If a machine under contract cannot be repaired, we replace it.

Can we stop patient documents being left in the output tray? Yes. Secure release holds each job at the device until the person collecting it authenticates with a PIN or badge, with an audit trail of who printed and scanned what.

Can the copier scan directly into our record system? Yes, via scan-to-folder or scan-to-email, with OCR so documents are searchable rather than flat images.

What Every Agreement Includes

• Guaranteed four-hour on-site response, written into the service agreement
  rather than quoted as an average.
• If a machine under contract cannot be repaired, we replace it. No argument
  about whose problem a dead machine is.
• Our own technicians. RDS employees who carry common failure parts, so most
  calls close on the first visit.
• Installation, network and scan setup, and training included.

Talk to Us

Tell us your monthly page volume, how much of it is color, and how many people share each
machine, and we will size it properly rather than selling you more device than you need. Call
(888) 242-4242 or request a quote.

See copier leasing for terms and monthly figures,
copier repair if you already have equipment, or
managed print services if you are running a fleet.