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Health & Human Services

Manage every location as one connected print environment.

Health and human services organizations often operate across clinics, program offices, residential facilities and administrative locations, each with different users, workflows and technology requirements. Revolution Office brings those environments together with greater visibility, stronger standardization, centralized service and ongoing fleet management.

Protect sensitive information. Reduce administrative burden. Keep every location supported.

Visibility, security and accountability across every location

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Documented Results

Results across complex, distributed organizations.

35 locations · 26,000+ families served

Children’s Institute

$480,000Documented savings over five years $550,000Lease obligations paid off

Read the Children’s Institute Story (PDF)

Behavioral health and human services

Hillsides

$500,000Documented savings 45%Reduction in copier/printer costs

Read the Hillsides Story (PDF)

Behavioral health and special education

Haynes Family of Programs

$250,000Documented savings 97%Uptime achieved

Read the Haynes Story (PDF)

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In Their Words

What health and human services clients say.

Revolution Office consolidated all of our leases into a single convenient agreement that saved us nearly $500k. Many of our machines were upgraded to color and our staff has become more productive as a result of our new copier/printer fleet.

Tom Foster

Director of Technology Services, Hillsides

I’ve worked with the Revolution Office team for 20 years, they are excellent at what they do, very trustworthy, and I highly recommend them.

Dan Maydeck

CEO, Haynes Family of Programs

What We Find

Distributed organizations often have fragmented print environments.

Limited Visibility Across Locations

Devices, contracts, service history and costs may be spread across clinics, program offices, residential facilities and administrative locations without one complete view.

Inconsistent Equipment and Standards

Different locations acquire equipment at different times, creating unnecessary variation in models, supplies, drivers and support requirements.

Sensitive Information at Shared Devices

Client, patient, employee and organizational information may be printed, copied or scanned on shared devices without consistent controls across the environment.

Administrative Staff Managing Print

Supply ordering, service coordination, meter collection and device issues can fall to program, administrative or IT employees whose time is better spent elsewhere.

Multiple Contracts and Renewal Dates

Growth, funding cycles and decentralized purchasing can leave organizations managing different leases, service agreements and renewal dates across locations.

Aging or Poorly Utilized Equipment

Some devices may be overworked while others are lightly used, redundant or retained well beyond the point where they remain the best fit.

Inconsistent Service Across Sites

Distributed organizations need dependable support regardless of whether a location has twenty devices or only one.

No Ongoing Fleet Governance

Without centralized reporting and regular review, the environment continues to change without anyone evaluating whether the fleet still fits the organization.

Distributed Operations

One organization can have very different needs from location to location.

A behavioral health clinic, residential program, administrative office and community-service location may all belong to the same organization, but they don’t necessarily print the same way or need the same equipment.

The goal isn’t to force every location into an identical configuration. It’s to manage the entire environment under one strategy while designing each location around its actual requirements.

Clinics & Client-Facing Locations

Reliability, accessibility and appropriate information controls.

Program & Community Offices

Right-sized equipment and simple support for smaller distributed locations.

Residential Facilities

Reliable access without requiring local staff to manage supplies and service.

Administrative Offices

Higher-volume workflows, centralized reporting and print-management controls where appropriate.

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What Changes

One managed strategy across the organization.

Complete Fleet Visibility

Create a documented view of devices, utilization, costs, agreements and performance across locations.

Right-Sized Technology

Evaluate each location based on actual volume, workflow, reliability and business requirements rather than applying the same configuration everywhere.

Centralized Service & Support

Give locations a consistent service process while providing leadership centralized accountability and reporting.

Automated Monitoring & Supplies

Reduce routine administration through automated device monitoring, meter collection and supply replenishment where supported.

Stronger Print Security

Evaluate authentication, secure release and other print-management controls based on the sensitivity and requirements of the environment.

Simplified Fleet Management

Reduce unnecessary variation in devices, vendors, agreements and support processes where consolidation makes operational and financial sense.

Ongoing Optimization

Continue reviewing utilization, performance and lifecycle requirements as programs, locations and staffing change.

Explore Managed Print Services

Print Management & Security

Sensitive information doesn’t stop being sensitive when it reaches the printer.

Health and human services organizations routinely work with confidential client, patient, employee and organizational information. Shared printers and multifunction devices should be considered as part of the organization’s broader information-security strategy.

Depending on requirements, controls may include:

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User authentication
Secure print release
Print policies
Usage reporting
Audit capabilities
Device security configuration
Firmware and lifecycle management
End-of-life data-handling procedures
PaperCut or other print-management technology

Less to Manage

Your people should serve the organization, not manage the printer fleet.

In distributed organizations, routine print administration often lands on IT, operations, office managers or program staff. Managed Print Services moves much of that day-to-day work to Revolution Office while preserving visibility and control for leadership.

Revolution Office Manages

Service coordination
Device monitoring
Supply replenishment
Meter collection
Fleet reporting
Lifecycle review
Vendor coordination
Ongoing optimization

Your Team Retains Visibility Into

Fleet performance
Costs
Utilization
Standards
Security requirements
Lifecycle decisions
Business requirements

Your organization governs the environment. Revolution Office manages it.

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Multi-Location Management

Every location matters, even the small ones.

A distributed organization shouldn’t need a different print-management process at every location. Revolution Office provides centralized account ownership, service coordination, reporting and fleet management across the managed environment while accounting for the different requirements of individual sites.

Centralized fleet visibility
Site-level reporting
Consistent service coordination
Standardized technology where appropriate
Centralized supply management
Lifecycle visibility
Support as locations open, close or change

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Health & Human Services in Practice

Pacific Clinics · Behavioral Health

More than 40 locations. More than 300 devices. One coordinated strategy.

Pacific Clinics needed greater flexibility across a large, distributed environment while facing aging equipment, high costs and changing facility requirements. Revolution Office developed a customized fleet strategy designed around the organization’s operational and financial needs.

40+Locations
300+Devices in the existing environment
63%Cost reduction
$875,000Documented savings

What we found

A large, distributed environment
Aging equipment
High costs
Changing facility requirements

What we recommended

A customized fleet strategy designed around the organization’s operational and financial needs
Flexibility for uncertain facility timelines, including temporary use of 30 devices
A transition structure designed around Pacific Clinics’ changing requirements

Service Accountability

Reliable equipment matters at every location.

Revolution Office manages service performance across the fleet with centralized coordination and measurable service standards.

95%

Uptime Guarantee

Four-Hour

Average Response Time

Performance can be reviewed through ongoing reporting and quarterly business reviews so service quality remains visible rather than anecdotal.

Fleet Optimization

Different locations don’t automatically need different standards.

The assessment identifies where standardization can simplify service, supplies and support, and where the requirements of a particular program or location justify a different configuration.

Devices can be retained, relocated, consolidated or replaced based on utilization, age, reliability, workflow and business requirements.

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Built for Change

The fleet should adapt as programs and locations change.

Locations open and close. Programs expand. Staffing changes. Funding changes. A managed environment should be able to respond without forcing the organization to preserve a fleet designed around yesterday’s requirements.

As part of ongoing MPS:

Review utilization
Reevaluate capacity
Address aging or unreliable equipment
Incorporate new locations
Adjust as programs change
Review performance through regular reporting

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Common Questions

Questions Health & Human Services Leaders Ask

Can you manage a large number of distributed locations?

Yes. Revolution Office manages multi-location environments with centralized account ownership, service coordination, fleet reporting and ongoing optimization. Pacific Clinics’ documented environment included more than 40 locations and more than 300 devices.

How do you address confidential information at shared printers?

Print security should be evaluated as part of the broader information-security environment. Depending on requirements and technology, controls can include user authentication, secure print release, usage policies, reporting and device-security configuration.

Do all of our locations need the same equipment?

No. Standardization can simplify management, but the goal is not to make every location identical. Equipment should reflect actual utilization, workflow, reliability, security and business requirements at each location.

Can you reduce the amount of printer administration handled by our staff?

Yes. Automated monitoring, supply replenishment, meter collection and centralized service coordination can move much of the routine fleet administration away from IT, operations and local program staff.

We’re already under leases and service agreements. Can you still help?

Yes. Existing obligations are documented during the assessment and included in the financial and transition analysis. Depending on the economics, the best approach may be an immediate change, a phased transition or retaining some equipment until the current obligation is closer to expiration.

What does the assessment cost?

Nothing. The Managed Print Assessment is provided at no cost and without obligation. We document the current environment and provide a data-backed analysis and future-state recommendation. You keep the analysis whether or not you choose to move forward with Revolution Office.