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Pacific Medical Centers // Case Study
Streamlining Workplace Solutions
Reducing costs and increasing efficiency through print,
office supplies and furniture programs.
Case Study Snapshot
Workplace Challenge
>Had a decentralized print
process, multiple vendors,
no supplies standards and
lack of visibility into spend
>Wanted to reduce costs to
counter inefficient spending
Workplace Solution:
>Moved majority of
traditional offset printing
to “print on demand”
>Established a standard
supply list
>Designed and
remodeled three senior
management offices
Workplace Results:
>Efficiency—Reduced
obsolescence; saved
significant time in Accounts
Payable reconciliation;
consolidated shipments;
enabled more efficient space
planning and design
>Cost-savings—Reduced
print spend by $100,000+
(17%), not including cost
of obsolescence (15%) and
storage/distribution fees;
kept costs down through
standardized online supply list
>Control—Gained greater
control over inventory,
brand identity and spend;
received “best cost” analysis;
increased communication
Workplace Opportunity
Pacific Medical Centers (www.PacMed.org) is one of the largest multispecialty medical
groups in Washington State’s Puget Sound area. With nine clinics and 150 providers,
Pacific Medical Centers (PacMed) offers patients the primary and specialty care they
need, from family medicine to pediatrics and cardiology to laser vision correction.
Experiencing rising costs and falling revenues due to changes in the healthcare
industry, PacMed sought to reduce its costs associated with purchasing print,
office supplies and office furniture.
Workplace Solution
Familiar with the challenges healthcare organizations face, the OfficeMax
team met with PacMed in 2011 to discuss its challenges:
> PacMed’s decentralized print process (and lack of a document strategy for forms
and brochures) resulted in waste, obsolescence and brand inconsistency
>
PacMed’s use of multiple vendors meant departments were buying the same form
from different printers and buying more than they needed to get a good price
>
Previously, every order meant cutting a purchase order (at a cost of $100 each) and
tracking a separate bill, resulting in hundreds of invoices to reconcile each month
>
Storage and distribution fees were mounting
>
No standard existed for office supplies
>
PacMed experienced little representation from its previous office supplies representative
>
No reporting was available to gain visibility into purchasing
© 2013 OMX, Inc. 114508 Pacific Medicine CS
Pacific Medical Centers // Case Study
Concerning PacMed’s print challenges, the OfficeMax
team proposed moving much of PacMed’s
traditional offset printing to a “print-on-demand” digital solution,
which would generate lower inventory and a more consistent
brand identity. This transition took three to six months to
complete. The OfficeMax team embraced PacMed’s
request to bleed down inventory while establishing new
guidelines for ordering, and to typeset many documents that
did not have historical data or native files to help facilitate the
transition. Document analysis, conversion, implementation
and everyday print jobs were done concurrently.
As Shawn Padilla, Director of Supply Chain, Materials
Management & Facilities for Pacific Medical Centers explained,
“The OfficeMax ‘print what you need, when you
need it’ philosophy was exactly what our network needed.
Obsolescence and storage fees disappeared, and the summary
bill we received eliminated the time and expense of purchase
order billing.”
Regarding PacMed’s office supplies situation, the OfficeMax
team quickly set up a standard supply list for most
users to purchase from. This list helped PacMed save money
and leverage its spend as it utilizes its HRS Amerinet purchasing
& procurement contract.
Based on the success of the print and office supplies programs,
the OfficeMax Interiors & Furniture group was asked
to design and remodel three executive offices for PacMed.
The team also created a program of standards for task seating,
implemented a chair standardization project that moved from
three suppliers to one at a significant savings and created a
solution that enabled PacMed to use computers-on-wheels
or wall-mounted options in exam rooms. A mobile medical cart
for clinic spaces is also under development.
Workplace Results
Thanks to the single-source solution for print, office supplies
and contract furniture from OfficeMax, PacMed
expects to realize benefits on three important levels:
Efficiency
Greatly reduced obsolescence
>
>Increased efficiency by hosting a print application
on the supplier’s side
>Saved significant time in Accounts Payable reconciliation—
PacMed went from processing hundreds of purchase orders
a month to just 26 a year with OfficeMax Workplace
>Tapped into more efficient space planning and design
services for corporate offices and developed standards
for clinic furniture/interiors
Cost Savings
>Reduced print spend by over $100,000 in the first eight
months (representing a 17% drop, not including the cost
of obsolescence—which was about 15%—and storage
and distribution fees)
>Reduced error rate with repeat furniture orders
>Standardized online supply list (heavily composed of
HRS Amerinet contract items) to keep costs down
>
Deviated costs for janitorial supplies
Control
>
Gained greater control over inventory and brand identity
>Received “best cost” analysis—employees are driven to
the best value items restricted to the website
>Gained visibility into spend through OfficeMax’s
robust reporting function
>Increased communication with, and access to, experts in the
business products arena through weekly meetings
“The PacMed and OfficeMax partnership is a
textbook example of a synergistic client/consultant relationship,”
described Steve Haile, PDS Corporate Accounts Manager for
OfficeMax. “Our customer contact has been an
ardent supporter because he immediately grasped our value
proposition and that we understood his business needs
and goals.”
To learn more, visit
officemaxinteriors.com
or call 877.543.0944.
officemaxworkplace.com | 877.969.OMAX (6629)
office supplies
interiors & furniture
print & documents
Produced by OfficeMax® Print & Document Services. © 2013 OMX, Inc. 114508 Pacific Medicine CS
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