Seattle-based CCS Printing was founded in 1987 as Centralized Copy Service, an on-site provider of copying and laser printing for a major discount software retailer. Today the company is a 24-hour production facility offering a diversified portfolio of services to a broad range of customers and industries.
Recently, due to concerns over HIPAA compliance, a longtime major health insurance customer approached CCS about taking over the transactional print and mail output they were doing in-house, which included producing all communications generated, from explanation of benefits (EOB) statements to payroll checks.
The major challenge was that they only had six months left on their print production print equipment leases, so CCS needed to find a turnkey solution fast, that would provide the full production capabilities needed to handle a transactional print and mail outsourcing business producing over two million impressions a month.
“We looked at different solutions, including Ricoh and Pitney Bowes,” says Greg Hawes, founder and CEO of CCS Printing, ultimately choosing Ricoh’s ADF solution, because of its leadership in mainframe software print environments and its audit software’s workflow monitoring capabilities. We’ve been using Ricoh equipment in the rest of our business for years and knew they make it happen.”
The solution included the Ricoh ProcessDirector Automated Document Factory (RPD ADF) which offers host-to-post print and mail production and provides seamless and secure receipt of up to 600 jobs per day coming from the insurer’s mainframe run through VPN, and integrated with an Ironsides Technology’s Automated Production Tracking (APT) camera solution.
“Most jobs need to be verified and transformed from AFP data streams to PostScript, printed, and mailed with 100% integrity by the next day. So there are several hurdles before it goes to printer and inserter,” states Hawes.
Because CCS and its customer use different print equipment, all types of business communications produced had to be re-programmed individually in ProcessDirector—which is exactly what Ricoh’s workflow is designed to do.
The solution also needed to be configured for the company’s new inserter and the Ironsides solution. “The solution had to handle the complexity of processing about 600,000 envelopes a month with 26 different envelope types” says Hawes. The Ironsides APT camera system integration was required to enable closed loop, piece-level tracking for HIPAA verification, billing, and inventory management.
Ricoh’s APT/ProcessDirector ADF allows CCS to track and report in real-time on the over two million documents processed each month, which helps meet HIPAA reporting requirements, ensuring that each document ends up in the correct mailing envelope. It also enables tracking for billing.
Additionally, Ricoh’s solution enables post-processing print stream manipulation to apply two-dimensional bar codes and allow splitting, sorting, and grouping of documents. This optimizes production workflow by eliminating the need for upstream changes on the mainframe to accomplish these tasks.
“We just recently added the ability to split large files to optimize processing while still maintaining the ability to accomplish piece-level tracking. So having the ability to add capabilities through ProcessDirector’s extensive COTS (common off the shelf) features is a huge benefit.”
Working with Ricoh, CCS was able to meet both the short deadline and its ongoing Service Level Agreements (SLAs) with the healthcare insurer.
Hawes sums up the successful Ricoh implementation this way: “I feel very secure working with a company that understands both my traditional business, and the transactional environment. The fact that Ricoh’s ADF solution handles any mainframe environment, coupled with the high customer satisfaction levels we’ve achieved gave me the confidence to add this profitable revenue stream to CCS.”