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Managed Print Services for Healthcare
Secure, reliable print for GP practices, dental practices, care homes, clinics and pharmacies. We design the fleet around your clinical areas, keep patient information off the output tray and keep every device running when it matters.
Print in a healthcare setting is never just print. A referral letter left on a tray is a confidentiality breach. A label printer that fails on a busy morning is a patient safety issue. A fleet that nobody has looked at for years is a cost, an infection control gap and a headache for whoever is preparing for the next inspection.
Our managed print service for healthcare takes all of that off your desk. We audit what you have, design a fleet that fits how your teams actually work, install it with secure release and clinical system integration in place and then keep it running with proactive service, consumables and local engineers. You get one contract, one point of contact and print that quietly does its job.
CopyBox Document Systems is a family run business based in Bedford, established in 2017 and built on more than 30 years of industry experience. We supply the Fujifilm and Develop ranges, partner with PaperCut for secure print management and support healthcare settings across the UK.
- Free print audit of every device and workflow
- Fleet designed around your clinical areas
- Secure release with NHS smartcards or staff cards
- Proactive service, consumables and local engineers
Managed print for every kind of healthcare setting
Each setting has its own workflow, its own regulator and its own pressure points. We have written a dedicated guide for each one.
GP practices
High volumes of prescriptions, letters and scanned correspondence across reception, consulting rooms and admin. Secure release keeps patient records confidential and integration with EMIS or SystmOne keeps clinicians printing from where they work.
How managed print works for GP practicesDental practices
Treatment plans, consent forms, lab tickets and NHS and private paperwork side by side. A right sized fleet with a reliable front desk device and wipe clean surgery printing keeps the day moving.
What dental practices need from managed printCare homes
Care plans, MAR charts and CQC evidence that must be current, legible and available at every shift change. Managed print supports compliance and takes device worries away from care staff.
Managed print for care homes and CQC compliancePrivate clinics and hospitals
Multiple departments, mixed devices and higher expectations on presentation and confidentiality. We consolidate the fleet, standardise on secure release and give you one view of cost and usage.
Managed print for private clinics and hospitalsPharmacies
Dispensing labels, bag labels and patient information leaflets that cannot stop. We pair the right label printers with dependable document devices and keep consumables stocked.
How managed print supports pharmacy workflowsNot sure where you fit?
Community services, physiotherapy, optometry, occupational health and other clinical settings all benefit from the same approach. Start with the complete guide or talk to us.
Read the complete guidePatient confidentiality, built into the printer
Most healthcare data breaches involving paper are mundane. A document collected by the wrong person, a print job forgotten on the tray, a device disposed of with patient data still on the hard drive. Managed print closes those gaps as standard.
Secure release printing holds every job until the person who sent it authenticates at the device with an NHS smartcard, a staff card or a PIN. Nothing prints unattended, so nothing is left on the tray. Staff can collect several jobs in one visit, which also reduces how often shared devices are touched.
We design fleets to support the NHS Data Security and Protection Toolkit, apply the Caldicott principles to how documents move around a building and give you the audit trails and evidence that CQC inspections increasingly expect from print and document handling.
Read more on confidentiality and compliance
- How secure release printing works with NHS smartcards
- What the NHS Data Security and Protection Toolkit means for printing
- Caldicott principles and patient confidentiality at the printer
- What CQC inspections expect from print and document handling
- Records management and retention for patient documents
Every device we install in a healthcare setting is configured for secure release before it prints its first page.
Print that works with your clinical systems and never lets a shift down
A device is only useful if clinicians can print from the software they already use and trust it to be working when they get there.
| What you need | What we put in place | Why it matters |
|---|---|---|
| Clinical system integration | Devices and drivers configured for EMIS, SystmOne, dental and pharmacy systems, with secure release in the same workflow | Clinicians print from where they work without workarounds |
| Wristbands, labels and prescriptions | The right specialist printers alongside document devices, with consumables managed | Identification and medication documents stay accurate and available |
| Uptime | Proactive monitoring, automatic toner replenishment and local engineers | A printer fault never becomes a patient safety issue |
| Infection control | Wipe clean devices, sensible siting and fewer shared touch points | Print supports hygiene routines rather than undermining them |
| Secure disposal | Hard drive wiping and certified disposal at end of contract | No patient data leaves the building on an old machine |
What a healthcare managed print contract covers
Find out what your print is really costing you
We visit, count the devices, check the volumes and look at how documents move through your building. You get a clear picture of cost, risk and waste and a proposal for a fleet that fits, with no obligation.
- One contract. Devices, service, consumables and software in a single monthly figure.
- Local engineers. Bedford based team with fast response times.
- Buy, lease or rent. Finance that fits practice or trust budgets.
- Award winning service. Rated five stars by the practices, schools and charities we support.
How managed print works with CopyBox
Four stages, from first visit to ongoing support. Most healthcare customers are live within a few weeks of the audit.
Audit
We map every device, its volumes, its location and who uses it. We look at confidentiality, hygiene and the workflows behind prescriptions, letters and labels.
Design
We right size the fleet, choose Fujifilm or Develop devices that suit each area and specify secure release, clinical system integration and any specialist printers.
Install
Our engineers install, configure and test with your IT partner or clinical system supplier, train staff on secure release and remove old devices securely.
Support
Proactive monitoring, automatic toner delivery, on site engineers and regular reviews of cost and usage, with reporting you can hand to a Caldicott Guardian or an inspector.
Greener print for a Greener NHS
Healthcare organisations are under pressure to cut carbon and cut waste. Print is one of the easier places to start. Fewer, more efficient devices use less energy, secure release removes the uncollected jobs that go straight in the bin and digital workflows reduce paper where paper is not needed.
We report on volumes so you can see what has changed, and for every printer we supply we plant a tree at the Forest of Marston Vale reforestation project. Reducing print responsibly is good for budgets and good for the net zero commitments that NHS and independent providers alike are now working towards.
Managed print for healthcare, common questions
What is included in a healthcare managed print contract?
Devices, installation, secure release software, ongoing service, consumables and reporting, all for a single monthly figure. Specialist printers for labels, wristbands or prescriptions can be included and we can buy, lease or rent depending on how you prefer to budget.
Can we use our NHS smartcards to release print?
Yes. Secure release can be set up so staff authenticate at the device with an NHS smartcard, a staff ID card or a PIN. Jobs are held until the right person collects them, which is the simplest way to stop patient information being left on a tray.
Will it work with EMIS or SystmOne?
Yes. We configure devices and drivers to print reliably from EMIS, SystmOne and other clinical, dental and pharmacy systems, and we work with your IT partner or system supplier during installation so clinicians can print from where they work without workarounds.
Does managed print help with the DSPT and CQC?
It helps with the evidence. Secure release, audit trails, secure disposal and clear device policies all support the Data Security and Protection Toolkit and give you something concrete to show when a CQC inspection asks how patient documents are handled.
What happens if a device fails on a busy morning?
Devices are monitored proactively so many faults are picked up before anyone notices. When something does need an engineer our local team responds quickly and in most fleets there is a nearby device staff can release their jobs from in the meantime.
Where do you cover?
We are based in Bedford and support healthcare settings across the UK. The free print audit is the first step wherever you are.
Explore the Healthcare Print Guidance library
Practical guides on secure release, the NHS DSPT, Caldicott principles, CQC inspections, clinical system integration, infection control and managed print for GP, dental, care, clinical and pharmacy settings.
Browse Healthcare Print Guidance