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.

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SETTINGS
Primary, dental, care, clinical and pharmacy
DEVICES
Fujifilm and Develop
BASED IN
Bedford, UK wide support
FIRST STEP
Free print audit
Secure
Secure release printing with NHS smartcards or staff cards
Compliant
Fleets designed with the NHS DSPT, Caldicott and CQC in mind
Connected
Works with EMIS, SystmOne and other clinical systems
Reliable
Proactive service so labels, scripts and letters keep printing

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.

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.

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.

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.

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.

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.

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.

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.

If patient information leaves the printer, it should only ever leave in the hands of the person who is entitled to it.
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
CONFIDENTIAL BY DEFAULT, FROM THE DAY OF INSTALLATION
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

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.

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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.

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.

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.

Our engineers install, configure and test with your IT partner or clinical system supplier, train staff on secure release and remove old devices securely.

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.

Read more on sustainability and records
Greener NHS, net zero and reducing print in healthcare
Records management and retention for patient documents
The complete guide to managed print services for UK healthcare
Managed print for healthcare, common questions
What is included in a healthcare managed print contract?
Can we use our NHS smartcards to release print?
Will it work with EMIS or SystmOne?
Does managed print help with the DSPT and CQC?
What happens if a device fails on a busy morning?
Where do you cover?
FROM THE HEALTHCARE PRINT GUIDANCE LIBRARY
START HERE
The Complete Guide to Managed Print Services for UK Healthcare
READ GUIDE
CONFIDENTIALITY
How Secure Release Printing Works with NHS Smartcards
READ GUIDE
PATIENT SAFETY
Why Printer Uptime Is a Patient Safety Issue in Healthcare
READ GUIDE
SIXTEEN GUIDES FOR HEALTHCARE TEAMS
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.