The Low Down
Is your healthcare facility still relying on outdated printers, slow scanners, or fax-based workflows? Upgrading your copiers and printers isn’t just a tech refresh—it’s a strategic move to protect patient data, improve staff productivity, and meet strict compliance demands. In this guide, you’ll discover how upgrading to modern solutions from Xerox or Kyocera can immediately elevate how your clinic or hospital handles documents, protects PHI, and integrates with EHRs.
Time for an Upgrade? Here’s Why Healthcare Print Tech Has Changed
In healthcare, outdated print and document systems can introduce unnecessary risk, slow down patient care, and prevent full EHR integration. Whether you’re running a busy primary care office or a multi-location specialty group, upgrading your multifunction devices (MFDs) can:
- Automate workflows for patient admissions and referrals
- Secure PHI with encryption and access controls
- Reduce manual data entry with scan-to-EHR integration
- Eliminate costly and error-prone fax-based communications
- Ensure full compliance with HIPAA, HITECH, and more
The Two Best Options: Xerox vs. Kyocera for Healthcare Upgrades
If you’re ready to modernize, both Xerox and Kyocera offer enterprise-grade MFP solutions tailored for healthcare. Each brings unique strengths to the table, depending on your clinic’s size, regulatory needs, and infrastructure.
Option 1: Upgrade with Xerox – Designed Specifically for Healthcare
What’s New in Xerox’s Healthcare MFPs?
- ConnectKey® + Kno2 for Healthcare
Xerox now offers purpose-built healthcare MFPs integrated with Kno2, enabling direct access to EHRs, national provider directories, and secure messaging. You can scan directly to EHRs or send referrals electronically—without a fax machine. - HIPAA-Compliant & Secure
Xerox provides Level of Assurance (LoA) 3 identity verification, audit logging, and end-to-end encryption. These upgrades are essential for any organization under OCR scrutiny. - Automated Patient Workflows
Tools like Xerox® DocuShare® and Workplace Solutions help you move to fully digital workflows for admissions, registration, billing, and more. - Models That Fit Every Department
Xerox’s VersaLink®, AltaLink®, and WorkCentre® lines offer flexible performance tiers—great for upgrading specific departments or outfitting entire networks.
Option 2: Upgrade with Kyocera – Built for Security, Certified for Healthcare
Why Kyocera MFPs Stand Out for Security-Driven Upgrades
- Cerner-Certified Devices
If you’re using Cerner as your EHR, Kyocera devices are certified to integrate directly—ensuring smooth workflows and EHR-native compatibility. - Enterprise Security & Certifications
Kyocera’s upgraded product line includes broad regulatory support: ISO/IEC 27001, FIPS, GLBA, HIPAA, and more. Their devices are hardened for environments that require strict data controls. - Modular Workflow Upgrades
Add tools like CentraQ (secure print release), PinPoint Scan (custom scan destinations), and DMConnect (automated indexing to cloud/EHR) as you scale. - Award-Winning Reliability
The upgraded TASKalfa line recently won the BLI A3 Line of the Year award, thanks to high uptime, quality color output, and consistent performance—ideal for imaging departments, admin offices, or billing centers.
Comparison Chart: Which Upgrade Suits You?
| Feature / Capability | Xerox – Healthcare MFP (Upgrade Option) | Kyocera – TASKalfa Series (Upgrade Option) |
| Scan-to-EHR Integration | Native via Kno2; Direct Addressing; Nationwide HIE | Cerner-certified models; customizable EHR workflows |
| HIPAA & Regulatory Compliance | LoA 3 Verification; full audit trails & encryption | ISO, HIPAA, FIPS, GLBA, IEEE 2600 compliance |
| Workflow Tools | DocuShare, Workplace Suite for paperless upgrades | DMConnect, PinPoint Scan, AccuSender for automation |
| Security Infrastructure | Secure print, content filtering, access logging | Device-level hardening, secure routing, print control |
| Device Range | AltaLink, VersaLink, WorkCentre lines | TASKalfa, ECOSYS—both color and mono options |
| Total Cost of Ownership | Tiered service plans and enterprise toner programs | Long-life consumables and energy-efficient designs |
| Support & Scalability | Cloud integration; Healthcare-focused service plans | Modular software; multiple site deployments supported |
Real-World Use Case: Upgrading from Legacy to Smart MFPs
Before Upgrade
A multisite orthopedic clinic used fax machines and basic printers across 4 locations. Referrals were often delayed, manual filing consumed admin time, and lost forms put compliance at risk.
After Upgrading with Xerox MFPs + Kno2
Now, providers scan directly to referring physicians via Direct messaging. Referrals process in minutes, not days. Staff use one-touch scan workflows into their EHR. Fax machines are gone.
Savings & Outcomes:
- 40% time savings in processing referrals
- HIPAA audit passed with zero deficiencies
- 60% reduction in printing/faxing costs
Why Upgrading Is Urgent
Still on old devices? Here’s what you’re risking:
- Patient Privacy Violations
Legacy print tech lacks encryption and access controls. A single untracked print job can result in a reportable PHI breach. - Wasted Staff Time
Manual scanning, data re-entry, and tracking documents across departments leads to burnout and errors. - Non-Compliance Risk
If OCR audits your practice, you must show secure document workflows. Many older MFPs can’t meet today’s standards. - Missed Productivity Gains
Without integration, your documents stay siloed. With a new MFP, your EHR becomes a central hub for all inbound and outbound information.
Your Call to Action
Upgrade now—before outdated print technology slows your care delivery or exposes your patient data. Associated Business Technologies can guide your transition, offering:
- A tailored walkthrough of Xerox or Kyocera MFP upgrade paths
- Healthcare-specific security and compliance configurations
- Installation, training, and toner/service support
- Trade-in options for retiring legacy devices
Contact Associated Business Technologies today to schedule your healthcare print assessment.
Wrapping Up: Modernize with Confidence
If your healthcare team still works around slow faxes, manual forms, or unsecured printers, you’re not just behind—you’re vulnerable. Whether you need:
- One secure MFP for your clinic,
- A digital routing upgrade for EHR integration, or
- A full network rollout across locations,
you can trust Xerox and Kyocera’s modern MFP lines to meet healthcare’s demands for security, compliance, and performance.
