Sutter Health, a healthcare network with over 1,900 hospitals, clinics, and offices, faced significant challenges in managing its mail services across multiple locations. These included inconsistent mail handling processes, high costs associated with manual sorting and distribution, and limited visibility into the flow of critical, time-sensitive documents. Additionally, the organization was concerned about the security of Protected Health Information (PHI) and the impact of hybrid and remote work on timely mail delivery.
To address these issues, Sutter Health implemented a centralized Digital Mail solution. This involved scanning incoming mail, sorting it electronically, and securely delivering it to recipients across the network. By consolidating equipment and staffing and introducing digital workflows, the organization streamlined its mail handling operations. A comprehensive user training program was also deployed to maximize system adoption and ensure seamless integration.
As a result, Sutter Health saw a 50% reduction in mail processing time, with faster internal communications. The transition to digital workflows led to an annual cost savings of approximately $761,000 by eliminating paper-based processes and postage. PHI protection was enhanced through secure digital delivery, and the need for physical storage was reduced by 80%, while staff were reallocated to more critical roles within the organization.