Paragon Print partnered with an NHS Foundation Trust to support one department with hybrid mail solutions The brief was to modernise and streamline patient correspondence.
By implementing a hybrid mail approach, the department replaced fragmented, manual processes with a centralised, automated system – improving efficiency, reducing costs, and enhancing communication across the department
Within 12 months, the Department processed 1182804 letters through our hybrid mail with an annual saving for just one department of £10,040.00 and significantly reduced administrative workload. Here’s a breakdown of the project.
The Brief
The Trust needed to transform an outdated and inefficient mail system that had developed over time across the department. Key challenges included inconsistent patient communications due to decentralised printing. Ageing franking machines also required significant capital investment. The objective was to implement a scalable, secure, and cost-effective solution without disrupting critical healthcare services.
Our Approach
Following a full audit, the Trust selected a hybrid mail provider to deliver a cloud-based solution that allows staff to send mail digitally while production and postage are handled off-site.
To ensure a smooth transition, the rollout was completed in just 2 days
Initial system integration with existing clinical systems and Microsoft 365
The solution enabled the sending letters directly from existing systems and Microsoft Word with automatic application of NHS branding and template. It also intelligent mail consolidation to reduce postage costs. Full tracking, reporting, and audit trails
This demonstrated clearly what hybrid mail is in practice, removing the need for on-site printing while improving control and efficiency.
Challenges
One of the major challenges for this was fragmented processes on the client-side. Each department operated independently was leading to inconsistencies in branding and communication. Furthermore, staff were also spending over 442 hours per year on manually printing, sorting, and mailing tasks.
Some other key challenges included:
- Aging franking machines
- High administrative burden from manual printing and envelope stuffing
- Limited visibility over postage costs and mail volumes
- Compliance risks due to lack of audit trails
Cost Visibility
In this case, a lack of central reporting made it difficult to manage budgets or forecast spending accurately. There were also infrastructure limitations whereby existing print and franking equipment was nearing end-of-life, creating risk of additional capital expenditure.
The Result
The implementation of hybrid mail solutions delivered immediate and measurable improvements for the department
- £10,040.00 annual cost savings
- 34% reduction in postage costs
- 442 staff hours saved annually
- 100% compliance with NHS data security standards
- 2-day full deployment timeline
Additional operational benefits included:
- 64% reduction in undeliverable mail through address validation
- Improved patient experience with clearer, consistent communication
Reduced duplicate letters and lower missed appointment rates
Outcome
By adopting a hybrid mail solution with ParagonPrint UK, the NHS Foundation Trust Department successfully transformed its patient communication processes without requiring capital investment. This project not only delivered financial savings, but also improved efficiency, compliance, and overall service quality.
The success of this implementation has positioned the Trust to expand the use of hybrid mail providers across additional services in the future.
If you’re exploring hybrid mail solutions or want to better understand what hybrid mail is and how it can benefit your organisation, get in touch with us at Paragon Print to see how we can support your transformation.