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Georgetown University Medical Center finds a Cure for Mailroom Operations - Neopost

Situation
"We process 100,000 pieces of mail a month and service over 200 departments." says mailroom director Chris Belo at the Georgetown University Medical Center andHospital mailroom in Washington, D.C. "This is a pretty busy place, and there was a need to automate as many functions as possible. We need to charge back expenses to each of the 200 departments, a figure which totals about $33,000 a month. We also needed a system to make it possible to prepare mail to meet U.S. Postal Service requirements." Meaning, they needed a mail machine that met the USPS reclassification program by which mail that is prepared and sorted in specified ways receives a discount.

A seven-year veteran of the mailroom industry, Belo knew that the challenge was to keep mail processing costs down without compromising service or efficiency, especially since 75 percent of the outgoing mail are bills. The remainder includes other high-priority items, such as x-rays being sent to other hospitals, as well as correspondence and other items.

"There were many issues to consider in automating the mailroom," Belo continues. "For one, any system we would acquire would have to be both easy to learn and operate. Second, machines in such an active mailroom routinely are bumped and moved around, placing a premium on durability and dependability. And third, since the mailroom guarantees the hospital same day mailing, the system had to be backed up by reliable service personnel."

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