KYOCERA Document Solutions
Arcus Group, a Kyocera partner in Poland, focuses on senior executive and board search, as well as leadership advisory services. Among its clients is Seven Med, a company specialising in private medical transport systems.
Working together, Arcus supported Seven Med in implementing Kyocera Cloud Print and Scan (KCPS) – the first license of its kind sold by Arcus – to help manage the company’s growing operations and safeguard sensitive patient data.Background
Background
Seven Med, based in Łódź, Poland, operates as a private ambulance service. They handle emergency and specialised medical transport services across Poland, including those involving critically ill patients. On a day-to-day basis, this work involves processing and managing large volumes of medical transport documentation – such as patient data, service reports, and regulatory paperwork – within a highly regulated environment.
Given the sensitivity of this information, document digitisation has become essential to ensure control, security, and compliance. Due to the large volumes of documents they manage, Seven Med needed an improved document management solution. Arcus worked closely with Seven Med to understand their precise needs and challenges, developing a secure and scalable document management solution that could support the company’s growth.
The project was implemented as part of a digitalisation strategy and a safe transition away from paper.
We don’t intend to stop there.”
The Challenge
As Seven Med’s operations expanded, so did the volume and complexity of their documentation and printing needs. The company needed greater control over its documents, a scalable approach to managing them, and a clear path away from paper-based processes.
Prior to adopting KCPS, they were reliant on paper workflows and tools like Excel. This led to archiving issues as transport orders grew, increased the risk of human error, and made it harder to maintain the high level of data security required for medical transport information.
They also needed to increase employee efficiency when creating reports and transmitting data to entities contracting transport and supervising their contracts.
The Solution
To support its rapid growth, Seven Med needed a system that could scale with demand while maintaining high levels of data security and operational control.
Together with Arcus, they conducted extensive testing of KCPS to evaluate how data was stored, transferred and protected across printing and scanning processes. Arcus even delegated an engineer to help Seven Med configure and test KCPS, ensuring it met the company’s strict requirements.
By moving to cloud printing, Seven Med eliminated the need for paper-based submissions and manual document handling. Orders can now be processed digitally, eliminating the need for paper and manual submissions.
KCPS also provided Seven Med with the flexibility they are after, allowing them to adapt flexibly to fluctuating workloads while keeping operational costs low.
Furthermore, implementing KCPS allows them to monitor status of printers and who has access to them, enabling them to check for unauthorised changes by employees or data leaks from the organisation.
The Impact
Improved document security
Digitising documents has significantly increased data protection. Files are now securely stored and managed digitally, ensuring they cannot be damaged by moisture or misplaced. Sensitive information is protected, and documents can be easily located in response to inquiries from public institutions.
Scalable and cost-efficient
As Seven Med’s business grows, the cloud-based system scales seamlessly to match demand. By avoiding costly on-premise servers, the company maintains operational flexibility and keeps expenses under control.
Higher efficiency and accuracy
Processing orders and creating reports can now be done digitally, reducing manual work and the risk of human error. Employees spend less time on administrative tasks and can focus more on supporting core medical transport operations.
We are a company responsible for the lives and safety of our patients. We specialise in transports with a doctor, which are the most difficult and demanding. These transports serve to save human lives, so all legal aspects must and are secured by us.”
Jarosław Królewiak, CEO of Seven Med
Download the Case Study here