Proposal Preview — Coastal Medical Group
Document
Solutions
Proposal
Prepared for:
Coastal Medical Group
Dr. Sandra Reyes, Medical Director · Tampa, FL 33611
Prepared by:
ClearView Business Solutions
Matt Lane
(704) 840-8900 · Proposal #CVB-2025-0523
Prepared
704-840-8900
www.cvbusinesssolutions.com
[email protected]
Page 2 — Quality Commitment
Toshiba ProMasters Elite Certified Dealer
Clear Quality Commitment
Coastal Medical Group· Proposal #CVB-2025-0523
Clear Quality Commitment
✓ All-Inclusive Coverage
Your agreement includes all toner, parts, service, and support, plus training for your team.
Parts and Supplies
To protect the investment you have made in your new system, we use only the highest quality parts and supplies for our Toshiba systems. We also include a complimentary power filter to help insure reliability. This guarantees optimum performance for your company.
No Charge Loaner
We want to ensure that your office productivity does not suffer, therefore at your request, we will provide a free comparable loaner system should your system be unusable for more than one (1) business day.
Performance Guarantee
If at any time during the length of your agreement your system should not perform within the manufacturer's specifications, if we are unable to fix it, we will replace your system with a model of equal or greater value, at no cost. We require only that your account be current.
Average 4 Hour Response Guarantee
We address any service call within an average of 4 business hours, with a 95% uptime guarantee, as well as a 24/7 dispatch desk. Calls are dispatched during normal business hours, but we can make exceptions in emergency situations after hours, at no cost.
Technical Support / Operational Support Guarantee
We put our customers first, and use only manufacturer trained technicians to support our products. That is one of the reasons we have many satisfied customers throughout Florida.
Dedicated ClearView Business Solutions Professionals
Page 3 — Proposal
ClearView Business Solutions
Matt Lane
(704) 840-8900
Proposal #CVB-2025-0523
Proposal prepared for
Coastal Medical Group
Dr. Sandra Reyes, Medical Director · Tampa, FL 33611
Prepared
📋 Current Xerox Program
✅ Proposed ClearView Program
Monthly Lease Payment $895.00
Monthly Service Cost $285.00
Avg. Total Monthly Cost $1,240.00
Total Monthly — All-Inclusive
$1,182.00
Term: 60 Months
BW 4,800 pages avg/mo · $0.012/page
Color 1,200 pages avg/mo · $0.065/page
Overage basis: Quarterly
BW 5,000 pages included · $0.009/page overage
Color 1,500 pages included · $0.050/page overage
Overage basis: Monthly
Current Challenges
  • Slow service response — average 3–5 days for technician
  • Toner running out unexpectedly, disrupting clinical workflow
  • Managing multiple vendors for different devices
  • No visibility into usage or meter data between billing cycles
  • Recurring paper jams on aging equipment
Program Includes
  • Equipment Lease — 3 Toshiba e-STUDIO MFDs
  • All-Inclusive Service + Toner + Parts
  • Managed HP LaserJet (Nurse Station)
*Please keep pricing confidential
→
Equipment Included in Program
Toshiba e-STUDIO 4525AC
Toshiba e-STUDIO 4525AC
📍 Administration / Main Office
Speed: 45 ppm
Type: Color + BW, A3
Config: Print, Copy, Scan, Fax
Options: Inner Finisher, Hole Punch
Toshiba e-STUDIO 3525AC
Toshiba e-STUDIO 3525AC
📍 Nurse Station / Floor 2
Speed: 35 ppm
Type: Color + BW, A3
Config: Print, Copy, Scan
Options: Staple Finisher
Toshiba e-STUDIO 2525AC
Toshiba e-STUDIO 2525AC
📍 Reception / Front Desk
Speed: 25 ppm
Type: Color + BW, A4
Config: Print, Copy, Scan
Options: None
HP LaserJet Pro
HP LaserJet Pro M404dn
📍 Nurse Station
Speed: 40 ppm
Type: BW, A4
Config: Print only
Options: Managed
Page 4 — Features · Advantages · Benefits
Features · Advantages · Benefits
Coastal Medical Group· Proposal #CVB-2025-0523
Feature Who Benefits Specific Advantage & Process Impact
Proactive Toner Replenishment
Maria ColonOffice Manager
Toner levels are monitored remotely and replacement cartridges ship automatically before depletion. Maria no longer manually checks toner levels or places supply orders — eliminating interruptions to the supply management process.
Guaranteed 4-Hour Average Response Time
Dr. Sandra ReyesMedical Director + All Staff
A local ClearView technician responds within an average of 4 business hours. Patient intake, clinical documentation, and billing workflows are not delayed by extended equipment downtime or waiting for an out-of-area technician.
All-Inclusive Service Agreement
Maria ColonOffice Manager / AP
Parts, labor, and preventive maintenance are covered under one flat monthly rate. Maria does not need to obtain approvals, process repair invoices, or manage unexpected service expenses — the billing process is fully predictable.
Secure PIN-Release Printing
All Clinical StaffCompliance / HIPAA Program
Documents print only when the authenticated user is physically at the device. Patient health information (PHI) is never left unattended at the copier — directly supporting the HIPAA compliance process and reducing exposure risk.
Single-Vendor Managed Print
Maria ColonOffice Manager / Dr. Reyes
Equipment, service, and supplies are managed by one local provider. Maria makes one call and receives one invoice — eliminating the multi-vendor coordination process that currently consumes time each month.
Predictable Monthly Billing
Maria ColonFinance / Accounts Payable
5,000 BW and 1,500 color pages are included monthly at a fixed rate. The monthly AP reconciliation process is simplified — no variable supply invoices, no surprise repair charges, and no overage ambiguity.
Remote Monitoring & Proactive Support
Office Staff / ITAll Locations
ClearView monitors device health in real time and resolves many issues remotely before they cause failures. Staff are not interrupted by device errors or reactive service calls — the service resolution process begins before the team is aware of a problem.
Managed HP LaserJet Coverage
Nurse Station StaffMaria Colon — 2nd Floor
The existing HP printer at the Nurse Station is folded into the ClearView program. Nurse station staff no longer manage their own printer supplies or call a separate vendor for service — the device is managed automatically under one agreement.