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The True Cost of Managed IT Services for a Medical Office

May 15th, 2024 | 3 min. read

By Marissa Olson

During a time when healthcare heavily relies on technology, the stability, security, and efficiency of IT systems are not just conveniences but necessities. 

Managed IT Services have become fundamental to modern medical office operations. They offer an outsourced solution to ensure critical systems are consistently operational, secure, and optimized.

By understanding the financial implications of these services, medical practitioners can effectively budget and plan, ensuring they maintain continuous, quality care for patients without unexpected expenses.

Understanding Managed IT Services

Managed IT Services encompass a third-party provider's complete management of a medical office's information technology needs. This service typically includes:

  • System monitoring

  • Data backup and recovery

  • Software and hardware updates

  • Cybersecurity protections

  • User support and training 

For healthcare providers, where patient care and data security are paramount, these services support daily operations and comply with stringent regulations such as HIPAA.

The shift towards Managed IT Services reflects a broader trend in healthcare towards technological solutions that can scale with growing patient demands and complex data environments.

Factors Influencing Costs

Several variables affect the cost of Managed IT Services, making each arrangement unique.

Size of the Practice

Larger practices with more extensive networks and endpoints typically require more resources to manage effectively, leading to higher costs.

Number of Devices and Users

Each terminal, server, mobile device, and network equipment will impact the overall cost. More devices and users mean more complexity and higher fees.

Level of Support Needed

Service levels can vary widely. Some providers offer basic services that cover only essential monitoring and maintenance, while others provide comprehensive packages, including off-hours support, cybersecurity, and on-site services.

Pricing models vary but often include per-user or per-device schemes, which can be easier for medical offices to predict and budget for.

Medical offices should also consider potential onboarding costs, including initial assessments and infrastructure upgrades, which can be substantial.

Average Costs of Managed IT Services for Medical Offices

On average, small—to medium-sized medical practices may spend between $500 and $2,500 per month on Managed IT Services.

This range is indicative and can fluctuate based on the specific services selected and the complexity of the practice’s IT environment.

Related Article: How Can I Afford Managed IT Services?

For example, a practice requiring advanced cybersecurity measures and 24/7 support for critical systems will be at the higher end of the cost spectrum.

Benefits of Managed IT Services Over Traditional IT

Traditionally, medical offices may have relied on in-house IT teams or periodic support from external contractors. However, Managed IT Services offer a more systematic approach by providing a range of benefits:

Cost Efficiency

Managed services convert variable IT costs into fixed expenditures, allowing for better financial planning.


Providers can quickly adjust the service level to match the practice's growth or changing needs.

Proactive Support

Ongoing monitoring helps to identify and rectify issues before they cause system failures or data loss, thereby minimizing downtime.

Evaluating Your Needs

To select the most suitable Managed IT service provider, a medical office should:

Conduct a Comprehensive IT Audit: Understand the current state of your IT infrastructure to identify critical needs and potential vulnerabilities.

Define Your Compliance Requirements: Ensure any prospective IT service provider has a proven track record with HIPAA compliance and can safeguard patient data effectively.

Analyze Service Level Agreements (SLAs): Carefully review SLAs to understand the scope of services, response times, and remediation steps included in your contract.

Long-term ROI of Managed IT Services

The return on investment (ROI) from Managed IT Services can be significant, especially when considering the potential cost savings from avoiding IT failures and data breaches.

Efficient IT management also enhances overall operational effectiveness, improving patient satisfaction and retention.

Also, the assurance of compliance with healthcare regulations prevents costly legal issues and fines.

Your Next Steps: Managed IT Services for Your Medical Practice

Managed IT Services are an essential investment for any medical office looking to maintain an efficient, secure, and compliant IT environment.

Understanding the full scope of these costs and their benefits will enable healthcare providers to make informed decisions supporting their operational and care objectives.

So, what’s your next best step in finding managed IT services? Now is a great time to discover how customized Managed IT Services can streamline your operations and safeguard your patient data. Read our article, Pros and Cons of Managed IT Services for Medical Offices.

Marissa Olson

A true southerner from Atlanta, Georgia, Marissa has always had a strong passion for writing and storytelling. She moved out west in 2018 where she became an expert on all things business technology-related as the Content Producer at AIS. Coupled with her knowledge of SEO best practices, she's been integral in catapulting AIS to the digital forefront of the industry. In her free time, she enjoys sipping wine and hanging out with her rescue-dog, WIllow. Basically, she loves wine and dogs, but not whiny dogs.