Running an allied health clinic is no small feat. Between patient care, administrative tasks, and keeping pace with regulations, it can feel like the work never ends. IT might be the least of your concerns – but that’s a dangerous mindset to fall into. While it appears invisible when everything’s going to plan, the importance of your technology will become obvious as soon as it stops working. Patient records become inaccessible, critical equipment goes offline, and cyber threats loom over your head.
But with so much else to worry about, you may not have time to handle IT on your own. This is where outsourcing comes in – an increasingly popular option that many healthcare providers swear by. But are outsourced IT services truly worthwhile? Or are they just a waste of essential resources?
What Does IT Management Involve?
IT management is far more than simply fixing Wi-Fi issues. It represents all of the day-to-day tasks that keep your practice functioning. Without it, you will eventually experience breakdowns, outages, and cyber security risks. If left unaddressed, these can quickly destroy your clinic from the inside.
Some key parts of IT management include:
1. Cyber Security & Compliance
Healthcare is one of the most common targets for cyber-attacks – and constantly tightening legal obligations are only complicating things further. Failure to secure patient data puts you at risk of not just data breaches, but also severe legal penalties and long-term reputational harm. For this reason, security and compliance are important aspects of IT management. You need to address future threats, implement protective measures, and be able to respond quickly if an attack does occur.
2. Hardware & Software Maintenance
Outdated software slows down over time, and introduces security risks that put your entire practice in danger. Hardware that isn’t maintained properly will break down early, incurring unnecessary costs and straining your already-tight budget. To prevent this, you must keep hardware and software up-to-date.
3. Network Management
Hardware and software aren’t the only parts of IT infrastructure you need to worry about. Your practice likely relies on a stable internet connection, cloud-based applications, and secure data storage. This means taking care of your networks, checking for potential issues, and implementing security measures.
4. Help Desk & Support Services
The best maintenance in the world will not prevent all problems. Sooner or later, you will experience downtime – and without the right support, this could last hours longer than necessary. A plan to get back on track as fast as possible is crucial.
5. Data Backup & Disaster Recovery
A single data breach, system failure, or accidental deletion can be disastrous. With just one wrong move critical patient data can be erased, leaving your staff without the means to provide accurate care. The only way to protect your clinic from this situation is a strong backup and recovery strategy.
If this sounds like an overwhelming amount of work, you’re not wrong. Handling all of this in-house can be very challenging. But that doesn’t stop clinics from trying.
Why Healthcare Organisations Try to DIY Their IT
Despite the amount of work involved, many practitioners attempt to manage their IT internally. Typically this means:
- A knowledgeable staff member who doubles as the unofficial IT support specialist.
- A small team that juggles all daily responsibilities.
- No dedicated support at all – instead relying on quick fixes and occasional outside help.
There are a few common reasons that this path is chosen:
- Control: Many practices fear that by outsourcing, they lose control over their IT. When patient outcomes are so dependent on your technology, it can be difficult to trust someone else.
- Finances: There is a common misconception that managed IT is the more expensive option. This leads to concerns that it will only drain the budget and prevent other critical expenses from being addressed.
- Complexity: Many practices, for various reasons, rely on older systems that integrate poorly with modern solutions. This can lead to the belief that a managed service provider (MSP) won’t be able to improve much while working around this legacy IT.
- Familiarity: Staff are used to the systems that already exist. The introduction of new technologies can significantly alter processes and operations. Employees are likely to resist such changes out of fear that they will not be able to use the new systems effectively, causing concerns for leadership.
- Overestimation of Internal Expertise: Clinics may not realise how little in-house expertise they actually have access to, especially if their staff seem to have everything under control. But there may be cracks appearing just under the surface.
But while an in-house approach may seem practical at first, it can quickly create more problems than solutions.
How This Can Hurt Your Practice
Attempting to manage your IT without external support can lead to a variety of unintended consequences, including:
1. Security Vulnerabilities
From outdated software to a poorly maintained network, every stone left unturned is a potential security risk. Threat actors are developing more advanced tactics every year, and without the correct management your practice doesn’t stand a chance against them. A basic antivirus software is no longer enough to stop cyber-attacks. You need far more advanced measures to detect, prevent, and respond to threats.
2. Downtime & Worse Patient Outcomes
When technology is not maintained, crashes, slow systems, and network failures become commonplace. While it may not seem like a significant issue, a few minutes here and there can add up quickly. Long-term, the results of regular downtime include lower productivity, worse patient care, and lost revenue.
3. Higher Long-Term Costs
Beyond the costs associated with downtime, you will also experience equipment breakdowns much sooner without sufficient IT management. Hardware that was supposed to last twenty years might only last ten, needing to be replaced much sooner than initially anticipated. This essentially means you’re spending twice the amount you should be just to maintain your current daily operations.
4. Staff Burnout
When non-IT staff are responsible for serving as makeshift technical support, it distracts them from their normal duties. You are also doubling their workload for the same pay. Sooner or later they will become frustrated, overwhelmed, and burned out – impacting everything they do, and possibly even leading to walk-outs.
What’s Information Technology Outsourcing?
Information technology outsourcing (or IT outsourcing) is when you hire external experts to handle some or all of your clinic’s technology needs. Instead of relying on your own employees to handle complex issues, you partner with an MSP that specialises in this work.
Some common tasks they perform include:
- Daily maintenance of software, hardware, and networks
- Cyber security
- Compliance monitoring
- Cloud migration and maintenance
- Issue resolution
- Data backup and disaster recovery
Any or all of these can be outsourced, significantly lowering the workload of you and your team.
The Benefits of IT Outsourcing for Healthcare Clinics
There are many significant advantages that outsourced IT support can provide your clinic. Some of the biggest include:
1. Enhanced Security & Compliance
MSPs hire staff who are highly experienced in security and compliance. They can keep track of shifting regulations for you, ensuring that you are compliant at all times and reducing the likelihood of legal issues. This also creates proof of compliance activities should your clinic be audited.
They will implement advanced security solutions designed to address your biggest vulnerabilities, monitor for potential cyber-attacks, and take action in the event one is detected. In doing so they mitigate risk factors, protecting your practice, staff, and patients.
2. Cost Savings
Managed services save all of the costs your IT infrastructure would otherwise incur through unnecessary repairs, replacements, and downtime. Instead of your technology becoming a money pit that drains your bank account dry, an MSP will make sure it contributes value and functions for as long as possible.
3. Access to Expert Support
Outsourcing provides you with instant access to a full team of IT support specialists without the time, money, and effort required to hire and train your own staff. They will also specialise in a wide variety of areas, ensuring comprehensive support and allowing them to correctly answer any questions you might have.
4. Improved Efficiency & Productivity
Broken equipment will drastically lower productivity. An MSP will monitor your hardware, software, and networks for any potential issues that could negatively impact your practice, working to fix them before that happens. This proactive approach results in fewer system failures and less downtime, which in turn speeds up operations.
5. Scalability & Future-Proofing
As time passes, your needs will change – whether it’s because of changing demand or growth within your clinic. Managed services are highly scalable, able to adjust with your organisation. Because of this, you can rest assured that you’ll always have access to the level of service needed at a given moment.
6. Happier Staff and Patients
Staff who are not constantly overworked will be happier, more rested, and ultimately far more productive. This will have a positive impact on every single area of your practice, resulting in smoother operations and better care. And it doesn’t stop there: your patients will benefit from more pleasant experiences and improved health outcomes, making them far more likely to return or to recommend your clinic.
7. A Stronger Competitive Advantage
All of the above benefits will significantly improve your reputation, giving you a strong advantage over competitors. In healthcare it’s easy to underestimate the importance of keeping up with your peers – but the truth is that those who don’t compete will fall behind. Provide the best care possible, with the help that well-maintained IT provides, and you will quickly find that patients keep choosing you over the other clinics in town.
Is IT Outsourcing Worth It?
Outsourcing is a smart decision for any business that relies on their IT, and allied health clinics are no exception. It provides access to a wide variety of benefits that might otherwise lay just out of reach, especially when costs are taken into account.
While many assume that managed services are the more expensive choice, it’s often the other way around. MSPs are able to charge a relatively low price thanks to economies of scale – that is, they serve many clients at once and can split operational costs between them. Your own practice works in much the same way: imagine the unsustainable prices you would have to charge if only one patient was responsible for keeping your entire practice afloat.
IT works under the same principle. When you hire internally, each staff member relies on you to pay for all of their expenses. You’ll also be responsible for equipment, office space, and other costs. An MSP, on the other hand, can provide you with all the tools you need for a much lower price. Far from being an expensive investment, in many cases it will actually save you money. These funds can then be used for other essential upkeep, taking some of the strain out of your budget. With this information in mind, it’s easy to see that outsourcing is very rarely the wrong choice.
Still worried about the price? Use our cost calculator to get an estimate
What to Look For in an MSP
Now that you’ve decided to partner with an MSP, you need to choose the right one. This can be easier said than done, especially when they all sound the same. Here are some signs that you’re on the right track:
- Industry-Focused: Choose an MSP that specialises in healthcare and understands your unique challenges. They should be familiar with the technology you use and the regulatory obligations you must meet.
- Security-First: Any good IT provider will treat cyber security as a top priority. This is for multiple reasons. The first and most obvious is that they will be better equipped to improve your security posture. But it may surprise you to hear that their own also matters. With the rise of supply chain attacks in recent years, any vendor or partner with low security is putting your practice at risk.
- 24/7 Availability: IT issues are not limited to traditional business hours. Your MSP should be ready to help whenever you need it, not just from 9-5.
- Clear Pricing Structures: Pricing should be easy to find, read, and understand. You should know exactly what you get at each tier, and the MSP should be prepared to answer any questions you have.
- Scalability: Ensure that the services provided can scale up and down with your needs. If they can’t, then you’re likely to either outgrow them or pay for things you don’t actually need. Both can undo the financial benefits of hiring an MSP in the first place.
What to Avoid Like the Plague
Just as there are green flags when choosing outsourced IT services, there are also corresponding red flags. Be cautious of:
- Generalists: MSPs trying to do too much at once often end up doing all of it badly. Look for a provider that only specialises in one or two industries. Beware those who claim they can serve everyone, as this is rarely accurate.
- Unclear Service Agreements: You need to understand what you’re signing up for. If they use vague terminology about what their services actually include – and especially if they’re reluctant to provide more information when asked directly – this is a bad sign.
- Silence: A slow and unresponsive MSP is unlikely to leap into action when you need them most. If they can’t even be bothered to pick up the phone or answer your emails in a timely fashion, think twice about trusting them with your patients.
- One-Size-Fits-All Solutions: What works for you will not necessarily work for every healthcare provider. A good MSP should take the time to understand your clinic and provide tailored solutions. If they keep suggesting ideas that don’t seem relevant to your practice, this is a warning sign that they might be trying to reuse the same basic set of solutions on everyone, and won’t be able to sufficiently address your needs.
Managed IT That Sets Your Practice Up For Success
Technology should empower your allied health practice to succeed – not hold it back. If you find that you’re experiencing the latter, it might be time to consider IT outsourcing. A professional can help address the gaps in your infrastructure, putting you in a better position to provide excellent care. By working together, you can ensure that your technology continues to support your goals for the foreseeable future.
Are you ready to stop fighting your IT? Vandros helps you provide better patient care with specialised solutions that keep your technology working towards your goals, instead of against them. You started your practice to help people, not to sit there restarting your Wi-Fi router all day. So why not let the experts handle it? Get a quote now, and start your journey to better IT.
