How to Choose Healthcare Tech Providers for Managed IT & Print

Not all healthcare providers operate on the same scale or face the same challenges. For non-acute facilities, such as urgent care centers, chiropractic offices, dental clinics, orthopedic practices, dermatology providers, foot and ankle specialists, and orthodontic offices, you need technology to deliver efficient and compliant patient care. 

However, the unique technology needs of these healthcare providers require specialized managed IT and print services that go beyond standard office IT support. Choosing the right healthcare tech provider can mean the difference between seamless workflows and constant disruptions.

Learn the unique tech demands of non-acute healthcare providers, the top qualities to look for in a healthcare tech partner, red flags to avoid, and why Proven IT continues to be the trusted choice for healthcare organizations seeking peace of mind and productivity.

The Unique Tech Needs of Non-Acute Healthcare Practices

Unlike large hospital systems, your practice typically operates in fast-paced, lean environments where every tool, minute, and staff member must work in sync. Your IT and print systems need to keep up. However, these often fall short. Let’s take a closer look at the unique technology needs that drive these challenges:

Workflow Interruptions

Most non-acute healthcare practices have limited administrative staff, yet handle high patient volumes. That means any system slowdown, printer error, or software update that doesn’t go as planned directly impacts operations. 

That’s why routine tasks such as scheduling appointments, processing patient intake forms, and printing prescriptions or insurance documents must operate smoothly and reliably, leaving no room for error.

This is where the absence of managed IT for healthcare and purpose-built high-volume printers becomes especially evident. Healthcare tech providers must not only recognize these workflow pressures but also deliver solutions specifically designed to reduce disruption and support daily efficiency.

Limited or No In-House IT Support

Unlike large hospital systems with dedicated IT staff, most non-acute healthcare practices can’t justify a full-time IT hire, nor do they have the in-house expertise to handle complex infrastructure issues. Oftentimes, office managers, medical assistants, or administrative personnel shoulder tech troubleshooting tasks.

Since most non-acute healthcare providers lack dedicated IT teams, healthcare tech providers must offer proactive, 24/7 support. Waiting for IT issues to arise before addressing them can lead to avoidable downtime, which disrupts patient care. Your practice needs a partner who not only responds quickly but actively monitors systems to identify and fix problems before they impact your operations.

Secure Data Handling with HIPAA Compliance

Handling sensitive patient data securely is mandated by law through HIPAA regulations. Non-acute healthcare providers face constant risks in managing electronic health records (EHR), billing information, and personal health information (PHI) across multiple systems, including printers. 

Outdated printers and unmanaged IT networks are frequent sources of vulnerabilities that can lead to costly HIPAA violations and damage to patient trust. This isn’t just about locking down access with passwords. It requires comprehensive security protocols that cover network security, endpoint protection, encrypted data transfers, and secure printing solutions. 

Healthcare tech providers must offer managed IT services that proactively address your practice’s vulnerabilities, maintain up-to-date compliance certifications, and ensure audit-ready documentation.

What to Look for in a Healthcare Tech Provider

With numerous healthcare tech providers offering IT or print services, how do you select the right one? Here’s what to prioritize when evaluating your options:

1. Industry-Specific Expertise

General IT firms without healthcare expertise may overlook critical compliance requirements or fail to optimize technology for clinical workflows. That’s why it’s essential to partner with a provider that understands the unique demands of healthcare environments, especially your practice. 

From nuanced workflows to strict regulatory requirements, your tech partner should build compliance into every layer of their managed IT services for healthcare, including network infrastructure, data storage, and even print management.

Beyond security, the right healthcare tech partner should also deliver tailored solutions, such as seamless EHR integration, secure document management, and custom printing workflows that are aligned to your clinic’s specialty and patient volume.

2. Comprehensive Managed IT and Print Services Under One Roof

Fragmented IT and print management can lead to communication breakdowns and slower problem resolution. IT systems and printers are intertwined; a printing failure can disrupt patient intake, prescription handling, and insurance documentation.

Providers must offer a comprehensive suite of managed IT services for healthcare, including data backup and recovery, network management, cybersecurity solutions specifically designed for healthcare, and access to high-volume printers capable of handling the fast-paced demands of a medical office.

Additionally, a healthcare tech provider should offer proactive printer maintenance, fast repair services, and efficient supply management. Even brief printer downtime can disrupt patient flow and frustrate staff, making it essential for your provider to keep print systems running at peak performance.

3. Proactive Monitoring and 24/7 Response Support

Downtime is costly in healthcare. The right healthcare tech provider will use 24/7 monitoring tools to identify potential IT or printer issues before they cause disruptions. This includes everything from server performance to print queue management for high-volume printers.

Equally important is having a responsive support team that can quickly resolve problems, both remotely and on-site, minimizing downtime and keeping patient appointments on schedule. Avoid providers with slow ticket responses or limited support hours, as these can leave your staff stranded during critical moments. Look for service level agreements (SLAs) guaranteeing fast response and resolution times.

4. Built-In HIPAA-Compliant Security

When evaluating healthcare tech providers, HIPAA compliance should be built into the foundation of every service they offer. Look for a provider that delivers fully HIPAA-compliant solutions as part of their managed IT services for healthcare, not just as an add-on.

This includes end-to-end data encryption, both in transit and at rest, to protect patient information across all systems and devices. Providers should also conduct regular security audits to identify vulnerabilities, ensure best practices are being followed, and stay ahead of evolving compliance standards.

In addition, strict access controls should be in place to ensure that only authorized personnel can access sensitive information, minimizing cybersecurity risks, such as internal data leaks or mishandling. Role-based access, multifactor authentication, and automatic session timeouts are all examples of security protocols that should be part of the package.

5. Transparent and Predictable Pricing

Budgeting is critical for non-acute healthcare providers. Unexpected IT repair bills or costly printer replacements can strain your finances. A trusted healthcare tech provider must offer transparent pricing models, typically a flat monthly rate that covers all managed IT services for healthcare and printing solutions, so there are no unexpected costs.

7 Red Flags to Avoid When Choosing a Healthcare Tech Provider

Choosing the wrong healthcare tech partner can lead to costly mistakes. Here are seven warning signs:

1. No Mention of HIPAA or Security Protocols: If a vendor can’t clearly explain how they handle HIPAA compliance or data security, walk away. Even small oversights can result in fines or legal action.
2. Reactive, Not Proactive Approach: Tech providers who only show up when something breaks are behind the curve. You need a partner who anticipates problems and actively works to prevent them.
3. One-Size-Fits-All Solutions: Healthcare tech isn’t plug-and-play. Be cautious of providers that offer generic solutions without understanding your practice’s specific needs. They should tailor services based on your specialty, volume, and staff needs.
4. Poor Communication and Slow Response Times: In the medical field, waiting hours for IT support isn’t acceptable. If your tech partner has a slow or inconsistent response process, it can lead to workflow interruptions, patient dissatisfaction, and lost revenue.
5. Outdated Technology and Equipment: Providers relying on legacy IT systems and outdated printers often lack security features necessary for HIPAA compliance and may be prone to frequent breakdowns that disrupt workflows. Avoid partners who prioritize repairs over replacements or fail to keep technology current.
6. Unclear Pricing and Hidden Fees: Be cautious of providers that do not provide clear pricing structures or add unexpected fees for repairs or support calls. Hidden costs can quickly add up and disrupt the clinic’s budget.
7. Lack of Healthcare-Specific Case Studies or Testimonials: A reliable provider will have proven results to share. If they can’t point to other non-acute healthcare clients they’ve helped, that’s a red flag.

Why Proven IT is the Trusted Healthcare Tech Partner for Managed IT & Print

Proven IT understands the unique challenges non-acute healthcare providers, like you, face. We deliver tailored managed IT and print solutions through our WellManaged Office, which keeps your practice running smoothly, securely, and in compliance. 

Here’s what you need to know about our WellManaged Office:

• Healthcare-Specific Expertise: With years of experience serving urgent care, dental, chiropractic, and other specialties, we know what it takes to keep your practice secure and efficient.
• Integrated IT & Print Management: We cover both your IT infrastructure and print environment, streamlining support and reducing downtime.
• Compliance-Driven Approach: Our built-in HIPAA compliance ensures you meet regulatory standards without hassle.
• Proactive, 24/7 Support: Our experts are always available to prevent or resolve issues before they impact your patients or staff.
• Predictable Costs: One flat monthly fee covers all IT and print services — no surprises, just reliable support.

How Proven IT Transformed Two Healthcare Providers

Choosing the right healthcare tech partner becomes even more impactful when you see real-world results. Below are two examples of how Proven IT has helped non-acute healthcare providers streamline operations, reduce costs, and enhance patient care.

Children’s Urgent Care

We began with a thorough assessment of their network, software, hardware, and cabling. From there, we rolled out a customized Managed Network Services plan that included proactive IT monitoring and full-service management. 

Canon high-volume printers were installed across both clinic locations, dramatically improving print speed, document security, and patient intake workflow. We now serve as their virtual Chief Information Officer, overseeing all healthcare technology operations from top to bottom. 

North Shore Senior City (NSSC)

NSSC operated with more than a dozen different printer and copier models from various suppliers. The lack of a managed print strategy led to disorganized toner orders, high maintenance costs, and multiple invoices that complicated budgeting. Their internal IT team was stretched thin, maintaining outdated systems that frequently experienced downtime.

We implemented seven new Toshiba copiers equipped with Toshiba’s multi-station print feature. This allowed users to send a document to print and securely release it from any device, significantly improving document confidentiality and convenience.

We removed over 75% of redundant desktop printers, consolidating output to high-efficiency, high-volume printers, which reduced consumable waste and maintenance needs. All color printing was transitioned to Toshiba units for better cost control and quality.

Partner with Proven IT for Healthcare Tech That Works!

Choosing the right healthcare tech provider for managed IT and print services is more than a technical decision; it’s a strategic one that directly impacts your ability to deliver excellent patient care. 

Proven IT meets these demands with comprehensive, healthcare-tailored solutions that keep your practice running smoothly, your data secure, and your staff focused on what your patients need.

Contact Proven IT today to learn how our WellManaged Office can transform your practice and empower your team. Don’t let technology slow you down — let Proven IT be your trusted healthcare tech partner!