Most IT providers will not publish prices, which leaves practice administrators comparing quotes with no baseline. This guide gives you one: what managed IT typically costs for a medical practice in Dallas-Fort Worth and Houston, what should be included at each price, what drives the number up or down, and the questions that expose a quote that is too cheap to be real. Galleon publishes this because we would rather you compare us on the right things.
The short answer
For a medical practice in Texas in 2026, fully managed IT that includes helpdesk, security, monitoring, backup, and HIPAA compliance work typically runs about $150 to $250 per user per month, with most independent practices landing between $175 and $225. Per-device pricing, where used, is commonly $50 to $100 per workstation and $150 to $400 per server per month, plus network devices. Practices with heavier compliance loads, on-premise servers, multiple locations, or specialty imaging sit at the higher end; small practices with a cloud EMR and simple needs sit lower. Nationally published MSP benchmarks put the general business range at roughly $150 to $400 per user per month, and healthcare sits in the middle to upper part of that band because of the compliance and security requirements.
What is usually included in a per-user price
- Helpdesk and remote support during business hours (confirm whether after-hours is included; at Galleon it is).
- Monitoring, patching, and maintenance for workstations, servers, and network devices.
- Endpoint security: managed EDR, not just antivirus.
- Email security and multi-factor authentication management.
- Backup for servers and often Microsoft 365, with monitoring.
- Vendor coordination with your EMR, clearinghouse, and other software vendors.
- Documentation and quarterly technology reviews.
- For healthcare-specific providers: HIPAA security risk assessment, policy templates, BAA management, and audit-ready evidence.
If a quote does not name EDR, MFA, backup, and the HIPAA risk assessment, ask whether they are included, priced separately, or absent. Absent is common in low quotes.
What is usually not included
- Projects: server replacements, office moves, new locations, EMR migrations. Expect fixed-price quotes in advance.
- Hardware and software licenses (Microsoft 365, EDR licenses are sometimes bundled, sometimes passed through).
- Cyber insurance itself, and any third-party penetration testing you request.
- Some providers exclude on-site visits or cap them; ask.
What moves the price up
- On-premise EMR or servers. More infrastructure to maintain, back up, and secure than a cloud EMR.
- Multiple locations. More networks, more devices, more coordination, though per-user cost often flattens with scale.
- Specialty imaging, lab instruments, or medical devices. Vendor-certified workstations, segmentation, and larger backups.
- Compliance scope. HIPAA plus PCI (cosmetic or elective payments), CAP/CLIA (labs), or DEA/EPCS for controlled substances.
- After-hours and rapid response requirements. A 15-minute SLA with after-hours coverage costs more to staff than next-business-day.
- Co-managed arrangements can lower price if in-house IT staff handle day-to-day, or raise it if you want security operations and projects layered on top.
What moves the price down (and when that is a warning sign)
Cloud EMRs, small headcounts, standardized modern hardware, and single locations legitimately reduce cost. Prices well below $125 per user for a medical practice usually mean one of the following: no EDR or 24/7 monitoring, no HIPAA risk assessment, offshore tier-one support, capped tickets or on-site visits, or a provider that does not understand healthcare and has not priced the compliance work. Ask directly which of those applies.
A worked example
A ten-provider, 30-user primary care practice in Plano with a cloud EMR, one location, Microsoft 365, and no on-premise server would typically see fully managed healthcare IT in the range of $5,000 to $7,000 per month, including helpdesk, EDR, MFA, email security, Microsoft 365 backup, HIPAA risk assessment and evidence, and quarterly reviews. The same practice with an on-premise EMR server, an imaging system, and a second location would typically land higher, in the $7,500 to $10,000 range, reflecting server management, larger backups, segmentation, and multi-site support. Projects (a server replacement, a new-location build) would be quoted separately.
How to compare two quotes fairly
- Put both on the same unit (per user or per device) and the same headcount.
- Line up inclusions: EDR, MFA, email security, backup (and what is backed up), after-hours, on-site, HIPAA risk assessment, BAA, documentation.
- Ask for the SLA in writing: initial response time and who answers.
- Ask who the engineers are and where they sit.
- Ask for the onboarding plan and price, and what happens to problems the last vendor left behind.
- Ask for two healthcare references in your specialty.
- Then compare price. The cheaper quote is only cheaper if it includes the same things.
What Galleon charges
Galleon prices per user or per device at a flat monthly rate, scoped after a no-cost assessment, with projects quoted in advance. Our healthcare service includes the items in the "usually included" list above plus after-hours coverage, on-site support across DFW and Houston, a 15-minute initial response SLA, the annual HIPAA security risk assessment, and BAA management. Most independent practices we serve land inside the ranges in this guide. Call and we will give you a number after a short conversation, not a sales cycle.
Frequently asked questions
Typically $150 to $250 per user per month in Texas in 2026 for a fully managed, healthcare-aware service, with most independent practices between $175 and $225.
Per-user is simpler for practices where most staff have one device. Per-device fits environments with shared workstations, many exam-room PCs, or heavy server and device counts. Either can be fair; compare inclusions.
The risk assessment, policies, BAA management, and evidence work are typically built into a healthcare MSP's per-user price. Bought separately, a standalone risk assessment often runs a few thousand dollars.
Yes, though many providers, including Galleon, waive or fold them in. Ask what onboarding includes and whether remediation of inherited problems is separate.
Usually a little more per user, because fixed costs spread across fewer people, but a much smaller total. Very small practices sometimes fit better on per-device pricing.
If it does not include managed EDR, MFA, monitored backup, after-hours coverage, and a HIPAA risk assessment, or if support is offshore, the price is not comparable to a full healthcare service.
Get a real number for your practice: free IT risk assessment or a no-cost review. (972) 776-6366.