Healthcare Tech Challenges (and How to Overcome Them)

Running a healthcare organization today means navigating more than just patient outcomes—you’re also managing compliance, data security, system uptime, and the ever-evolving role of technology in delivering quality care.

Below, we explore some of the top IT challenges healthcare organizations face and practical ways to overcome them—whether independently or by partnering with a Managed Service Provider (MSP).

1. Outdated Systems and Legacy Software

The Challenge: Many healthcare providers still rely on legacy systems that lack integration with modern platforms or security protections. In fact, a 2023 report found 50% of U.S. healthcare organizations use outdated software in critical operations.

DIY Solutions:

• Conduct a basic inventory of your systems—note what’s outdated, unsupported, or prone to failure.

• Prioritize upgrades to any systems involved in storing or sharing patient data.

• Explore vendor support for phased upgrade paths or low-cost modernization options.

How an MSP Helps: An MSP can assess your current environment, help plan cost-effective upgrades, and ensure transitions are smooth and minimally disruptive to clinical workflows.

2. Cybersecurity Vulnerabilities

The Challenge: Healthcare is the most targeted industry by cybercriminals, with the average cost of a data breach reaching $10.93 million in 2023 (IBM). Ransomware and phishing attacks put both patient safety and regulatory compliance at risk.

DIY Solutions:

• Implement multi-factor authentication (MFA) on all systems and accounts.

• Train staff regularly on phishing, password hygiene, and device safety.

• Back up sensitive data using secure, encrypted cloud services.

How an MSP Helps: MSPs can implement a layered cybersecurity approach, offer 24/7 threat monitoring, and help meet HIPAA and other compliance standards with ease.

3. Lack of IT Strategy Alignment

The Challenge: In many organizations, IT decisions are made reactively, not strategically. Tech is often siloed from clinical, operational, and administrative leadership—leading to disjointed systems and inefficiencies.

DIY Solutions:

• Include IT planning in executive strategy meetings.

• Build a 12–18 month roadmap connecting technology upgrades to care delivery goals.

• Survey staff regularly to understand pain points and inefficiencies.

How an MSP Helps: Many MSPs offer virtual CIO (vCIO) services—strategic guidance that aligns technology investment with organizational priorities.

4. Compliance and Documentation Struggles

The Challenge: Navigating HIPAA, HITECH, and state-level privacy laws requires detailed documentation, consistent security controls, and frequent training—all of which can strain internal resources.

DIY Solutions:

• Assign a compliance officer or cross-functional team to own documentation and audits.

• Use online templates or checklists from HHS or other trusted sources.

• Schedule annual training refreshers and incident response drills.

How an MSP Helps: MSPs help maintain documentation, perform regular security audits, and ensure your systems stay compliant as regulations evolve.

5. Technology Downtime Impacting Patient Care

The Challenge: Unexpected downtime in EHR systems, communication tools, or scheduling platforms can delay care and frustrate patients. A Ponemon study found 56% of healthcare organizations reported downtime had impacted patient safety.

DIY Solutions:

• Set up automated system backups and monitor performance with low-cost tools.

• Create a basic downtime protocol for staff to follow when systems are offline.

• Test recovery procedures twice a year to ensure fast restoration when needed.

How an MSP Helps: MSPs proactively monitor systems, manage updates, and can respond quickly to minimize downtime—ensuring continuity in patient care.

Final Thoughts

Technology should support, not slow down, healthcare delivery. Whether you're facing compliance fatigue, cybersecurity concerns, or system inefficiencies, you don't need an enterprise-level budget to start making meaningful improvements.

Begin by identifying your most pressing tech challenges. Implement practical changes where possible—and if you decide to bring in outside help, make sure it’s aligned with your organizational goals and patient outcomes.

A healthier approach to IT is within reach.