Managed IT for home health agencies · Lee County, FL
Getting started
BAA and every account written down in week one, monitored and protected by week three, a restore tested by week four.
One flat monthly price, published up front, with your field caregivers priced separately from your office.
- Day 1A BAA signed first
Signed before any work touches patient data. Then the kickoff call: scope, contacts, and every user asked what has been bugging them.
- Day 3The Quick Wins note
One page: what we fixed already, what is scheduled with a date, and what we are not doing and why.
- Week 1Every account, written down
One list of every account across every system you use, referral portals included, and who still has access to each of them.
- Weeks 2 to 3Under management
Monitoring, patching, endpoint protection, and Microsoft 365 or Google Workspace backup on the office machines, with MFA enforced. Caregiver phones enrolled. Former staff and the previous provider's access removed.
- Week 4A restore actually tested
A real restore run and dated, so your backup answer has a date on it rather than a dashboard showing green.
- Day 30The 30-day check-in
A short call to confirm things are running. From here on: a monthly report that lists the accounts opened and closed and the devices enrolled and wiped, each with its date, plus a quarterly review.
01 · Your own arithmetic
What does turnover cost you at the keyboard?
Not our estimate. Set the sliders to your agency and read the year off the right-hand side. Turnover starts at 79.2%, the figure reported across home health; everything else starts as a guess for you to correct.
Your numbers
The turnover figure starts at the sector average and everything else starts as a guess. Put your own numbers in; the arithmetic is yours and nothing you set here leaves this page.
What that comes to in a year
32
caregivers leave
256
accounts to close behind them
32
hours of somebody's time
$800
of that time, at your rate
256 closures is the year's workload from turnover alone. Who checks that every one of them actually happened?
On a User Lite seat, opening accounts when a caregiver joins and closing them when they leave is included, however often your roster turns over, and each one lands in your monthly report with a date on it.
02 · The number your claims depend on
Denied claims usually start with a phone.
At least 85% visit verification is required for claim approval. Almost every way that number slips is a technology failure, and it lands between vendors: the EVV company supports its own software, the carrier supports the signal, and the phone in the caregiver's pocket belongs to nobody.
That phone is ours to look after, along with the account behind it and the app running on it. Your registration with the state and your relationship with the aggregator stay with you.
Talk it through- Location permission switched off, or reset by a phone update nobody saw
- The EVV app never updated, on a device nobody manages
- No coverage at the patient's home, so nothing captured and nothing synced
- A caregiver working from a personal phone the agency never enrolled
- An account still active for somebody who left in the spring
03 · What we actually do all day
Two jobs, and everything else supports them.
Pillar one
Who can get in
Accounts, MFA, and access that really does end on someone's last day. That includes the referral portal at every hospital that sends you patients, and those are the accounts nobody keeps a list of.
Pillar two
What they get in on
The caregiver's phone, the tablet, the office machine and the app that records the visit, plus your office network and the scanner everyone still calls the fax.
Antivirus, patching and monitoring sit underneath both of these and are how we find out when either one breaks. They matter, but they are not the reason you would hire us.
04 · The support map
Who supports what, and where it stops.
Every vendor supports its own product to the edge of its own product. An agency runs on eight or more of them, so a lot of the work that keeps you running sits where the products meet. The left side of this map is covered by the vendors you already pay. The right side is the work with nobody's name on it, and it is what we do.
The system
Their support covers
The seam, which is ours
Charting and the EMR
The vendor supports their own software and their own portal.
The machines it runs on, and who still holds an account in it.
The EVV app
The vendor supports the app. The carrier supports the signal.
The phone itself: its settings, its updates, and its enrolment.
Payroll
The platform supports itself and publishes an integrations page.
The hand-off from charting to payroll when it quietly stops.Shared
Email and files
The platform keeps the service running.
Your licences, MFA on every account, and access closed on a last day.
Referral portals
Each referring hospital supports its own portal.
A register of which of your people hold credentials at which hospital.
The fax line
The carrier supports the line.
The device it lands on, and the route a referral takes after it arrives.Shared
Caregiver phones
The carrier supports the plan.
Updates and protection on the device, and your data off it when somebody leaves.
The office
Each maker warranties its own box.
The room as one working system: network, workstations, backup.
The two shared rows are seams we drive rather than own: we hold the credentials, make the vendor calls, and stay on it until it moves again. What sits inside a vendor's own software stays the vendor's.
05 · The work nobody sells you
Something onboards your paperwork. Nothing onboards the access.
You already bought software to hire people, and it handles the background checks, the I-9 and the credentials before pushing everything through to payroll. None of it opens a Microsoft account, enrols a phone, adds anyone to the EMR, or gets them into the referral portal at the hospital sending you patients.
None of it closes any of that on the way out either. The list runs to eight or more systems at a typical agency and almost nobody holds a master copy.
That is the work we do. We open the account, enrol the phone and get the new person into what they need, and on their last day we close all of it. It happens as often as your roster turns over, and on the caregiver seat it costs you nothing extra.
Turnover in this sector runs at 79.2%, so an agency with forty caregivers works through roughly thirty departures a year. Charging per departure would bill you hardest on the thing you can least control.
Every one of those joins and leaves lands in your monthly report with a date against it. The same record is what a risk analysis needs as access-control evidence, so one piece of work covers both.
06 · A question worth asking
How many software licences are you paying for, and how many people work for you?
Those two numbers should match. In an agency that replaces a third of its people every year, they usually drift, and nothing in the software tells you when they have.
You would not keep somebody on payroll after they left. A licence is payroll for software.
Microsoft raised list prices on 1 July 2026. Existing subscriptions stay on the old pricing until their next renewal after that date, so most agencies have not felt it yet. Renewal is a sensible time to find out what you are actually paying for.
What we will tell you
We do not make up a number. With your permission we take a read-only look at your own tenant and come back with a list:
- Licences assigned to nobody, still billing
- Licences on disabled or departed accounts
- Duplicate or overlapping subscriptions
- People on a bigger licence than their job needs
- Add-ons nobody has opened
We will not put a savings figure in front of you before we have looked. What we will tell you is exactly what you are paying for and who is using it.
07 · Where we stop
What we do not do.
Replace your EMR
Axxess, WellSky, Alora, KanTime, whatever you run stays exactly as it is. We keep the accounts, devices and network it runs on healthy, and we take the vendor call when it will not load.
Touch your claims
Billing and revenue cycle are not ours. We protect the systems a claim depends on without going near the claim itself.
Own your EVV registration
Your relationship with the state and the aggregator is yours. We own the device, the enrolment and the account behind it, which is where it usually goes wrong.
Sell you HIPAA compliance
Nobody can. Walk away from anyone who offers. We do safeguards and records, and we carry E&O and cyber liability so our mistakes are our risk.
08 · What it costs
Your office and your field, priced apart.
An agency that handles patient records goes on the compliance tier, because the business associate agreement and the annual risk analysis are part of it rather than something negotiated afterwards. Your field caregivers do not. A caregiver who works from a phone and has no company computer sits on User Lite at $75 per user per month, with onboarding and offboarding included at no charge however often your roster turns over.
Monthly plan
$185per user, per month
One plan, because holding patient records is what decides it. Field caregivers who work from a phone are priced separately on User Lite.
A user is a person, not a device and not a login. Anyone who works on your systems counts, whether or not they have their own login or their own mailbox. Accounts that belong to equipment rather than a person, like a scanner, do not.
Managed IT + HIPAA
$925 / month
Your office staff. Includes 5 hours of support a month, pooled. Onboarding $750, waived on an annual term.
User Lite
$75 / user / mo
Each field caregiver who works from a phone, added on top of the office count above. No onboarding fee.
Covered by your plan
For practices and agencies that handle patient records. Everything in Managed IT at $125, plus $60 per user for the compliance layer, with the same pooled hour.
- A signed business associate agreement, before any work touches patient data
- Around-the-clock monitoring by a 24/7 security operations center. Anything found overnight is contained at the time, then picked up with you during business hours.
- An annual security risk analysis, the document investigators ask for first
- Your safeguards written down, with the evidence that they are in place
- Security awareness training and phishing simulation for your staff
- Audit logging that is reviewed, not only collected
- Encrypted backup with a restore that has been tested and dated
- A written incident response plan. If you ever have to notify, that duty stays yours, and the plan is what makes it survivable.
Safeguards and records, not a certificate. No IT vendor is HIPAA certified, because no such certification exists, and IT First Response does not claim to be one. What the rule obligates your practice to do stays a question for healthcare counsel.
For caregivers
User Lite$75 / user / mo
A caregiver who works from a phone and has no company computer does not need the full $185 seat. User Lite covers them at $75.
- Accounts opened when a caregiver joins and closed when they leave, at no charge, however often your roster turns over
- Sign-in security and multi-factor authentication on every account
- Your data protected inside the apps we manage, and removed from a personal phone when someone leaves
- Email security, security awareness training, and simulated phishing
- Identity monitoring on every account
No support hours are included. Password resets and multi-factor re-enrolment are free, and other help for a User Lite is billed at $125 per hour. A personal phone does not get the same protection as a company computer.
Billed at $125 per hour
- Support time beyond your pooled hours
- On-site visits
- After-hours and weekend work
- Major projects and migrations, such as a server move or an office relocation
- Cabling and hardware
- Support for software outside your managed stack
We will always tell you before work moves into billable territory.
Questions agencies ask
We have caregivers who only ever use a phone. Do we pay full price for them?
No. User Lite is a seat built for exactly that: a caregiver working from a phone with no company computer, at $75 per user per month instead of $185. It carries account and device work and support access, and onboarding is free on it. It is sold alongside the compliance tier your office staff sit on, not on its own.
Our roster turns over constantly. Does every new hire cost us?
No. Billing is per seat per month, so a replacement hire leaves your seat count unchanged and nothing new is billed. Opening the account when someone joins and closing everything when they leave is the work, however often it happens. On User Lite there is no onboarding fee at all.
Will you sign a BAA?
Yes, before any work touches patient data. It is written into the Managed IT + HIPAA plan rather than negotiated after you sign, which is why that is the plan an agency goes on.
Can you fix our EVV verification rate?
We can fix the parts of it that are IT: a location permission switched off by a phone update, an EVV app that never updated on a device nobody manages, a caregiver working from a personal phone you never enrolled, or an account still active for someone who left. What we do not touch is your registration with the state, your aggregator relationship, or the clinical documentation itself.
Do you work with our payroll and EMR integration?
We can hold the credentials, be the one who calls both vendors, and stay on it until it is moving again. What we cannot do is reach inside either vendor's software, so we will not promise to fix an integration we do not control.
Can you make us HIPAA compliant?
Nobody can sell you compliance, and you should be suspicious of anyone who says otherwise. We put the safeguards the Security Rule asks about in place and keep the records that show they work.
What if something breaks during visit hours?
Your staff calls directly. There is no ticket queue and no account manager. The target is to respond within 15 minutes and be working on it within the hour, whatever the priority, Monday to Friday 8 to 5 Eastern. Those are response and start targets, not resolution guarantees. Outside those hours you can still call the business line, and that work is billed hourly.
Do you require a long contract?
No seat minimum and no multi-year lock-in. The annual term is optional and waives the onboarding fee.
Start with the free Security Check.
One page, observed from the outside, and nothing touches your network. If it turns up nothing, we will tell you that too.