How Managed IT Streamlines HME Operations

Published in Member Communities on November 03, 2025

By Nick Dideriksen, VP of Operations and Business Technology, VGM Forbin

In the world of home medical equipment (HME), every minute counts—and so does every byte of data. Between managing patient needs, coordinating logistics, and ensuring regulatory compliance, HME providers face a complex operational landscape. For one provider, the turning point came when IT issues, security concerns, and compliance risks began to interfere with their ability to serve patients effectively.

That’s when they turned to Forbin— and everything changed.

The Challenge: Disruptions, Security Gaps, and Compliance Concerns

The HME provider was dealing with frequent hardware failures, inconsistent support, and growing anxiety around cybersecurity. Each department used different devices, making troubleshooting slow and inefficient. Worse, a recent phishing attempt had exposed vulnerabilities in their email system.

But perhaps most concerning was the uncertainty around HIPAA compliance. Without a clear process for conducting risk assessments or documenting safeguards, the business was exposed to potential regulatory penalties.

The Transformation: Standardization, Centralization, Security, and Compliance

Forbin, as a managed IT provider, began by standardizing equipment across the organization, making it easier to troubleshoot and maintain systems. This alone significantly reduced downtime and improved staff productivity.

Next, Forbin implemented centralized IT support, giving the HME provider a single point of contact for all technical issues. Every incident was logged and tracked, ensuring faster resolution and fewer recurring problems.

To address security, Forbin deployed Endpoint Detection and Response (EDR) and Managed Detection and Response (MDR) tools. These systems monitored for threats in real time, helping to prevent cyberattacks before they could cause damage. Email systems were secured with encryption, MDR, and advanced filtering to prevent business email compromise.

But the real game-changer was the introduction of HIPAA compliance risk assessments. Forbin conducted a thorough evaluation of the HME provider’s IT environment, identifying potential vulnerabilities and recommending corrective actions. They also provided detailed reporting to document compliance efforts, giving leadership peace of mind and a clear path forward.

The Results: A Resilient, Compliant, and Patient-Focused Operation

With fewer IT disruptions, stronger security, and a clear compliance strategy, the HME provider was able to refocus on what mattered most: delivering exceptional care. Staff no longer had to worry about system failures or data breaches. Leadership had confidence in their HIPAA compliance posture, backed by regular assessments and reporting.

In Summary

This HME provider’s journey shows how managed IT is more than just tech support—it’s a strategic investment in efficiency, security, and compliance. With standardized systems, centralized support, proactive cybersecurity, and expert-led HIPAA risk assessments, healthcare businesses can operate with confidence and clarity.

An IT self-audit is a great way to get started taking control of technology, compliance, and security risk mitigation in your HME business.

IT Self-Audit Checklist for Businesses Without Managed IT

1. Inventory All Hardware and Software

Action: Create a complete list of all devices (computers, servers, printers, etc.) and software applications in use.

Why it matters: Helps identify outdated or unsupported systems that may pose security or performance risks.

2. Evaluate IT Support Structure

Action: Document how IT issues are currently handled. Who responds? How long does it take? Is there a ticketing or tracking system?

Why it matters: Reveals inefficiencies and gaps in support that could be resolved with centralized IT management.

3. Assess Cybersecurity Measures

Action: Review antivirus, firewall, and endpoint protection tools. Are they up to date? Are they monitored?

Why it matters: Many businesses are vulnerable to cyberattacks due to outdated or misconfigured security tools.

4. Check for HIPAA or Industry Compliance

Action: If you’re in healthcare or another regulated industry, determine whether you’ve completed a HIPAA risk assessment or similar compliance audit in the past 12 months.

Why it matters: Non-compliance can lead to fines, data breaches, and reputational damage.

5. Review Data Backup and Recovery Plans

Action: Confirm how often data is backed up, where it’s stored, and how quickly it can be restored in an emergency.

Why it matters: A solid backup and disaster recovery plan is essential for business continuity.

6. Evaluate Email Security

Action: Check if your email system uses encryption, spam filtering, and protection against phishing or business email compromise.

Why it matters: Email is a common entry point for cyber threats.

7. Document Recurring IT Issues

Action: Keep a log of frequent or unresolved IT problems over the past 6–12 months.

Why it matters: Patterns can reveal systemic issues that a managed IT provider could proactively address.

8. Assess Staff IT Training and Awareness

Action: Survey or interview staff about their comfort with technology and awareness of cybersecurity best practices.

Why it matters: Human error is a leading cause of security incidents.

9. Estimate Downtime and Its Cost

Action: Track how often systems go down and how long it takes to recover. Estimate the cost in lost productivity or revenue.

Why it matters: Quantifying downtime helps justify investment in better IT support.

10. Explore Managed IT as a Strategic Partner

Action: Consider reaching out to a provider like Forbin for a consultation or risk assessment.

Why it matters: Even a preliminary conversation can reveal opportunities to improve efficiency, security, and compliance.

This article was originally featured in the "VGM Playbook: Technology-Driven Strategies and Resources." To read the full article and more like this, download your copy of the playbook today! 

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1. hme
2. playbook
3. technology
4. vgm