Get HIPAA-Ready IT for Your Practice — Without Adding Headcount
Flat-rate managed IT and full HIPAA compliance documentation for medical and dental practices with 1 to 50 employees in the Columbia metro.
The EHR locks up during a procedure and no one in the building knows what to do except wait. The front desk freezes mid-check-in with a full waiting room. A phishing email that looks like an insurance verification sits in your office manager’s inbox, and she isn’t sure whether to click it or delete it.
Dealing with a problem right now? Call (803) 881-3771 — you’ll get a straight answer on whether we can help and what it would take. Not a sales pitch.
The daily cost
The Exam Room Runs on Software Nobody in This Office Was Hired to Troubleshoot
Your office manager is the one everybody comes to when something stops working. She’s on hold with your EHR vendor while patients wait to check in. She’s rebooting the imaging workstation for the third time this week. And she’s doing all of it on top of the insurance verification, patient billing, and front desk coordination she was actually hired to do.
The long-term cost is worse. The HIPAA Security Rule requires every covered entity to conduct a documented security risk assessment, implement technical safeguards for electronic protected health information, train staff on security awareness, and have an incident response plan ready before something goes wrong — not after.
Penalties are tiered, and the top tier — willful neglect that goes uncorrected — carries an annual cap of $2,190,294 as of January 2026. That top tier is exactly where “we didn’t have time” lands a practice, because the Office for Civil Rights treats a known gap left unaddressed differently than one nobody knew about.
The program
Six Controls. Nothing You Don’t Need.
The same six controls go into every managed agreement, mapped to what your framework requires and configured around the software your team already uses.
Multi-Factor Authentication
On every account that holds sensitive data — email, banking, accounting, practice management, cloud storage. Paired with a password manager so your team isn’t drowning in credentials.
Automatic Security Updates
Unpatched software is now the single most common way attackers get in. Patches applied when they’re released, not queued for a testing cycle that never happens.
Email Security & Training
Technical filtering in Microsoft 365 or Google Workspace, plus staff training built on education and positive reinforcement — not fake phishing tests designed to catch your employees failing.
Backup & Recovery, Tested Quarterly
Critical data backed up in two locations, tested every quarter, documented, and reported to you. A backup that’s never been tested isn’t a backup. It’s a hope.
Restricted Admin Access
Your employees don’t need the ability to install software or change system settings. Restricting admin access eliminates an entire category of problems before they start.
Your Three Core Documents
An incident response plan, a password policy, and an offboarding checklist. Who to call when something goes wrong, how your team handles credentials, and how to kill access the day someone leaves.
Compliance
HIPAA Compliance Is Not a Checkbox. It’s Documentation an Auditor Can Read.
A completed security risk assessment is the most consistently cited deficiency in OCR’s HIPAA Security Rule settlements, and OCR launched a dedicated Risk Analysis Initiative in 2024 to pursue it. Most small practices in the Columbia area know HIPAA applies to them. Almost none have a completed assessment on file.
What we build, inside your managed agreement: the six security controls on day one, a completed HIPAA security risk assessment within the first 30 days, written policies and procedures, business associate agreements with every vendor that touches patient data, and ongoing workforce training — all maintained, not delivered once and forgotten.
What you actually get
Compliance Documentation That Exists on Paper, Not in a Sales Pitch
Most IT companies mention compliance and never deliver the documents. Every managed agreement produces real artifacts — the risk assessment, the written security plan, the incident response plan, the quarterly restore report. When a carrier audit or a regulatory inquiry arrives, the answer is already written.
Your stack
Software We Support Around
Dentrix · Eaglesoft · Open Dental · Curve Dental · eClinicalWorks · athenahealth · NextGen · DrChrono — and the imaging systems that run alongside them.
Geoffrey Giles
Founder · former Virtual CIO
Why us
Built by Someone Who Managed $24 Million in Annual IT Spend — and Saw What Wasn’t Working
Soda City Systems was founded by a former Virtual CIO at a national managed IT provider, where he managed $24 million in annual IT spend across South Carolina. That role made one thing clear: as IT firms grow and get acquired, businesses with 10 to 50 employees stop getting the attention they need.
Your problems stop repeating.
Every issue we resolve gets a second look — what caused it, and what would prevent it. The businesses that have worked with us longest call us the least.
You never start over with a stranger.
You have an accountant who already knows your books. You have an attorney who already knows your contracts. Now you have an IT team that already knows your technology.
Your IT company doesn’t outgrow you.
We’re not an enterprise firm that occasionally takes a small client, and not a solo consultant who disappears for a week. Founder-operated and locally owned, built for businesses your size and only your size.
Our guarantees
Three Commitments, in Writing
The 60-Day Out
If the relationship isn’t working, give us 60 days’ notice and walk. No penalties, no buyout fees. We hand off your documentation, credentials, and configuration to whoever comes next.
The Rate Lock
Your per-user rate is fixed for 24 months from signing. If our prices go up, yours doesn’t change until month 25.
The Quarterly Restore Test
Every quarter we restore your data from backup, document the result, and send you the report. If a restore fails, we fix the cause and re-test before the quarter closes, at no charge.
Questions
Common Questions
How much does managed IT cost for a practice my size?
Managed IT starts at $100 per user, per month, locked for 24 months. The exact rate depends on your headcount, the complexity of your environment, and the compliance documentation your practice needs.
We only have a few employees. Is managed IT worth it at our size?
Under 10 employees we usually recommend hourly instead — same team, same expertise, you pay for the time you use. HIPAA obligations don’t scale with headcount, though, so the compliance work still needs doing either way.
Does my practice need a HIPAA security risk assessment?
Yes. Every covered entity does, and it needs to be documented and current. It’s the deficiency OCR cites most consistently in Security Rule settlements. We complete yours within the first 30 days and keep it maintained.
Can you support staff who work remotely or across multiple locations?
Yes, on company-owned devices. The same monitoring, patching, MFA, and access restrictions apply regardless of where the device sits. We don’t troubleshoot personal devices or home internet.
What happens in the first 90 days?
Walkthrough and documentation first. Then the six controls go in — MFA, password manager, email security, backup strategy, admin restrictions, and your three foundational documents. Most of that lands in the first 30 days. The next 60 are stabilization, the security risk assessment, staff training, and the first backup test.
Free IT walkthrough
See Where Your Practice Has Gaps — and What It Takes to Close Them
The right IT plan for a 12-person insurance agency looks nothing like the right plan for a 30-person dental practice. We’ll come to your office, look at your current setup, talk through what’s working and what isn’t, and give you a clear recommendation.
It takes about an hour. No pressure, no contracts, no 47-slide presentation.
Book your walkthrough
We’ll call you back within one business hour.