Ops Playbook

Medical Imaging Service Contracts: Full Service vs. T&M vs. PM-Only — What's Right for Your Facility?

March 25, 2026 · 6 min · Medical Imaging Specialists

Target Keyword Phrase: medical imaging service contract options

When you invest in a CT scanner, MRI, or PET/CT system — refurbished or new — the purchase price is only the beginning. What protects that investment over the next 5 to 10 years is your service strategy. And for most facilities, that means choosing a service contract.

But not all service contracts are created equal. The wrong one can leave you overpaying for coverage you don’t need — or underprotected when a critical component fails at the worst possible time. This guide breaks down the three main types of medical imaging service contracts, who each one is suited for, and what to look for before you sign.

What Is a Medical Imaging Service Contract?

A medical imaging service contract is a formal agreement between a facility and a service provider that defines the scope, cost, and response terms for maintaining and repairing imaging equipment. Contracts typically cover some combination of:

• Preventive maintenance (PM) — scheduled inspections, calibration, and software updates
• Corrective maintenance — unplanned repairs when something breaks
• Parts coverage — whether replacement components are included or billed separately
• Response time guarantees — how quickly a tech will be on-site after a call

The three most common contract structures are full-service, time & materials (T&M), and PM-only.

Option 1: Full-Service Contracts

A full-service contract is the most comprehensive option. It typically includes all preventive maintenance visits, unlimited corrective repair calls, and parts — all for a flat annual or monthly fee.

What’s usually covered:

• All scheduled PMs
• Unplanned breakdown repairs (labor and travel)
• Most replacement parts (excluding consumables and tubes in some contracts)
• Software support and updates (varies by vendor)

Best for:

• High-volume facilities where downtime is costly (e.g., free-standing imaging centers, hospitals)
• Older systems with higher likelihood of component failure
• Facilities without in-house biomedical engineering staff
• Operators who prefer predictable, fixed maintenance costs

Trade-offs: Full-service contracts are the most expensive option. On a refurbished CT or MRI, annual full-service coverage can run anywhere from $60,000 to $150,000+ depending on the system, age, and provider. If your system runs reliably, you may pay for coverage you rarely use. However, a single X-ray tube replacement on a CT — which can cost $50,000 to $100,000 alone — can make a full-service contract pay for itself in one incident.

Key questions to ask:

• Are X-ray tubes or MRI RF components covered or excluded?
• What is the guaranteed on-site response time?
• Is there a cap on annual parts spend?

Option 2: Time & Materials (T&M)

With a T&M agreement, you pay for service as you need it — hourly labor rates plus the cost of any parts used. Some T&M arrangements include a modest annual PM visit, while others are purely reactive.

What’s usually covered:

• Preventive maintenance visits (sometimes included, sometimes billed separately)
• Corrective repairs billed at an agreed hourly rate
• Parts billed at cost or with a markup

Best for:

• Facilities with newer, recently refurbished equipment in excellent condition
• Facilities with strong in-house biomedical or service support
• Lower-volume operations where downtime impact is manageable
• Operators who want flexibility without a long-term contract commitment

Trade-offs: T&M costs are unpredictable. In a good year, you may spend very little. In a bad year — a failed gradient amplifier, a chiller failure, or a gantry issue — costs can spike dramatically. T&M works best when you have some risk tolerance and a service provider with transparent, pre-negotiated rates.

Key questions to ask:

• What is the hourly labor rate, and does it change after-hours or on weekends?
• What markup (if any) is applied to parts?
• Is travel time billed, and how?

Option 3: PM-Only Contracts

A preventive maintenance contract covers only the scheduled maintenance visits — typically one or two per year. These visits include system inspections, calibration checks, lubrication, software patches, and safety testing. Corrective repairs are billed separately as needed.

What’s usually covered:

• One or two annual PM visits (labor and travel)
• Calibration and performance verification
• Basic software updates (varies)

Best for:

• Budget-conscious facilities with well-maintained, low-mileage equipment
• Facilities that handle minor repairs in-house but want documented PMs for accreditation
• Secondary or backup systems that see lower utilization

Trade-offs: PM-only contracts don’t protect you when something breaks unexpectedly. They’re most appropriate when you have other financial coverage in place (self-insured, emergency fund) or when the equipment is truly low-risk. Many accreditation bodies also require documented PM records, so a PM-only contract at minimum keeps you compliant.

How to Choose the Right Contract for Your Facility

There’s no universally correct answer — the right contract depends on your specific situation. Here’s a simple framework:

What to Look for in Any Service Agreement

Regardless of which contract type you choose, watch for these details before signing:

1. Response time guarantees — “Best effort” is not a guarantee. Look for specific commitments (e.g., 4-hour phone response, next business day on-site).
2. Parts exclusions — X-ray tubes, cryogens, and detector arrays are often excluded from even “full-service” contracts. Read the exclusions carefully.
3. Escalation clauses — Some contracts allow the provider to increase rates annually by a set percentage. Know what you’re agreeing to.
4. Term length and exit terms — Multi-year contracts may lock you in. Understand cancellation penalties.
5. OEM vs. third-party — OEM contracts often come at a premium. Independent service organizations (ISOs) can offer comparable coverage at lower cost — especially on refurbished systems — but vet their parts sourcing and engineer credentials.

Work With a Provider Who Knows the Equipment

Service contract value depends entirely on the quality of the provider behind it. A fast response time only matters if the engineer showing up actually knows your system. Parts coverage only matters if the provider stocks the right components.

Medical Imaging Specialists (MIS) has been servicing CT, MRI, and PET/CT systems since 2004. Based in Bradenton, Florida, MIS provides full-service, T&M, and PM-only contracts for facilities across the US, Caribbean, and Latin America — backed by an in-house parts inventory and a team of experienced field engineers. Whether you purchased your system from MIS or somewhere else, we can build a service plan that fits your equipment and your budget.

Ready to talk through your options? Contact MIS today to get a service contract quote or ask about coverage for your specific system.

Medical Imaging Specialists | Bradenton, FL | Serving the US, Caribbean & LATAM since 2004

Related Reading

• Read next: Ct Mri Preventive Maintenance Checklist
• Read next: Maximize Uptime Refurbished Imaging Equipment

Related resources