Dental IT & Cybersecurity Checklist
Brought to you by Network Brainiacs — Dental IT That Just Works
Protect your patients, stay HIPAA-compliant, and eliminate IT headaches.
1. Data Security & Backups
All patient data is backed up daily (onsite + offsite/cloud)
Backups are encrypted and tested quarterly for restorability
Immutable or cloud backups prevent ransomware overwrites
All devices storing PHI have encryption enabled
Firewall and antivirus/EDR solutions are monitored 24/7
2. HIPAA & Compliance Readiness
Security Risk Analysis (SRA) completed within the last 12 months
Signed Business Associate Agreements (BAAs) for all vendors
Access to PHI is restricted by user role (least privilege principle)
Automatic session timeouts on all systems
Staff receive annual HIPAA & cybersecurity training
3. Practice Management & Imaging Performance
PMS (Dentrix, Eaglesoft, Open Dental, etc.) and imaging software run without lag
Server and workstations have current updates and SSD storage
Operatory computers load X-rays and charts instantly
Secure, segmented Wi-Fi for staff vs. guests
Critical devices protected by battery backup (UPS)
4. Cloud, Email & Identity Protection
Microsoft 365 / Google Workspace accounts have MFA enabled
Email filters block spam, phishing, and malware
Old employee accounts are disabled immediately
Access to PHI through secure, encrypted connections (VPN/MFA)
Data Loss Prevention (DLP) policies protect ePHI in email
5. 24/7 Monitoring & Support
Real-time monitoring for servers, firewalls, and workstations
Automated patch management for Windows and software updates
15-minute response time for urgent support
Monthly IT health reports are reviewed with your provider
You have a clear escalation process for emergencies
6. Incident Response & Recovery
Documented Incident Response Plan (IRP) in place
Team knows who to call in case of ransomware or breach
Cyber insurance policy is active and updated
Incident simulations and restore tests are performed quarterly
Ransomware protection verified by endpoint security
Your Scorecard
| Category | Score (✔ count) | Notes |
| Data Security & Backups | ___ / 5 | |
| HIPAA & Compliance | ___ / 5 | |
| PMS & Imaging Performance | ___ / 5 | |
| Cloud & Email Protection | ___ / 5 | |
| Monitoring & Support | ___ / 5 | |
| Incident Response | ___ / 5 | |
| Total: | ___ / 30 |
Next Step
If you scored below 25, don’t stress — most dental practices start there.
Schedule your free Dental IT & HIPAA Assessment and we’ll show you how to close every gap.
