The Practice Management Software Stays. Everything Else Is Ours.
Signed BAA, encrypted patient email, practice website and IT support for dental practices and small groups — on servers we own in the United States.
The Short Answer
We sign a Business Associate Agreement and the controls behind it exist. Encrypted patient email starts at $7.95 a mailbox a month, alongside the practice website, online intake forms, tested backups and IT support for the operatories and the front desk. Keep Dentrix, Eaglesoft, Open Dental or whatever your practice runs on — we host and secure everything around it rather than asking you to change the system your team knows.
Where Dental Practices Actually Leak Patient Data
Referral emails with imaging attached
Radiographs, treatment plans and clinical notes travel to specialists as email attachments every day, from mailboxes that are frequently shared and rarely audited. That is the single most common exposure we find in a dental office.
Intake forms on paper, then scanned to an inbox
A new-patient packet with a full medical history, insurance details and a Social Security number gets scanned and emailed to the front desk, then sits in that mailbox for years. Online intake removes the whole chain.
The backup nobody has restored
Practices back up religiously and test almost never. A dental practice that loses its imaging archive loses years of clinical baseline. CodeGuard from $2.09 a month, with a restore we actually run.
It is almost never the practice management software. It is the everyday habits around it.
- Signed as part of onboarding Not a premium tier, not a form you chase. If a vendor holding protected health information will not sign one, that tells you what you need to know about the vendor.
- What sits behind the signature Access control and multi-factor authentication on administrative access, audit logging, encryption, tested restores and a written breach notification process with defined timelines. Ask to see them.
- Every other vendor needs one too Practice management, imaging, billing service, answering service, IT provider and backup vendor each require their own agreement. Collecting that list is usually the most useful hour a practice spends on compliance.
The BAA And The Controls Behind It
The Practice Website And New Patients
The pages that actually convert
Services, insurance accepted, new patient information, financing, hours, parking and a booking request that reaches someone the same day. Most dental sites bury at least three of those.
Online intake instead of a clipboard
Medical history, consent and insurance collected online and delivered into a secure store rather than an inbox — Hub for Teams at $7.49 per user a month.
Treatment payments and plans
Treatment balances, payment plans and membership plans for uninsured patients, processed one-time or recurring through an account set up for a practice.
- Imaging workstations and the network Sensor and imaging workstations, the server the practice management software runs on, the front desk and the guest Wi-Fi that should not touch any of them.
- Downtime costs by the hour, visibly A dental practice with a full schedule and no network is losing revenue in fifteen-minute increments, with patients in the waiting room watching. Response time matters more here than in most small businesses.
- Multi-location and small groups Shared email domains, per-location pages, centralised backups and one point of support across a small group or an expanding practice.
The Operatories And The Front Desk
- Signed Business Associate Agreement — included, not billed as an add-on
- Liberation Email from $1.95 per user/mo; Mail Pro $7.95 per user/mo
- Hub for Teams $7.49 per user/mo for intake, consent and referral documents
- Website Builder $10.99/mo at the budget end, or a built practice site priced as a project
- CodeGuard encrypted off-site backups from $2.09/mo
- SiteLock Fix $14.99/mo or Defend $49.99/mo
- Treatment, plan and membership payment processing — one-time and recurring
- Operatory, imaging and front-desk IT support scoped per practice
Dental Practices FAQs
Will you sign a BAA with our dental practice?
Yes, as part of onboarding rather than as a paid add-on, with access control and multi-factor authentication, audit logging, encryption, tested restores and a written breach notification process behind it.
Do we have to change our practice management software?
No. Dentrix, Eaglesoft, Open Dental or whatever you run stays. We host and secure the email, the website, the intake, the backups and the network around it.
How should we send radiographs to a specialist?
Not as an email attachment. Secure document exchange gives the specialist access to what they need without a copy of it living in several mailboxes indefinitely, and you can see and revoke that access.
How much is encrypted patient email?
$7.95 per mailbox a month on Mail Pro, which is the tier most practices use. A five-person office is around $40 a month.
Can you support the imaging workstations and the server, not just the website?
Yes. Imaging and sensor workstations, the practice management server, front desk machines, network separation for guest Wi-Fi and tested backups are normal scope.
We are opening a second location. Does that change things?
It changes the network design and the backup strategy, and it usually simplifies email. Shared domains, per-location pages and one point of support across both.
Start With The Referral Inbox
Show us how imaging and referrals leave your practice today. That is almost always the first thing to fix, and it is usually the cheapest.
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