The New Dental Office Technology Checklist

Opening a practice involves contractors, equipment vendors, and a long list of deadlines. Technology touches almost every one of them. Planning new dental office technology early avoids costly rewiring, delayed internet service, and a stressful opening week.

Start planning before construction

The most expensive technology mistakes happen before the walls close. Once drywall goes up, adding a network cable costs far more. So bring your IT partner into the design phase, alongside the architect and equipment dealer.

Early planning also helps coordinate trades. For example, the electrician, low-voltage cabling installer, and equipment installer all need to know where computers, monitors, and sensors will sit in each operatory.

Order internet service early

Internet providers can take weeks or longer to install service at a new address. That is especially true if they need to run new lines to the building. Therefore, confirm availability and place the order as soon as you have a lease.

Also, consider a second connection from a different provider. Cloud software, phones, and claims all depend on the internet, so a backup line protects opening day and every day after.

Cabling and the equipment room

Plan network drops for every workstation, printer, phone, and access point. Operatories often need several drops, including one for an in-room monitor or patient display. In addition, add a few spares, since needs grow over time.

Choose a location for the network equipment and any server. It needs power, ventilation, and a door that locks. Closets without airflow can overheat equipment, so plan cooling from the start.

Core new dental office technology checklist

Use this list to track the major pieces. Work through it with your IT partner and vendors.

1. Internet service ordered, with a backup connection planned.
2. Cabling plan approved before drywall, with drops in every operatory.
3. Equipment room with power, cooling, and a lock.
4. Firewall, managed switches, and business Wi-Fi selected.
5. Separate network zones for clinical, business, payment, and guest use.
6. Workstations that meet imaging vendor specifications.
7. Practice management and imaging software licensed and configured.
8. Phone system ordered, numbers secured, and call flows designed.
9. Printers, scanners, and card terminals installed and tested.
10. Battery backup for network gear, servers, and critical workstations.
11. Backup for any local data, with a tested restore.
12. Microsoft 365 accounts with multifactor authentication for every user.

Imaging and clinical equipment

Imaging equipment has specific computer and network needs. Sensors, intraoral cameras, pan units, and cone beam systems each come with vendor requirements. So share those specifications with your IT partner before anyone buys workstations.

Coordinate installation dates as well. The imaging vendor usually needs working computers and network connections before it can finish setup. Then schedule time to test each operatory from start to finish.

A dry run helps too. For example, a few days before opening, have staff check in a mock patient, take a test image, print a treatment plan, and run a card payment. As a result, small problems surface while there is still time to fix them.

Software, accounts, and data

If you are moving from another practice, plan the data conversion carefully. Patient records and images may need to move between systems.

Allow time to test the converted data before go-live. Also, keep read access to the old system for reference.

Next, create individual accounts for every team member. Avoid shared logins, because they hide who did what and weaken security. In addition, turn on multifactor authentication from day one, since it is easier to start that way than to add it later.

Finally, gather business associate agreements from each vendor that will handle patient information.

Security and compliance from day one

A new office is the easiest place to build good habits. Install endpoint protection on every device before it goes into service. Also, set up backups, patching, and monitoring before patients arrive.

HIPAA requires a risk analysis, and a new office is a good time to complete one. In addition, accepting cards brings PCI DSS responsibilities, so plan payment security with your processor.

How WEBIT helps

WEBIT works with owners, contractors, and equipment vendors to plan new dental office technology from the design phase through opening day. We coordinate cabling, internet, network setup, and workstation builds so imaging vendors can finish on time.

Every managed device gets Security Essentials, and our agreements are month-to-month with no long-term contract. Visit our dental practices page or contact us to start planning.

Key takeaways

• Bring IT into the design phase, before walls close.
• Order internet service early and plan a backup connection.
• Match workstations and cabling to imaging vendor requirements.
• Set up individual accounts, multifactor authentication, and backups from day one.
• Complete a HIPAA risk analysis and plan payment security before opening.