A Guide to Managed IT for Dentists and Dental Practices 

• • • Introduction
    • What is Managed IT for Dentists
    • Common IT Challenges in Dental Practices
    • Key Managed IT Services for Dentists
    • Benefits of Managed IT
    • How Managed IT Supports Dental Compliance
    • Choosing the Right Managed IT Provider
    • FAQ
    • Managed IT Services – Resources
    • Contact Us

An Introduction to Dental Practice Managed IT

Managed IT services are essential for dentists and dental practices because of the amount of technology used in patient care, compliance, and general operations. More than ever, practitioners rely on digital imaging, electronic health records (EHRs), scheduling software and secure communications with patients and insurance providers. When these systems function properly it creates an improved patient experience, drives efficiency and ensures robust cash flow. However, when issues arise, dentists experience downtimes, compliance risks, increased opportunities for cyberattacks and much more. 

For this reason, dental practices need to seriously consider the operational, security and compliance benefits of regular maintenance and upgrades. Many start-up practices rely only on a technologically savvy associate or relative. Unfortunately, this creates a break/fix strategy meaning only when something breaks is the resource called upon. While addressing the immediate issue, it does not provide the ongoing maintenance of systems, needed upgrades, and reconfigurations imperative to maintain a robust and effective digital ecosystem. 

Managed IT services provide dental practices with a full suite of services that extend far beyond the break/fix model. It offers enhanced security and compliance, reduced downtime through proactive maintenance, cost savings and predictable budgeting. Moreover, it provides access to professionals with experience in various areas such as networking, cloud management and cybersecurity. This means a dental practice can call on a managed IT partnerto maintain and optimize current systems while relying on the partner for future needs including concerns of scalability.

Cybersecurity & HIPAA Implications

One of the biggest reasons managed IT is critical to dental practices is cybersecurity. Dental practices are considered “covered entities” under HIPAA, and they handle large volumes of sensitive patient data. This makes them attractive targets for cyberattacks like ransomware, phishing or data theft. Managed IT providers monitor networks, apply patches and manage firewalls and backups to keep practices compliant and secure. Without these safeguards, a single incident could lead to costly penalties, reputational damage and operational paralysis.

Managed IT also supports the integration of dental technology. From 3D imaging to cloud-based practice management platforms, dentists are increasingly dependent on advanced systems that require consistent updates and maintenance. A managed IT team ensures these technologies integrate properly, stay updated and are accessible both in-office and remotely. This reduces disruptions and allows dental teams to focus on patient care rather than troubleshooting technical problems.

Finally, managed IT contributes to business growth and continuity. With proactive monitoring, regular backups and disaster recovery planning, dental practices are better prepared for unexpected issues such as hardware failures, system crashes and even natural disasters. This level of support protects productivity and revenue while providing peace of mind for providers who want to concentrate on dentistry, not IT management.

Why are dental practices prime targets for cyberattacks?

With recent breaches highlighting the vulnerabilities and potential consequences, the healthcare industry has become a prime target for cyberattacks. Have you ever considered the implications of a cyberattack on your organization? Do you feel prepared to handle the breach of sensitive patient data, the financial repercussions and the potential loss of trust from your clients and partners? These questions are not just hypothetical scenarios; they are honest and pressing concerns in today’s digital age, especially with recent alarming incidents in the healthcare sector.

Strategies to combat cybersecurity threats in healthcare

• Implement robust cybersecurity policies: Develop comprehensive policies covering access controls and data protection. Regularly update and review these policies to keep pace with evolving cyber threats.
• Employee training & awareness: Provide ongoing cybersecurity training to all staff. Educate them about threats like phishing and instill best practices for digital security. Emphasize the importance of safeguarding sensitive information and reporting suspicious activities.
• Regular security audits & assessments: Conduct thorough audits and vulnerability assessments to identify and address network and system weaknesses. Stay informed about new threats and continuously update security protocols.
• Update & patch systems: Ensure all software, operating systems and medical devices are up-to-date with security patches. Regular updates are crucial for addressing known vulnerabilities.
• Backup & recovery: Implement regular data backups and a reliable and tested data recovery plan. This approach is critical in minimizing the impact of ransomware attacks and other data breaches.
• Collaborate with cybersecurity experts: Engage with specialists in healthcare cybersecurity for the latest threat intelligence and best practices. Such collaboration provides insights into emerging risks and effective mitigation strategies.
  

How can managed IT reduce costs, improve efficiency and protect patient trust? 

Dental practices often face hidden expenses when technology breaks down. Emergency repairs, system downtime and compliance penalties can quickly add up. Managed IT eliminates those surprises by providing proactive monitoring, regular updates and ongoing support for a predictable monthly fee. Instead of maintaining a costly in-house IT team, practices gain access to enterprise-level expertise while extending the lifespan of their existing systems. This approach keeps technology costs under control and allows practice owners to reinvest savings into patient care and growth.

Improve efficiency across the practice

Every minute spent troubleshooting software or waiting for systems to reboot is time lost with patients. Managed IT keeps digital imaging, EHRs, scheduling tools and billing platforms running smoothly through proactive monitoring and timely support. By integrating and optimizing technology, Managed IT providers streamline workflows, reduce downtime, and enhance communication among staff. Cloud solutions and automated processes also help eliminate repetitive administrative tasks, freeing teams to focus on delivering exceptional dental care.

Protect patient trust through data security

Patient trust is at the heart of every successful dental practice, and safeguarding sensitive information is non-negotiable. Managed IT provides the cybersecurity framework needed to comply with HIPAA regulations and defend against threats like ransomware, phishing or unauthorized access. Through encrypted data storage, multi-factor authentication and continuous monitoring, practices can ensure patient records remain secure. When patients feel confident that their personal information is protected, they are more likely to stay loyal and recommend the practice to others, turning data security into a competitive advantage.

What is managed IT for dentists?

These are IT services designed specifically for dental practices that include outsourced or subscription-based support designed to meet the unique needs of dentists. Depending on the level of support needed, it can include network management, cybersecurity, HIPAA and other framework compliance and management of dental practice software. The purpose of these services is to ensure the proper operation of the digital dental office including patient data management, digital imaging, and other systems. It is achieved through proactive monitoring, maintenance and support. 

Most dental practices take the break/fix approach when it comes to IT. In other words, attention is given to a specific issue when something is not working, needs to be maintained or replaced. While this may keep the dental practice running in the short term, it does not allow for the planning and optimization needed to maintain a robust technological posture. Moreover, this approach often features unpredictable costs, longer downtimes and limited availability of resources. 

For those looking for a more coordinated and comprehensive level of support, managed IT becomes the preferred option. When working with a managed IT provider, the dental practice receives proactive support, encounters predictable costs, experiences improved reliability (especially against cyber security and other threats) and has access to experienced professionals that can help with several issues. In other words, managed IT provides a consistent level of support and monitoring that identifies issues, addresses problems and offers proactive guidance to avoid issues. 

Risks of relying on friends & family for IT support

It’s tempting. You have a friend who’s great with computers or a cousin who works in IT. They offer to set up your dental office network, troubleshoot your practice management software or “keep an eye” on your data backup system. It’s inexpensive, convenient and familiar. What could go wrong?

Dental offices today are more tech-reliant than ever before. From digital x-rays and 3D imaging to cloud-based scheduling and AI-assisted diagnostics, your entire workflow is built on technology. But when that technology fails, and it will at some point, the consequences can be far more damaging than an inconvenient afternoon.

Let’s look at why relying on friends or family for IT support in your dental practice is a disaster waiting to happen and what you can do to avoid it.

When your go-to tech person isn’t available

Imagine this: It’s Friday night. A summer storm rolls through, and lightning strikes your building. Your server is toast. Monday’s schedule is fully booked. Patient records, digital x-rays, payment systems are all inaccessible. Now imagine your go-to IT guy is on vacation out of state with no signal.

This isn’t hypothetical. Different versions of this example happen more often than you may think.

Your office manager can’t simply call a support hotline or open a service ticket. You’re left scrambling to recover data, reschedule appointments and calm patients.

A professional managed service provider (MSP), especially one with experience in dental IT, would already have disaster recovery protocols in place. They’d work through the weekend restoring your systems so you could be up and running by Monday morning. That’s the kind of peace of mind you simply won’t get from a friend doing IT as a favor.

You’re handling protected health information (PHI), not just emails

Dentists are custodians of sensitive personal data: patient health records, insurance details, credit card numbers and more. This makes you a target for cybercriminals and accountable under regulations like HIPAA and PCI DSS.

Friends and family who work in general IT may not understand the specific compliance standards that dental practices must meet. If they haven’t implemented the right encryption, firewalls or backup protocols, or worse, don’t even know what HIPAA-compliant systems look like, you could be one breach away from legal trouble and a damaged reputation.

Security today isn’t just about antivirus software. It’s about layered defenses, proactive monitoring, vulnerability scans and penetration testing, meaning real-world attempts (legal and planned) to break into your system and spot weaknesses before the bad guys do.

All of your technology needs to work together

Dental offices aren’t just juggling a couple of programs. You’ve got digital imaging equipment, CAD/CAM systems, intraoral scanners and a practice management platform that needs to sync everything together. One hiccup can throw off your whole day.

Vendors often point fingers when something breaks: “It’s not our software; it’s your network.” “It’s your firewall.” “It’s your server.”

A dental-savvy MSP can cut through the noise. They understand the tools you use, the integrations required and the workflows involved. They know how to talk to software and imaging vendors, and more importantly, how to make them work together without dragging your office manager into tech support limbo.

So, what’s the solution?

Here are a few smart steps you can take now to protect your practice:

1. Work with a managed service provider (MSP) that specializes in dental IT. They’ll understand the unique needs of your equipment, software and compliance obligations.
2. Make your MSP a partner, not just a vendor. Communicate openly about new equipment, software or changes to your workflow so they can help you plan, install and secure it the right way.
   1. Don’t DIY your security. Leave vulnerability testing, backups and system updates to professionals who know how to handle them.

What dental practices can learn from the Aspen Dental Breach

In July 2025, Aspen Dental Management Inc. agreed to pay $18.7 million in a class action settlement after a data breach compromised the personal information of more than 2.5 million patients. Names, social security numbers, driver’s licenses, financial information and health records were exposed. The breach reportedly went undetected for over a month.

The fallout was swift: regulatory investigations, reputational damage, financial loss and a complete breakdown in patient trust.

If you’re thinking, “That could never happen to my practice,” it’s time to take a closer look. The truth is, small and midsize dental offices are just as vulnerable, if not more so, than national groups. And with the growing number of cyberattacks targeting healthcare providers, ignoring the problem won’t make it go away.

Cybersecurity isn’t just an IT problem. It’s a business risk. And if your dental practice stores protected health information (PHI), which it does, then you’re already a target.

What went wrong at Aspen Dental?

While full details haven’t been disclosed, the breach reportedly occurred due to inadequate data protection practices. Sensitive patient data was accessed without authorization, and for over a month it remained undetected.

This underscores a harsh truth: you can have best-in-class clinical care and still fall short on security. The HIPAA Security Rule is clear: Covered entities must ensure the confidentiality, integrity and availability of protected health information. That includes everything from encrypted systems to access controls, audit trails and incident response plans.

By failing to detect and stop the breach in time, Aspen Dental now faces a massive payout, reputational harm and heightened regulatory oversight. Most small and mid-size practices wouldn’t survive that kind of hit.

Budgeting difficulty for unpredictable IT costs

Many dental practices operate on a reactive IT model, only addressing problems when something breaks. This approach often leads to unpredictable costs from emergency repair bills to sudden hardware replacements. Without a structured IT plan, practices struggle to forecast expenses and maintain stable cash flow. Unplanned costs can limit the ability to invest in new technologies or improvements that would otherwise support growth. Managed IT services help transform these unpredictable costs into predictable monthly investments, easing financial planning and resource allocation.

Integration issues between dental software systems

Most dental offices use a combination of practice management systems, imaging platforms, billing tools and EHR software. When these systems don’t integrate properly, staff are forced to duplicate data entry or rely on manual workarounds, increasing the likelihood of errors. Integration issues slow down workflows, frustrate staff and can even impact patient care when information is delayed or incomplete. Skilled IT management ensures that systems like Dentrix, Eaglesoft and Open Dental work together efficiently, allowing the practice to operate as a cohesive unit.

Key managed IT services for dental offices

Managed IT services provide the backbone of reliable, secure and compliant dental operations. By partnering with the right provider, practices gain access to specialized services that address the unique needs of the dental industry. Below are the most critical IT services that support dental offices today.

Cybersecurity & HIPAA compliance

Protecting sensitive patient data requires more than basic antivirus software. Managed IT providers deliver layered cybersecurity solutions that include endpoint protection, firewalls, and email encryption to safeguard communications and patient records. In addition, providers conduct regular HIPAA risk assessments to ensure compliance with federal regulations and reduce vulnerabilities. These measures work together to create a secure environment that protects both the practice and its patients from cyber threats.

Data backup & disaster recovery

Dental practices rely on digital records and imaging, making reliable data backup essential. Managed IT providers implement both cloud-based and onsite backup solutions to ensure that critical information is never lost. Business continuity planning goes a step further by preparing the practice to recover quickly from unexpected events, such as hardware failures, cyberattacks or natural disasters. This ensures minimal disruption to patient care and office operations.

Practice management & imaging software support

Smooth operation of dental software is essential for patient scheduling, recordkeeping, billing, and diagnostics. Managed IT teams provide ongoing support for industry-standard platforms such as Dentrix, Eaglesoft, Open Dental and radiology software. By keeping these systems updated and integrated, providers help eliminate downtime and ensure that staff can focus on patients instead of troubleshooting technical issues.

Network & hardware management

The foundation of a dental office’s IT infrastructure is its network and hardware. Managed IT providers secure Wi-Fi connections, manage servers and oversee device lifecycle management to maintain performance and reliability. Proactive monitoring ensures that systems are patched, updated and protected against vulnerabilities, ultimately extending the lifespan of devices and preventing costly disruptions.

Help desk & remote support

When staff run into IT issues, quick resolution is critical. Managed IT providers offer responsive help desk services and remote support, allowing most problems to be solved in minutes, rather than hours or days. By minimizing downtime and frustration, this support improves productivity and ensures the office runs smoothly even when technical challenges arise.

Cloud solutions & remote access

As dental practices expand to multiple offices or incorporate flexible working arrangements, secure cloud solutions become essential. Managed IT providers enable dentists and staff to access patient records, imaging and practice management systems securely from anywhere. This not only supports collaboration but also ensures continuity of care across locations, all while maintaining HIPAA-compliant safeguards.

Other Managed IT Services:

• Evaluation of current technology

• Data backup & disaster recovery

• Cybersecurity solutions

• Cloud applications & storage

• Vendor management

• Help desk support

• Strategic IT consulting

Benefits of managed IT for dentists

As your business grows, so do your IT needs. What once was a small team managing a few systems can quickly evolve into a complex network requiring sophisticated infrastructure, tighter security measures and specialized technology expertise. If you already have an internal IT person or team, you may find yourself at a crossroads balancing the increasing demands of technology with the limitations of your current resources. That’s where co-managed IT comes in.

Co-managed IT can provide the support you need to keep your business running smoothly, without overwhelming your internal team. It’s a partnership designed to augment your existing IT infrastructure, providing expertise and resources to meet the challenges of a growing business.

Why co-managed IT could be right for you

As your business expands, managing cybersecurity becomes a bigger concern. You need to stay ahead of threats, implement secure systems and protect sensitive data—all while maintaining daily operations. Keeping up with threats and technology trends requires specialized knowledge and tools that may be out of your internal team’s reach. Co-managed IT provides this expertise, allowing you to take advantage of the latest security tools and strategies without the need for extensive in-house investment.

As your business looks to adopt more robust technologies to stay competitive, it’s not just about having more hardware or software, it’s about making sure everything works seamlessly together. This is an important area where co-managed IT can help. Instead of stretching your internal team thin or hiring additional staff, you can leverage external resources with the specialized knowledge to implement and optimize your infrastructure for future growth.

Benefits of co-managed IT

• Access to broader expertise – One of the key benefits of co-managed IT is that it expands your internal team’s capabilities. Instead of relying on a small in-house team with limited resources, you gain access to a broader pool of IT professionals who can handle a wide range of technical challenges.

• Reduce internal overhead – By outsourcing the more specialized tasks and providing additional support, co-managed IT allows you to reduce the burden on your internal IT team. Your in-house staff can focus on day-to-day operations while the co-managed provider takes care of high-priority, strategic projects, and advanced troubleshooting.

• Scalable solutions – With co-managed IT, you don’t have to worry about outgrowing your infrastructure or struggling to keep up with the demands of new technologies. The IT solution scales with your business, so you can remain competitive without constantly needing to reevaluate your IT strategy.

• Vendor management – Managing multiple vendors can be a headache. Co-managed IT can take the burden of vendor management off your shoulders, handling everything from negotiating contracts to managing service agreements, ensuring your technology partners are working together to create an efficient and cohesive system.
• Focus on business growth, not IT management – By offloading routine IT tasks, your internal team can focus on what really matters: driving your business forward. Co-managed IT takes care of the technical complexities, leaving your team to concentrate on strategic planning, customer relationships and other high-priority areas that fuel growth.

How managed IT supports dental compliance

Compliance with federal and state regulations is one of the most important responsibilities of a dental practice. Patients trust that their private health information will remain confidential, and regulators hold practices accountable for protecting it. Managed IT providers play a critical role in ensuring that dental offices meet these requirements while maintaining efficient operations.

HIPAA technical safeguards explained

HIPAA requires dental practices to implement a series of technical safeguards designed to protect electronic protected health information (ePHI). These safeguards include secure access controls, audit trails, and encryption to ensure that only authorized individuals can access sensitive data. Managed IT providers help practices interpret these requirements, configure systems properly and continuously monitor compliance, reducing the risk of fines and breaches.

Handling ePHI securely

From digital X-rays to treatment notes and insurance claims, ePHI flows through multiple systems in a dental office. Managed IT ensures this data is stored, transmitted, and backed up securely. This includes using encrypted email for patient communication, secure file transfer protocols, and protected cloud storage solutions. By addressing vulnerabilities proactively, Managed IT reduces the chance of accidental disclosures or unauthorized access.

Regular audits, documentation and staff training

Compliance isn’t a one-time project, it requires ongoing verification and documentation. Managed IT providers conduct regular audits to confirm that systems remain secure and compliant. They also generate the necessary documentation that regulators may request during inspections. Equally important is staff training. Employees are often the weakest link in data security. With ongoing education on phishing prevention, password management and proper data handling, staff become active participants in maintaining compliance.

Importance of logging, access controls and encryption

Detailed logging and access controls are essential for tracking who is accessing patient information and when. Managed IT ensures these tools are properly implemented so that every login, file access or system change is recorded. This provides accountability and a clear audit trail in case of an investigation. Encryption, both at rest and in transit, adds another layer of protection, ensuring that even if data is intercepted, it remains unreadable to unauthorized parties.

Choosing the right managed IT provider for your dental practice

Finding the right Dental Managed IT partner is essential to ensure your practice’s technology not only functions properly but supports patient care, compliance and long-term growth. There are many managed IT providers in the marketplace, and it can be difficult for dentists to know which is the right choice for their practice. Not all providers are equal, and selecting one with the right qualifications can make the difference between seamless operations and constant headaches.

A strong managed IT provider should have deep industry experience in healthcare and dental IT. These providers understand the unique compliance requirements, privacy protections and operational demands that dental practices face every day. This specialized knowledge allows them to anticipate challenges and provide tailored solutions that a general IT company may overlook.

Equally important is expertise with dental-specific software and workflows such as Dentrix, Eaglesoft,Open Dental and others. From practice management systems and billing tools to imaging platforms and EHRs, your provider should know how these systems interact and be able to keep them optimized for efficiency and reliability. This ensures that both staff and patients benefit from smooth, uninterrupted technology use.

Around-the-clock monitoring and responsive support are also essential. Dental practices cannot afford downtime that disrupts patient care or administrative processes. A qualified managed IT provider offers 24/7 monitoring, proactive maintenance and rapid support to resolve issues before they impact daily operations.

Compliance expertise is another non-negotiable. A provider must understand and implement safeguards required by HIPAA, HITECH and relevant state regulations. With patient trust and regulatory penalties on the line, choosing a partner who takes compliance as seriously as you do is critical.

Finally, busy dentists must understand the service level agreements (SLA) and look for managed IT providers who offer transparent pricing models. Your service level agreement should clearly state: 

• what services are included, 

• how quickly you can expect response times and 

• what your monthly investment covers. 

More detail is better when it comes to pricing because this will help to avoid unwanted billing surprises. It also creates peace of mind.

Managed IT services resources 

Looking for additional information on Managed IT services? Below is a list of valuable resources for exploring the topic more deeply including articles, books, websites and more.

Articles & Whitepapers

• Gartner Reports on Managed IT Services

• IDC Research on Managed IT Services

• Forrester Research on Managed Services

Books

• Managing Business Risk in the Cyber Threat Minefield: A Guide to Cybersecurity for Business Ownersby Adams Brown Technology Specialists

• The Managed Services Playbook: A Guide to Running Successful Managed Services and Cloud Businesses by Peter Kujawa. A Practical Guide for running and growing a managed services business

• • The MSP Survival Guide to Co-Managed IT Services by Bob Coppedge This focuses on co-managed IT services and partnerships with internal IT teams.

Industry Forums and Communities

• Reddit – r/msp – A community for managed service providers to discuss and share insights.

• Spiceworks Community – Forum for IT professionals, including discussions on managed IT services.

• TechSoup Forums – Discussions and resources for IT professionals in nonprofit organizations.

These resources should provide a solid foundation for understanding and exploring managed IT services, whether you’re looking to implement these services in your organization or work with an outsourced vendor to guide you.

Serving the dental & healthcare community

Business needs extend well beyond the realm of hardware hiccups and printer breakdowns. When dentists and doctors face IT, technology, cybersecurity or growth challenges, they turn to Adams Brown Technology Specialists to help achieve their goals. We provide compliance & regulation, cybersecurity, managed IT, penetration testing, technology consulting and vulnerability scanning services to business owners and leaders across the country.

With specialized knowledge and experience serving the dental and healthcare industries, our team stands ready to assist.

To start a conversation about how Adams Brown Technology Specialists can help you meet your business goals, fill out the form below.