Medical & dental offices · Colorado Springs
IT for medical and dental offices.
Your front desk, imaging, practice software and patient email all have to work every day, and HIPAA expects you to show how patient data is protected. We handle the IT and the Security Rule safeguards, at published prices. For the compliance program itself, see our HIPAA compliance services.
What practices need from IT
Patient care can’t wait on the computers.
Small practices carry the same HIPAA obligations as large ones, usually without anyone on staff whose job is IT.
A risk analysis you can show
The HIPAA Security Rule requires an accurate, documented risk analysis of where patient data lives and what threatens it (45 CFR 164.308). We do it, write it up and help you act on it.
Patient data locked down
Encryption on laptops and backups, multi-factor sign-in, access set by role and audit logging, so the right people see the right records.
Front desk and imaging that stay up
Workstations, printers, scanners and imaging PCs on a network built for them, with a plan for the day the internet or a server fails.
Email patients can trust
Phishing is one of the most common ways practices are breached, and forged email in your name is how patients get scammed. SPF, DKIM and DMARC at enforcement, plus a security baseline on Microsoft 365 or Google Workspace.
Backups and ransomware
Backups kept where ransomware cannot reach them and restores that get tested, so a locked screen does not close the schedule for a week.
Vendors and agreements
A Business Associate Agreement before we work on systems that hold patient information, and help keeping track of which of your other vendors need one.
What we found when we checked medical and dental practices email in El Paso and Teller County
In September 2026 we read the public email records of 821 local business domains that receive mail. These are the numbers for medical and dental practices. No business is named, here or anywhere.
Medical and dental domains could be impersonated by email (86%)
had no DMARC record at all, so nothing tells receiving servers to reject forged mail
were fully protected: SPF, DKIM and DMARC at enforcement
Start with the free email security check
Patients act on email that carries your practice’s name: reminders, billing, intake forms. A domain that can be impersonated is an easy start for a scam aimed at them. The check reads your domain’s public records and emails a plain-English report to an address at that domain, so it reaches the business that owns it and nobody else. Nothing is installed and nobody signs in to anything.
If it finds problems, we fix them for a fixed $495 per domain, done within a week of your go-ahead, with a before-and-after report. Run the check → · Read the full local report →
Which plan fits a practice
Most practices fit Secure Office for the day-to-day, plus an Advisory project for the risk analysis. Published prices, a $299 one-time setup on the monthly plans, and engineer time only with your OK. Compare all plans →
For the day-to-day: email security, accounts, monitoring and help desk. Example: 10 people = $599 a month.
- Everything in Front Desk, with 600 minutes and appointment booking
- Email security set up and kept at enforcement: SPF, DKIM and DMARC
- Microsoft 365 or Google Workspace security baseline: multi-factor sign-in, admin accounts locked down
- Domain, certificate and email records monitored daily, with a monthly report card
- Shared password vault and unlimited AI help desk
- Engineer time at $175/hr, only with your OK
For the HIPAA security risk analysis and the fixes it finds, scoped in writing first.
- No monthly plan needed
- Remote work in 30-minute increments; on-site visits have a two-hour minimum
- After hours: $225/hr
- Projects scoped and approved in writing before work starts
If calls are the gap. Talk to us first about what patients say on the phone and your privacy obligations.
- Your calls answered 24/7 in your business’s name
- 250 minutes a month included, then $0.35 a minute
- Every call summarized and emailed to you: who called, what they need, how urgent
- Texts to your number read and summarized the same way
Projects we take on for practices
Scoped and approved in writing before work starts, at $175/hr during business hours ($225/hr after hours). Remote work is billed in 30-minute increments; on-site visits have a two-hour minimum.
- HIPAA security risk analysis, documented and ready to show
- Fixes it finds: encryption, multi-factor sign-in, access reviews and audit logging
- Office networks for the front desk, operatories or exam rooms, with guest WiFi kept separate
- Backup and disaster recovery for patient data, with a tested restore
- Moving email onto Microsoft 365 or Google Workspace with the security baseline in place
- Email security fixed and moved to enforcement
An honest note on scope
There is no official HIPAA certification from HHS or OCR, and anyone offering to certify you is not being accurate. We provide the risk analysis and the technical safeguards the Security Rule requires; for legal interpretation of your obligations, pair our work with healthcare compliance counsel. We do not support the clinical side of practice management or imaging software; we keep the systems it runs on secure and working.
Do you sign a Business Associate Agreement?
Yes, before we work on any system that holds patient information.
How often do we need a risk analysis?
HIPAA does not set a fixed calendar. It expects the analysis to be accurate and kept current, so review it at least once a year and whenever something significant changes: a new system, a move, a breach.
We use Microsoft 365. Is our email HIPAA compliant?
Microsoft 365 can be set up to support HIPAA, and Microsoft offers a Business Associate Agreement, but the default settings are not a safeguard on their own. Multi-factor sign-in, encryption for messages that carry patient information and DMARC at enforcement are the usual gaps.
Is there a contract?
Front Desk and Secure Office are month to month after setup. Project work is scoped and approved in writing, piece by piece.
Get a number for your practice
Tell us about your practice and we will come back with a preliminary range and a written scope. Published rates and a written scope before any work starts.
Thanks — that is on its way.
Your preliminary estimate is being prepared and will arrive by email within a few minutes. If it is urgent, call 719-451-1218.