Digital systems demand up-to-date data security

Cybersecurity for dentists

 

Dentists and DSO leaders are juggling more challenges than ever—staffing shortages, rising costs, and the daily demands of patient care. But amid the complexity, there’s one issue that’s quietly gaining urgency: cybersecurity.

As dental practices grow increasingly digital, the risk of cyber threats grows with them. Recent attacks have caused real disruptions, from appointment scheduling outages and phone system failures to blocked access to business-critical applications. In more severe cases, attackers have demanded large ransoms or accessed sensitive patient information.

Key Takeaways
  • Backups aren’t a checkbox—they’re an active process. Test them regularly.
  • Cloud-based systems are safer, more resilient, and easier to maintain.
  • Audit who has access to your network. Every new connection increases your exposure.
  • Digital forms reduce errors, improve workflow, and enhance data security.
  • BAAs are your legal safety net. Make sure every vendor that touches patient data has one in place.

 

Federal agencies are taking note. The FBI has issued warnings to the American Dental Association (ADA) and the American Association of Oral and Maxillofacial Surgeons (AAOMS), citing credible cybersecurity threats aimed specifically at the dental industry.  

Why are dental practices such appealing targets? Valuable data and weak defenses. Dental practices collect sensitive information like Social Security numbers, credit card data, and medical histories—yet many lack the cybersecurity infrastructure common in hospitals and large health systems.

In a recent webinar hosted by Pearl AI and Curve Dental, Dr. Mitchell Rubinstein—Technology Committee Chair of the New York State Dental Association and a practicing restorative dentist—highlighted the most common vulnerabilities in dental practices and what leaders can do to address them.

“You’re not just in the tooth business—you’re in the information business,” said Dr. Rubinstein. “The information you have about your patients is the crown jewels of your practice.”

Talk to Pearl

Have Backups—But Don’t Assume They Work

Backing up data is essential. But many practices stop there, assuming that just having a backup is enough. It’s not.

After Hurricane Sandy hit New York, Dr. Rubinstein saw how untested backups left many dentists unable to recover their data. His advice: don’t just assume your backup works. Have your IT provider perform a full test restore on a separate machine and confirm that everything functions correctly. If you haven’t tested your backup in the past six months, make it a priority.

Take Your Practice to the Cloud

Moving to the cloud was a turning point for Dr. Rubinstein. Unlike local servers, cloud platforms are purpose-built for security, offering redundancy and compliance with healthcare regulations. Imaging platforms, practice management software, and even phone systems can now run entirely through secure cloud connections.

Some dentists worry about losing access if the internet goes down—but that concern is often overstated.

“If you have no internet, you can’t process credit cards, can’t send insurance claims, can’t text patients,” he said. “The notion that if you have everything in-house, you’re going to be fine if the internet fails is a little suspect.”

Limit External Access to Your Server

Your practice may have more digital doorways than you realize. VoIP systems, remote staff, outsourced billing, IT vendors, and online scheduling tools can all connect directly to your server.

And that creates risk.

“If you have remote staff or any of you log into your server from offsite, it’s a major conduit for malware and bad things to get into your system,” said Dr. Rubinstein.

Even well-meaning vendors can introduce risk unintentionally. Once attackers are in, they may have access to everything from patient records to financial data.

Ditch the Paper Forms

Collecting patient information on paper isn’t just inefficient—it’s risky. Dr. Rubinstein recommends using a secure digital intake system, either through an online portal or a tablet in the office, that sends data directly into your EHR or practice management software. It cuts down on transcription errors, improves efficiency, and helps ensure HIPAA compliance.

“When I look at a patient’s medical history, it’s not from a crumpled piece of paper stored somewhere,” he said. “It’s the actual information from the patient going in there.”

Don’t Work with Anyone Who Won’t Sign a BAA

Any vendor with access to patient data—directly or indirectly—must sign a Business Associate Agreement (BAA). It’s not optional.

This applies to AI companies, cloud vendors, patient communication platforms, and more. And if a vendor tells you a BAA isn’t necessary? “I’d be pretty dubious,” Dr. Rubinstein warned.

Data Protection at Pearl

At Pearl, cybersecurity and data privacy are built into everything we do. Our AI-powered imaging tools run securely in the cloud, with multiple layers of protection designed to safeguard patient data. Compliance with HIPAA and global standards like the European Union’s GDPR isn’t optional—it’s foundational.

Your patients’ data is one of your most valuable assets. Let’s keep it safe.