This post was written by Carrie Gluck, Rectangle Health’s Chief Information Security Officer.
In 2025, small dental practices continue to face mounting pressure to comply with the Health Insurance Portability and Accountability Act (HIPAA).
While the law has been in place for decades, evolving threats, increased scrutiny, and limited resources make compliance a persistent challenge — especially when it comes to conducting risk assessments and implementing effective security training.
The HIPAA security risk assessment dilemma
At the heart of HIPAA’s Security Rule is the requirement to conduct a Security Risk Analysis (SRA). This process involves identifying and evaluating risks to the confidentiality, integrity, and availability of electronic protected health information (ePHI). For small dental practices, this is often easier said than done.
Unlike large healthcare organizations with dedicated compliance teams, small dental practices typically rely on office managers or the dentists themselves to handle compliance tasks. Conducting a thorough SRA requires technical knowledge, time, and documentation—resources that are often in short supply.
Many practices mistakenly believe that checking a few boxes in their electronic health record (EHR) system or downloading a generic checklist is sufficient. Unfortunately, this approach can leave critical vulnerabilities unaddressed.
A proper risk assessment must go beyond surface-level reviews. It should include:
- Mapping where ePHI is stored, transmitted, and accessed
- Identifying potential threats, including cyberattacks and internal misuse
- Evaluating the effectiveness of current safeguards
- Documenting findings and creating a remediation plan
The reality is that many small practices either skip this step entirely or conduct their risk assessment in a way that fails to meet HIPAA standards. This not only increases the risk of data breaches but also exposes the practice to potential fines and reputational damage.
HIPAA security training: A critical but overlooked safeguard
Another cornerstone of HIPAA compliance is security awareness training. Every employee who handles patient information must be trained on how to protect it. Yet, in many small dental offices, training is either outdated, inconsistent, or nonexistent.
The challenge lies in striking a balance between day-to-day operations and ongoing education. Dental teams are often focused on patient care, leaving little time for formal training sessions. Additionally, without a structured program, staff may not fully understand the risks associated with phishing emails, weak passwords, or improper data sharing.
Effective training should be:
- Conducted regularly, not just during onboarding
- Tailored to the specific roles and responsibilities of staff
- Updated to reflect current threats and best practices
- Documented to demonstrate compliance
Even a single lapse in judgment—such as clicking on a malicious link—can lead to a data breach. That’s why continuous education is not just a best practice; it’s a necessity.
Four ways small dental practices can improve HIPAA compliance
While the challenges are real, small dental practices can take meaningful steps to improve compliance:
- Partner with experts: Consider working with HIPAA consultants or IT providers who specialize in healthcare. They can guide you through the risk assessment process and help implement appropriate safeguards.
- Use scalable tools: Leverage affordable compliance software designed for small practices. These tools can simplify documentation, automate reminders, and provide training modules.
- Create a culture of security: Make HIPAA compliance part of your office culture. Encourage staff to speak up about concerns, report suspicious activity, and take ownership of data protection.
- Review and update regularly: HIPAA compliance is not a one-time task. Schedule annual reviews of your risk assessment and training programs to ensure they remain effective and up to date.
In today’s digital landscape, protecting patient information is more than a regulatory requirement—it’s a cornerstone of trust. By prioritizing risk assessments and security training, small practices can not only meet HIPAA standards but also build a safer, more resilient practice for the future.
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