IT Support for HIPAA Compliance — Dental & Medical Practices in Richmond VA
Running a dental practice or medical office means your IT has to do more than just work — it has to support your HIPAA compliance program. Nubitect provides hands-on HIPAA-focused IT support for healthcare businesses in Richmond VA, Chesterfield County, and Midlothian, with a focus on keeping patient data safer, answering cyber insurance questions with documentation, and keeping your practice running.
BAA included as standard: When an IT vendor is acting as a HIPAA business associate, the relationship needs a written Business Associate Agreement. Nubitect includes BAAs for healthcare engagements — not as an add-on, not for extra cost.
Who we work with
This is built for small practices — often 3 to 25 staff — that have outgrown their current IT setup (or were never properly set up to begin with). Common situations:
Dental practices on Dentrix, Eaglesoft, or Curve Dental
Medical offices running EHR platforms like DrChrono or Athena
Chiropractic and physical therapy clinics
Behavioral health practices handling sensitive records
Multi-location specialty practices in the Richmond metro
Practices that got difficult cyber insurance questions
What IT support for HIPAA compliance actually includes
A lot of IT companies say they "handle HIPAA" without being able to explain what that means. Here's what Nubitect can provide:
HIPAA risk assessment (written)
We document where patient data exists, who has access, and what gaps need to be closed. This written report supports your HIPAA Security Rule compliance work.
Encrypted backup of patient data
Tested, encrypted backups stored off-site. We run restoration drills on the agreed schedule so you have evidence, not just a checkbox.
Practice management software support
Dentrix, Eaglesoft, Carestream, Curve Dental, OpenDental — we know the platforms your practice runs on and can support, update, and troubleshoot them.
Cyber insurance questionnaire prep
We walk through your annual renewal together, fix real gaps before you submit, and provide documentation of controls so your answers are supported.
Staff security awareness training
Phishing simulations and quick training sessions that actually stick. Not a 45-minute checkbox video — real scenarios your front desk will recognize.
Microsoft 365 configured for HIPAA
Encrypted email, proper retention policies, MFA on every account, and correct licensing — configured right from day one, not bolted on after a breach.
Multi-factor authentication (MFA)
Every staff account — EHR, email, billing software, remote access — gets MFA where the platform supports it. This reduces the risk from stolen or guessed passwords.
Audit logging & access controls
Audit logging helps show who accessed patient records and when. We set it up so you have clearer records and can detect unusual access patterns.
Written security policies
Cyber insurers and auditors may ask for documented policies. We provide templates and help you customize them for your practice's specific workflows.
How HIPAA IT support is different from regular IT support
Regular IT support keeps your computers running. HIPAA-focused IT support adds a documented layer of security controls, documentation, and ongoing risk management on top of that.
| Requirement | Generic IT | Nubitect HIPAA IT |
|---|---|---|
| Business Associate Agreement (BAA) | ❌ Often not offered | ✅ Standard |
| Written HIPAA risk assessment | ❌ Rarely provided | ✅ Included |
| Encrypted off-site backups | ⚠️ Basic backup only | ✅ Encrypted + tested |
| MFA on all healthcare accounts | ⚠️ Sometimes configured | ✅ Mandatory |
| Audit logging for ePHI access | ❌ Not typically set up | ✅ Configured |
| Cyber insurance prep support | ❌ Not in scope | ✅ Included |
| Staff phishing training | ❌ Not offered | ✅ Included |
| Written security policies | ❌ Not provided | ✅ Provided |
How we support your HIPAA readiness
Free 30-minute call
We find out what practice management software you use, how many workstations and users you have, and where you are with HIPAA compliance today. No pressure — just a conversation.
HIPAA risk assessment
We document where ePHI exists in your practice — software, email, backups, mobile devices. You get a written report that supports your HIPAA Security Rule compliance work.
Close the gaps
We fix what's missing: encrypted backups, MFA on every account, audit logging, written policies, and BAA documentation. You get a prioritized plan instead of vague compliance guesses.
Ongoing managed IT
We monitor your systems, handle your help desk, apply security patches, run annual training, and walk you through your cyber insurance renewal every year. One flat monthly rate.
Pricing
Monthly managed IT starts at $85/user/month, with full managed support at $105/user/month. HIPAA Security Risk Analysis work is available as a standalone project from $565.
One-time HIPAA risk assessments and cyber insurance prep sessions are also available as standalone engagements. Call (804) 464-8175 for a quote specific to your practice size.
Get a free 30-minute call
Tell us what's going on. Aaron personally watches these requests, with a business-hour reply target under 2 hours — the same person who'll scope and lead the work. No sales pitch, no commitment.
Frequently asked questions about HIPAA IT support
What does IT support for HIPAA compliance actually include?+
HIPAA-focused IT support includes a written risk assessment (documenting where patient data lives and who can access it), encrypted off-site backups with restoration testing, multi-factor authentication on staff accounts, secure email, staff security training, a signed Business Associate Agreement (BAA), audit logging for ePHI access, and help completing your annual cyber insurance questionnaire. A good healthcare IT provider can show you a written security policy and demonstrate that your backup actually restores — not just talk in compliance language.
Do I need a Business Associate Agreement with my IT company?+
Usually, yes. If an IT provider performs services that involve creating, receiving, maintaining, or transmitting electronic Protected Health Information (ePHI) on behalf of your practice, that provider is typically treated as a HIPAA business associate and needs a written Business Associate Agreement. Nubitect includes BAAs for healthcare engagements as standard.
What happens during a HIPAA IT risk assessment?+
We document where patient data exists — your practice management software, email, backups, workstations, mobile devices, and any cloud storage. We identify who has access, whether that access is appropriate, and what security gaps need to be closed. The output is a written risk assessment that supports your HIPAA Security Rule compliance work and gives you a clear remediation roadmap.
Can Nubitect help with cyber insurance documentation?+
Yes. Cyber insurance questionnaires for healthcare practices often ask about MFA, encrypted backups, staff training, security policies, and endpoint protection. We walk through your renewal together, fix actual gaps before you submit, and provide documentation showing which controls are in place.
What practice management software do you support?+
Nubitect supports the most common dental and medical practice management platforms: Dentrix, Eaglesoft, Carestream, Curve Dental, OpenDental, and others. We support the software your practice already uses, help with migrations, and ensure your PMS is backed up and accessible even if your primary workstation fails.
How is HIPAA IT support different from regular IT support?+
Regular IT support focuses on keeping computers running. HIPAA-focused IT support adds documented security controls, access management, encryption, audit logging, and ongoing risk management. It also includes Business Associate Agreement handling and familiarity with HIPAA Security Rule and Breach Notification Rule concerns.
What does HIPAA IT support cost for a small dental practice?+
Monthly managed IT starts at $85/user/month, with full managed support at $105/user/month. HIPAA Security Risk Analysis work is available as a standalone project from $565. Call (804) 464-8175 for a quote specific to your practice size.
Let's talk about your practice's HIPAA compliance
Free 30-minute call. We'll look at where you are with HIPAA-related IT controls, what your biggest risks are right now, and what it would take to improve readiness without disrupting your practice.
Book your free call →