As orthodontic practices adopt cloud software and digital workflows, cybersecurity threats are evolving just as quickly—requiring offices to rethink how they protect patient data, revenue, and reputation.
By Gary Salman
The transition to digital workflows—from cloud-based practice management software to digital imaging—has streamlined patient care in orthodontics, but it has also created new vulnerabilities. Many solo practitioners believe they are too small to be targeted by cybercriminals. However, hackers follow the money, and healthcare organizations of any size are a prime target because they store high-value patient data.
Ransomware attacks have tripled in volume over recent years. Perhaps more concerning is the shift in tactics: hackers are moving away from merely locking files to stealing patient data entirely. Even if a practice has robust backups, criminals can extort the business by threatening to publish sensitive patient photos, records, and financial data on the Dark Web. To protect your reputation and revenue, orthodontic practices must move beyond basic defenses.
Here is a straightforward guide to securing your digital practice.
1. Create a “Human Firewall” Through Training
Your staff is your first line of defense, yet they are often the primary entry point for attackers. Approximately 60% of all cyberattacks are linked to human error and the success of social engineering scams.
Phishing is no longer limited to poorly written emails from “foreign princes.” Artificial Intelligence (AI) has enabled hackers to craft highly convincing, personalized messages—known as spear phishing—that appear to come from trusted colleagues, referral sources, or vendors.
To mitigate this risk, you must implement cybersecurity awareness training for every employee, regardless of their role. This training is not optional; it is a requirement for HIPAA compliance. Effective training includes simulating phishing attacks to test staff reactions in a safe environment, allowing you to identify who needs additional coaching before a real threat arrives.
2. Upgrade from Antivirus to Advanced Detection
Many practices still rely on traditional antivirus software, but this technology is largely ineffective against modern-day ransomware. Relying on antivirus is like having a guard dog that can be easily distracted while a thief robs your house.
Instead, practices should upgrade to Endpoint Detection and Response (EDR) or Managed Detection and Response (MDR) technology. Unlike traditional antivirus, which looks for a “dictionary” of known virus signatures, EDR/MDR uses artificial intelligence to analyze behavior, detecting and stopping malicious activity—such as a hacker trying to encrypt files—in real-time. But to be truly protected, these tools must be monitored 24/7/365 by security professionals, as most attacks occur on weekends or after hours when IT staff are unavailable.
3. Manage Your Vulnerabilities
While human error causes the majority of breaches, the second most common entry point is the exploitation of technical vulnerabilities, such as unpatched software or misconfigured firewalls. Hackers scan the internet daily for these “open doors”.
Orthodontists must ensure their IT providers are performing continuous vulnerability scanning. If a vulnerability is found—such as an out-of-date version of Windows or a flaw in a firewall—it must be patched immediately. Do not assume your IT provider is doing this automatically; you must ask for verification.
4. Secure Email and the Cloud
Email is a core communication channel for orthodontic practices, connecting you to referring dentists, vendors, and patients, but it is also a major vulnerability. A compromised email account can lead to wire fraud and data theft. You must enable Multi-Factor Authentication (MFA) on all email accounts to add a vital layer of protection. Additionally, avoid using free accounts like Gmail or Yahoo for business; investing in professional, domain-specific email is essential for security and professionalism.
READ MORE: How to Avoid Email Breaches in an Orthodontic Practice
Regarding cloud software: while moving to the cloud offers benefits, it does not automatically make you secure. Hackers frequently compromise a practice’s front-desk computer to steal credentials, allowing them to log into your cloud software and download patient records. This is often the result of falling for a phishing email that quietly installed a screen sharing app, allowing the threat actors to watch all activity on the system. Therefore, securing the physical computers in your office is just as important as securing the cloud itself.
5. Separate Your IT from Your Cybersecurity
IT and cybersecurity are distinct disciplines requiring different skill sets, much like the difference between a general dentist and an orthodontist. Your IT provider’s primary focus is maintaining infrastructure, ensuring uptime, and managing the help desk. In contrast, a dedicated cybersecurity firm specializes in safeguarding data against sophisticated threats, employing credentialed security engineers to conduct ongoing analysis and 24/7/365 monitoring.
Plus, keeping cybersecurity within the same vendor creates a “fox guarding the hen house” scenario. You need an independent entity to validate that your IT team is actually fixing vulnerabilities and keeping your cyber risk as low as possible. A third-party partner provides necessary checks and balances, auditing your network to ensure that the security measures you believe are in place are actually configured correctly. By separating these duties, you ensure your practice has an objective, verified view of its security posture.
Conclusion: Take Ownership
The most critical step an orthodontist can take is to assume ownership of their cybersecurity posture. By implementing robust training, advanced detection tools, and partnering with a cybersecurity specialist, you can safeguard your patient data and ensure your practice remains resilient against the rising tide of cyber threats. OP
Photo: ID 213709561 © Anyaberkut | Dreamstime.com
Gary Salman is CEO and co-founder of Black Talon Security. A leader in the cybersecurity field, Salman has a 25+ year background in law enforcement and healthcare technology. His firm monitors and secures approximately 65K computers and networks worldwide and has trained tens of thousands of healthcare professionals.
