What should a new dental office IT setup checklist include?

Key facts

This page covers the technology. The compliance side, including the risk analysis, BAAs, policies and training, is in the HIPAA IT checklist for opening a dental office. For when each step happens during construction, see when to involve IT in a build-out.

Phase 1: decisions (before design is final)

• Pick the practice management and imaging software. Every hardware spec flows from it.
• Decide on server vs. cloud. Eaglesoft recommends a dedicated server at 6 or more workstations (Patterson). Cloud PMS shifts the load to the internet connection (server vs. cloud).
• List every connected device by room: workstations, chairs, sensors, scanners, printers, phones, cameras, TVs, access points.
• Name the IT lead for the project, in writing.
• Set the budget (IT setup cost).

Phase 2: design (before rough-in)

• Drop schedule per room. Count devices and add spares (network drops per operatory).
• Chair data conduit on the drawings. A-dec's 511 guide calls for a 2-inch data conduit (A-dec). Dentsply Sirona requires the chair and PC on separate Ethernet connections (Dentsply Sirona).
• Rack location central enough that every run stays under 90 m (Fluke Networks), with power, ventilation and a lockable door (HICP Technical Volume 1).
• Wired by default. Henry Schein One says wireless is used "at your own risk" with Dentrix because of possible interference from X-ray machines and other devices (Henry Schein One).
• Access point and camera locations on the reflected ceiling plan (security cameras).
• Antenna path for cellular failover, often high on an exterior wall (FloorStack).

Phase 3: order (as soon as specs are final)

• Internet service, primary plus failover (internet speed).
• Server and workstations to the vendor's current published specs. For example, Dentrix requires 64-bit Windows Server 2016–2025 for servers (Henry Schein One). Open Dental publishes its own requirements by office size (Open Dental).
• No new Windows 10 machines for Dentrix (Henry Schein One).
• Firewall, switches (PoE for phones, cameras and APs), access points, UPS.
• Sensors checked against your PMS version (sensor compatibility).
• Licenses and accounts registered in the practice's name (who owns your passwords).

Phase 4: install (after cabling, before equipment training)

• Certify every cable run and label both ends.
• Segment the network: clinical, phones, cameras and guest Wi-Fi apart. HHS 405(d) recommends restricted zones for IoT devices such as cameras (HICP Technical Volume 1; network design).
• Build the server and workstations; install the PMS and imaging.
• Connect sensors, cameras and scanners room by room.
• Configure backups. Follow 3-2-1 and keep at least 7 days of rollback (CISA; backup guide).
• Turn on MFA for email, remote access and admin accounts (CISA).
• Change every default password on the firewall, switches, NVR and printers (CISA).

To turn this into a drawing your low-voltage contractor can bid, the free network & IT plan generator (coming soon) is planned to produce drops, rack, Wi-Fi and VLAN plans from your floor plan.

Phase 5: go-live tests (the week before opening)

• Restore test: restore a file and the PMS database from backup.
• Failover test: unplug the primary internet line and confirm the PMS, phones and card terminals keep working.
• Imaging test: capture an X-ray in every operatory and open it from another room.
• Printing and scanning at the front desk.
• Phones: inbound, outbound, transfers, voicemail.
• Power test: confirm the UPS carries the server and network gear long enough to shut down cleanly.

Phase 6: hand-over and documentation

• Asset inventory with asset ID, hostname, OS, MAC and IP address, user, purchase date, cost and location. HHS 405(d) lists these fields and says a well-designed spreadsheet works (HICP Technical Volume 1; inventory template).
• Network diagram and port map stored securely, with an offline copy (CISA).
• Owner-held admin access: at least two emergency Global Administrator accounts for Microsoft 365, not tied to any individual (Microsoft Learn).
• Credentials delivered to the practice, not just held by the installer (what your IT contract should say).
• HIPAA items closed out: risk analysis, BAAs and policies (HIPAA IT checklist).

To see this on your own floor plan, FloorStack Studio (live, free plan) builds a 3D IT plan of your office with every device placed.

To list every account the practice should own, the free credential ownership checklist (coming soon) will include a "password hostage" letter template you can adapt.

What gets missed most often?

From my side of the table running a dental MSP, three things:

1. The connected chair's data drop. It's on the chair's pre-installation guide, not the IT quote.
2. The failover antenna path.
3. The domain registrar login.

None of them is expensive. All of them are painful to add after opening.

How FloorStack helps

The free FloorStack Studio plan, part of the FloorStack dental build-out platform, builds much of this list for you. You pick your software and tech, and it works out cables, ports and the rack, places every device on your floor plan, and produces a drop map and bill of materials. A BAA-backed vault keeps credentials in the practice's hands, with access you can grant to or revoke from your MSP (FloorStack). Start a free Studio plan, or see the Dental Office IT Setup hub.

Free tools on the FloorStack dental build-out platform for this step: Network & IT plan generator (free tool, coming soon) and Credential ownership checklist (free tool, coming soon).

Free tools for this step

• FloorStack Studio (live, free plan): a 3D IT plan of your office with every device placed.
• Network & IT plan generator (free tool, coming soon): turn your floor plan into a drops, rack, Wi-Fi and VLAN plan.
• Credential ownership checklist (free tool, coming soon): list every admin account the practice should own, with a "password hostage" letter template.