When should the IT provider get involved in a dental build-out?
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At schematic design, months before construction. Leasehold build-outs typically take 6 to 9 months from planning to opening (Dental & Medical Counsel), and cabling has to go in at rough-in, before drywall (GCMM). In 2026, that means the IT design should be finished before the low-voltage bid goes out.
Key facts
| Milestone | Typical timing | Source |
|---|---|---|
| Leasehold build-out, planning to opening | 6–9 months | Dental & Medical Counsel |
| Ground-up build | 9–18 months | Dental & Medical Counsel |
| Lease execution to certificate of occupancy, ground-up | 5–9 months | Curve Dental |
| Major equipment lead times | 14–24 weeks order to install | Curve Dental |
| Cabling planning | Schematic design phase, alongside equipment vendor, IT and architect | GCMM |
| Low-voltage install | Rough-in, after framing, before insulation/drywall | GCMM |
| Equipment installation begins | About 1 month before target opening | Dental & Medical Counsel |
| Front desk hire | 6–8 weeks before opening, to learn the software | Curve Dental |
Why is IT usually brought in too late?
Because the contracts don't force it. The architect's scope covers the building, the GC builds what's on the drawings, and the equipment dealer plans chairs, cabinetry and imaging. Low-voltage cabling often sits in nobody's scope until someone asks where the network jacks go.
Dental & Medical Counsel puts it plainly: plan for imaging, software, networking and phones "from day one," because running cable after walls close is costly and disruptive (DMC). One dental contractor says the handoff between the GC and equipment vendors is among the most common failure points. It describes holding pre-construction meetings that include the equipment vendor, IT consultant, low-voltage contractor and electrician (GCMM).
What should IT do at each phase?
Durations vary widely by market and permitting jurisdiction. Plug your own dates into the phases below. For the full schedule, see the build-out timeline.
1. Lease and site selection
- Confirm which internet providers serve the building, and whether fiber is already in
- Find out who controls the building's telecom room and riser
- Flag a suite that's long or multi-floor enough to strain the 90 m cable run limit (Fluke Networks)
2. Schematic design
This is when IT has the most leverage, and when GCMM says cabling planning should happen, with the equipment vendor, IT and architect working together (GCMM).
- Pick the PMS and imaging software. It decides whether you need a server (server vs. cloud).
- Locate the rack room: lockable, ventilated, central
- Rough device list per room
3. Design development and construction documents
- Final drop schedule per room (drops per operatory)
- Camera and access point locations on the reflected ceiling plan
- Dedicated circuit at the rack and power for PoE switches
- Imaging room requirements from the pano/CBCT vendor's site-planning document
- Low-voltage scope written into the GC contract or a separate contract
4. Bidding
- Low-voltage contractors bid from the drop schedule, not a verbal description
- Order the internet service now. Business circuits can take weeks to install.
5. Rough-in
- Cable pulled after framing, before insulation and drywall (GCMM)
- IT walks the space with the drawings before walls close. This is the last cheap chance to add a drop.
- Cables through fire-rated assemblies need proper firestopping (GCMM)
6. Trim-out and equipment install
- Terminate, label and certify every run (Fluke Networks)
- Rack, firewall, switch, server and Wi-Fi installed and configured, with segmentation in place (network design)
- Equipment install typically starts about a month before opening (DMC), so the network must be live before the imaging techs arrive
7. Pre-opening
- Software configured before staff arrive. Curve notes that credentialing applications ask for your practice phone, address and billing system (Curve)
- Front desk trained on the live system, ideally six to eight weeks before opening (Curve)
- Backups running and a test restore done (backup)
- Risk analysis started (HIPAA Security Rule)
- Credentials and documentation handed to the practice (who owns your passwords)
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 keep every permit, inspection and sign-off in one list with owners and dates, the free permit & inspection tracker (coming soon) is planned for this step.
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.
What does "too late" cost?
Mostly cable and calendar. One dental MSP's 2026 rate guide puts structured cabling at $3,500–$5,500 per operatory during construction and $7,000–$11,000 after drywall (ChairsideIT). That's one firm's pricing, but the pattern is consistent. Opening walls in a finished, occupied office means patching, painting and working around patients (FloorStack).
The calendar cost can be worse. If the network isn't live when the imaging vendor arrives, installation and training slip, and so does opening day.
Who should be the IT lead on the project?
One named person, in writing. That can be your MSP, an independent IT consultant or the equipment dealer's technology group. Dentrix's requirements refer practices to Henry Schein TechCentral "or other qualified integration specialists" (Henry Schein One). Whoever it is should attend the pre-construction coordination meeting and sign off on the low-voltage drawings.
What should IT deliver before the walls close?
A short, written package the whole team can build from:
- Drop map with every jack labeled by room
- Rack location, size, power and ventilation
- Device list with model numbers
- Internet order and install date
- Camera and Wi-Fi access point locations
That package is what lets the low-voltage contractor bid accurately and what lets you check the work at rough-in inspection. FloorStack's free plan includes a low-voltage drop map for your contractor and a bill of materials (FloorStack).
How FloorStack helps
FloorStack is a dental build-out platform built for this coordination problem. The free Studio plan reads your architect's floor plan and places every device, then produces the drop schedule and rack layout that IT, the GC and the low-voltage contractor can all work from. New build-outs get a 90-day free trial (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: Permit & inspection tracker (free tool, coming soon) and Network & IT plan generator (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.
- Permit & inspection tracker (free tool, coming soon): track every permit, inspection and sign-off through the certificate of occupancy.
- Network & IT plan generator (free tool, coming soon): turn your floor plan into a drops, rack, Wi-Fi and VLAN plan.
Frequently asked questions
When should I hire an IT company for a new dental office?
Before schematic design is finished, so the PMS choice, rack location and drop counts shape the drawings (GCMM).
When is low-voltage cabling installed?
During rough-in, after framing and before insulation and drywall, usually alongside electrical rough-in (GCMM).
When should I order internet for a new dental office?
As soon as the lease is signed and the suite is confirmed. Service must be live before equipment install, which typically starts about a month before opening (DMC).
Is low-voltage cabling part of the general contractor's scope?
Sometimes. Confirm it in writing. If it's a separate contract, the low-voltage installer still has to be on the GC's schedule for rough-in.
How long does a dental build-out take?
Does the equipment dealer handle IT?
Some dealers offer technology services, but scopes differ. Get the IT scope in writing, with one named owner.
Sources
- Dental & Medical Counsel: A Dental Lawyer's Guide to Your Dental Office Build-Out (June 2026)
- Curve Dental: How to Start a Dental Practice, Launch Sequence (July 2026)
- GCMM Dental Construction: Structured Cabling for Dental Offices (March 2026)
- Fluke Networks: Channel, Permanent Link, Patch Cords
- ChairsideIT: Dental IT Rate Guide 2026 (PDF)
- Henry Schein One: Dentrix System Requirements 2026 (PDF)
- FloorStack: Plan the cabling before the drywall goes up
- FloorStack home page
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