Consider these proven strategies dental technology leaders can use to fend off security threats faced by DSOs.
By Mike Gibson, Chief Technology Officer, Planet DDS
For dental support organizations (DSOs), data security and regulatory compliance can no longer be relegated to IT backlogs or an annual audit season. Between rising cyberattacks, increasingly complex regulations, and evolving patient expectations, security must be foundational to every decision CIOs and CTOs make— from infrastructure to integrations.
After years of working with DSOs of all sizes, I’ve seen how the right approach to security can help safeguard patient data, protect revenue, and reduce operational risk. Below are the most pressing security threats DSOs face today, and the proven strategies every dental technology leader should consider to mitigate them.
1. On-premises Isn’t Enough Anymore
Historically, many DSOs have relied on legacy, on-premises server systems to manage patient data. But these systems are increasingly becoming a liability in today’s cloud-first world. They’re often difficult to update, expensive to maintain, and vulnerable to local disruptions from cyber incidents or physical events like floods or outages.
In stark contrast, cloud-hosted platforms offer a modern solution with dynamic scalability, real-time failover, encrypted backups, and robust disaster recovery plans. These features ensure that systems remain resilient and available even during major disruptions. Look for infrastructure built on proven public cloud providers, using containerized, U.S.-based data storage and active-active configurations. Let the experts take on the burden for cybersecurity, data privacy and compliance of the systems while freeing up the team to focus on serving patients. After all, dental staff should be more concerned with saving smiles than saving data!
2. Evolving Threats Require Proactive Monitoring
DSOs handle large volumes of protected health information (PHI), making them attractive targets for bad actors. But cyber threats today are more sophisticated and stealthier than ever. Last year, the FBI issued a warning about a credible cybersecurity threat targeting dental practices with ransomware. This alert underscores the pressing need for heightened cybersecurity measures within the dental community to safeguard sensitive patient information and preserve the integrity of professional operations.
To stay ahead, dental organizations need more than antivirus software. Continuous threat detection, 24×365 security operations centers (SOC), and managed extended detection and response (MXDR) partnerships can help detect anomalous behavior, contain potential breaches, and respond before damage occurs. Equally important is maintaining strict administrative access controls, using tools like privileged access management (PAM) and multi-factor authentication to minimize risk from insider threats.
3. Build Security into Your Data Architecture
Let’s be clear: it is all about the data. Effective cybersecurity starts with access to that data. Role-based access controls and the principle of “least privilege” should guide every DSO’s approach to ensure that only the right people, in the right place, at the right time, can access sensitive information.
Encryption is equally critical. Leading DSOs are adopting a multi-layered approach: encrypting data in transit and at rest, using secure messaging and identification protocols, and leveraging logically separated data stores to prevent cross-client access.
When integrating with third-party vendors for items such as AI tools or payment processors, it’s vital to ensure those Application Programming Interfaces (APIs) are secure. Look for partners that use secure key exchanges, code integrity monitoring, and penetration-tested APIs to maintain trust across your tech stack. By doing so, you can build a fortress around your data, ensuring it remains protected from every angle.
4. Compliance Is More Than a Checkbox
Compliance is an ongoing process, not a one-time certification. That’s why it’s essential to regularly assess whether your systems meet industry standards like HIPAA, PCI DSS, and SOC2 Type 2 expectations. These frameworks not only protect patient data, but provide a shared language that helps align IT, legal, and operational teams around best practices.
Both internal and third-party penetration testing is another critical part of a mature security strategy. Done well, it uncovers blind spots, tests controls under real-world scenarios, and provides actionable data to strengthen your defenses. Think of it as a regular checkup for your cybersecurity health, ensuring that your defenses are always in top shape and ready to tackle any threat that comes your way.
5. Culture is a Core Control
Even with the best tools and frameworks, security ultimately comes down to people. It’s the culture you build across IT, compliance, and operations that determines whether security practices are upheld consistently.
From regular training to incident response simulations, make sure your teams are prepared not just to avoid risks, but to act quickly when something goes wrong. And when it does, transparency and accountability should be your default. This includes applying HIPAA breach risk assessment protocols to evaluate and respond to potential disclosures and communicating with speed and clarity when required.
The Path Forward for Secure Growth
Security and compliance are no longer just IT concerns, they’re business-critical imperatives that shape trust, operational continuity, and long-term growth. As DSOs grow and adopt more complex technologies, the security strategies underpinning that growth must evolve, too.
Whether you’re overseeing 5 practices or 500, the goal remains the same: protect your patients, your data, and your reputation by making security a strategic advantage, not a regulatory afterthought. For those looking to dive deeper into best practices, this guide from Planet DDS offers a more detailed look at how DSOs can strengthen their security posture and compliance strategy.
