Dental Practices
Email Security for the Front Desk, Where Most Phishing Lands.
The front desk opens mail from patients, insurers, labs and vendors all day. We run Microsoft 365 for the practice and the protection around that inbox, so one convincing message does not become a breach. Capital Cyber, based in Leesburg, Virginia, provides Microsoft 365 and Email Security for dental practices and works on-site across Northern Virginia.
For dental practices and DSOs that run their email, files and staff accounts on Microsoft 365.
Microsoft 365 and Email Security for Dental Practices
Why Is the Front Desk Inbox the Practice's Biggest Target?
Because the front desk has to open everything. Insurance correspondence, lab notices, patient forms, supplier invoices and appointment requests all arrive at the same shared address, and a phishing email built to look like one of them gets opened by design. The inbox that answers patients is also the one most likely to be impersonated.
Picture a message that looks like a claim denial notice, with a link to "review the explanation of benefits". It is the kind of email the front desk would normally act on, which is exactly why it works.
How Do You Stop a Phishing Email Before Someone Clicks?
In layers. Multi-factor authentication on every email account, so a stolen password alone does not open the inbox. Email and web filtering that blocks known phishing and malware before it reaches a person. Email authentication and anti-spoofing settings for the practice's domain, so others cannot easily send mail that looks like it came from you.
At Limberakis Dental, a spoofed link was stopped before any endpoint saw it, within days of go-live, as published in the case study.
Does Every Hygienist and Assistant Need Their Own Account?
Yes. Every employee gets an individual account, and nobody works day to day from an account with administrative privileges. Shared mailboxes for the front desk or billing stay shared mailboxes, opened by named people with their own sign-in, so you can tell who did what. That also lines up with the Security Rule's requirement for unique user identification (45 CFR 164.312(a)(2)(i)).
What About Supplier Invoices and Payment Changes?
A written procedure to verify invoice and bank detail changes closes the gap that business email compromise depends on. If a lab or supplier emails new payment instructions, the procedure says the change is confirmed by phone at a number already on file, never by replying to the email.
What Is Included
6 PARTSTenant Administration
Users, licenses, mailboxes, Teams and SharePoint access for every location.
MFA on Every Account
Multi-factor authentication on email and business applications.
Email and Web Filtering
Known phishing and malware blocked before it reaches the front desk.
Email Authentication
Anti-spoofing settings, so the practice's name is harder to forge to patients.
Least Privilege
Individual accounts for every staff member, and no daily work from administrator accounts.
Invoice Fraud Procedure
A written process for verifying lab and supplier payment changes.
Frequently Asked Questions
4 QUESTIONSCan the front desk keep a shared inbox?
Yes. A shared mailbox for the front desk or billing stays in place, opened by named staff who each sign in with their own account and multi-factor authentication.
Is Microsoft 365 secure for a dental practice out of the box?
Microsoft provides the tools. Protections such as multi-factor authentication, sign-in rules and anti-spoofing settings still have to be turned on, configured and watched. That is the work we do.
What happens if a staff member clicks a phishing link?
Accounts and devices are watched by our monitoring, so a suspicious sign-in or malicious file raises an alert to people who act on it. At Limberakis Dental, a live phishing attempt was contained in 30 minutes, as published in the case study.
Is staff training part of this?
Security awareness training and phishing simulations are part of the email program, and our dental programs include unlimited employee training access.
More for Dental Practices
Managed IT and Help Desk
Unlimited remote support, monitoring and maintenance at a fixed monthly cost.
Managed Security Monitoring (MDR and SOC)
Round the clock monitoring, detection and response from a security operations center.
Managed Security Monitoring (MDR and SOC) for Dental Practices
Backup and Ransomware Recovery
Encrypted, off-site backups that are tested, and a plan to restore the business after an attack.
Virtual CISO (vCISO)
Senior security leadership, a roadmap and governance, without a full-time hire.
Dental Practices
Managed IT, managed security and HIPAA compliance management for dental practices and DSOs.
Talk Through Your Practice's Email.
Pick a time. Tell us how the front desk and each location use email today.
Looking for CMMC? Our Compliance Division, Capital Cyber Compliance, delivers it.
Under 25 people? Apply for an in-kind cybersecurity grant from Cyber Grants Alliance, a nonprofit. No cost to you.