The Challenge

When this Sacramento dental group approached Business PC Support, they were operating on a patchwork of aging Windows 7 workstations, an on-premise server running without a backup schedule, and no formal IT security policies. Patient records were stored in an unencrypted shared folder accessible to all staff across all four locations.

The practice had received a compliance warning from their dental software vendor citing potential HIPAA violations. Facing both legal exposure and an upcoming insurance renewal that required a security assessment, the practice manager needed a partner who could move fast and deliver a complete, documented compliance outcome.

• ✕No business associate agreements (BAAs) in place with software vendors
• ✕Patient ePHI accessible without role-based access controls
• ✕Workstations running end-of-life operating systems with no patching
• ✕No off-site or cloud backup — last tested restore was 14 months prior
• ✕Staff sharing a single administrator account across all systems

Our Approach

Business PC Support began with a comprehensive HIPAA risk assessment across all four locations, cataloguing every device, software system, and data flow touching protected health information (ePHI). This gave us a precise gap analysis — and the roadmap for the full remediation.

Rather than patching the existing infrastructure, we recommended a clean-slate migration to Microsoft 365 Business Premium — giving the practice cloud-hosted email with Advanced Threat Protection, SharePoint for secure file sharing, and Intune for device management across all workstations.

• ✓Full HIPAA risk assessment with documented findings and remediation plan
• ✓Microsoft 365 Business Premium deployment across 38 users, 4 locations
• ✓Role-based access controls and Azure Active Directory configuration
• ✓Encrypted backup solution with daily off-site replication and tested restores
• ✓Endpoint Detection & Response (EDR) deployed to all workstations
• ✓BAA execution with all relevant vendors and software providers
• ✓HIPAA Security Rule policy documentation and staff training sessions

Project Timeline

• 1
  Week 1 — Assessment & Planning On-site visits to all 4 locations. Device inventory, network mapping, ePHI data flow audit, and gap analysis report delivered.
• 2
  Week 2 — Microsoft 365 Tenant Setup New M365 Business Premium tenant configured. Azure AD, Intune policies, SharePoint structure, and Exchange Online provisioned.
• 3
  Week 3 — Data Migration Email, file server data, and shared drives migrated to Microsoft 365. Legacy shared folders restructured with role-based permissions.
• 4
  Week 4 — Security Stack Deployment EDR deployed to all endpoints. Multi-factor authentication enforced. Backup solution configured with off-site replication and tested.
• 5
  Week 5 — Policy & Documentation HIPAA Security Rule policies written, reviewed, and signed. BAAs executed with all vendors. Incident response plan drafted.
• 6
  Week 6 — Staff Training & Handover On-site staff training sessions at each location. Full documentation package delivered. Managed IT support agreement activated.

The Results

Six weeks after project kickoff, the dental group passed their cyber insurance security assessment with no findings. Their IT cost dropped 34% compared to their previous managed service and break-fix spending — primarily from consolidating vendors and eliminating legacy server maintenance costs.

Since the engagement, the practice has experienced zero data security incidents. All four locations are now centrally monitored through Business PC Support's 24/7 remote monitoring and management platform, with monthly compliance reviews built into their managed IT agreement.

• ✓Full HIPAA compliance documentation delivered and accepted by insurer
• ✓34% reduction in total IT spend within 90 days of project completion
• ✓Microsoft 365 adopted across all 38 staff with 94% satisfaction in onboarding survey
• ✓Zero security incidents or data exposures in the 12 months following deployment
• ✓Cyber insurance renewed at a lower premium with expanded coverage

Services Delivered

This engagement combined cybersecurity and HIPAA compliance, Microsoft 365 cloud migration, and ongoing managed IT services under one project team — ensuring continuity, accountability, and a single point of contact throughout.