Dental practices using Microsoft 365 should protect it with multi-factor authentication (MFA), individual user accounts, secure email settings, controlled administrator access, and a documented employee offboarding process.
Because email is connected to so many other business systems, a compromised Microsoft 365 account can create problems far beyond the employee's inbox.
For dental practices with 10–40 employees, start with this five-part framework:
Protect → Control → Monitor → Train → Offboard
1. Protect Accounts With MFA
MFA should be enabled where possible, particularly for accounts with access to important business information.
This includes:
- Email accounts
- Microsoft 365
- Administrator accounts
- Remote access
- Other sensitive cloud services
MFA adds another security layer if an employee's password is stolen.
Employees should also be trained not to approve unexpected MFA prompts.
2. Give Every Employee an Individual Account
Avoid sharing Microsoft 365 accounts between employees.
Individual accounts make it easier to:
- Control access
- Remove former employees
- Investigate suspicious activity
- Apply appropriate permissions
- Determine which user performed an action
Employees should have access to the information they need for their jobs without automatically receiving unnecessary administrative privileges.
3. Strengthen Email Security
Phishing remains an important concern because attackers frequently use email to steal passwords, deliver malicious files, or impersonate trusted people.
Dental practices should combine appropriate email protections with employee awareness.
Employees should be cautious about unexpected:
- Attachments
- Shared documents
- Login requests
- Password resets
- Payment requests
- MFA prompts
Create a simple rule:
Don't click. Verify. Report.
4. Train Employees and Monitor for Problems
Technology alone cannot eliminate account-security risks.
Employees should receive recurring cybersecurity education covering phishing, passwords, MFA, suspicious attachments, and reporting procedures.
Your IT provider should also have a process for investigating suspicious account activity.
Ask:
If someone's Microsoft 365 account were compromised today, how quickly would we know?
If nobody can answer that question, it deserves attention.
5. Immediately Remove Access When Employees Leave
Employee offboarding is easy to overlook.
When someone leaves the practice, establish a repeatable process for reviewing and removing access to:
- Microsoft 365
- Practice-management systems
- Cloud applications
- Remote-access tools
- Shared files
- Other business accounts
Don't rely on someone remembering every account after the employee's final day.
Use an offboarding checklist so access removal becomes a standard business process.
The 5-Minute Microsoft 365 Security Check
Ask these five questions:
- Is MFA appropriately enabled?
- Does every employee have an individual account?
- Are administrative privileges limited?
- Do employees know how to report suspicious messages?
- Do we have a documented offboarding process?
Multiple “no” answers are a good reason to review your Microsoft 365 environment.
Why Dental Practices Choose IT Services of Utah
IT Services of Utah has supported businesses for more than 30 years and works with dental practices throughout St. George and Washington County, Utah.
Our cybersecurity-first approach can help practices strengthen:
- Microsoft 365 security
- MFA
- Email protection
- Employee access
- Cybersecurity awareness
- Endpoint security
- Backup and recovery
- HIPAA-focused IT
We also understand dental environments using Dentrix, Dexis, Open Dental, Eaglesoft, imaging systems, and other connected technology.
Frequently Asked Questions
Is MFA enough to secure Microsoft 365?
No. MFA is an important security layer, but practices should also address email protection, permissions, administrator accounts, employee training, monitoring, and offboarding.
Should employees share Microsoft 365 accounts?
Individual accounts are generally preferable because they provide better access control and accountability and make employee offboarding easier.
What should happen to an employee's account when they leave?
The practice should promptly follow its established offboarding process, including reviewing account access, preserving necessary business information, and removing access to Microsoft 365 and other systems.
Is Your Dental Practice's Microsoft 365 Environment Secure?
Microsoft 365 security doesn't have to start with a complicated project.
Remember:
Protect. Control. Monitor. Train. Offboard.
For dental practices in St. George and Washington County, Utah, IT Services of Utah can help evaluate Microsoft 365, email security, employee access, and the other cybersecurity protections surrounding your practice.
Schedule a Dental Cybersecurity Assessment with IT Services of Utah to identify Microsoft 365 security gaps before a compromised account becomes a larger problem.
