Acceptable Use
Effective 23 August 2026 · Applies to every managed device
These rules keep a clinical network defensible. They are written for the people who actually sit at the workstations — front desk, assistants, hygienists, doctors, and DSO staff.
Who may use managed systems
Named, authorized staff of the practice. Every person gets their own account — shared logins break the audit trail that a HIPAA investigation depends on. Departures should reach the desk the same day.
What is not allowed
Disabling or uninstalling security agents; installing unlicensed or pirated software; cryptocurrency mining; using clinical machines for personal file sharing; connecting unmanaged devices to the clinical VLAN; or plugging in a switch or access point that IT has not approved.
Guest Wi-Fi stays guest
Patients belong on the guest network. Nothing clinical — no imaging archive, no PMS client, no backup target — should ever be reachable from it. The separation is a single VLAN decision, and it is not optional.
Vendors and remote sessions
Dealer technicians, equipment vendors, and software support get access through an approved session with someone from the practice present — not a standing password. A vendor visit is not a hall pass to turn off EDR "just for the install."
Patient data hygiene
Do not put ePHI in a ticket subject line, a chat box, Core, or an unsecured email. Reference the chart by internal ID and let the engineer open it inside the system where it belongs.
Suspension and reporting
CyberDental may isolate a device or account immediately when it presents an active threat — ransomware behavior, credential compromise, or an unauthorized tunnel — and will notify the practice contact right away. Report suspected misuse or phishing to the HelpDesk at (954) 639-7049.
Post this where staff can read it. The desk will re-brief any team on request during onboarding or after an incident.