The Dental VA Security and Access Plan

Remote access should be designed around the role, not granted as a copy of another employee’s account.

Start with one question: What information does this person need to complete the defined work, and what information do they not need?

Contract and training

Before patient information is handled, confirm the appropriate agreement with the practice’s legal or compliance adviser. In the United States, this normally includes a Business Associate Agreement when the VA or provider functions as a business associate.

Complete privacy and security training before access. Add practice-specific rules for patient communication, incident reporting, local storage, and screenshots.

Accounts and permissions

• Create a named account for the individual.
• Do not share credentials.
• Require multi-factor authentication where available.
• Limit permissions to the work in the role specification.
• Record who approved and provisioned each account.
• Enable audit logs where the system supports them.

A recall role does not automatically need ledger access. A reporting role does not automatically need clinical notes. Minimum access reduces both risk and distraction.

Device and connection

Use a practice-issued or provider-managed device with encryption, screen locking, current security updates, and controlled software. Do not allow patient information in personal email, consumer file storage, or local downloads.

Cloud systems may be available through a browser. On-premise practice software often needs secure remote desktop or a managed private connection. Involve the practice’s IT support early. Remote access is frequently the longest onboarding dependency.

Workspace

Phone roles need a private room where patient names and treatment information cannot be overheard. A shared household room or open coworking desk is not suitable for patient conversations.

The workspace should also support a clear desk, no paper patient records, and no personal-device use during patient calls.

Offboarding before onboarding

Write the removal process before access is granted. Name the person responsible for disabling accounts, removing phone access, recovering equipment, changing any exposed shared secrets, and checking for locally stored information.

Revoke access on the same day the relationship ends. A complete access list makes this possible without relying on memory.

This plan is an operational starting point, not legal advice. The practice should confirm its obligations with qualified privacy, compliance, and IT professionals.