Let’s be honest—compliance isn’t exactly the most exciting part of running a dental practice. But with updated HIPAA and OSHA regulations rolling out in 2025, now is the perfect time to double-check your policies, tighten up your systems, and make sure your team is fully prepped for what’s new.

Here’s a quick breakdown of what’s changing—and what you can do about it.

HIPAA Just Got Stricter About Security

If your practice handles any patient information electronically, then the updated HIPAA Security Rule is something to take seriously this year. One of the biggest shifts? Encryption is no longer optional. All electronic protected health information (ePHI) must be encrypted—whether it’s being stored, emailed, or transferred between systems.

On top of that, multi-factor authentication (MFA) is now required to access ePHI. This means anyone logging into your systems needs more than just a password—like a verification code sent to their phone or email. It’s a small step that adds a big layer of protection.

Annual security risk assessments (SRAs) are also being emphasized more than ever. If you’ve been skipping them or doing the bare minimum, now’s the time to get serious. HHS has also made it clear that business associates—like third-party software or billing companies—must notify you within 24 hours if there’s a breach or an issue on their end.

And don’t ignore the financial side of non-compliance. Fines for repeated or willful violations can now reach over $165,000 per violation!

OSHA Is Shifting Gears Post-COVID

OSHA is also rolling out some updates, many of which reflect the lessons learned during the pandemic. While some of the emergency COVID-19 standards are being retired, others are being folded into permanent infection control protocols.

For starters, ventilation is a top priority. Practices should be assessing their HVAC systems regularly and considering upgrades to improve air circulation—especially in treatment rooms. Proper PPE use continues to be essential, especially during procedures that generate aerosols.

There’s also more emphasis on regular staff training. OSHA now requires updated infection control and safety training to be documented and completed by all staff. So if it’s been a while since your team had a compliance refresh, it’s time to schedule one.

So, What Should You Be Doing?

The good news is that staying compliant in 2025 doesn’t have to be overwhelming. Start by reviewing your current policies and making sure they reflect these new standards. Conduct a full SRA if you haven’t already this year. Touch base with your vendors to ensure they’re meeting HIPAA notification standards. And most importantly—keep your team in the loop with clear, simple training.

Being proactive about compliance isn’t just about avoiding penalties (though that’s definitely part of it). It also builds trust with your patients, strengthens your systems, and keeps your office running smoothly.

Need help getting started? That’s what we’re here for.