Industries
Veterinary Practices
A veterinary practice runs on one system, and when it stops the waiting room does not. Marion County also means large-animal work, which puts the practice in a truck as often as a building.
What makes this different
The problems specific to your sector
Not a generic list. These are the things that come up repeatedly in this kind of business.
The practice management system is the practice
Appointments, records, invoicing and reminders all live in one application. When it is unavailable the reception desk cannot check anyone in, and the day does not recover.
Imaging fills storage faster than anyone plans for
Digital radiography and ultrasound generate large studies that must be retained and retrievable years later. Practices routinely discover the limit at the moment it is reached.
Ambulatory and on-call work needs real access
Large-animal vets need records from a barn on a rural property at two in the morning. A system that only works from the clinic is a system that does not work when it matters most.
Client payment and personal data, without a compliance department
Cards are taken, personal details are held, and there is nobody whose job is to think about that. HIPAA does not apply to animal patients, which surprises people — but state breach law and your card processor's requirements do.
Compliance
What you are actually required to do
Named obligations rather than the word 'compliance'. If one of these does not apply to you, we will say so.
PCI DSS
Applies wherever cards are accepted. Segmentation reduces what falls in scope.
Florida breach notification
Client personal information is covered by state law regardless of whether HIPAA applies to the practice.
Controlled substance records
DEA record-keeping requirements apply to the systems holding those logs.
Your software
We expect to find these
We work around your line-of-business software rather than asking you to change it, and we deal with the vendor when needed.
- Practice management systems
- Digital radiography and ultrasound (PACS)
- Reminder and client communication tools
- Payment terminals
- Laboratory integrations
Recommended
Where we would start
Managed IT Services
Proactive monitoring, patching and unlimited help desk for a flat monthly fee — so problems are fixed before they reach your staff.
Backup & Disaster Recovery
Backups that are tested on a schedule, with a recovery time you have actually seen demonstrated — not assumed.
Network Design & Firewall Management
Segmented networks and managed firewalls, so one compromised laptop cannot reach your servers or your card data.
Microsoft 365 Security
The tenant settings that decide whether a stolen password becomes an incident — reviewed, tightened and documented.
Questions
Common questions
Does HIPAA apply to a veterinary practice?
Not to animal patient records — HIPAA protects human health information. It is a common misconception. What does apply is Florida breach notification law covering your clients' personal data, PCI DSS if you take cards, and DEA requirements for controlled substance records. The obligations are real; they are simply different ones.
Can the on-call vet reach records from a farm at 2am?
Yes, and it should not require a laptop and a VPN nobody can face at that hour. Secure access from a phone or tablet, tied to a known device and identity, is the right shape for ambulatory work.
How long do we need to keep imaging?
Longer than most practices budget storage for, and the retention question should drive the storage design rather than the other way round. It is a cheaper conversation before the drive fills than after.
Ready to secure your business?
A free assessment: we review your network, backups, Microsoft 365 settings and exposure, then hand you the findings in writing — whether or not you hire us.