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How to Know if Your Practice Is Compliant with OSHA, HIPAA, and More

Running a dental practice means more than providing excellent care. It also means making sure your business is legally protected and ethically sound. From OSHA to HIPAA and beyond, regulatory compliance is the invisible backbone of a safe, trustworthy practice.

But here’s the question many dental practice owners silently ask:

How can I check if my practice is compliant with OSHA, HIPAA, and other regulations?

HIPAA (Health Insurance Portability and Accountability Act) is more than a healthcare buzzword- it’s the law that governs how you handle patient health information (PHI), both physically and electronically.

1. HIPAA Compliance: Are You Protecting Patient Privacy the Right Way?

  • Have a Privacy Policy in place and shared with patients.

  • Limit access to PHI to only those who need it.

  • Use secure systems and logins to store digital patient records.

  • Train your team annually on HIPAA responsibilities.

  • Have a Breach Notification Plan ready if information is ever exposed.

Red Flags That You’re Not Compliant:

  • Team members discussing patients in public areas.

  • Sharing login credentials or leaving charts/screens visible.

  • No clear process for what to do if a breach occurs.

Quick Check:
Ask yourself: “If someone on my team accidentally accessed the wrong patient chart, would they know exactly what to do—and would I be alerted immediately?”
If not, you likely have a gap.

 

2. OSHA Compliance: Is Your Workplace Safe- Legally and Practically?

OSHA (Occupational Safety and Health Administration) protects your team from preventable injuries and exposure risks. In a dental practice, that includes everything from sharps disposal to air quality, radiation safety, and proper PPE (personal protective equipment) usage.

Key OSHA Requirements for Dental Practices:

  • Annual safety training for all team members.

  • Up-to-date Safety Data Sheets (SDS) for chemicals.

  • Clearly labeled hazardous waste and sharps containers.

  • Availability and use of PPE (gloves, masks, eyewear).

  • Written exposure control plans and bloodborne pathogen protocols.

  • Proper documentation of injuries, incidents, and safety checks.

Red Flags That You’re Not Compliant:

  • PPE is inconsistently used or not available.

  • You don’t have documentation for staff training or incident logs.

  • Your OSHA manual hasn’t been updated in over a year.

 

Quick Check:
Walk through your office with fresh eyes- would a new employee know where to find gloves, eyewear, or the eyewash station?
If not, your systems may need reinforcing.

 

3. Digital & Operational Compliance: What Else Should You Be Following?

Beyond HIPAA and OSHA, there are several other regulatory requirements that may apply to your dental practice, especially if you send emails, accept payments, or store patient data.

CAN-SPAM (U.S. Email Marketing Law)

If you send marketing emails (think: recall campaigns, promotions, or newsletters), you must:

  • Include your physical address.

  • Provide a clear way to opt out.

  • Accurately represent who’s sending the message.

PCI DSS (Payment Card Industry Data Security Standard)

If you accept credit card payments, your systems should:

  • Use secure payment processors.

  • Restrict access to financial data.

  • Regularly scan for vulnerabilities or malware.

 

GDPR (If You See International Patients)

Even if you’re based in the U.S., if you collect data from EU citizens (through online forms or booking tools), you may need GDPR-compliant systems for consent and data protection.

FCRA (Fair Credit Reporting Act)

If you run background checks on potential employees, you’re required to follow FCRA guidelines- including disclosing the check and getting written consent.

Environmental Regulations

Dental practices that use amalgam or hazardous chemicals must follow local and federal disposal rules to avoid fines and environmental harm.

4. Culture Check: Does Your Team Take Compliance as Seriously as You Do?

Even the best-written policies mean little if your team doesn’t understand or follow them. One of the most overlooked compliance risks is lack of clarity or accountability at the team level.

Ask Yourself:

  • Does my team know the why behind compliance rules?
  • Are we regularly training and checking in- or just assuming people remember?
  • Do I trust that compliance is happening when I’m not looking?

Because here’s the truth: Compliance doesn’t just protect your business- it protects your peace of mind.
It’s hard to lead confidently when you’re constantly wondering if someone might unknowingly expose your practice to risk.

At the end of the day, regulatory compliance isn’t just about rules- it’s about protecting what you’ve built. When your systems are strong and your team is aligned, you create a practice that’s not only compliant but resilient, professional, and worthy of the trust patients place in you.

A compliant practice starts with strong systems and a team that follows them.
If you spotted a gap or want support tightening up your protocols, let’s talk.

Schedule your complimentary 1-hour Practice Assessment call today and get expert insight into how to protect and strengthen your operations.
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Last updated: July 2025
Written by Jacintha Ham, Dental A Team