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Medical & Dental Offices

HIPAA-aware IT for medical & dental offices.

Your EHR, your phones, your network, your front desk, supported by a founder-led IT partner that already runs the HIPAA technical safeguards by default. NYC, Westchester, Northern NJ & lower Connecticut.

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Serving New York City · Westchester · Northern NJ · Connecticut
We know what runs a practice

A medical office isn’t a normal office.

Patient data moves through your EHR, your fax line, your scanner, your phones, and a dozen devices most IT companies have never touched. When any of it breaks, patients are standing at the desk.

We support the whole environment, the electronic health record and practice-management system, the imaging equipment, the phones and call routing, the printers and secure fax, the network that keeps patient Wi-Fi away from clinical systems, and the people using it all day. One partner. One flat monthly plan. No hourly meters.

Systems & services we support

Everything a practice runs on, supported.

EHR & practice management

Support and vendor coordination for systems like eClinicalWorks, athenahealth, Tebra, NextGen, and dental platforms like Dentrix, Eaglesoft and Open Dental. We deal with the vendor so you don’t play middleman.

Phones & call routing

VoIP business phones with auto-attendant, front-desk hunt groups, voicemail-to-email and after-hours routing to your answering service. Patients reach a person, not a dead end.

Secure fax & documents

Healthcare still runs on fax. We set up secure eFax and scan-to-EHR workflows so referrals and records move without paper piling up.

Secure printing & scanning

PIN-release printing so patient documents don’t sit in the output tray, and scanner workflows that file straight into the chart.

Clinical network & patient Wi-Fi

Business-grade UniFi networking with the clinical network, patient/guest Wi-Fi, cameras and devices properly segmented from each other.

Locked-down workstations

Managed, encrypted computers with MFA, auto-lock and privacy screens where needed, including shared front-desk and exam-room stations.

e-Prescribing & EPCS

Controlled-substance e-prescribing requires two-factor identity for providers. We manage the tokens, the setup and the fixes when it breaks at the worst moment.

Telehealth & remote access

Cameras, audio and bandwidth tuned for visits, plus secure MFA-protected remote access so providers can review charts from home without exposing the practice.

Backup & disaster recovery

Restore-tested backups of servers, workstations, email and drives, so a dead drive or ransomware doesn’t take the practice down.

Email & productivity

Microsoft 365 or Google Workspace, secured with MFA and phishing protection, with encrypted email available for anything patient-related.

Cameras & door access

Commercial camera systems and access control covering entrances, records areas and server closets, the physical side of protecting patient data.

Device lifecycle & disposal

When computers, copiers or drives retire, we wipe or destroy the media and document it. Patient data on a discarded hard drive is a reportable breach waiting to happen.

Plus the small stuff that isn’t small in a practice: signature pads, insurance-card scanners, label printers, digital X-ray sensors and intraoral cameras, check-in tablets, waiting-room TVs, and speech-privacy sound masking for reception areas.

Your team, supported

Your staff gets a real IT partner.

Every person in the practice, front desk, billing, hygienists, MAs, providers, gets direct support from the engineer who knows your practice. Questions, quick fixes, “why won’t this print,” new-hire setup, and prompt offboarding when someone leaves so their access ends with their last shift. No ticket queue offshore, no junior tech learning on your network.

When you’re planning something bigger, a new operatory, an added exam room, a second location, we handle the build-out too.

HIPAA, on by default

The safeguards are already running.

Everything above is delivered with the HIPAA Security Rule’s technical safeguards already running: encryption, MFA, endpoint detection, access control and activity logging are our standard stack, not an upgrade. On top of that, your plan includes the annual security risk assessment, tailored policy templates, staff security training with completion records, and a signed BAA. We understand ePHI, how it moves through a practice, and what OCR asks for when they come knocking.

The full breakdown, what HIPAA actually requires, why “HIPAA certified” doesn’t exist, who’s responsible for what, and everything included in compliance as a service, lives on our dedicated page.

See HIPAA Compliance Services
Why the requirement

Why we require cyber insurance.

We ask every medical client to carry cyber liability insurance, and we carry full coverage ourselves. Security is ongoing risk reduction, not a checkbox, no honest provider will tell you risk reaches zero, and insurance covers the residual. The upside: carriers now demand MFA, endpoint detection, tested backups and staff training before writing a policy. Our standard stack answers “yes” across the board, which makes coverage easier to get and often cheaper.

Why practices choose us

Why medical offices choose Novaj Tech.

Founder-led

You work with me. No outsourced help desk, no junior techs learning on your network.

Local

NYC, Westchester, Northern NJ & lower Connecticut, on-site when it matters.

Proven

Strong ratings on Google and Thumbtack. Rated 5.0 on Google.

One provider

IT, phones, network, cameras, buildouts, and the HIPAA workload, under one roof.

Questions practices ask

Practice IT & HIPAA, straight answers.

Do you support our EHR?

Almost certainly. We support and coordinate with the major ambulatory and dental platforms, eClinicalWorks, athenahealth, Tebra, NextGen, AdvancedMD, Dentrix, Eaglesoft, Open Dental, and others. Even when the EHR vendor owns the software, someone has to own the computers, network and integrations it runs on. That’s us.

Our EHR vendor says they handle HIPAA. Are we covered?

Only for their software, under their own BAA. The computers it runs on, your email, your network, your backups, your staff logins and your office’s physical security are outside their scope, that’s the gap most practices don’t realize they have. Details on our HIPAA Compliance Services page.

Do you handle our phones too?

Yes. VoIP systems, call routing, auto-attendants, after-hours forwarding to your answering service, and secure fax. One vendor for all of it.

How fast do you respond?

Monitoring 24/7. Support during business hours; emergencies escalated. Extended hours are available if we agree on them up front. On-site across NYC, Westchester, Northern NJ and lower CT when hands are needed.

Do you sign a BAA?

Yes, standard with every medical client, before we touch systems containing patient information. Full compliance details on the HIPAA Compliance Services page.

Do we need a separate compliance vendor?

No. The annual risk assessment, policy templates, staff training and safeguard documentation are included in the managed plan, no compliance surcharge. See exactly what’s included on the HIPAA Compliance Services page.

What happens when an employee leaves?

Prompt offboarding: accounts disabled, MFA revoked, devices reclaimed, access documented. Terminated-employee access is one of the most common ways practices get burned.

We’re a small practice, are we too small for this?

No. Our typical client is a practice with 5 to 50 people. Small practices are exactly who gets hurt worst by downtime and exactly who OCR penalizes for missing basics.

Let's make sure we're a fit, both ways.

You see how we work. We see if your office is a fit.

Offices with 5 to 50 people in NY, NJ and CT. Book a call.

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Rated 5.0 on Google · Pelham, NY · (914) 714-4312

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