NerdSquad Managed IT Services · Naples, FL
Medical & Dental IT Support in Naples & Fort Myers
Your schedule is full. Your IT shouldn’t be booking itself appointments.
Medical IT support from a local Managed Service Provider (MSP) that already speaks Dentrix, Eaglesoft, Open Dental, Epic, eClinicalWorks and ModMed. We keep your systems running, handle the technical side of HIPAA, and help you put AI to work without putting patient data at risk. You get your time back for patients.
HIPAA technical safeguards
Practice software & imaging
Governed AI & automation
Onsite in Collier & Lee counties
Industry-leading SLA
● Practice vitals
Sample monitor
EHR / practice management
Online
Imaging server & X-ray sensors
Online
Nightly backup
Verified 5:58 AM
Multi-factor authentication
12 of 12 users
Front-desk PC 3
Patch after close
AI note-taker
BAA on file
Guest Wi-Fi
Walled off from PHI
Illustrative example of what we watch for a practice. Not live data.
Dentrix
Eaglesoft
Open Dental
Epic
eClinicalWorks
ModMed
Digital X-ray sensors
Intraoral scanners
e-Prescribing (EPCS)
Patient portals
Microsoft 365
Encrypted email
VoIP phones
Guest Wi-Fi, walled off
Dentrix
Eaglesoft
Open Dental
Epic
eClinicalWorks
ModMed
Digital X-ray sensors
Intraoral scanners
e-Prescribing (EPCS)
Patient portals
Microsoft 365
Encrypted email
VoIP phones
Guest Wi-Fi, walled off
Rx 01 · A day at the practice
Medical IT support that gives your team the day back
A frozen workstation is an IT problem. A late first patient, a frustrated front desk and a doctor finishing charts at 9 p.m. are practice problems. We look at both.
Good IT support for a medical or dental office should be close to invisible: systems ready when the doors open, problems fixed by people who already know your setup, and changes scheduled around patient hours. Here’s what that looks like on an ordinary Tuesday.
What’s included in a managed IT plan →
7:30 AM
Before the first patient
Without us: Windows decides the check-in PC needs an update. Right now.
With NerdSquad: patches run after hours on a schedule we agree with you, and overnight backups are checked before anyone logs in.
8:05 AM
Front desk
Without us: the schedule won’t load and three patients are waiting.
With NerdSquad: one call to a local team that already knows your server, your practice software and your network. No explaining your setup from scratch.
10:20 AM
Operatory 3
Without us: the X-ray sensor isn’t detected, mid-appointment.
With NerdSquad: we know how imaging bridges, sensor drivers and USB ports misbehave, and we work it through with the imaging vendor when the problem is on their side.
12:30 PM
Lunch
Without us: a new hygienist starts Monday and nobody has set up her logins.
With NerdSquad: accounts, multi-factor authentication (MFA) and the right practice software permissions are ready before day one. When someone leaves, access goes the same day.
2:45 PM
Billing
Without us: an “insurance remittance update” email asks someone to sign in.
With NerdSquad: email filtering stops most of these, trained staff report the rest, and endpoint detection and response (EDR) watches for anything that slips through.
4:10 PM
The doctor’s office
Without us: “Can we just try that AI scribe everyone’s talking about?”
With NerdSquad: we check the Business Associate Agreement (BAA), where the audio and notes go, and how it connects to your EHR before anyone tries it on a patient.
6:15 PM
After close
Without us: somebody stays late to let the IT guy in. Again.
With NerdSquad: bigger work like server changes and network upgrades is scheduled around patient hours, with clear notice of any downtime.
25%
Operations, not just computers
We understand the practice behind the computers.
Before NerdSquad, owner Jeff Martin worked on dental-group operations and technology. By centralizing databases, automating internal processes and consolidating duplicated work into a skilled central team, he helped a dental group reduce combined technology and operating costs, including staffing, by 25%.
That result comes from Jeff’s prior experience, not a NerdSquad client engagement. Every practice is different; it’s an example of the operational perspective he brings, not a promised savings figure.
Rx 02 · Practice software & imaging
We know your practice management software
Your practice management system and EHR are the heart of the office. When they slow down, freeze or stop talking to imaging, the whole schedule feels it. We support the servers, workstations, networks, databases and backups they depend on, and we speak your vendors’ language when a problem crosses to their side.
General dentists, specialists and dental groups
Dental IT support
Dentrix
Eaglesoft
Open Dental
Digital X-ray & pano
Intraoral cameras & scanners
CBCT imaging
Plenty of dental practice software still runs on a server in your office. That server, its database and its backups are where a lot of “the schedule is slow today” problems actually start.
Server, database and workstation health for Dentrix, Eaglesoft and Open Dental
Imaging bridges, sensor drivers and capture workstations in every operatory
Tested backups of the practice database and imaging library, kept offsite as well as onsite
Version upgrades planned around your schedule, with your software vendor in the loop
Large imaging files shared securely with specialists and labs
Where we coordinate with your vendor
Fee schedules, charting templates and software bugs belong to the software company. We handle the infrastructure, open the ticket, translate the tech-speak and follow up, so your office manager isn’t the one stuck on hold.
Are you familiar with my practice software? → Sending large imaging files securely →Your software, supported
We work with the systems your front desk and clinicians use every day. Let’s look at yours.
Rx 03 · AI & automation
AI for medical and dental practices, with the HIPAA homework done first
AI is already in the exam room. Ambient scribes draft visit notes, dental AI flags findings on X-rays, and automation handles insurance checks and reminders. The upside is real: less charting after hours, fewer phone calls, more time with patients. So is the risk when patient data lands in a tool that wasn’t built for it. We help you get the first without the second.
80%+
of U.S. physicians now use AI professionally, roughly double the 2023 rate. Visit notes, billing codes and chart summaries are among the most common uses.
AMA physician survey, March 2026 →43%
of dentists use AI for at least one task, most often imaging and diagnostics, insurance verification and explaining findings to patients.
ADA Health Policy Institute, July 2026 →35%
of dentists plan to use AI for charting and clinical notes, the top planned use. The paperwork is where the time goes.
ADA Health Policy Institute, July 2026 →The practice AI traffic light
Which AI uses are safe to try? A quick triage.
● Green · Go, with guardrails
Built for healthcare, BAA in place
Ambient AI scribes and note drafting from vendors that sign a BAA
Insurance eligibility and benefits checks
Appointment reminders, recall and waitlist fills
AI features inside your EHR or practice software, switched on deliberately
FDA-cleared X-ray analysis, with the dentist making the call
● Yellow · Review first
Useful, but check the details
Drafting patient portal replies and letters
Summarizing charts, referrals and outside records
Recording visits for a scribe: Florida requires the consent of everyone being recorded
Free trials and browser extensions staff find on their own
● Red · Stop
PHI where it doesn’t belong
Pasting patient details into a consumer chatbot with no BAA
Uploading X-rays or charts to free AI websites
Letting AI make clinical or coverage decisions without clinician review
Personal AI accounts on practice devices with nobody watching
BAAs aren’t automatic
HHS treats a cloud service that stores or processes electronic PHI as a business associate, even when it can’t read the data. And AI plans differ: OpenAI, for example, offers BAAs for certain enterprise and API services but says it doesn’t offer one for ChatGPT Business. Check the plan, not the brand.
HHS guidance on cloud services →AI tools and nondiscrimination
Under the Section 1557 rule, providers that receive federal financial assistance must make reasonable efforts to identify and reduce discrimination risks in patient care decision support tools, including AI tools that use factors like race, age or disability.
45 CFR 92.210 →Recording the visit
Ambient scribes record conversations. Florida is an all-party consent state for recording, so the consent step belongs in the workflow, not in someone’s memory. Talk to your counsel about the wording.
Fla. Stat. 934.03 →How we implement AI in a practice
Six steps to AI your compliance officer can live with
An AI tool is only as safe as the accounts, permissions, data and habits around it. That part is IT work, and it’s the part we do.
01
Find the AI you already have
Staff are often using AI before anyone decides to. We inventory which tools are in use, what data they touch and which plans come with a BAA.
02
Pick one painful workflow
Charting, eligibility checks, phones or recall. One measurable problem beats a tool shopping spree.
03
Vet the vendor
BAA, data retention, whether your data trains their model, where recordings live and how the tool connects to your EHR.
04
Lock down access
Single sign-on, MFA, least-privilege permissions and logging, so the AI only sees what it should.
05
Write the policy, train the team
A short, plain-English AI policy and training on what never goes into an AI tool.
06
Measure and review
Time saved, accuracy and patient feedback. Keep what works, retire what doesn’t, and revisit as the rules change.
Not everything needs AI. Plenty of time comes back from plain, reliable automation:
Digital intake forms
Automated reminders & recall
Eligibility checks
Onboarding & offboarding checklists
Backup verification reports
Scanned-document routing
AI without the guesswork
Talk through which AI tools fit your practice and how to keep patient data where it belongs.
Rx 04 · HIPAA & cybersecurity
HIPAA IT support with clear responsibilities
HIPAA asks for administrative, physical and technical safeguards, built on a risk analysis. We handle the technology side and document it, and we’re straightforward about what stays with your practice. No IT company can make a practice HIPAA compliant on its own. Be wary of one that says it can.
Your practice
Privacy and security officer, policies and procedures
Workforce training and sanctions
Patient rights and your Notice of Privacy Practices
Which vendors you use, and their BAAs
Final decisions on risk
NerdSquad
MFA, encryption and endpoint detection and response
Patching and device management
Backups, with restores actually tested
Access control, onboarding and same-day offboarding
Email security and security awareness training
Documentation of the technical controls in place
Together
The security risk analysis
An incident response plan people have actually read
A Business Associate Agreement between us
Cyber insurance and audit questionnaires
An annual review and technology roadmap
What’s changing
The HIPAA Security Rule update is coming. Probably.
In January 2025, HHS proposed the biggest update to the HIPAA Security Rule in years. As of September 2026 it’s still a proposal, with final action now projected for 2027. The direction is clear, and most of it is good practice anyway. The proposal would require:
Multi-factor authentication
Encryption of patient data at rest and in transit
A written inventory of technology assets and a map of where PHI flows
Restoring critical systems and data within 72 hours
A compliance audit at least once a year
Vulnerability scans every six months and a penetration test every year
Meanwhile, HHS’s Office for Civil Rights has made risk analysis an enforcement priority, with a steady run of settlements since late 2024. If yours is more than a year old, start there.
Quick check · 2 minutes
How ready is your practice?
Check what’s true today. Your score updates as you go. Add your email and we’ll send back a short, plain-English read on where to start.
$7.42M
Average cost of a U.S. healthcare data breach in 2025, the highest of any industry for 14 years running.
IBM Cost of a Data Breach 2025, via HIPAA Journal →192.7M
People affected by the 2024 Change Healthcare attack, which disrupted claims and pharmacy payments for practices nationwide.
HHS Change Healthcare FAQ →Most targeted
Healthcare led all critical infrastructure sectors in ransomware complaints to the FBI in 2025.
FBI IC3 2025 report →30 days
Florida’s deadline to notify affected people after a breach, plus notice to the Attorney General when 500 or more Floridians are affected.
Fla. Stat. 501.171 →None of this is meant to scare you. It’s why the unglamorous basics matter, and why we do them every day.
HIPAA questions?
Get a plain-English review of where your practice’s IT and patient data protections stand today.
Rx 05 · Local
Based in Naples. Onsite across Collier and Lee counties.
NerdSquad is a Naples company, and Naples is our only office. From there we support medical and dental practices across Southwest Florida: Naples and Fort Myers first, plus Bonita Springs, Estero, Cape Coral and Lehigh Acres. Remote support fixes most things quickly. When something needs hands, a local tech comes to you.
SWFL practices also run on a local calendar. Lee and Collier counties each grew about 10% between 2020 and 2025, season brings a wave of patients from roughly October through April, and hurricane season covers half the year. We plan your IT around all of it.
Population estimates, Florida EDR / UF BEBR (2025) →Plan ahead
The Southwest Florida practice IT calendar
J
F
M
A
M
J
J
A
S
O
N
D
Busy season
Busy
Project window
Hurricane season
May to August: server moves, network upgrades and new software, while the schedule has room.
Before June: test a restore, confirm backup internet and battery backups, and agree on who calls whom.
October to April: a change freeze on anything that isn’t urgent, so upgrades never compete with a full waiting room.
Rx 06 · Services
Managed IT services for Southwest Florida medical and dental practices
One local team for the whole practice, with the services, responsibilities and coverage spelled out in your agreement and backed by an industry-leading SLA.
☎
Help desk & onsite support
Call a local team that knows your practice. Remote fixes first, a tech at your door when it takes hands.
IT help desk →✚
Practice software & imaging
Servers, databases, workstations and imaging for Dentrix, Eaglesoft, Open Dental, Epic, eClinicalWorks and ModMed.
See how we support it →⛨
Cybersecurity & EDR
Endpoint detection and response, email filtering, MFA and security training that protect patient data without slowing your team down.
Cybersecurity →↻
Backup & disaster recovery
Encrypted, tested backups of your practice data and imaging, with a recovery plan built around what you need back first.
Backup & compliance →✉
Microsoft 365 & encrypted email
Licensing, security settings and encrypted email for referrals, records requests and everything else with PHI in it.
Microsoft 365 support →☏
VoIP phone systems
Phones that route to the right person, work across locations and don’t leave patients on hold because the system is confused.
VoIP phones →◎
Network & Wi-Fi
Fast, segmented networks with guest Wi-Fi kept well away from the systems that hold patient data.
Is my Wi-Fi HIPAA compliant? →✦
AI & automation
Governed AI and practical automation that give your team hours back, with BAAs, access controls and training in place.
Our approach to AI →▦
Fully managed IT
Monitoring, patching, documentation, vendor management and a technology roadmap, all under one plan.
Managed IT services →Less IT, more patients
Let a local team handle the tech so your staff can stay focused on care.
Rx 07 · How we start
A practical start, without adding chaos
1
Talk
A conversation about your practice, your software, your recurring headaches and where your current support falls short.
2
Assess
We review your systems, security, backups and vendors, and flag the biggest risks in plain English.
What a compliance risk assessment is →3
Transition
We agree on scope, sign a BAA and move you over on a plan scheduled around patient hours, with clear notice of any interruptions.
What onboarding looks like →4
Improve
Regular reviews, restore tests, training and a technology roadmap, including where AI fits next.
Scheduling support around patient hours →Rx 08 · Questions
Medical & dental IT support questions
What does medical IT support include?
Medical IT support is the day-to-day management and protection of the technology a practice runs on: workstations, servers, networks, practice management and EHR systems, imaging, phones, email and backups. With a Managed Service Provider (MSP) like NerdSquad, it also covers the technical HIPAA safeguards, such as MFA, encryption, endpoint detection and response, tested backups and access control, plus a help desk your staff can call and onsite support when it takes hands.
Do you support Dentrix, Eaglesoft and Open Dental?
Yes. We support the servers, databases, workstations, imaging bridges and backups these systems depend on, and we coordinate with the software vendor’s support team when an issue is on the application side. Before we start, we review your version, setup and vendor requirements so everyone knows who handles what.
Can you support our EHR, like Epic, eClinicalWorks or ModMed?
Yes. Most of what makes a cloud or hosted EHR feel slow or unreliable lives on the practice side: the internet connection, the network, the workstation, the browser and the login. We handle that, set up e-prescribing tokens and devices, and work with your EHR vendor on anything inside the application itself.
Will NerdSquad sign a Business Associate Agreement (BAA)?
Yes. Managed IT support means working in systems that contain protected health information (PHI), so we put a BAA in place before that work begins and spell out who is responsible for what.
Can you make our practice HIPAA compliant?
No IT company can, and it’s worth being cautious of any that promise it. HIPAA compliance depends on your policies, training, risk management and vendor relationships as well as your technology. We implement and document the technical safeguards, help with your security risk analysis and give you the evidence you need when an auditor, insurer or regulator asks.
Can our staff use ChatGPT or other AI tools with patient information?
Not without checking first. Patient information should only go into an AI tool that’s covered by a BAA, configured with the right access controls and approved by the practice. Many consumer and small-business AI plans don’t include a BAA. We help you choose tools that fit, set them up securely and train staff on what never goes into an AI tool.
Are AI scribes safe for a medical or dental practice?
They can be, with the right vendor and setup. We look at whether the vendor signs a BAA, where recordings and notes are stored and for how long, whether your data is used to train their models, and how the tool connects to your EHR. Florida requires the consent of everyone being recorded, so the patient consent step should be built into the workflow.
What is changing with the HIPAA Security Rule?
In January 2025, HHS proposed an update that would make safeguards like MFA, encryption, technology asset inventories, 72-hour restoration, annual compliance audits, vulnerability scans and penetration tests explicit requirements. As of September 2026 the rule isn’t final. Most of it reflects good practice already, so we help practices work toward it now instead of scrambling later.
Do you provide onsite IT support in Naples and Fort Myers?
Yes. NerdSquad is based in Naples and supports practices across Collier and Lee counties, including Naples, Fort Myers, Bonita Springs, Estero, Cape Coral and Lehigh Acres. Most issues are fixed remotely. Onsite visits, scheduling and response commitments are defined in your service agreement.
Can you schedule IT work around patient hours?
Yes. Routine maintenance runs after hours, and larger changes like server upgrades or network work are planned around your schedule with advance notice. If your practice opens early, stays late or sees patients on weekends, we agree on coverage in your agreement.
What happens if ransomware hits or our systems go down?
You call us and we work the problem with you. That’s where preparation pays off: tested backups, an incident response plan, endpoint detection and response and documented systems make recovery faster and more predictable. We also support you and your counsel on notification duties, including Florida’s 30-day breach notice. Response commitments are set out in your agreement, backed by an industry-leading SLA.
How do you handle large imaging files and records requests?
Imaging libraries, CBCT scans and records requests can be enormous. We set up encrypted, access-controlled ways to store and share them with specialists, labs and patients, and make sure they’re included in your backups.
We’re a multi-location dental group. Can you help us centralize?
Yes. We review how databases, access, phones, vendors and administrative work are handled across locations, then recommend where to centralize, standardize or automate. Our owner, Jeff Martin, did this kind of work in dental-group operations before NerdSquad.
How much does medical IT support cost?
It depends on the number of people, devices, locations and systems you have and what’s included. After a conversation and a review of your setup, we’ll give you a clear proposal with no surprises. Our pricing page explains how our plans are put together.
Rx 09 · Further reading
Plain-English guides for practice owners and office managers
HIPAA & compliance
HIPAA, explained for healthcare IT → What is a Business Associate Agreement? → Do you help us stay HIPAA compliant? → What is a compliance risk assessment? → Security awareness training for compliance → Does your practice have an incident response plan? → Preparing for the new HIPAA cybersecurity rules →Running the practice
Are you familiar with my practice software? → What makes medical and dental IT support different? → Scheduling support around patient hours → Supporting multi-location practices → Transferring large imaging files securely → Is your office Wi-Fi HIPAA compliant? → What’s included in a managed IT plan →AI & security
AI compliance risks: HIPAA and data privacy → AI and compliance before you deploy → Agentic AI for email, scheduling and communications → AI in healthcare: 7 cybersecurity steps → How we protect your data from ransomware → MFA, in plain English → What the latest medical device breach means for you →Rx Final · Let’s talk
More time for patients. Less time on hold with IT.
Tell us what keeps interrupting your practice: a slow server, an imaging headache, an AI tool your team already started using, or an IT person who just gave notice. We’ll come back with honest advice and a practical next step.
A review of your systems, security and backups
Priorities in plain English, biggest risks first
A local team in Naples that comes onsite
NerdSquad Managed IT Services · Naples, FL · 239-465-0079
Book a practice IT review
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