Going digital in a dental practice isn't optional anymore — but doing it without a PHIPA compliance plan creates risk that cancels out the efficiency gains.
PHIPA (the Personal Health Information Protection Act) governs the collection, use, and disclosure of personal health information in Ontario. Every digital tool that touches patient records — your practice management software, communication platform, patient portal, and email — is in scope.
Layer 1: Practice management software and data residency
Your practice management system is the core PHI repository. It must be hosted in Canada or with a cloud provider that has signed a PHIPA-compliant custodian agreement. Curve Dental's Canadian data centres satisfy this requirement. Dentrix on-premise keeps data on your local server. Cloud deployments on US servers without a signed agreement are a PHIPA gap that Ontario's IPC takes seriously.
Layer 2: Patient communication
Weave and Jane App both offer PHIPA Business Associate Agreements. Standard consumer SMS and email are not PHIPA-compliant for appointment reminders that include clinical details. Keep reminder messages to appointment time and date only if using standard SMS — no clinical information in the message body.
Layer 3: Staff training and access controls
PHIPA requires that access to patient records be limited to staff with a need to know. This means role-based access in your practice management system — not a shared login. Annual PHIPA training for all staff who handle PHI is a requirement most practices satisfy with a one-hour annual review and signed acknowledgement.
Getting sign-off from your College
The Royal College of Dental Surgeons of Ontario (RCDSO) publishes practice management guidelines that include digital record-keeping standards. Reviewing these and documenting your compliance steps is the practical path to being audit-ready.
A free Patient Flow Audit includes a review of your current digital and PHIPA compliance posture. Book your free Patient Flow Audit →