IT Checklist for Opening or Moving a Dental Office in the GTA
A practical technology checklist for dental practices opening a new location, moving offices or adding operatories in Toronto and the GTA.
By Damir Grubisa, Group 4 Networks ·
Opening a new dental office, moving to a new space or adding operatories is one of the few times you can design your technology properly from the start. It is also when small oversights, such as a missing network drop in an operatory or an internet line ordered too late, cause the most disruption.
8 to 12 weeks before opening or moving
- Order business internet early. Installation lead times in new or renovated buildings can be long. Consider a second connection from a different provider for failover.
- Review the floor plan with your IT provider and contractor. Plan network drops for every operatory, the front desk, the imaging area, printers, the server location and wireless access points.
- Decide where the server and network equipment will live: a ventilated, lockable space with dedicated power, not a storage closet next to the sterilization area.
- Confirm requirements with your practice management and imaging vendors, including server specifications, supported operating systems and any installation steps they must perform.
4 to 8 weeks before
- Order workstations, monitors, the firewall, switches, wireless access points and a UPS (battery backup) for the server and network equipment.
- Plan the phone system and how calls will be forwarded during the move.
- Schedule the imaging vendor for sensor, panoramic or CBCT installation and calibration, and coordinate cabling for those devices.
- Confirm Microsoft 365, email, domain and licence details are documented and transferable.
1 to 2 weeks before
- Stage and configure workstations with standard software, security tools and printer settings.
- Take a verified full backup of the practice database, images and documents before anything is moved.
- Confirm a written move-day plan: who disconnects, who transports the server, who reconnects and in what order systems come back.
Move weekend
- Shut down and back up the server before transport.
- Bring up the network, firewall and internet first, then the server, then workstations and imaging.
- Test every operatory: log in, open the schedule and chart, capture and view an image, print, and check the intraoral camera.
- Test the front desk: scheduling, claims, payment terminal, scanning and phones.
First week after
- Monitor backups and confirm the first successful backup at the new location.
- Update the network documentation, floor plan and asset list.
- Collect feedback from the front desk and clinical team and fix small issues quickly.
- Retire or securely wipe old equipment that stores patient information.
Get help early
The most common and expensive mistakes happen before move day: internet ordered too late, operatories without network drops, and servers without a verified backup. Involve your IT provider when the floor plan is still being finalized.
Group 4 Networks helps Toronto and GTA dental practices plan new offices, moves and operatory expansions. Contact us to review your plans, or see our hardware and network support services.
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Frequently asked questions
How early should we order internet for a new dental office?
As early as possible, ideally 8 to 12 weeks ahead. Installation in new or renovated buildings can take weeks, and many practices add a second connection for failover.
Who installs the imaging equipment in a new office?
The imaging equipment vendor normally installs and calibrates sensors, panoramic and CBCT units. Your IT provider prepares the network, computers and server and coordinates timing with the vendor.
What should be tested before the first patient day?
Every operatory and the front desk: logins, scheduling, charting, image capture and viewing, printing, claims, payment terminals, scanning, phones and the first successful backup.