IT support for dental and healthcare practices in Camberley and Surrey
Circuit Minds is a Camberley-based managed IT and Microsoft 365 security provider for dental practices, private clinics and vets with 5 to 50 staff, across Surrey, Berkshire and Hampshire. We look after your computers, Microsoft 365 and patient data for a published £45, £55 or £75 per user per month, and we start with a free 76-check security audit.
Free for practices with 5 or more Microsoft 365 users. You keep the written report whether you work with us or not.
What we sort out for practices
Patient records kept where they should be
Access to patient information is limited to the staff whose role needs it, and files sent to labs, referrers or patients go by secure links instead of plain email attachments.
Sign-ins that a stolen password can't open
Everyone signs in with a code from their phone as well as a password. The ICO fined an NHS software supplier £3.07m after attackers got in through an account without it. On Secure+Secure+Security-first, built for regulated firms. £75 per user per month, minimum 10 users.Tap or click the name to compare plans, stricter rules too, such as blocking sign-ins from computers we don't manage.
Shared reception and surgery computers
Shared PCs are set up so each person signs in as themselves, screens lock when they're left, and the machine stays patched and protected by antivirus.
Backups you can restore from
GDC standards say to keep back-up copies of computerised records and images. On Complete and Secure+ we back up your Microsoft 365 email and files separately, and we can check your practice software's own backup is set up.
Your practice software, properly looked after
Software of Excellence, Dentally, R4, Pearl and the vet and clinic systems each have their own support desk. We look after what they run on and speak to the vendor so you don't have to.
Answers for the toolkit and your insurer
The IT questions in the NHS toolkit, and cyber insurers' forms, ask about two-step sign-in, backups, antivirus and supported, up-to-date devices. Our plans already cover those, and we give you the answers in writing.
Who provides IT support for dental practices in Camberley?
Circuit Minds does. We're a Camberley-based managed IT provider and we publish our prices. Our clients are firms of 5 to 50 people without their own IT person, and Microsoft 365 security is our main specialism. Dental and healthcare practices are a good fit because protecting patient data is already part of how you're regulated.
Remote support covers the whole UK. For Guildford, Epsom and further afield, we plan visits in advance and quote the travel upfront. See our Camberley IT support page for the local detail.
What do CQC, the GDC and the NHS toolkit expect from a practice's IT?
None of them hands you a technical checklist. Between them, they expect patient records kept secure, accurate and backed up, and access limited to the people who need it.
CQC (Regulation 17)
Providers must "maintain securely" an accurate record for each patient. CQC's guidance says records must be kept secure at all times and only accessed, amended or destroyed by authorised people.
GDC Standards
Principle 4 asks the dental team to keep patients' information secure at all times, use a secure method when sending it, and make back-up copies of computerised records, radiographs and other images.
NHS Data Security and Protection Toolkit
All organisations with access to NHS patient data or systems must use it. Dental practices complete the standard version each year, with publication due by 30 June in recent years.
UK GDPR
Health information is special category data. If a breach is likely to put people at risk, you must tell the ICO within 72 hours of becoming aware of it.
We set up Microsoft 365 and your devices so those duties are workable: sign-ins protected, access limited by role, backups running and a record of who opened what. Our setup is aligned with these expectations. Compliance itself stays with your practice.
Sources: Health and Social Care Act Regulations 2014, reg. 17; CQC Regulation 17 guidance; GDC Standards, Principle 4; NHS DSPT; NHS Records Management Code; ICO: Advanced fined £3m (2025).
How do you keep patient records and images secure?
Common habits in busy firms
- One login shared by everyone on reception
- X-rays and referral letters sent as email attachments
- Backups nobody has ever tried restoring
What we can put in place instead
- Each person signs in as themselves, with two-step sign-in, so you can see who opened what
- Secure links for sending referrals and images, which only the intended recipient can open
- Backups that are checked, so records and images can be brought back after a failure or attack
Not sure how your setup compares? Book the free security audit
How much does IT support cost for a dental or healthcare practice?
Per user, per month, ex VAT. Published, the same price for every firm.
Essentials
Min. 5 users£45/user/month
Remote support 9am-5pm (fair use), Microsoft 365 and computers looked after, security updates, antivirus, spam and scam email filtering, two-step sign-in for everyone
Complete
Min. 5 users£55/user/month
Unlimited remote support, stronger email protection, backup of your Microsoft 365 email and files, staff security training, IT reviews every quarter
Secure+
Min. 10 users£75/user/month
Attacks spotted and stopped 24/7, alerts if your staff's details turn up in data leaks, monthly checks for security weak spots, stricter sign-in rules, priority support, a yearly security review
As a practice holding health data, we'd suggest Secure+Secure+Security-first, built for regulated firms. £75 per user per month, minimum 10 users.Tap or click the name to compare plans, for the 24/7 monitoring and yearly security review. It starts at 10 users. Smaller practices are best on CompleteCompleteRight for most growing businesses. £55 per user per month, minimum 5 users.Tap or click the name to compare plans, which includes backup and staff training. Full detail on the pricing page.
Plans require Microsoft 365 Business Premium (or equivalent), billed separately at Microsoft's list price. We manage your licences so you only pay for the ones you use. That licence is what includes the security features mentioned on this page. On-site visits are quoted per visit. In the first three months you can leave with 30 days' notice.
What does the free Microsoft 365 security audit check?
We run 76 checks on your Microsoft 365. We can only look, not change anything, and we send a written, prioritised report. It's free for firms with 5 or more users; the full 108-check audit is £99. Checks that matter most to practices include:
- whether every account, admin accounts included, needs a phone code as well as a password
- whether old ways of signing in that skip the phone code are still switched on
- whether staff can share files with "anyone with the link", no sign-in needed
- whether your email settings stop scammers sending emails that look like they come from the practice
- whether Microsoft 365 keeps a record of activity, so you could investigate a breach within the ICO's 72 hours
What might an audit find?
Illustrative example, not a real client. It shows the kind of finding the audit reports, written up the way the report does.
- Finding
- A shared reception account can sign in to Microsoft 365 with a password alone, without the phone code.
- Why it matters
- Anyone who learns that password, from a sticky note or a phishing email, can read the practice inbox, including patient emails and referrals, and nobody can tell which person used it.
- Fix
- Give each person their own account with two-step sign-in, and turn on sign-in rules that block password-only access.
Do dental practices need Cyber Essentials?
It isn't a legal requirement for most practices, but some NHS commissioners, insurers and larger partners ask for it, and it covers many of the same basics as the NHS toolkit.
We prepare you. We put the protections in place, check your answers against how things are actually set up, and stay with you through the assessment. The certificate itself comes from an approved certification body, which charges its own fee. On our Secure+Secure+Security-first, built for regulated firms. £75 per user per month, minimum 10 users.Tap or click the name to compare plans plan, much of that groundwork is already part of the service. More on our cyber security page.
How do we get started?
It starts with the free audit and a call to go through the report. If you decide to work with us, we agree a written plan for what gets done first, usually sign-in security and computers, and pace the rest around your work. We connect through Microsoft's own secure access for IT providers, so you never have to share an admin password with us.
Moving from another provider? Our guide to switching IT support provider covers the handover.
Common questions
Do you support Software of Excellence, Dentally, R4 or Pearl?+
We look after what your practice software runs on: the computers, Microsoft 365 accounts, network, updates and staff access, and we deal with the software company's support desk for you when something breaks. Cloud systems such as Dentally or Pearl need little installed locally. Desktop or server systems need updates planned around clinic hours.
Do we have to complete the NHS Data Security and Protection Toolkit?+
If you have access to NHS patient data or systems, yes: the toolkit says all organisations with that access must use it. Dental practices complete the standard version (the larger, CAF-based version is for NHS trusts and similar bodies), and publication has been due by 30 June each year. Your practice completes and publishes the toolkit. The IT questions in it (supported devices, antivirus, backups, sign-in security) cover things our plans already do, and we can give you the answers for those.
How long do we have to keep dental records?+
The NHS Records Management Code of Practice sets 11 years for dental clinical records (it was 15 years until 2023) and 2 years for dental finance records. We set up storage and backups so records stay safe and findable for as long as you need them.
What happens if patient data is breached?+
Health data is special category data under UK GDPR. If a breach is likely to put people at risk, you must tell the ICO within 72 hours of becoming aware of it. On every plan we contain it straight away in support hours: locking accounts, cutting infected devices off the network and stopping it spreading. Investigation and recovery are charged at our hourly rate or quoted upfront, and Secure+ includes up to 8 hours a year of that work.
Do you work with vets and private clinics too?+
Yes. Vets have the RCVS Code (client records kept secure and confidential) and the Practice Standards Scheme, which asks for adequate back-up of computerised records. Private clinics such as physiotherapy, aesthetics and counselling practices hold the same kind of health data as a dental practice, so the same setup applies.
We're a practice of three. Can you help?+
Our managed plans start at 5 users. For smaller practices we offer the full 108-check Microsoft 365 audit and one-off projects at a fixed, written quote.
Can you visit the practice?+
Yes. Around Camberley visits are quick to arrange, and we cover Surrey, Berkshire and Hampshire. Further afield we plan them in advance and quote travel upfront. We book visits around clinic sessions where we can, and most support is done remotely.
What if we already have an IT provider?+
You can still have the free audit as an independent second opinion. If you decide to move, our switching guide explains how the handover works.
Find out where your practice's Microsoft 365 stands, for free.
Free for 5 or more Microsoft 365 users. You keep the written report.