(561) 757-4881
Solutions
Managed IT ServicesHelp desk, monitoring, Microsoft 365, backups and security.Business Phone SystemsDesk phones and apps on one number, connected to your CRM.CRM & Phone IntegrationCaller details on screen and calls logged automatically.Healthcare & Compliance ITIT designed to support HIPAA and PCI DSS requirements.
Engineering
Software EngineeringCustom platforms, applications and integrations.AI & AutomationAI assistants and workflows connected to your data.Cloud & InfrastructureCloud environments, deployment and architecture.Boca Raton · Miami · Sunny Isles Areas we serve Schedule a Demo

Solutions / Healthcare & Compliance IT

Designed for HIPAA-regulated healthcare

IT and communications for medical offices, designed to support HIPAA

Secure email and files, protected devices, separate networks and phone systems for patient calls, set up and managed by one team based in Boca Raton.

Request a Consultation
See a patient-call example

What we set up

Safeguards for your practice

Practical protections for patient information that your staff can actually work with every day.

Secure sign-in and access

Individual accounts with multi-factor authentication, and each person sees only the information their role needs.

Microsoft Entra ID, MFA, role-based access

Secure email and files

Business email and file storage with controlled sharing, so patient documents are not passed around in personal accounts.

Microsoft 365, OneDrive, SharePoint

Protected devices

Computers and phones are encrypted, kept up to date and can be locked or wiped if a device is lost.

Device management and endpoint security

Separate networks

A managed firewall keeps staff computers, phones, medical devices and guest Wi-Fi apart from each other.

Firewall, switches and business Wi-Fi

Encrypted backups

Regular, encrypted backups of your data and a tested plan for getting your office running again after a problem.

Backup and recovery plan

Phones for patient calls

A business phone system for your front desk, with a provider that can support HIPAA requirements and controls on who sees patient details.

Business phone system + scheduling integration*

Optional: private AI tools for clinicians, set up only after the specific services are verified for use with patient information. *Integrations depend on your practice software.

Patient calls

Front-desk calls with the right context

When a patient calls, authorized staff can see who it is and their next appointment, depending on your practice software and permissions.

CRM · Customer recordMatched by caller ID
DR
Daniel Reyes Active customer
Office Manager · Northgate Interiors LLC
+1 (561) 555-0142 · Customer since 2021
Account from CRM
Account managerSarah Kim
Open dealShowroom remodel
Last contactEmail · Oct 2
Billing from accounting
Open invoices2 · $3,480.00
Past due1 invoice · 12 days
Last paymentSep 12 · $1,250.00
Recent activity
  • Oct 2Quote sent for showroom remodel
  • Sep 27Support call · 6 min · resolved
Answer callOn callOpen recordAdd note

Call is logged to the customer record automatically.

MG
Maria Gonzalez Patient
DOB ••/••/1984 · Patient ID ••••4821
+1 (305) 555-0187 · Prefers text reminders
Next appointment from scheduling
Thu, Oct 16 · 10:30 AM
VisitFollow-up · Dr. Morgan
StatusConfirmed by text
Account from billing
Copay due$45.00
InsuranceOn file
Last visitSep 18
Recent activity
  • Sep 19Follow-up reminder sent by text
  • Sep 18Visit completed
Answer callOn callOpen scheduleReschedule

Shown to authorized front-desk staff · access is logged.

  1. 01
    A call comes inYour business number rings on desk phones, laptops and mobiles.
  2. 02
    The caller is recognizedThe number is matched to a record in your CRM or office system.
  3. 03
    Your team answers with contextNo “who’s calling?” or searching. The call is logged automatically.

Illustrative example with fictional data. What appears on screen depends on the systems you connect and each user’s permissions. We confirm available integrations during your consultation.

HIPAA and PCI DSS

Two sets of requirements, one setup

Medical offices often handle both patient information and card payments. We plan the technology for both.

HIPAA

Patient information

HIPAA requires practices to protect electronic patient information with administrative, physical and technical safeguards. We put the technical safeguards in place and help you document them.

  • Risk review of where patient data lives
  • Access controls, MFA and audit logs
  • Encryption for devices, email and files
  • Help reviewing vendor agreements (BAAs) for the services we set up
PCI DSS

Card payments

If you take card payments, your payment environment must meet PCI DSS requirements. We set up the network side so payment devices are separated and protected.

  • Payment terminals on their own network segment
  • Managed firewall rules and updates
  • Staff access limited to what they need
  • Your payment processor confirms your specific requirements

Shared responsibility

Who does what

Technology is only part of compliance. Here is how the work is divided.

What Maximize does

Technology and configuration

  • Inventory systems and identify risks
  • Configure sign-in security, access, encryption, logging and backups
  • Verify that services handling patient data are covered by the right vendor terms
  • Monitor, update and support your environment
What your practice does

Policies and daily practice

  • Written policies and procedures
  • Risk analysis decisions and documentation
  • Staff training and day-to-day habits
  • Overall responsibility for compliance

HIPAA compliance is a shared responsibility. We do not provide legal advice or certify compliance.

How we get started

A simple path to one secure environment

1. Assessment

Review users, devices, email, files, phones, network and current security.

2. Microsoft 365 setup

Move users, email, files and sign-in to one managed environment.

3. Network and phones

Install the firewall, managed Wi-Fi, network segments and phone system.

4. Security

Turn on MFA, device management, encryption, backups and policies.

5. Staff training

Show doctors and staff how to work securely in the new setup.

6. Ongoing support

Managed support, monitoring and security from one team.

Pricing and timeline are confirmed after the assessment.

FAQ

Questions from healthcare offices

Can you make our practice HIPAA compliant?

No IT provider can make a practice compliant on its own. Compliance depends on your policies, training and daily procedures as well as technology. We set up and manage technical safeguards designed to support HIPAA requirements and help you document them.

Is there an official HIPAA certification?

No. The U.S. Department of Health and Human Services does not offer an official HIPAA certification, so be careful with “HIPAA certified” claims. If you want extra assurance, an independent assessment can review your policies and safeguards.

Can our phone system show patient appointments when patients call?

It depends on your practice management or scheduling software. When an integration is available, authorized staff can see details such as the next appointment. We confirm what is possible during the consultation.

What about card payments and PCI DSS?

If you take card payments, we set up your network so payment devices are separated and protected, which supports PCI DSS requirements. Your payment processor confirms the specific requirements for your business.

Do we have to move to Microsoft 365?

Not necessarily. We start by reviewing what you use today. Many practices choose Microsoft 365 because Microsoft offers a Business Associate Agreement for eligible services, which makes it easier to protect patient information in one place.

How do we get started?

With an assessment of your users, devices, email, files, phones, network and current security. Pricing and timeline are provided after the assessment.

Talk to us about your practice

We will review your current setup and show you what needs attention first.

Request a Consultation Call (561) 757-4881