Email foundations for dental teams
custom email for dental practices.
name@yourpractice.com beats @gmail.com every time. Earn trust, open hiring portals like Handshake, and control every inbox without losing the tools you already love.
Before
yourpractice@gmail.com
Personal inbox, no admin control, easy to spoof.
After
hello@yourpractice.com
Your domain, role addresses, SPF, DKIM, and DMARC.
TL;DR
tl;dr for the no-nonsense crowd.
Five reasons your dental practice needs a custom domain email yesterday.
- 01
Looks professional and trustworthy to patients and partners.
- 02
Works better with hiring sites like Handshake (they prefer company-domain emails).
- 03
Keeps your brand and data under your control (not an employee's personal inbox).
- 04
Delivers more reliably when set up with email-security basics (SPF, DKIM, DMARC).
- 05
Plays nice with healthcare rules when configured properly (HIPAA plus BAA options).
The problem
the problem we keep seeing.
Practices try to post jobs or verify their business with third-party platforms and get stuck because they are using yourpractice@gmail.com. Handshake, for instance, expects employer accounts to use a company email so they can validate faster. Generic emails face limits and manual review.
Patients feel the same. Medical information sent from a free mailbox looks less trustworthy, and when a staff member leaves you lose conversations, candidate threads, and patient context tied to their personal inbox. It is preventable.
Benefits
the benefits, explained in plain english.
Seven wins you feel the first week you switch from generic inboxes.
look legit. build trust.
emails from hello@yourpractice.com match your website and signage. it is a small signal that patients and partners notice, and hiring portals recognize it too.
better hiring and vendor verification.
platforms like handshake prefer company-domain emails for faster employer validation. generic mailboxes often face limited functionality or extra steps.
own the inbox, not the employee.
create or remove accounts in minutes. forward or archive safely when staff changes so resumes and treatment history never live in a personal gmail.
fewer deliverability headaches.
with spf, dkim, and dmarc in place, receiving servers can verify that your messages are real. that reduces spam flags and blocks spoofers that target clinics.
security foundation for healthcare.
google workspace or microsoft 365 can be configured with baas and policies that support hipaa compliance when used correctly. hhs allows email with reasonable safeguards.
shared and role addresses that just work.
use addresses like frontdesk@, billing@, care@, and jobs@ that route to the right people and can be reassigned as your team changes.
simple to use with the same apps.
prefer gmail or outlook? keep the same interface, just with your own domain and the protections prism configures behind the scenes.
Done for you
what Prism sets up for you.
Done-for-you implementation so your practice can focus on patients, not MX records.
Professional mailboxes on Google Workspace or Microsoft 365.
Aliases and groups (info@, billing@, jobs@, care@).
Deliverability and anti-spoofing: SPF, DKIM, DMARC records configured.
Admin control with easy onboarding, offboarding, password policies, and 2FA.
HIPAA-aware configuration, BAAs, and guidance on safe patient email habits.
Migration from old inboxes with labels, folders, and contacts where possible.
One-page cheat sheet so the team knows how to use the new addresses safely.
Scope
pricing that stays simple.
Whether you are modernizing one practice or coordinating multiple locations, Prism scopes everything up front.
Already on Google Workspace or Microsoft 365? We will harden deliverability, clean up DNS, and lock in best practices without rebuilding from scratch.
Need a HIPAA-aware intake workflow too? Read our Google Workspace patient forms guide.
Starter
1-3 mailboxes plus 3 role aliases, flat setup, and per-user licensing.
Growth
4-10 mailboxes with full migration and a baked-in security policy baseline.
Multi-location
everything above plus org-wide policies and location-specific routing.
Google Workspace partner perk
10% off your first year of Google Workspace.
Prism is set up with Google to pass preferred pricing to our clients. When we launch your custom domain email, you can enroll through our partner link and keep an extra 10% in your pocket while we handle the setup, security hardening, and training.
Activate 10% off Google WorkspaceLink opens in a new tab · available for new workspace orgs only
FAQ
frequently asked questions.
Do we have to change our website?
Can we keep using Gmail or Outlook?
Is this HIPAA compliant?
Will our emails land in spam less?
Why not just keep yourpractice@gmail.com?
Every practice
micro-checklist we execute for every dental practice.
- 01
Verify your domain and provision accounts.
- 02
Add SPF, DKIM, and DMARC records and confirm alignment.
- 03
Create role addresses and routing rules that match your workflow.
- 04
Turn on two-step verification and basic data-loss protections.
- 05
Sign BAAs (when needed) and apply HIPAA-aware policies.
- 06
Migrate legacy mail and contacts.
- 07
Deliver the one-page team guide.
Sources for your ops notes
- Handshake prefers company-domain email; generic emails face limits and extra steps.
- SPF, DKIM, and DMARC basics and their impact on spoofing and deliverability.
- HIPAA and email: HHS allows email with safeguards; Google Workspace offers BAAs on paid tiers.
get on the list for November.
Prism is fully booked right now. Join the waitlist to work with us in November. Spots open every month, and waitlist members get first pick.