LARKSPUR DENTAL GROUP - STAFF IT HANDBOOK (invented organization)
Each section starts with a line "## HB-<number> <title>".
A "Status:" line, where present, applies to the whole section.

## HB-01 Changing your password
Status: superseded by HB-14 on 2026-03-02
Every staff password must be changed every 90 days. The practice
management system will prompt you seven days before expiry. Choose a new
password of at least 10 characters that you have not used before.

## HB-02 Printing patient forms
The front-desk printer is named LKS-FRONT. Patient intake forms print from
the Forms menu in the practice management system. If the printer shows a
paper jam, open tray 2, remove the sheet, and close the tray firmly.

## HB-03 Reporting a lost or stolen laptop
Call the help desk on extension 4400 immediately, day or night. Do not
wait until you have searched everywhere. The help desk can lock the
laptop remotely. Then tell the practice manager the same day.

## HB-04 Guest Wi-Fi
Patients may use the network named Larkspur-Guest. The guest password
changes every Monday and is printed on the card at reception. Staff
devices must never join the guest network.

## HB-05 Staff Wi-Fi
Staff laptops and tablets connect to Larkspur-Staff automatically. If a
device will not connect, restart it once, then call extension 4400.

## HB-06 Suspicious email
Do not click links or open attachments in an email you were not
expecting. Forward the email as an attachment to report@larkspur.example
and then delete it. Reporting a suspicious email is never a nuisance.

## HB-07 Installing software
Staff may not install software on practice computers. Request software
through the help desk with the name of the program and the reason. The
practice manager approves requests within two working days.

## HB-08 X-ray workstation
The imaging workstation in room 3 stays logged in during clinic hours.
Lock the screen (Windows key and L) when you leave the room. Never use
the imaging workstation for email or web browsing.

## HB-09 Backups
Patient records are backed up automatically every night at 01:00. Staff
do not need to do anything. If you see a backup warning on screen, take
a photo of it and send it to the help desk.

## HB-10 Working from home
Clinical staff do not work from home. Office staff may work from home
on approved days using the practice laptop only, over the practice VPN.
Never open patient records on a personal device.

## HB-11 Help desk hours
The help desk answers extension 4400 from 07:30 to 18:00 on weekdays. A
recorded message gives the on-call number outside those hours, except
for lost or stolen laptops, which are answered at any time.

## HB-12 Shared mailboxes
The front desk shares the mailbox frontdesk@larkspur.example. Do not
send patient results from the shared mailbox. Use your own account so
the message is traceable to you.

## HB-13 Multi-factor sign-in
Every staff account uses a sign-in code from the authenticator app on
your practice phone. If you lose the phone, call extension 4400 so the
help desk can reset your sign-in.

## HB-14 Password policy (current)
From 2 March 2026 passwords no longer expire on a schedule. Change your
password only if you think someone else may know it, and then call
extension 4400 so the help desk can check your account. A password must
be at least 14 characters. A short sentence you can remember works well.
