Choosing New Vendors for Your Dental Practice
Picking the right vendors for your dental practice isn’t just about finding the lowest price or the flashiest sales pitch—it’s about setting your team (and your patients) up for long-term success. Whether you’re searching for a new patient communication software, laboratory, or software provider, the process deserves thoughtful attention.
In this article, I’ll share with you the steps I have taken that have proven helpful, as well as some things to avoid.
When It’s Time for a Change
First, you’ve got to know when it’s time for a change.
If you’re noticing supplies showing up late, materials that aren’t quite what they used to be, bills creeping higher every month, or customer service that feels more like customer avoidance—it might be time to look around. Sometimes, it’s less about problems and more about growth: maybe your practice is seeking new technology–such as AI x-ray integration for better diagnosis, or is interested in implementing online forms to streamline the new patient process.
Before you dive into the sea of options, get clear on what you’re looking for. What exactly does your practice need from this vendor? Solid products? Fast customer service? Better pricing? Flexibility to grow with you?
Make a quick checklist of your must-haves (and your deal-breakers)—it’ll save you tons of time when you start comparing.
Research Beyond a Google Search
When you’re ready to research, I highly recommend using various resources–don’t just Google!
I started with trusted sources: colleagues, dental Facebook groups, the forum through AADOM, and industry connections I’ve made over the years. Peer referrals are invaluable. Trade shows and conferences are goldmines—you can see products firsthand and meet reps in person.
If you are fortunate enough to be able to attend the yearly AADOM conference, you’re in for a real treat! This conference allows ample time to visit with vendors and network with peers.
I have confidently implemented at least one change following each AADOM conference I have attended. Whichever resources you use, I suggest you not do it alone. Having someone to collaborate with is always useful–two minds are better than one!
Vet Your Top Vendor Choices
Once you’ve got a few good options, it’s time to vet them. Ask for demos or samples. Talk to other practices that actually use them—not just the ones they feature in their marketing.
I’ve found that most reputable companies are happy to provide references, and those references will happily provide feedback. Double-check any certifications, licenses, or special credentials (especially if it’s a clinical vendor). And don’t be afraid to negotiate—make sure you understand pricing, contract terms, and what happens if you need to walk away.
Ask as many questions as it takes for you to feel confident in your choice. If you can, do a trial run first to test the waters without a full commitment.
Get Your Team on Board
Now, here’s the part I have overlooked in the past: getting your team on board.
Even the best new vendor will flop if you don’t have a structured roll-out plan and if your team isn’t enrolled in the change. Talk about it early, explain why you’re making the switch, and ask for their input. After all, they’re the ones who’ll be working directly with the new products or services, and it lets them know you value their opinions and feedback.
Outline a clear training schedule with routine check-ins to smooth out any bumps along the way. Of all the vendors I’ve found through AADOM, they all have continued support well past the implementation phase. And if your practice’s needs evolve, which is inevitable, the best vendor partnerships will likely evolve with you.
Finding the right vendors takes some effort, but when you get it right, everything feels easier—your team is happier, your patients notice the difference, and your practice runs smoother. Totally worth it!
About the Author
Kate Ross, DAADOM
Kate graduated from Appalachian State University and is currently the Office Manager at Gillespie Dental Associates in Asheville, NC. She has spent the last 12 years eagerly pursuing her career in dentistry.
She’s been a member of AADOM since 2020. She received her FAADOM in 2023, her MAADOM in 2024, and achieved her DAADOM in 2025.
In addition to her professional accomplishments, Kate takes pride in being a loving mother to her two grown children.
