Running an Orthodontics Practice: 7 Tips for Sourcing Materials

In such a competitive environment like providing dental and orthodontic care, running a successful orthodontics practice requires more than clinical expertise and good customer service.

Smile specialists such as One Devonshire Place Orthodontics know that running a practice also requires the ability to make smart business decisions, especially when it comes to sourcing the right materials. Your buying process is a critical aspect, especially when you consider that the supplies and equipment you use directly impact not just your patients’ results, but also your staff’s efficiency, and even your bottom line.

Whether it is brackets and wires, or 3D scanners and aligner trays, they all require you to make wise purchasing decisions and choices.Your buying strategy is of paramount importance to keeping your practice competitive and profitable.

With that in mind, here are some practical tips for sourcing orthodontic materials effectively and sustainably, without compromising quality or patient care.

It is imperative to prioritize quality over cost

There is always a certain amount of temptation to cut corners on materials in order to lower expenses, especially if you’re running a new or growing practice. But in orthodontics, the cheapest option often ends up costing more in the long run. Quite simply, using low-quality brackets, wires, adhesives, and aligner trays may potentially lead to longer treatment times. This could lead to more repairs, and impact patient satisfaction levels.

That’s why it’s imperative to always prioritize key aspects like supplier reputation, product testing standards, and material safety, when choosing a supplier. Look for clinically-approved products and choose brands with a proven track record in the orthodontic community.

At the end of the day, using high-quality materials not only leads to better outcomes but also improves your clinic’s reputation and reduces chair time.

It is always best to work with trusted dental suppliers

Building strong relationships with reputable suppliers should be viewed as essential. It’s never wise to just go with the lowest bidder. Instead, seek out vendors who offer reliable delivery schedules, responsive customer service, and full product transparency.

The best approach is often to find a supplier who specializes in orthodontics. They’ll be more familiar with the needs of your practice and can offer professional advice on new innovations and cost-effective alternatives.

A good approach would be to ask for references from other practitioners, read reviews, and attend dental conferences to discover vetted suppliers. Many practices find long-term value in working with a few consistent partners instead of constantly switching from one vendor to the next.

Keep in the loop about new technologies and materials

Orthodontics is an industry that is consistently driven by innovation. From self-ligating brackets to thermally activated archwires and 3D-printed appliances, new technologies are regularly reshaping the direction of travel. Staying up to date allows you to offer cutting-edge care and potentially save costs by streamlining procedures or reducing treatment time.

A good way to stay informed would be to subscribe to industry journals, attend trade shows, and participate in webinars. In addition, ask your suppliers to keep you informed about their latest offerings and clinical trials. Staying ahead of the curve with modern materials not only sets your practice apart but also makes sourcing more strategic.

Aim to buy in bulk, but do it smartly

Without a doubt, ordering materials in bulk can lead to substantial savings, especially for high-turnover items like elastomeric ligatures, archwires, gloves, and disinfectants.

However, bulk buying only makes sense if you have a solid inventory management system in place.

Keep accurate records of usage rates so you don’t overstock and risk materials expiring or being replaced by newer versions. Remember, some suppliers offer volume discounts or loyalty rewards programs. These can be extremely cost-effective over time.

You might also want to consider partnering with a storage vendor or invest in temperature-controlled storage. This could be cost-effective when purchasing sensitive products like adhesives or impression materials.

Always negotiate and compare prices

As you will know, orthodontic materials aren’t one-size-fits-all, and neither are their price tags. Prices can vary significantly depending on brand, packaging, and distribution arrangements. For all of those reasons, don’t accept list prices without question.

Bear in mind that many vendors often have a certain amount of flexibility when it comes to pricing, especially if you’re ordering large quantities or multiple products.

Aim to compare prices across at least two to three suppliers on an annual basis so that you can plan ahead. You might be surprised by how much you can save without compromising quality, and it also gives you some negotiating power if you can find a cheaper source but don’t want to switch suppliers.

Group purchasing organizations can give you greater buying power

Another viable option to consider would be to join a group purchasing organization. This arrangement can give your orthodontics practice access to collective buying power.

These organizations can negotiate deals on behalf of many practices, allowing smaller clinics to get lower prices on materials that are often reserved for larger corporate providers.

Many dental associations and specialty networks offer access to group purchasing options as a member benefit. One note of caution. Be sure to review the contract terms carefully to ensure there’s no obligation to buy exclusively through this arrangement.

Good inventory management is essential

There is little argument that the key to smooth and cost-effective sourcing is good inventory management. Too many practices waste money on emergency orders and incurring higher shipping fees.

Use inventory management software to monitor stock levels in real time. This will enable you to set minimum and maximum thresholds for reordering to prevent both shortages and overstocking.

It’s also a good idea to review supply usage monthly to identify trends, waste, or opportunities to switch to more efficient products.

Finally, it is often a good strategy to involve your assistants and hygienists in the stock management process. They are often the first to notice when materials run low, are hard to use, or create extra work. Their feedback could be a huge help when choosing new products or evaluating vendors. They’ll give you honest insights into what works best in real-time clinic conditions.

This approach is a win-win, as involving your team in the sourcing process not only improves decision-making but also builds a more collaborative and efficient workplace.

Sourcing materials for your orthodontics practice is something that demands your care and attention. When you have the right supplies at the best price, it can help you streamline treatments, enhance your reputation, and help you to stand out in a competitive market.