How to Evaluate a New Dental Product in 6 Steps

Adding a new product to a dental practice affects more than purchasing. The team may need updated storage, setup instructions, sterilization procedures, staff training, and reorder rules.

A product should solve a defined clinical or operational need before it becomes part of routine inventory. These six steps help practices review new materials, instruments, and components before regular use.

1. Define the Intended Use

Start by identifying the problem the product is expected to address.

The request should state:

• Intended procedure
• Clinical purpose
• Current product or method
• Reason for considering a change
• Expected frequency of use
• Clinician requesting approval

Avoid adding a product only because it is new, discounted, or recommended without supporting details. The practice should know which procedure requires it and who will use it.

2. Review Product Documentation

Check the manufacturer’s information before purchase. The product description alone may not contain every requirement.

Review:

• Indications
• Contraindications
• Material composition
• Size or dimensions
• Instructions for use
• Storage requirements
• Expiration period
• Cleaning and sterilization instructions
• Single-use or reusable status
• Required accessories

For implant and prosthetic components, confirm the connection, platform, screw, driver, and system compatibility.

Questions that remain unanswered should be resolved before clinical use.

3. Compare the Product With Current Stock

Determine whether the product will replace an existing item, supplement it, or create a separate procedure option.

Compare:

Products with similar names may not be direct substitutes. The responsible clinician should approve any change that affects treatment.

4. Select an Appropriate Supplier

Practices reviewing restorative, endodontic, orthodontic, implant, surgical, laboratory, equipment, bur, and patient-care supplies can compare available categories through Wholedent.

Supplier selection should also consider:

• Exact product reference
• Package quantity
• Availability
• Delivery time
• Return conditions
• Storage during shipping
• Product documentation
• Support for ordering questions

The purchasing team should verify the item rather than relying on a shortened description copied into an internal list.

5. Test the Workflow Before Routine Use

A new product should be introduced through a controlled process. Confirm that all required materials, instruments, and instructions are available before the appointment.

The practice may review:

• Tray setup
• Product preparation
• Working and setting times
• Handpiece or driver requirements
• Cleaning and sterilization
• Waste disposal
• Documentation
• Storage after opening

Staff should know what they may prepare independently and which steps require the clinician.

Record any handling problems during the first uses. A product that performs as intended may still be unsuitable if its workflow does not fit the practice.

6. Set Inventory and Reorder Rules

After approval, add the product to the controlled inventory list.

Record:

• Product name
• Reference number
• Approved use
• Storage location
• Minimum quantity
• Maximum quantity
• Reorder point
• Package size
• Expiration tracking
• Approved substitute
• Responsible reviewer

Do not order large quantities until the practice understands actual use and waste. Products with short expiration dates or uncommon indications may need case-specific ordering instead of routine stock.

Keep the Product List Current

Review new products after an agreed period. Check whether the item is being used as intended, whether staff follow the correct procedure, and whether stock levels match demand.

Remove duplicate, expired, or unused products from routine ordering. A controlled product list should reflect the treatments the practice performs, not every item purchased in the past