Dentistry demands a careful balance between providing high-quality care and ensuring business stability. Keeping a close eye on day-to-day operations while planning for long-term success can be challenging – especially when time is money.
One of the simplest ways for a dental clinic to improve its financial health – and lower stress levels – is to identify (and address) poor purchasing practices that may impact the bottom line.
Here, industry experts Ruby Booker and Kym Penfold from Dental Sky share some easy-to-implement buying strategies…
- Stock wisely for long-term savings
Plan for future needs rather than just focusing on the week ahead. Do you have enough space to store products with a long shelf life? Are there upcoming treatments – such as implant or cosmetic procedures – that might require specialised equipment, tools, or products? Staying ahead ensures your clinic runs smoothly and remains well-stocked for any treatment.
However, while long-term planning is crucial, the ability to seize opportunities to maximise benefit is also important. So, do take advantage of any loyalty reward discounts, special prices or ‘buy two, get one free’ offers that are trending. And don’t be afraid to buy in bulk. This will not only save money in the long term, but also generate profits – providing treatments to patients at a lower cost to you.
Ruby says: ‘Effective long-term stock management guarantees the smooth running of any clinic. This includes disposables, cleaning and disinfection products, as well as materials for treatments such as composites for restorative dentistry, anaesthetics for sedation dentistry and pharmaceuticals. You risk having to cancel appointments if the correct stock is not available – and this costs time and money. Gaps in the appointment book leave the chair vacant, resulting in further financial loss. Having to source stock from another supplier urgently also comes at a price. Factor in higher delivery costs, and the clinic’s bottom line is taking a big hit.’
- Manage inventory to support daily operations
Regularly maintaining and checking inventory prevents costly delays and cancellations, which can lead to reduced revenue. Review stock levels, track expiry dates, and take advantage of any promotions to help save money. When inventory rotation is neglected, it can lead to waste as products pass their expiry dates.
Kym says: ‘To optimise stock levels, monitor usage carefully. Begin by evaluating how effective your dental clinic is at managing stock rotation. Are older supplies, such as dental materials and medications, used first to prevent expiry and waste? Think of it like managing food in a fridge – prioritise the oldest items to maintain quality and safety. Implementing a robust stock rotation process is crucial for high patient care standards and operational efficiency. Effective inventory management minimises the use of expired or unused materials. A streamlined ordering process saves time and reduces human errors, allowing staff to focus more on patient care.’
- Avoid overbuying and dead stock
Overstocking ties up cash and risks wastage when dental supplies expire. Invest in technology and staff training to streamline purchasing and ensure stock turnover. Regular stock takes help identify unused items and prevent wastage, maintaining a lean inventory to support your needs.
Ruby says: ‘Being fully stocked with necessary products keeps the clinic running effectively and financially efficient. However, there is a line – clinics shouldn’t overstock and hold onto dead stock that won’t get used. This can lead to serious waste, as dental supplies expire and then need to be disposed of. Unused products can also occupy valuable space in stock cupboards, which could be better used for essential items. Additionally, investing in technology and then not using it results in a wasted investment – and wasted space. At Dental Sky, we offer refresher training on exclusive equipment to keep teams up to speed on the technology they may already have in clinic, but perhaps haven’t used in a while.’
- Implement technology for smart purchasing
Having an overview of your supplier’s stock is crucial, as it allows you to adjust orders based on current availability. This helps reduce delays and prevent stockouts. Using real-time inventory updates can streamline the process. Does your supplier employ digital tools to simplify reordering? Options such as Dental Sky’s reorder feature enable clinics to quickly repeat regular orders, while ‘Favourites’ allow online customers to mark products for quick access from a personalised list. This promotes swift purchasing and enhances stock visibility.
Kym says: ‘Dental Sky’s website has real-time indicators online so customers can see clearly what is in stock and what would go onto a back order, and can therefore change products to alternative options such as a different size/colour or brand to ensure they are stocked correctly. We also send notification emails to customers who sign up to be notified when an item is back in stock.’
- Plan for seasonal and treatment trends
Understanding seasonality, such as school holidays (peak times for family dentistry), helps avoid shortages or excess stock. Additionally, summer (a popular time for weddings) and the run-up to Christmas often see spikes in demand for cosmetic dentistry, with a rise in demand for tooth whitening and other restorative treatments. Keeping a buffer stock of relevant items ensures readiness without overstocking.
Kym says: ‘Failing to track seasonality and trends can lead to inventory issues. For example, ordering very close to when a patient is due for treatment can impact profitability if any variants mean the stock is unable to arrive in time. Keeping stock of essential items will prevent stock outages.’
- Regularly review and tweak purchasing habits
Conduct routine stock audits to analyse usage patterns. This ensures the dental clinic stays within budget, maintains quality supplies and adapts to changing needs or inventory levels. Collaborate with suppliers to refine ordering frequency, aligning it with actual needs and avoiding unnecessary inventory build-up.
Ruby says: ‘Practices can speak to their Account Manager at Dental Sky, who can provide valuable insights on order frequency and help work out how often certain dental supplies should be ordered.’
- Be mindful of cashflow
Stay within your budget by avoiding impulsive purchases and sticking to planned procurement schedules. Strategic buying during promotions and off-peak times can significantly cut costs.
Kym says: Discipline and timing are the keys to cost-effective purchasing. Dental Sky offers its customers instant 30-day business credit to make those payments easier to manage, with a 2% discount and loyalty points that can be spent on items within our loyalty rewards category.’
- Train staff to perfect procurement practices
Do your staff understand the importance of smart purchasing? Or is it usually left to one person? Regular team training on inventory management and ordering systems can prevent costly mistakes and ensure flexibility. Having well-developed skill sets ensures staff can make informed decisions, respond quickly to issues and adapt to changing inventory needs, ultimately supporting the efficiency and success of your business.
Ruby says: ‘Proper inventory management across the team is vital to prevent products from expiring and being wasted. Communicate with clinicians to verify which patients are scheduled for treatments and what supplies may be needed at least two to three weeks in advance, ensuring the necessary stock is available.’
- Have products to hand for patient engagement
Is your display case doing its job? While in-chair recommendations, such as electric toothbrushes, interdental brushes, and oral health rinses, are essential, the real opportunity lies in ensuring these products are readily available for patients to purchase immediately after their appointment. Access enhances dental compliance and patient satisfaction, while also providing a perfect opportunity for increased income.
- Partner with reliable suppliers
Select suppliers that offer transparent stock updates, competitive prices and excellent customer support. A good partnership can streamline procurement, add value to your practice and ensure the best possible care for patients.
Provided by
Ruby Booker – Dental Sky’s marketing manager, and Kym Penfold – Dental Sky business development manager.
