Dental hygienists understand the importance of having the right tools so we can deliver the best care. Updated dental equipment enhances patient care and improves efficiency, helping us work more effectively and streamline our daily tasks.
However, it can sometimes feel like our office managers or employers don’t fully grasp the reasons for our requests, even standard requirements such as sharp scalers. So, how do we approach our employers to make a case for these essential tools? Here’s a step-by-step guide to help you make your request in a professional, clear, and impactful manner.
Step 1: Assess your needs
Before approaching your employer, identify what equipment is outdated or lacking functionality. Take the time to evaluate your tools and pinpoint specific items that need replacing or upgrading. Assess your needs before making your requisition. Consider the following, and by focusing on these three areas, you’ll improve the quality of care and increase productivity.
Efficiency: Are there any devices that could save you time during procedures? HVE suction that rests in the patient's mouth allows you to use the mirror in your hand while using an ultrasonic and allows you to continuously work throughout the mouth and improve time management.
Patient comfort: Are there tools that could improve your patients’ experience? Sharp instruments reduce incidence of trauma and provide a better patient experience.
Technology: Are there any new innovations that could enhance the practice? Maybe you have an old intraoral camera that provides low resolution images, which makes it harder to show patients the details of their oral health issues. Upgrading to a high-definition intraoral camera would allow for clearer images and would enable better patient education. Patients can see their issues themselves, which increases their engagement and trust in treatment recommendations.
Step 2: Back up your request with research
After you figure out your needs, back them up with supporting evidence. Gather studies and articles that stress the advantages of updated equipment to strengthen your case. Having data to back up your request will show that your proposal is not only about convenience but also about improving patient outcomes and practice efficiency.
Step 3: Explore cost-effective solutions
Budget constraints are often a concern when requesting new equipment. To address this, reach out to your vendors and see how they can offer support with possible discounts, specials, or bundle deals. Some vendors may offer leasing options or bulk pricing, which could make the cost more manageable.
Using a digital scanner instead of a traditional impression is a cost-effective solution that eliminates impression materials, reduces the risk for reimpressions, and streamlines workflow. This ultimately lowers operational costs and treatment turnaround times.
Emphasize to your employer that your requests are not extravagant but necessary for maintaining high-quality care. For example, they may not be aware that the usable lifespan of an instrument blade is just nine to 18 months. Providing this information can help educate them about the importance of regular equipment maintenance and replacement. This shows you’ve done your homework and strengthens your position, making it clear that these upgrades are a basic expectation for delivering optimal care.
Step 4: Prepare your proposal and ask for a meeting
Now that you’ve assessed your needs and gathered supportive evidence, take your time to prepare a well-structured proposal. Then plan to present your case professionally and highlight the ways new equipment will benefit patient care and office productivity. Practice by presenting your proposal to peers and colleagues to gather feedback and refine your approach.
You’re ready, so it’s time to schedule a meeting. The meeting may not be with the dentist but a hygiene director or office manager. Tailor the meeting to fit the needs of your practice and decision makers.
Step 5: Be professional and persistent, and encourage open dialogue
When delivering your proposal, be clear, professional, and respectful. Remain patient and be open to feedback. It’s important to recognize that budget constraints may mean a “no” or a “not right now,” but this doesn’t mean your request has been dismissed. Instead of being discouraged, ask open-ended questions to understand when these updates might be feasible. Then continue to advocate for yourself and your patients. Examples of open-ended questions are: When do you feel the timing will be right to make this investment? What steps should be taken before moving forward?
I once spent hours creating a detailed Canva presentation for my team, complete with animations, for a new laser. While the effort was appreciated, the final slide made it clear that while a laser wasn’t a necessity, a functional, up-to-date Cavitron was essential for providing the best quality of care. My persistence in advocating for the equipment I needed led to the replacement of outdated tools, which allowed me to do my job more effectively. I might have spent several more years working with inadequate equipment had I not taken that chance.
Approach this conversation as a dialogue rather than a demand. Listen carefully to any concerns from your employer and engage in a constructive discussion to find common ground that balances budget limitations with the priorities of patient care and workflow efficiency. This open exchange ensures that your professional needs and the office's operational goals are respected and considered.
Final thoughts
Requesting updated dental equipment doesn’t have to be overwhelming. By clearly assessing your needs, supporting your request with evidence, and presenting a well-prepared proposal, you can demonstrate the value of new equipment for patient care and practice efficiency. Remember, your goal is to enhance patient care and improve workflow, which are priorities in any dental practice.
By following these steps, you can request updates to your dental equipment in a way that aligns with your professional needs and the office’s goals, which makes it easier for your employer to see the value in your request.
Here’s a final thought for those in workplaces where employers don’t recognize or value the importance of this and are unwilling to make changes. For some of you, this attitude can be a deal-breaker when it comes to staying in an office. But remember that there are practices that do prioritize and respect these values, and finding one of those offices can make all the difference.
