The Real Guide to Buying Dental AI

The future is now for AI in dentistry

We named AI the defining trend in our 2026 Trends Outlook — and for good reason. We're confident AI will move dentistry forward in meaningful ways. But today's dental practices are navigating no shortage of opinions, insights, and recommendations from across the industry.

We understand how daunting it can feel to figure out how AI actually fits into your practice. That difference often comes down to whether AI feels like one more tool to manage, or something that integrates naturally within the workflows and with the vendors you already rely on.

Whether you're just beginning to explore AI or already using it in your day-to-day operations, this guide is designed to help you focus on what truly makes an impact — and how to choose a partner you can trust to support you along the way.

"Incoming calls to our office are automatically transcribed, summarized, and entered into the patient's chart as a note, saving us so much time on documentation."
— Dr. Tarek Badawy, WestLake Dental Care

Where to start

Where you start with AI depends on one major question: What problem are you trying to solve?

Before you even consider a vendor, choose an area where you have the most friction or bandwidth struggles. For example:

• Are your treatment acceptance numbers low?
• Do your doctors struggle to get their notes done every day or feel burned out?
• Is your front desk having trouble completing insurance verification before appointments?

"I save a few hours every week not having to verify eligibility on the phone or portal."
— Kelly Patton, Clinic Coordinator, Elevation Dentistry

With so many AI tools to choose from, your best approach is to find one or two areas of your practice that could use additional support, and start there.

Clinical

• Your treatment acceptance rates are low because patients don't really understand what your clinicians are telling them or the importance of expedient treatment
• Your clinicians spend too much time typing up notes at the end of the day
• Patients feel like they're not really being listened to because clinicians are too focused on notetaking
• Perio charting takes way too much time and requires two hygienists, and it throws off your entire schedule

Front office

• Your high claim denial rates are largely due to image issues
• Your team spends hours each week attaching images and CDT codes to claims
• You're wasting hours each day confirming patient eligibility

Patient experience

• Patients are having trouble reaching your office because your team is always on the phone
• Your team spends too much time manually entering call notes and returning voicemails
• Patients are frustrated because they can only schedule during business hours
• Too much time is spent trying to fill appointments – especially when there's a last minute cancellation

How to evaluate dental AI vendors

Once you've determined the problem you're solving, it's time to consider which vendor best supports your goals.

But that's easier said than done.

There are dozens of companies — some well-established, some new — with AI solutions for every area of your practice. With so many options to choose from, making sense of how everything works, how well it works together, and which companies you can count on for the long term can be a daunting task.

"Our doctors are now able to spend so much more time consulting with parents. Before, it took so long to physically write up notes, they had less time for patient visits."
— Nicole Hartshorn, COO & Director of Operations, Pediatric Dental Group of Colorado

Choosing a vendor to partner with begins by understanding how AI is integrated into your practice management system (PMS).

Native AI lives inside your PMS with no extra logins, system-hopping, or interruptions to how your team already works. The AI shows up exactly where you need it, so it feels like part of the workflow — not another tool to manage. That means faster adoption, immediate value, and fewer training headaches.

Integrated AI sits alongside your PMS. It's essentially a bolt-on. You'll usually access insights through a separate dashboard, switch screens to see images or recommendations, and add steps to clinical or front-desk workflows. That can slow things down and require more training — but it can also give you more flexibility to choose (or stack) multiple AI solutions, even if that means juggling more interfaces.

The nonnegotiable questions every practice should ask

If you only ask two questions (and we recommend you ask more), they need to be:

How do you track and measure success?

You've rolled out your new AI tool. The next obvious step? Ensuring the tool is actually solving the problem. And that begins by tracking outcomes and metrics. Any product you purchase should include that information in an easily accessible and digestible format, so your entire team understands the ROI of your new tools and workflows.

What does support look like?

You've signed the contract, paid your bill, and implemented your new AI, and then your vendor basically says, "Have fun. See you later. I'll call you in a month." Don't let this be your reality. Your vendor should provide a dedicated team that supports you well beyond installation (and provides details of what that support will look like) and is available immediately if an issue arises – not just by email.

"We've had an 80% decrease in claims denials because Dentrix Imaging codes all images with CDT codes to speed insurance processing."
— Dr. Rick Hagstrom, Owner & Dentist, A Shop for Smiles

What to expect with data security

Let's be very clear: as a dentist or practice leader, you're responsible for your data. That goes way beyond the patient info in your systems. You're also responsible for that information when integrating with a third-party vendor or the latest AI platform.

Far too often, people assume that if there's a security incident, it's the vendor's mess to clean up. But you are just as liable. That's why it's so important to thoroughly investigate, document, and monitor every digital partner you bring into your orbit.

If your AI is native, jump to the next section. If it's integrated, there are a couple of questions you need to ask any potential vendor:

• Are you an approved partner of whatever PMS you're using? Go to your PMS vendor's website, and find their list of approved partners. All reputable PMS vendors have this, and you need to make sure any vendor you're considering is listed on this website. If they're not, their unauthorized access will consistently put your data at risk.
• What do you do to protect my data from training models for others, and what controls do you put in place to do that? Without clear controls preventing your data from being used to train other models, your patients' information could be repurposed beyond your practice — creating serious privacy, compliance, and liability risks.
• At what point, if you're storing a voice recording, does that transcript or recording become a medical or a dental record? Once a voice recording or transcript contains patient identifiers or is used to support clinical care, it can legally become part of the medical or dental record — triggering HIPAA, retention, and liability obligations that fall directly on your practice.

The questions that separate good vendors from great

Will the company make a suitable long-term partner?

Vendor maturity and risk assessment means evaluating the company as a long-term partner, not just a tool. The right vendor should demonstrate financial stability, experience supporting DSOs at scale, a clear product roadmap, and defined support SLAs. Just as important, their technology should be resilient — without heavy dependence on a single AI model or critical third-party provider. Finally, you should have a clear, confident answer to the hard question: if the company is acquired or shuts down, what happens to your data, workflows, and continuity of care?

Is the AI properly trained?

AI is only as smart as the data it's trained on, so ask what information went into it and how diverse that data is. That matters even more when the AI supports clinical decisions, where accuracy and consistency aren't optional. This is especially important for solutions that are integrated into your PMS.

Have other practices seen success with the solution?

You don't want to invest time, money, and resources into technology that won't be available a few months down the road. Look for proven adoption and results from established vendors who have gone through the proper channels to ensure they're part of your PMS's secure ecosystem.

Can I speak to a customer who's seen success with this technology?

Hearing from another practice helps confirm whether the AI delivers on its promises, how well the vendor supports customers after go-live, and whether the solution is a practical fit — not just a compelling pitch.

How current is the technology?

AI evolves fast, and yesterday's tech can quickly fall behind. Newer models are typically faster, smarter, and better equipped to deliver real value with less friction.

Is the software secure?

Security can't be a bolt-on — or something you think about only after an incident. If an AI vendor claims their software is secure, ask them to prove it: show the documentation, the formal risk analysis, who conducted it, and how recently it was completed. A truly secure AI solution should meet HIPAA requirements and any applicable state and federal laws and be built to withstand modern cyber threats.

Does the vendor consistently reach out for feedback and provide updates?

The best AI vendors know their success depends largely on the customers using their tools. Ongoing updates and a clear feedback loop show the company is invested in improving the product and supporting your practice over time.

Will I be locked into a long-term contract?

It's important to confirm both the contract terms and whether you can pilot an AI solution before committing. Without the ability to test the technology or exit easily, practices risk being locked into tools that don't fully meet their needs or expectations.

"AI builds patient confidence. It makes the diagnosis more tangible and the treatment plan easier to understand."
— Alysha Znika, Director of Clinical Informatics, P1

Set yourself up for success

Before your new technology is deployed, you and your vendor should set out clear metrics to determine success. For instance, that could be time saved, fewer errors, or higher case acceptance. If the new technology doesn't start to achieve those objectives within 90 days, then look at the rollout:

• Did you have staff buy-in before implementing any new technology?
• Was everyone properly trained?
• Does your team have the support they need – even after implementation?

If the answers to those questions are mostly yes, then take a look at the technology and make sure it's the right solution to solve your problem. AI can be a very helpful tool, but it's not necessarily the right tool to solve every problem. If you're not finding success with a specific AI tool, it doesn't mean AI isn't right for your practice.

So let's get started. Pick a problem to solve. Find an AI solution. Figure out how you're going to measure it. Put together a plan, roll it out, and then enjoy the efficiencies that you gain from it.

Good luck! Our team is here to help you every step of the way.

Your AI purchasing checklist

• What problem are we solving?
• How do we track and measure success?
• What does support look like?
• Are you an approved partner of whatever PMS we're using?
• What do you do to protect my data from training models for others, and what are the controls you put in place to do that?
• At what point, if you're storing a voice recording, does that transcript or recording become a medical or a dental record?
• What is the actual return on investment other customers have seen? May I speak with one of them?
• Is the AI properly trained?
• Have other practices seen success with the solution?
• How current is the AI technology?
• Is the software secure? What do you have that proves that?
• Can you show me your SOC 2, Type 2 certification and HIPAA attestation?
• Does the vendor consistently reach out for feedback and provide updates?
• Can I try a pilot for one month?
• Are we required to sign a contract that locks us in for a certain amount of time?
• For DSOs: does the AI vendor have multi-location deployment experience?