If your team has ever whispered, “Don’t touch that computer… it’s temperamental,” you already know the truth:
Dental practices don’t just “use” technology anymore. You operate on it. Scheduling, imaging, claims, patient communication, ePrescriptions, intraoral scanning... everything leans on a stable, secure foundation. And the problem with outdated tech is that it rarely fails politely. It fails mid-day, mid-operation, mid-everything.
This guide will help you replace (or refresh) your practice technology this year with less chaos, fewer surprises, and a plan your team can actually follow.
Why Replacing Technology "This Year" Matters
The external problem (what you can see)
- Computers slowing down during imaging or charting
- Wi‑Fi dropouts that magically happen when you’re busiest
- Random reboots, freezing, and printer drama
- Software upgrades you “can’t” apply because hardware can’t keep up
The internal problem (what it costs you emotionally)
- Your front desk feels set up to fail
- Your assistants lose time chasing workarounds
- You feel stuck between “keep costs down” and “we can’t keep operating like this”
The bigger, philosophical problem (what shouldn’t be true)
Your patients should not feel the ripple effects of outdated technology.
And your team shouldn’t have to build their day around fragile systems.
Step 1: Start with an "Equipment Reality Check"
Before you price anything, you need visibility. Create a simple inventory across:
Hardware
- Front desk + admin PCs
- Operatory workstations
- Imaging/CAD-CAM workstations (often higher-performance needs)
- Server(s), if you’re on-prem
- Network gear: firewall, switches, access points
- UPS (battery backups), backup appliances/NAS (if used)
Software + Services
- Operating systems (Windows/macOS versions)
- Practice management + imaging software versions
- Backup solution (and when you last tested a restore)
- Security stack (endpoint protection, email security, MFA status)
- Vendor support contracts/warranties
What you’re looking for: age, performance, warranty status, and compatibility constraints.
If you want this done quickly and cleanly, this is exactly where a Practice IT Analysis can give you a clear, prioritized roadmap instead of a messy spreadsheet.
Step 2: Know the Deadlines that Force Your Hand
Here’s the thing: some upgrades are preference-based. Others are deadline-based.
When Microsoft ends support for an operating system (OS), it means no more security updates (and often a shrinking world of vendor support). In a dental practice, that turns into real risk: compliance exposure, unsupported software, and preventable downtime.
Deadline #1: Windows 10 End of Support (workstations)
Windows 10 retired on October 14, 2025. (1) This means that devices running Windows 10 will no longer receive security updates from Microsoft—making “we’ll deal with it later” a risky strategy for any office touching ePHI.
(Your practice management and imaging vendors may also stop supporting older environments once OS requirements change.)
Deadline #2: Windows Server 2016 End of Extended Support (on‑prem servers)
If your practice still relies on an on‑prem server (common with certain imaging stacks, older configurations, or multi‑site setups), Windows Server 2016 reaches end of extended support on January 12, 2027 per Microsoft’s lifecycle documentation. (2)
Why this Matters Now (even though 2027 feels “far away”):
- Server replacements aren’t like swapping a front-desk PC. They often involve line-of-business apps, imaging databases, permissions, backups, and vendor coordination.
- Many practices discover too late that the server is tied to a workflow (or a piece of imaging software) that requires careful migration planning.
- The best time to act is when you can schedule the work on your terms, not during a crisis or during peak install periods.
What “End of Support” Can Look Like in Real Life:
- Security and compliance risk increases because the OS stops receiving security updates.
- Vendors become less willing to troubleshoot issues on unsupported platforms.
- Compatibility problems show up when you try to modernize anything else (new workstations, new security tools, new software versions, a new piece of dental technology).
- You get boxed into an emergency upgrade—more expensive, more disruptive, more stressful.
If you’re unsure what you’re running (or what depends on it), start with a quick risk review or explore why end‑of‑life technology creates compounding exposure in this post: The Risks of End-of-Life (EOL) Technology in Your Dental Practice.
Step 3: Prioritize Replacements the Way a Dental Practice Actually Works
Not all devices matter equally. Replace based on operational impact and risk.
Replace First (high impact / high risk)
- Front desk check-in and checkout PCs (your revenue flow starts here)
- Imaging workstations (slow imaging = delayed diagnosis + chair time loss)
- Old operating systems that can’t be secured or supported
- Firewall and Wi‑Fi infrastructure (if unreliable, everything is unreliable)
- Backup systems that haven’t been tested or are near end-of-life
Replace Next (stability and standardization)
- Remaining clinical and admin PCs
- Switches and access points not capable of evolving security standards
- Servers approaching end-of-warranty (or that limit upgrades)
Replace Last (nice-to-have / comfort upgrades)
- Secondary printers, extra monitors, non-critical peripherals—unless they’re causing chaos
Step 4: Build a Budget that Doesn't Surprise You in Q4
Technology refreshes feel expensive when they’re random. They feel manageable when they’re phased.
Budget Categories to Include
- Hardware + warranties
- Licensing (OS, security, backup, Microsoft 365, etc.)
- Implementation labor and after-hours work (to avoid downtime)
- Training time for your team
- Disposal / secure data destruction for old devices
If you want to maximize financial efficiency, you can also consider tax strategy, like Section 179, when it fits your accountant’s guidance.
A phased plan is the easiest way to upgrade without blowing up your cash flow:
- Stabilize + secure (highest risk items first)
- Standardize (same models/specs, consistent user experience)
- Optimize (performance, speed, workflow improvements)
Step 5: Plan the Install Like You Plan a Busy Day of Patients
A solid rollout plan answers:
- What gets replaced first and why
- What can be done after-hours to protect chair time
- What the team should expect Monday morning
- How you’ll handle “one-off” dependencies (imaging sensors, bridges, specialty software)
- What your rollback plan is if something goes sideways
Hope is not a strategy. A plan is.
Quick Checklist: Are you Due for a Tech Refresh?
If you answer “yes” to two or more, it’s time to map a plan:
- Devices are out of warranty or 4–6+ years old
- You’re delaying updates because something might break
- Random slowness is normal in the office
- You’ve had a ransomware scare or you’re not sure your backups can restore
- Vendors blame your environment for support issues
- You’re expanding, remodeling, relocating, or acquiring a practice this year
And if you’re sitting there thinking, “Okay… but is this just a few device upgrades, or is it time to level up the whole foundation?” This quick guide will help you spot the difference (and what to prioritize first): Updgrading Your Dental IT Infrastructure: Is It Time?
When your technology is current and properly managed:
- Your team stops fighting the day
- Your schedule runs on time (less “tech friction”)
- Patient experience feels smoother and more current
- Security risk drops dramatically
- You can scale—new hires, new locations, new services—without rebuilding everything
That’s the real ROI.
Next Step: Schedule a Practice IT Analysis
If you want a clear picture of what you have, what’s approaching end-of-life, what’s creating risk, and what to replace first...let’s make it easy.
Book a Practice IT Analysis with Pact-One. We’ll help you:
Ready when you are: Contact Pact-One to schedule your next step.
Prefer to do this on your own? Start with a simple inventory this week: list every PC, server, OS version, warranty status, and your backup solution... then flag anything running an end-of-support OS. If you want a reference point on why this matters, revisit EOL technology risks.
Sources
- “End of support for Windows 10, Windows 8.1, and Windows 7.” Microsoft, https://www.microsoft.com/en-us/windows/end-of-support. Accessed 13 Feb. 2026.
- “Windows Server 2016.” Microsoft, https://learn.microsoft.com/en-us/lifecycle/products/windows-server-2016. Accessed 13 Feb. 2026.
Dental IT. Remove the Burden. Embrace the Use.
Quality patient care – it's ultimately why you became a dental professional. But, some business operations can get in the way (such as pesky computer issues or lack of IT support). That’s where Pact-One Solutions can help! Our passion lies in supplying reliable, responsive dental IT support and security that practices can count on.
Whether you’re looking for dental IT services for your startup or searching for more responsive dental IT support – our team of dental IT specialists have you covered. With team members throughout the United States, we offer nationwide support to dental practices of all sizes, specialties, and stages of growth. Our wide range of dental IT services ensure your data is secure, accessible, and protected.
Don't let technology challenges hinder your ability to deliver exceptional dental care. Contact us at info@pact-one.com or 866-722-8663 to join over 3,000 dental professionals thriving with the support of a dedicated dental IT team.
