Choose an intraoral scanner by testing the workflows your clinic and laboratory actually need, then compare the cost of keeping those workflows available. A convincing demonstration should end with a file the receiving laboratory can open and assess, plus written terms for software, hardware, training and support. A fast-looking demonstration alone is not a purchasing case.
This guide provides a repeatable demo scorecard and blank ownership-cost worksheet. It does not rank scanners or quote market prices. Before booking demonstrations, ask each supplier to identify the exact manufacturer, model, software edition and configuration. Do not compare an entry package with a package that includes services you have not priced separately.
Define the work before the equipment
Write down the workflows you want to evaluate: for example, diagnostic records, restorative work, orthodontic records or an implant-related digital handover. These are evaluation categories, not claims that every scanner supports every application. The responsible clinician and laboratory should confirm which proposed uses are covered by the exact model’s current documentation.
For implant workflows in particular, the scanner is only one part of the chain. The Straumann RevEX documentation provides a system-specific example of scan bodies linked to particular CAD libraries. Use that as a reason to test the full chain; do not assume buying a scanner makes every implant component or design library compatible.
Prioritise two or three realistic tasks for the demonstration. Ask your regular laboratory what files, metadata and order information it needs, whether there are transfer charges, and whether an account or particular software version is required. Agree on success criteria before watching the supplier’s preferred demonstration.
Bring the right people to the demo
Include the likely operator, the person who handles daily processing and the laboratory contact who receives the work. A supplier can explain features, but the clinic needs to understand what staff must do each day. Use an authorised demonstration model or an appropriately governed demonstration arrangement; do not share patient information through an informal trial account.
Ask the supplier to show starting the software, creating a test record, acquiring a demonstration scan, making an allowed correction, exporting and transferring the result. Let the intended operator repeat the workflow with guidance. Record where training is needed, rather than treating an unfamiliar operator’s first attempt as a fair performance ranking.
Printable demo scorecard
Score each row 0 = not demonstrated, 1 = partly demonstrated, 2 = meets the agreed requirement. “Not applicable” needs a reason. These are local purchasing scores, not validated clinical performance measures. Keep your test conditions and requirements beside the score so a total never hides a failed essential workflow.
| Test | Requirement / evidence to keep | Score / notes |
|---|---|---|
| Exact configuration | Model, software version and options shown | ______ |
| Intended workflow | Agreed demonstration task completed | ______ |
| Operator access | Staff member repeats the agreed steps | ______ |
| File export | Required format exported; fees/restrictions recorded | ______ |
| Laboratory handover | Named lab opens the test file and confirms usability for its task | ______ |
| Computer and network | Written requirements matched to clinic setup | ______ |
| Processing and consumables | Current instructions, tip requirements and replacement terms supplied | ______ |
| Training and support | Included sessions, language, hours and escalation route documented | ______ |
| Service and warranty | Coverage, exclusions and repair arrangements in writing | ______ |
After the demo, mark essential failures separately from the total score. If your laboratory cannot receive the necessary output, a higher score for convenience does not solve that problem. Request a follow-up demonstration for unresolved essentials before comparing final quotations.
Ask about exports and continuing access
Request the supported export formats and the information each format retains for your intended workflow. Ask whether exporting requires a current subscription, a cloud account or an additional module. If the supplier says “open system,” ask them to demonstrate the specific export and receiving software you plan to use.
Clarify who controls the clinic’s account and what happens to stored records if a subscription ends or the clinic changes laboratory. Record available export and backup arrangements, any retention terms and applicable privacy responsibilities. Avoid placing identifiable records into a trial environment until your clinic has approved the data-handling arrangement.
Check the practical ownership package
Computer requirements should be in writing for the software version being supplied. Compare them with the proposed computer, ports, operating system, graphics requirements and network setup. Ask who is responsible for updates and whether a future software update might require a hardware upgrade. Do not assume the computer used at a demonstration is included.
For training, distinguish installation handover from operator training and follow-up support. Ask how additional staff are trained, which languages are available and what is included in the quote. For service, clarify the responsible company, reporting channel, geographic coverage, shipping costs, assessment charges and any loan-equipment terms. A loan device or response time should appear in writing if it matters to your decision.
Consumables and processing requirements must come from the model’s current instructions. Ask for tip quantities included, permitted processing arrangements, replacement criteria and prices as separately quoted lines. Do not transfer cleaning, reuse or sterilisation instructions from another scanner model.
Blank ownership-cost worksheet
Choose the same comparison period for every offer: ______ years. Enter only quoted figures and label estimates separately. Ask an accountant or the supplier to clarify quoted tax treatment; do not mix tax-inclusive and tax-exclusive totals.
| Cost item | Offer A, AED | Offer B, AED | Included / renewal / evidence |
|---|---|---|---|
| Scanner and required options | ______ | ______ | ______ |
| Computer and peripherals | ______ | ______ | ______ |
| Installation and initial training | ______ | ______ | ______ |
| Recurring software / cloud / export costs over chosen period | ______ | ______ | ______ |
| Consumables and replacement tips, with quantity assumption | ______ | ______ | ______ |
| Service, shipping and extended warranty | ______ | ______ | ______ |
| Other confirmed charges | ______ | ______ | ______ |
| Tax as quoted and delivery | ______ | ______ | ______ |
| Total for stated period | ______ | ______ | ______ |
Do not fill an unknown row with zero. Mark it “confirmation pending” and request a revised quote. Keep downtime risk and staffing implications as separate notes rather than inventing a financial saving. Ownership cost is most useful when another person can reconstruct the assumptions.
Make the next request specific
USSUS Med’s Runyes 3DS V5 page lists the manufacturer’s specifications and brochure. Use your completed scorecard to request a configuration-specific quotation, and confirm the software version, cart and support terms in writing rather than relying on the brochure alone. If you are comparing wider procurement terms, use the supply quotation guide.
Before approval, ask the laboratory to sign off the demonstrated handover and have the clinic check written ownership terms. Keep the model, software version, scorecard and quote together. That record explains why the selected offer meets your requirements without making unsupported claims that it is the fastest or best scanner in the market.