Guide hub · 8 guides
Dental Equipment Compatibility, Inventory and Warranties
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Dental equipment compatibility in 2026 depends on how each device connects to your practice software: Dentrix Imaging, for example, uses direct acquisition, a TWAIN driver or a software bridge (Dentrix Help). Record that in your inventory, and register warranties on time; Midmark asks within 30 days (Midmark). This hub links 8 guides.
What is FloorStack? FloorStack is the dental build-out platform where doctors, contractors, architects, equipment reps and IT teams plan, build and document a dental practice together in live 3D, and the doctor owns every device, password and record when the doors open.
Key facts
| Item | Figure | Source |
|---|---|---|
| IT asset fields | Asset ID, host name, PO, OS, MAC, IP, user, last logon, purchase date, cost, location | HICP Technical Volume 1 |
| What to include | Workstations, servers, printers, medical devices, routers, access points, firewalls, software, phones | HICP Technical Volume 1 |
| Unique ID | Tag each asset; don't use hostname, IP or MAC as the ID | HICP Technical Volume 1 |
| Decommissioning | Record it; keep certificates of destruction | HICP Technical Volume 1 |
| Sterilizer spore test | At least weekly per sterilizer | CDC |
| Spore test records (Washington example) | Keep 5 years | WAC 246-817-655 |
| Device lookups | FDA AccessGUDID (device identifiers) and recall database | FDA |
| Midmark warranty registration | Registration information within 30 days of purchase | Midmark |
| A-dec warranty | Chairs and delivery 10 yr; upholstery and mechanical room 5 yr; sterilizers 2 yr, from A-dec invoice date | A-dec |
| Open Dental imaging | Program bridges to third-party imaging software; a BAA is recommended before enabling one | Open Dental |
| CBCT network (Carestream CS 3D Imaging) | 1 Gbps (1000BaseT) | Carestream |
Who this hub is for
- Doctors and office managers: start with the inventory template and the warranty registration guide, then check every imaging device against your practice management software.
- Equipment reps and dealers: use the documentation handover guide so the doctor gets serials, manuals, warranties and logins at install.
- IT providers: use the sensor, TWAIN and bridge references and the CBCT requirements before a purchase or software upgrade.
- DSOs and multi-location groups: start with multi-location inventory and lifecycle planning.
- Practice buyers and sellers: an up-to-date inventory feeds directly into the Dental Practice Appraisal hub.
What a complete equipment record holds
An inventory is only useful if it answers the questions you will be asked later by a service tech, an IT provider, an inspector or a buyer. For each device, record:
- Identity: your own asset tag, manufacturer, model and serial number. HHS guidance says not to use the hostname, IP or MAC as the asset ID (HICP Technical Volume 1); FDA's AccessGUDID can confirm device identifiers (FDA).
- Purchase and ownership: purchase date, cost, vendor and the name the device is registered to.
- Warranty and service: warranty start date and terms, registration status, service history and the next service date.
- Compliance records: items such as sterilizer spore tests, which the CDC says should run at least weekly per sterilizer (CDC).
- Connectivity: IP address, the workstation it connects to, the driver or bridge it uses, and the admin login holder.
- End of life: decommissioning date and certificates of destruction for anything that stored data (HICP Technical Volume 1).
Why compatibility belongs in the inventory
Imaging devices connect to practice management software in different ways. Dentrix Imaging supports devices through direct acquisition, a TWAIN driver or a software bridge (Dentrix Help), and Open Dental connects through program bridges to third-party imaging software (Open Dental). Recording which method each device uses, and which software version it was tested on, is what lets you upgrade software or replace a sensor without a surprise.
When to update the inventory
An inventory goes stale the moment equipment changes, so tie updates to events rather than to a calendar reminder nobody keeps:
- At installation: record serials, install date, warranty start and the login holder before the installer leaves.
- After every service visit: log the work done, parts replaced and the next service date.
- Before any software upgrade: confirm each imaging device's driver or bridge still supports the new version.
- When a device moves or is replaced: update its room, network details and status, and record decommissioning.
- Before a sale, refinance or appraisal: check the whole list against what is physically in the office.
- When you change IT or equipment vendors: confirm the practice still holds every portal and admin login.
Kept this way, the same record serves the service tech, the IT provider, the inspector and, eventually, the buyer.
Every guide in the Dental Equipment Inventory hub
This hub links all 8 guides in the Dental Equipment Inventory pillar, grouped by stage and by who uses them.
Build the inventory
The record every practice should keep.
- Dental Equipment Inventory Template: Serials, Warranties, Service Dates: an inventory template with serials, warranties and service dates.
- Multi-Location Dental Equipment Inventory and Lifecycle Planning: inventory and lifecycle planning across multiple locations.
Warranties, registration and handover
Make sure coverage and documents end up with the owner.
- Dental Equipment Warranty Registration: Do It in the Owner's Name: registering warranties in the owner's name.
- Handing Over Equipment Docs and Credentials to the Doctor: for dealers and IT: handing equipment docs and credentials to the doctor.
Imaging and software compatibility
Check before you buy or upgrade.
- Is My X-Ray Sensor Compatible With My PMS? (2026 Guide): checking an x-ray sensor against your practice management software.
- Imaging Device Compatibility With Dentrix, Eaglesoft and Open Dental: imaging device compatibility with Dentrix, Eaglesoft and Open Dental.
- Sensor TWAIN Drivers and PMS Bridges: Compatibility Reference: a TWAIN driver and PMS bridge reference.
- CBCT Compatibility: Network, Workstation and PMS Requirements: CBCT network, workstation and PMS requirements.
Related hubs and guides
- Dental Practice Appraisal hub: turn the inventory into an appraisal-ready record.
- Own Your Dental Passwords hub: device logins and equipment registrations in the practice's name.
- Is Your Dental Equipment Registered to You?: check and fix device registrations.
- Dental Equipment Planning hub: lists, budgets and installs before the equipment arrives.
- Network Requirements for Dental Imaging and CBCT: the network side of imaging compatibility.
Free tools for this hub
Start with the Equipment inventory & appraisal report
The Equipment inventory & appraisal report (free tool, coming soon) is the anchor tool for this hub. It is planned to build an equipment inventory with warranties and produce an appraisal-ready report. Alongside it, the Device compatibility checker (free tool, coming soon) is planned to check sensors, CBCT, pano and PMS bridges before you buy, and the Free equipment inventory CSV (free download, coming soon) will give you a spreadsheet to start with today's equipment.
Other free tools for this stage
- Device compatibility checker (free tool, coming soon): check sensors, CBCT, pano and PMS bridges before you buy.
- Free equipment inventory CSV (free download, coming soon): a spreadsheet template for serials, warranties, service dates and owner-of-record.
- FloorStack Studio (live, free plan): a 3D IT plan of your office with every device placed.
- Credential ownership checklist (free tool, coming soon): list every admin account the practice should own, with a "password hostage" letter template.
- Network & IT plan generator (free tool, coming soon): turn your floor plan into a drops, rack, Wi-Fi and VLAN plan.
How FloorStack helps
FloorStack is designed to record each device with its room and network port as the office is built, so the inventory does not have to be reconstructed later. As described on the FloorStack homepage, it also keeps each login with its device in a BAA-backed vault. FloorStack Studio is live today on a free plan. You upload a floor plan or a phone photo, and in about 10 minutes it returns an interactive view with every device placed, a device schedule with rooms, ports and cable lengths, and a rack layout; it is vendor-neutral, suggests up to 3 alternatives per device and never asks for patient data (FloorStack FAQ).
Frequently asked questions
What should a dental equipment inventory include?
HHS guidance lists asset ID, host name, PO, OS, MAC, IP, user, last logon, purchase date, cost and location for IT assets (HICP Technical Volume 1); add serials, warranties and service dates for clinical equipment. See the inventory template.
How do I check if my x-ray sensor works with my PMS?
Check how your PMS acquires images; Dentrix Imaging, for example, uses direct acquisition, a TWAIN driver or a software bridge (Dentrix Help). See x-ray sensor and PMS compatibility.
Do I need to register dental equipment warranties?
Check each manufacturer. Midmark asks for registration information within 30 days of purchase (Midmark), while A-dec's warranty runs from its invoice date (A-dec). See warranty registration.
How long should I keep sterilizer spore test records?
It depends on your state; Washington, for example, requires 5 years (WAC 246-817-655). Spore tests should run at least weekly per sterilizer (CDC).
What does a CBCT workstation need?
Check the vendor's requirements; Carestream's CS 3D Imaging calls for a 1 Gbps network (Carestream). See CBCT compatibility.
How do multi-location groups manage equipment inventory?
With one shared template, the same asset-tag scheme across sites and lifecycle dates for replacement planning. See multi-location equipment inventory.
Sources
All 8 guides in Dental Equipment Inventory
- Multi-Location Dental Equipment Inventory and Lifecycle PlanningHow to inventory dental equipment across many locations in 2026: one schema, location IDs, support and warranty dates, lifecycle plans and decommissioning.5 min read
- Dental Equipment Inventory Template: Serials, Warranties, Service DatesA free 2026 dental equipment inventory template: the fields to track for every chair, sterilizer, sensor and PC, from serials and warranties to service dates.5 min read
- Is My X-Ray Sensor Compatible With My PMS? (2026 Guide)How to check if your dental X-ray sensor works with Dentrix, Eaglesoft, Open Dental or Curve in 2026, using vendor-published support lists, drivers and bridges.6 min read
- CBCT Compatibility: Network, Workstation and PMS RequirementsWill a new CBCT work with your setup in 2026? Check 3D workstation RAM and GPU, 1 Gbps wiring, server storage, PMS bridges and DICOM, plus shielding review.5 min read
- Imaging Device Compatibility With Dentrix, Eaglesoft and Open DentalWhich sensors, phosphor scanners, panos and CBCTs work with Dentrix, Eaglesoft or Open Dental in 2026, using only pairings each vendor's own pages confirm.5 min read
- Sensor TWAIN Drivers and PMS Bridges: Compatibility ReferenceWhich TWAIN driver, direct driver or software bridge your dental sensor needs for Dentrix, Eaglesoft or Open Dental in 2026, from each vendor's documentation.5 min read
- Handing Over Equipment Docs and Credentials to the DoctorHow to hand over dental equipment documentation in 2026: inventory with serials, manuals, owner-name warranties, a network diagram and every admin login.5 min read
- Dental Equipment Warranty Registration: Do It in the Owner's NameHow to register dental equipment warranties in 2026: register in the practice owner's name, meet deadlines like Midmark's 30 days and know when coverage starts.5 min read