How to Lower Your Orthodontic Practice IT Costs

Reduce Your Orthodontic Practice’s IT Costs Long-Term with a Mac-Based Setup

If you’re ready to reduce orthodontic IT costs, the smartest move is switching to a system that stays reliable on its own. A Mac-based orthodontic PMS gives you a fast, integrated foundation that keeps IT needs low and your team focused on patient care.  

Here’s where those hidden costs usually come from and how to get ahead of them.

Where Orthodontic Practice IT Spend Hides (and How to Expose It)

IT costs rarely show up in one place. They spread across hardware, software, and support, which makes the total easy to underestimate. A Mac-first setup with Tops reduces the number of places those costs can hide and gives you clearer control over what you’re spending.  

These are the areas where most practices see their IT spend grow:

• Hardware refresh cycles and downtime. PCs slow down sooner and interrupt your day. Macs run longer with fewer issues, which helps you cut back on replacements and keep appointments moving. ‍
• Remote desktop fees and lag. RDP tools create monthly costs and add noticeable drag. Tops runs natively on Mac, which clears out the extra layers and invoices. ‍
• Antivirus and endpoint licensing. Windows environments often rely on several security add-ons. macOS includes FileVault, Gatekeeper, and XProtect, so you have fewer tools to buy, manage, or troubleshoot. ‍
• Windows patching during clinic hours. Mid-day updates never arrive at a convenient time. Macs update overnight, which keeps chair time focused on patients instead of progress bars. ‍
• Multi-vendor support costs. When your server, PMS, imaging, and remote tools all come from different vendors, support becomes slow and expensive. Tops centralizes more of your workflow so your team calls one place and gets answers faster. ‍
• Break or fix IT visits. Servers and aging PCs often trigger onsite support. A Mac-based environment reduces those emergencies and keeps your team working. ‍
• Training time lost to inconsistent performance. When systems lag or crash, your team spends time relearning workarounds. Macs paired with Tops give you a steady, predictable workflow that makes training easier for everyone.

Mac Advantage for Lower TCO

A big part of IT cost comes down to how long your hardware stays dependable. Macs give you more life out of every device, which changes your total cost entirely. That longer lifespan reduces repairs and replacements and gives you a more predictable technology budget.

On top of that, macOS includes security tools like FileVault, Gatekeeper, and XProtect. With those built in, you can cut back on third-party security add-ons and the upkeep that comes with them.

“I am saving $3,600 to $6,000 per year in IT and/or hardware support.”
– William D. Neale, DDS, MS

You also gain more control over your schedule. Overnight macOS updates add another layer of predictability by avoiding mid-day slowdowns and keeping practice time focused on patients, not progress bars.

Overall, these savings come from a setup that stays efficient on its own, without the heavy IT footprint many practices are used to carrying.

“Others will say Macs are more expensive, right? Not when you figure the life of the operating system, the computer and the savings in IT support... it will pay for itself a few times over. Sorry, PC. I did the math.”
– Tom Olson, DDS

Tops with Apple Computers: Where Savings Compound

Tops on Mac keeps your setup simple and predictable. When your core tools run in one place, you spend less time troubleshooting and more time keeping the day moving.

• Native Mac performance. Tops runs directly on macOS, which removes the remote desktop setup entirely. With fewer layers involved, you can avoid the slowdowns and support issues that tend to steal momentum in PC-based environments. ‍
• Imaging inside the chart. Clinical photos and X-rays open right in the patient record. That means no side programs to maintain and no jumping between windows when your clinic is already moving fast. Everything is exactly where you expect it to be. ‍
• After-hours updates. macOS handles updates overnight instead of cutting into patient hours. Appointments stay on schedule, and your production time stays protected.

When your software behaves this consistently, IT stays manageable and your days run the way you designed them to.

Predictable Budgeting with Tops TotalPackage

Tops TotalPackage replaces unpredictable tech spending with one steady monthly payment. Your Macs, AppleCare+, and Tops are bundled together and refreshed every three years, so you avoid the big hardware purchases and surprise IT bills that usually show up at the worst times.

As an Apple Authorized Reseller, Tops lets you choose the mix of Macs and iPads your practice needs and upgrade on a dependable schedule. You stay ahead of aging hardware, and you always know what you’re paying instead of bracing for the next invoice.

The result is simple: you get predictable spending, modern equipment, and fewer tech surprises competing with patient care.

Quick Calculator: Find Your Hidden IT Costs

If you want a clear picture of what your current setup really costs, here’s a fast way to tally it.

Find the sum of your costs for each line below: 

• Remote desktop licenses per month
• Antivirus or endpoint seats
• Monthly onsite or remote IT labor
• Hardware replacement interval multiplied by workstation count
• Lost production from mid-day updates multiplied by chair value

Implementation Checklist: Cut Costs in 30–60 Days

Now that you have a clearer picture of where your IT costs are coming from, it’s easier to see which changes will make the biggest impact. This checklist highlights a few practical moves you can start in the next month or two.

And if anything feels unfamiliar, Tops' support team understands the ins and outs of orthodontic workflows (right down to the tech). They’ll guide you through each change, so your team stays confident and your practice doesn’t miss a beat.

Want to simplify your setup and cut IT costs for good? Book a Tops demo and see how a Mac-based workflow keeps your practice running smoothly.

FAQs

Can I keep Windows for a few tools?

Yes, you can keep Windows for the specific programs you still need. Most practices phase or virtualize only the essentials while running their daily workflow on Mac.

What about specialty imaging hardware?

Most specialty imaging works with Tops through existing integrations or simple adapters. We’ll review your setup during a pilot to make sure everything connects smoothly.

Is Apple Mac security really better and cheaper?

Yes, macOS includes built-in protections like FileVault, Gatekeeper, and XProtect, which reduces your need for extra security tools. Fewer add-ons also means fewer emergency fixes and lower long-term costs.