Lab operations
How can a lab track CAD cases, revisions and invoice units clearly?
Many outsourcing disagreements start with an unclear record: two folders called final, a revised scan in an old conversation or a bill that counts units differently from the original quote. A shared case register can resolve these practical gaps without requiring a complex client portal.
The short answer
Use one de-identified case ID across the brief, files, feedback, approval and invoice. Record the tooth-numbering system, restoration scope, current version, status and responsible reviewer. Link extra work to an agreed change. Before approving an invoice, compare its case and unit lines with the accepted scope and delivery record.
Lab workflow templates
Download a blank CSV to adapt for your lab. Use the agreed secure channel for completed case records.
Give the case one stable identity
Create a case ID that does not depend on a patient name or a conversation title. A simple demonstration identifier such as LAB-1042 can remain constant even when the scan or design changes. If your lab and provider use different IDs, record the mapping once and preserve it on every handoff.
- Include the lab ID, provider ID if different, tooth notation and agreed restoration scope.
- Keep patient identity in your controlled internal systems rather than public forms or shared marketing screenshots.
Distinguish the case, the unit and the deliverable
A case can contain several restorations and files. One invoice unit is not automatically the same thing as one uploaded file, tooth position or connected restoration. Before work begins, record how the quotation treats crowns, custom abutments, model work and combined outputs. Ask about ambiguous combinations rather than deciding the counting method after delivery.
- Record quoted quantities and separate design categories on the case line.
- Link additional units or deliverables to a confirmed scope change and quote reference.
Version the inputs as well as the design
When a new scan arrives, identify it as a new input version and mark the earlier one as superseded. Do the same for returned designs. For example, LAB-1042_input-v02 and LAB-1042_design-v03 describe different revision tracks. File names alone are insufficient: the register should also state which input and brief produced the current design.
- Never overwrite the only accepted file; preserve the review history according to your retention rules.
- Name one current version and record date, sender and change reason in the register.
Write revision requests that can be closed
Attach feedback to a specific design version, tooth or component and reference view. Explain the requested change and whether it follows the original brief or introduces a new instruction. The designer can then acknowledge the request, flag missing information and return a revised package with a clear response to each issue.
- Use statuses such as awaiting input, in design, in review, revision requested and accepted.
- Let the named lab reviewer close each issue; delivery alone is not the same as acceptance.
Reconcile the invoice against accepted scope
Before payment approval, match the invoice to the case register: ID, service category, agreed quantity, quote reference, authorized extras and delivery record. Put unmatched lines into a short exception list for clarification. This is an administrative control, not a promise that every design reaches clinical or manufacturing acceptance; your lab retains its normal release checks.
- Compare billed units with agreed units and identify credits or pending changes separately.
- Keep the approval date and responsible person, then use repeated exceptions to improve the next brief.
Frequently asked questions
Do we need a paid portal to manage outsourced CAD cases?
Not necessarily. A controlled shared register and agreed secure file channel can support a small workload. A portal becomes useful when access management, integrations or case volume make the simpler workflow difficult.
Should a new scan be treated as a free revision?
Agree this in the quotation. A correction against the original brief and redesign after a new scan or prescription can involve different scope; record the decision before additional work proceeds.
Who confirms that a case is accepted?
Name a reviewer within the laboratory and record approval of the identified version and deliverables. A file-transfer receipt or message saying sent should not automatically close the review.
