Avoid Lost Cases with Dental Lab Case Tracking


Reading Time: 3 minutes

Reading Time: 3 minutes

One of the biggest nightmares for dentists and orthodontists is the mysterious disappearance of their patients’ lab cases right when they enter the clinic. Upon scraping and scrambling through file after file, it’s revealed that the case has yet to arrive from the lab.

Does this sound familiar?

This problem is more frequent than you might think. It typically stems from a lack of coordination between labs and practices. As much as the practice’s staff needs to be competent in treatment, maintenance of the track record of each patient and subsequent documenting of lab cases are equally crucial.

That’s where comprehensive case management software comes in. It provides an ultimate management solution for dental and orthodontic practices and labs. Utilizing lab case tracking software provides a simple and efficient cloud-based solution for documenting and keeping track of dental lab cases.

This is particularly important because the global orthodontics market is projected to reach a value of approximately $4.3 billion by 2030, compared to its $1.9-billion market in 2019. The global dental practice management software market is also expected to grow from $1.72 billion to $4.43 billion by 2027, which will help dental care professionals be more efficient in managing lab cases.

Orthodontic and Dental Lab Case Management

Practices that rely on a conventional paper-based lab case management system fail to track lab cases and manage documentation. As a result, it wastes time and money for the practices and causes an unpleasant experience for patients.

Using orthodontic and dental lab case management software saves time and money by streamlining the entire process. This enables you to have one central location for all lab cases. It can help lab case managers and staff members manage orders so the labs can deliver cases before the patients come for treatment.

3 Tips for Improved Orthodontic and Dental Lab Case Tracking

1. Have a Tracking System in Place

As a dental care professional, you need to keep up with ever-changing industry standards and requirements to thrive in this digital world. Automated, cloud-based dental lab case tracking systems provide the best way to cater to your patients without wasting anyone’s time.

There’s data to back this up: a Taiwan-based scientific study revealed that the use of automated management systems in dental care saved up to forty-eight hours in a year, corresponding to up to $32,500 in five years.

Therefore, with a lab case tracking system, you can spend more time on patient care by:

  • Minimizing and even removing manual transcription errors
  • Improving the efficiency of lab case processing
  • Simplifying the otherwise complex and centuries-old record-keeping process
  • Easing tracking and reporting processes

2. Get Lab Case Managers on Board

Lab case managers are trained personnel who manage each patient’s lab cases. When utilizing a case management system, hiring and training at least two lab case managers as assistants and lead assistants is essential. A sesignated lab case manager on board not only eschews you from the manual documentation process, but it also removes risks of errors by ensuring accountability. As a result, you will end up saving time and being more efficient.

3. Understand Dental Labs’ Turnaround Time

This is one of the most understated aspects of optimum lab case management. In a typical dental lab case setting, dental labs take anywhere from a week to ten days to prepare lab case products for each client. Problems arise when case managers fail to schedule patients’ appointments according to a lab’s turnaround time. Patients often end up at the clinic while their case hasn’t yet been dispatched for delivery, even if it’s ready at the lab. Therefore, dental case managers need to schedule patients’ appointments after their cases arrive in the office. Other things to look out for include:

  • Ensure quality-control checks of reached cases before patient’s appointment.
  • When scheduling an appointment in advance, keep tabs on where the case is in the lab’s production process.

Harness the Power of Cloud-Based Lab Case Management Software

Working in a mismanaged environment can be physically, emotionally, and financially draining. Orthodontic and dental lab case management software can save you from this chaos by building your staff and patient confidence.

Installing lab case tracking software can help practices and labs meet the challenges in a conventional and digital environment. It saves you time, energy, efficiency, and productivity, so you can spend more time with patients, and the case management software takes care of the rest.

Here at EasyRx, we help orthodontic practices by giving them the tools that they need for comprehensive case management to streamline their workflows and achieve maximum clinical efficiency.

To see how we can help your practice get away from paper documentation, confusing spreadsheets, and costly workflow errors, contact our specialists today!