Map the current operating flow
Write down how a case arrives, who checks it, which production steps it follows, how problems are escalated and when it is billed. Include the systems used at each point: paper, chat, email or spreadsheets. This shows where information is copied, delayed or lost.
Create one case source of truth
Choose a system where the dentist request, attached scans, requested date, production history and invoice can remain connected. Define required intake fields and validation before onboarding every team member. Good structure at intake prevents production teams from compensating for missing details later.
Digitize production in manageable layers
Start with stations and case visibility, then add technician sessions, QR actions, inventory consumption and costing as the team becomes comfortable. Each layer should answer a real operational question rather than generate data nobody reviews.
- Define owners for intake, scheduling, production exceptions and delivery
- Configure routes for common restoration groups
- Agree when technicians start, pause and complete work
- Review low-stock, overdue and held cases on a consistent cadence
Measure adoption by record quality
Early success means cases contain complete data, current stations and documented issues—not an arbitrary performance percentage. Review a small sample of completed cases and confirm that a manager can reconstruct what happened without searching private messages.
Questions labs ask
Should a lab digitize every module at once?
Usually no. Start with the case and workflow, then add connected modules with clear owners and rules.
Can digital management still use printed work slips?
Yes. A system can remain the source of truth while producing printable work-order documents for the floor.