Digital dentistry has changed the way dental laboratories work. With the use of intraoral scanners, digital impressions, and digital workflows, dental technicians can create high-quality restorations more efficiently than before.
However, even with these improvements, digital lab case delays are still a big challenge for many practices. These delays can affect patient satisfaction, chair time, and the overall patient experience. Knowing the common mistakes that cause delays and how to prevent them is important for dentists, dental laboratories, and patients alike.
Incomplete patient information
Missing demographic details
Incomplete patient data often causes digital lab case delays. Without full demographic information, dental laboratories may have trouble correctly labelling cases, checking patient identity, or communicating clearly with the dental practice. Missing details can cause mistakes in treatment planning, affecting the accuracy of dental restorations and, ultimately patient satisfaction.
In modern labs that rely on digital workflow, even small errors in patient data can slow down production. For example, a missing date of birth or incorrect contact number may prevent technicians from confirming case specifications or scheduling follow-up efficiently.
Digital dentistry emphasises accurate diagnosis and streamlined processes. Ensuring that all patient details are complete from the outset reduces manual intervention and supports smooth case submission, saving both time and cost for the practice and the lab.
Incorrect contact information
Incorrect contact information is another frequent issue. If labs cannot reach the dental practice for clarifications, delays occur while cases sit idle. This can be particularly problematic when adjustments to digital designs or material choices are required.
Errors in contact details can also affect the delivery of high-quality restorations. Dentists may expect faster turnaround time and real-time collaboration, but incorrect data interrupts communication between the lab and practice.
Maintaining accurate contact details in integrated systems allows labs to provide updates, share digital imaging files, and deliver smile simulations efficiently. It ensures that the restoration meets the patient’s expectations and enhances overall patient care.
How to ensure complete patient information
To avoid delays, practices should verify all patient details before case submission. Digital workflows allow for automated checks to flag missing data, reducing the potential issues caused by human error.
Labs can provide templates for data entry, which ensures that technicians receive all necessary information upfront. Using integrated systems also supports real-time collaboration and reduces chair time for the dentist.
Providing complete, accurate patient data improves efficiency, enhances quality control, and allows dental laboratories to deliver restorations faster, boosting both patient satisfaction and practice confidence.
Errors in sample collection
Using the wrong collection tubes
In dental laboratories, errors in sample collection remain a common mistake. Using incorrect materials for impressions or ceramic samples can lead to distortion, which impacts the precision and quality of the final restorations.
Even in digital dentistry, certain workflows require physical materials. A misstep here can slow production and lead to repeated impressions, increasing costs and chair time.
Modern labs emphasise proper sample handling to minimise manual intervention. Using the right devices and following clear protocols supports efficient production and reduces digital lab case delays.
Improper labelling of samples
Labelling errors are a frequent source of confusion. If technicians receive samples without clear identifiers, they may need to pause production until verification occurs.
This problem is bigger in practices using several intraoral scanners, digital imaging devices, and complex restorative materials. Accurate labelling makes sure the digital design matches patient data and dental restoration needs.
Correct labelling helps improve efficiency, keep quality under control, and make sure the restoration meets the dentist’s and patient’s expectations, ultimately improving the patient experience.
Best practices for accurate sample collection
To avoid delays, dental practices should standardise sample collection protocols. Clear labels, consistent materials, and verified digital impressions reduce the likelihood of errors.
Training staff in proper collection techniques and integrating digital imaging with lab systems supports faster turnaround time and fewer potential issues.
Following these steps ensures high-quality restorations, improves efficiency, and enhances overall patient satisfaction while reducing the risk of digital lab case delays.
Delays in sample transport
Inadequate packaging
Transporting samples safely is crucial. Poor packaging can result in damaged impressions or broken ceramic restorations, creating unnecessary delays in production.
Modern labs expect properly packaged samples to protect materials during transit. Damage can affect the quality of restorations, leading to longer turnaround times and higher costs.
Using suitable containers, cushioning, and clear labelling ensures the restoration meets the required specifications and avoids follow-up issues.
Choosing inappropriate courier services
Courier choice can have a big effect on digital lab case delays. Slow or unreliable services can make delivery take longer, disrupting the workflow between the dental practice and lab.
Digital dentistry depends on quick, accurate transfer of data and samples. Delays in delivery affect production schedules, patient care, and overall efficiency.
Using experienced couriers who know dental lab requirements and providing real-time tracking helps speed up production, reduce chair time, and improve patient satisfaction.
Optimising sample transport and logistics
To prevent delays, practices should work with logistics providers experienced in dental materials. Integrated tracking and scheduled pick-ups reduce potential challenges.
Digital workflows can alert labs immediately when samples are sent, letting technicians prepare for production efficiently.
Optimised logistics make sure deliveries are on time, keep quality under control, and help dental laboratories produce high-quality restorations consistently.
Miscommunication between clinicians and dental labs
Ambiguous test requests
Ambiguous or incomplete case requests are a major challenge. Dental technicians depend on clear instructions for digital design, smile simulations, and material selection.
Poor communication can cause manual work, rework, or restorations that are not ideal. This slows turnaround time and affects patient care, making the workflow less predictable.
Standardised digital design templates, combined with integrated lab systems, reduce errors and ensure technicians have all the data needed to produce quality restorations efficiently.
Failure to inform lab of urgent cases
If urgent cases are not flagged, labs may treat them as standard submissions, causing delays. This can impact chair time and patient satisfaction, especially for time-sensitive treatments.
Real-time collaboration between the dentist and the lab is essential for prioritising cases and reducing digital lab case delays. Effective communication supports faster production and more predictable delivery.
Effective communication strategies
To prevent delays, set up clear communication rules for all case submissions. Digital workflows can have priority flags and automatic notifications for urgent cases.
Regular feedback between dentists and technicians makes sure possible issues are fixed before production starts.
Good communication increases efficiency, lowers errors, and helps the dental lab create quality restorations while improving the patient experience.
Inaccurate test requests
Ordering the wrong test panels
Submitting incorrect or incomplete digital design requests leads to delays and potential errors. Dental laboratories depend on precise instructions to create restorations that match patient needs.
Using the wrong test or restoration type can require re-scans or redesigns, increasing chair time and cost. Digital workflows, including smile simulations, help reduce these errors.
Duplicate or unnecessary tests
Duplicate submissions create confusion and slow down production. They also affect efficiency in modern labs and may lead to overuse of materials or wasted equipment time.
Reducing unnecessary testing ensures dental technicians can focus on producing restorations and maintaining patient satisfaction.
Guidelines for accurate test ordering
Practices should standardise test requests and confirm case requirements before submission. Integrated software can prompt verification of data and test panels.
This approach reduces errors, improves turnaround time, and ensures restorations meet the required precision and quality for patient care.
IT and data entry issues
Errors in electronic lab request forms
Incorrect entries in digital forms are a common mistake that causes delays. A minor typo can affect material selection, digital imaging files, or production schedules.
Digital dentistry relies on accurate electronic data. Errors can require technicians to pause production or seek clarification, increasing turnaround time.
Problems with lab information systems integration
Incompatible software or poorly integrated systems can slow down the flow of data between the dental practice and lab. This impacts production efficiency, patient experience, and overall quality control.
Manual intervention due to IT issues can lead to increased chair time, delayed delivery, and reduced patient satisfaction.
Streamlining the digital workflow and data entry
To avoid delays, practices should use compatible, integrated lab software that supports accurate digital impressions, data transfer, and case submission.
Regular audits, staff training, and automated verification reduce potential issues, increase efficiency, and improve confidence in the work the dental laboratory produces.
Non-adherence to Standard Operating Procedures (SOPs)
Ignoring pre-analytical guidelines
Skipping SOPs for impression handling, digital scans, or material preparation can compromise the quality of restorations. This creates delays and additional chair time.
Modern labs rely on strict adherence to SOPs to maintain precision, quality control, and efficiency in digital workflows.
Deviating from sample storage protocols
Improper storage of ceramics, digital files, or impression materials can degrade quality. This leads to rework and increased production costs.
Following SOPs ensures the restoration meets expectations and supports timely delivery, reducing digital lab case delays.
Ensuring SOP compliance and audits
To avoid delays, dental practices and labs should regularly review and reinforce SOPs. Training staff and technicians on protocols minimises potential issues.
Auditing adherence ensures quality care, supports high-quality restorations, and improves patient satisfaction with efficient and precise treatment.
Insufficient staff training and oversight
Lack of continuing professional development
Dental technicians and practice staff who are not trained in the latest digital dentistry techniques can contribute to delays. Inadequate knowledge of software, intraoral scanners, and digital design slows production and reduces efficiency.
A learning curve is expected with new technology, but ongoing training supports faster adaptation and reduces manual intervention.
High staff turnover impacting case processing
High turnover can disrupt workflow and reduce the experience level available to manage complex cases. This affects quality control and turnaround time for dental restorations.
Consistent training and supervision ensure technicians maintain confidence in delivering accurate restorations and supporting patient care.
Solutions for staff training and retention
Providing structured professional development, mentoring, and hands-on workshops for dental technicians improves skill levels.
Encouraging feedback and real-time collaboration between staff, dentists, and labs enhances efficiency, reduces delays, and ensures restorations are delivered accurately.
Well-trained staff support high-quality restorations, enhance patient satisfaction, and maximise the benefits of digital dentistry for the future of dental practice.
Get digital dentistry excellence with GoDigital Dental
At GoDigital Dental, we understand that digital lab case delays can impact both patient care and practice efficiency. Our advanced digital workflow, integrated systems, and highly trained dental technicians ensure that every case is handled with precision, speed, and consistent quality.
Our commitment to real-time collaboration, efficient communication, and strict quality control means that your cases are completed accurately and on schedule. From digital imaging to smile simulations and chair-side support, we minimise manual intervention, reduce turnaround time, and improve the overall patient experience.
With our modern lab, comprehensive support, and focus on patient satisfaction, you can confidently deliver restorations that impress, ensuring every treatment meets the highest standards of quality care.
FAQs
Which strategies improve communication with a dental lab?
Clear communication with a dental lab begins with using trusted channels like secure email, online portals, or dedicated lab apps. These tools make sure case details, digital files, and instructions are sent in an organised way. Giving complete information and using consistent formats helps prevent confusion and delays.
Digital workflows let dentists and technicians share scans, designs, and updates quickly. Agreeing on communication times and preferred contact methods keeps both sides informed during the process. When information moves smoothly between the practice and the lab, it helps accurate planning, reduces errors, and results in better restorations.
Does digital dentistry enhance accuracy and efficiency?
Digital dentistry improves accuracy and efficiency by capturing precise scans of the teeth and bite. These scans reduce errors that can occur with traditional impressions and help produce restorations that fit more precisely. Digital files also let information be shared quickly with the dental lab, making the workflow smoother.
Digital tools allow faster planning by letting dentists and technicians view models, change designs, and prepare cases without delays. Automated systems cut down on manual steps, making the process easier and more predictable. With clearer visuals and faster data transfer, digital dentistry saves chair time and gives better results for patients.
Why is regular feedback important for dental lab relationships?
Regular feedback is important for dental lab relationships because it helps both the dentist and the technician understand what is working well and what needs improvement. Sharing clear information allows the lab to refine its methods, adjust designs, and meet clinical expectations more consistently, leading to smoother workflows and better outcomes.
It also builds trust, as both sides are confident that concerns are heard and progress is shared clearly. Regular communication helps prevent misunderstandings, reduces delays, and supports a strong partnership. When feedback is exchanged routinely, both the practice and the lab can improve quality and deliver an experience benefiting patients.
When should I consider changing my dental laboratory?
You should consider changing your dental laboratory when consistent issues begin to affect patient care, workflow, or treatment outcomes. If restorations often arrive late, do not fit well, or require repeated adjustments, this may indicate the lab is not meeting your clinical needs. A lack of reliable communication can also be a warning sign.
You may also consider a change if the lab is not keeping up with digital processes or expected quality standards. When concerns are raised, but improvements do not follow, it can affect confidence and efficiency. Choosing a lab that supports your practice helps maintain patient outcomes.
Where do most practices see cost savings from working with a digital dental laboratory?
Most practices see cost savings when working with a digital dental laboratory through reduced chair time and fewer remakes. Digital impressions improve accuracy, which lowers the need for repeated appointments. Faster data transfer also shortens turnaround times, allowing dentists to manage schedules more effectively and support smoother patient flow daily.
Further savings come from streamlined communication and predictable digital workflows. Laboratories can process scans more quickly than traditional impressions, reducing material use and postage costs. Digital files allow clearer planning, helping dentists avoid delays that increase expense. Over time, these efficiencies support better budgeting and more reliable long-term financial planning.
Why should I consider integrating my practice software with the lab?
Connecting your practice software with the dental lab makes managing cases simpler and more organised. Information such as scans, bite registrations, and prescription details can be sent directly, reducing the risk of lost or incomplete data. This helps the lab start work promptly and accurately.
Integration also allows easy tracking of each case, so dentists can see progress without extra phone calls or emails. It supports smoother scheduling, fewer delays, and better planning for patient visits. By linking systems, practices can improve efficiency, save staff time, and ensure restorations are produced correctly, leading to a more reliable service and happier patients.
Should I involve the lab in treatment planning to improve outcomes?
Involving the lab in treatment planning can lead to better outcomes because technicians understand materials, design options, and technical limits. Their input helps you choose the most suitable restoration type, check preparation needs, and avoid issues that might appear later. Early collaboration supports smoother planning and reduces the risk of delays or remakes.
Sharing scans, photographs, and case details early allows the laboratory to highlight potential problems and suggest improvements. This teamwork gives patients a clearer picture of their treatment and builds confidence in the final result. Working together from the start creates predictable outcomes and supports long-term success overall.
Can I visit a potential dental lab to see whether I would like to work with them?
Visiting a potential dental lab can be a helpful way to decide if it is the right fit for your practice. A visit allows you to see how the team works, check the equipment they use, and understand their approach to quality control. You can also learn about their materials, workflow, and turnaround times.
Meeting the technicians in person helps you understand their experience and how they handle different types of cases. It also shows how organised and efficient the lab is. Seeing the environment first-hand can give you confidence in their standards and help you choose a partner that supports your needs.
What are the signs that a dental lab is committed to training and staff development?
A dental lab that is committed to training and staff development will often invest in regular courses, workshops, and updated techniques. Technicians are encouraged to improve their skills, stay current with new materials, and follow modern standards. The lab may also support structured learning plans, showing a clear focus on long-term growth.
Other signs include the use of modern equipment, clear quality checks, and staff who can confidently explain their work. A lab that values learning will produce consistent, reliable restorations. This commitment helps dentists feel assured that every case is made with care, accuracy, and up-to-date knowledge.
Will a dental lab provide a transparent breakdown of pricing?
A dental lab that provides transparent pricing will give a clear breakdown of costs for each service or restoration. This includes the type of restoration, materials used, any special custom work, and additional services like polishing or adjustments. Knowing these details helps practices plan budgets and avoid unexpected expenses.
Transparent pricing also shows that the lab values honesty and professionalism. It allows dentists to compare options, choose the best solution for their patients, and understand the value of each step in the process. Clear cost information supports trust and helps maintain a strong, long-term working relationship with the laboratory.
