A smooth digital case submission starts long before you hit send. Every detail you capture chairside directly affects what your lab can deliver. When submissions are complete and accurate, turnaround times improve and remakes decrease.
At Dentek Digital, we work with dental practices across Phoenix, Mesa, Scottsdale, and Chandler every day. We see firsthand what separates great cases from frustrating ones. Moreover, the difference often comes down to a few simple habits.
This guide breaks down those habits clearly. Whether you are new to digital workflows or looking to sharpen your process, these tips will help you get better results from your lab partner.
Why Digital Case Submission Quality Matters
Your digital lab can only work with what you send. Therefore, the quality of your submission sets the ceiling for the quality of the final restoration. Even the most advanced CAD/CAM dentistry workflow cannot compensate for a poor scan or missing information.
Additionally, incomplete cases create delays. Your team spends time answering follow-up questions. Meanwhile, your patient waits longer for their restoration. A small investment of attention upfront saves everyone time.
Common Submission Problems We See
Several issues show up repeatedly in cases that require clarification or correction. First, scan files often have voids or artifacts in critical areas. Next, shade information is missing or inconsistent. Also, bite registration scans are sometimes incomplete or misaligned.
Furthermore, case notes are vague or absent entirely. Because of this, lab technicians must make assumptions — and assumptions lead to remakes. The good news is that all of these problems are easy to prevent.
Step-by-Step: How to Build a Better Digital Case
A great case submission follows a consistent process every time. However, consistency is only possible when your team knows the steps. Let us walk through each one.
Step 1: Capture a Clean, Complete Intraoral Scan
Your intraoral scan is the foundation of the entire case. Therefore, take time to prepare the mouth properly before scanning. Retract tissue, manage moisture, and ensure the prep margins are clearly visible.
Scan in a systematic pattern to avoid missed areas. Additionally, review the scan on screen before closing the tray. Look for voids, especially around the margin area and occlusal contacts. If you see gaps, rescan those areas immediately.
Practices in Gilbert and Tempe that have adopted consistent scanning protocols tell us their case quality improved noticeably after just a few weeks. Small habits compound over time.
Step 2: Include an Accurate Bite Registration
The bite registration tells us how your patient’s teeth come together. As a result, it is critical for achieving proper occlusion on the final restoration. A poor bite scan is one of the leading causes of adjustments at delivery.
Capture the bite from multiple angles when your scanning software allows. Furthermore, confirm that the upper and lower arches are articulating correctly in the software before submitting. If they look off on your screen, they will likely be off in the design.
Step 3: Document Shade Thoroughly
Shade selection is more than a letter and number. In addition, document lighting conditions, take a photograph under natural or corrected light, and note any characterization needs such as staining or translucency. For anterior cases especially, photographs are invaluable.
Send photos alongside your digital file whenever possible. Moreover, if your patient has strong preferences about tooth color, note those explicitly. Clear communication here prevents disappointment at delivery.
Writing Case Notes That Actually Help
Strong case notes make a direct difference in what your lab produces. However, many practices treat them as an afterthought. Think of your notes as a conversation with your technician — the more specific, the better.
What to Include in Your Case Notes
Start with the restoration type and material preference. For example, specify whether you want full-contour zirconia, emax, or a layered option. Next, describe the occlusal scheme and any functional concerns. Then note any patient-specific factors such as bruxism or limited opening.
Also include your desired turnaround timeline. Finally, flag anything unusual about the case — adjacent restorations, implant involvement, or tissue conditions that could affect the design. The more context you provide, the less guessing your technician has to do.
Avoid Vague Language
Phrases like “make it look natural” or “standard occlusion” mean different things to different people. Therefore, be as specific as you can. If you have a reference tooth or a previous restoration your patient loved, mention it. On the other hand, if there are things your patient strongly dislikes, note those too.
Additionally, if this is a complex case or an implant-supported restoration, consider reaching out before you submit. Contact Dentek Digital early in your planning process so we can advise on the best approach before you sit the patient down.
Scanning Tips for Implant Cases
Implant cases have unique requirements. As a result, they deserve extra attention during the scanning and submission process. Errors in implant cases tend to be more costly and time-consuming to correct.
Use the Correct Scan Body
Always use the scan body that corresponds to your implant system. Furthermore, confirm that the scan body is fully seated before capturing it. A scan body that is even slightly off can introduce significant errors into the design.
If you are planning a full arch implant case, consider consulting with us before scanning. Our team supports practices across the greater Phoenix area, including communities like Chandler and Mesa, with digital implant planning services that take the guesswork out of complex cases.
Verify Emergence Profile and Tissue Health
Capture the peri-implant tissue in your scan as accurately as possible. Additionally, note the condition of surrounding tissues in your case notes. This information helps your technician design an emergence profile that supports long-term tissue health and aesthetics.
File Formats and Submission Logistics
Sending the right files in the right format keeps your case moving without delays. However, file compatibility is something many practices overlook until a problem arises.
Most modern intraoral scanners export files in open formats such as STL or OBJ. Therefore, confirm with your lab which formats they prefer before you start submitting cases regularly. At Dentek Digital, we work with all major scanner platforms, so compatibility is rarely an issue.
Additionally, make sure your case files are labeled clearly. Include the patient ID, tooth number, and restoration type in the file name or submission form. This small step prevents mix-ups and speeds up processing significantly.
Building a Consistent Submission Workflow
The best way to improve case quality long-term is to build a repeatable process your entire team follows. Furthermore, consistency reduces errors and shortens the learning curve for new team members.
Create a simple checklist for each case type you submit regularly. For example, your single-crown checklist might include prep scan, opposing arch, bite, shade photo, and case notes. Post it at your scanning station as a quick reference. Over time, the steps become second nature.
Practices in Scottsdale and across the Valley that have adopted team-wide checklists report fewer callbacks from their labs. Therefore, the investment in a simple system pays dividends quickly.
If you are ready to streamline how your practice submits cases, send us a case through our easy online portal and experience the Dentek Digital difference for yourself.
Frequently Asked Questions About Digital Case Submission
What scanning systems does Dentek Digital accept?
We work with all major intraoral scanner brands and accept standard open file formats. As a result, most practices can start submitting cases without any changes to their existing equipment.
How can I improve the quality of my margin scans?
Tissue management and moisture control are the two most important factors. Additionally, scanning in a systematic pattern and reviewing for voids before closing the tray will catch most issues before they reach the lab.
Do I need to include photos with every case?
Photos are not always required, but they are strongly recommended for anterior cases and any case with specific shade or characterization requests. Furthermore, photos help your technician match existing dentition more accurately.
What information should I include in my case notes?
Include the restoration type, material, occlusal instructions, shade details, patient-specific concerns, and your desired timeline. The more context you provide, the better your technician can tailor the restoration to your patient’s needs.
Can I call or message the lab before submitting a complex case?
Absolutely. In fact, we encourage it. Pre-submission consultations help us align on expectations and flag any potential issues early. This is especially valuable for implant cases and full-arch restorations.
Partner With a Lab That Supports Your Success
Better digital case submissions lead to better restorations, happier patients, and fewer chair adjustments. Moreover, they strengthen the relationship between your practice and your lab. Every detail you invest in upfront comes back to you in the final result.
At Dentek Digital, we are proud to be a trusted partner for dental practices throughout Phoenix, Mesa, Tempe, Gilbert, Chandler, Scottsdale, and communities across the greater Valley. We combine advanced CAD/CAM technology with the craftsmanship of experienced technicians to deliver restorations you and your patients can count on.
Ready to take your digital workflow to the next level? Contact Dentek Digital today and let us show you what a truly collaborative lab partnership looks like.