Every dental practice wants smooth, predictable case outcomes. However, one of the most common reasons restorations come back wrong is also one of the most preventable. Communication errors between dentists and their dental lab create delays, remakes, and frustrated patients.
The good news is that most of these mistakes are avoidable. With clearer case submissions and better workflows, dental teams can reduce remakes significantly. Therefore, understanding where communication breaks down is the first step toward fixing it.
At Dentek Digital, we work with dental practices across Phoenix, Scottsdale, Mesa, and Chandler every day. We see firsthand how small oversights in case communication lead to big problems on the back end. This guide walks you through the most common mistakes — and how to avoid them.
Why Communication Errors Happen in the First Place
Dental teams are busy. Between patient care, scheduling, and insurance, case submission can feel like one more task to rush through. As a result, critical details sometimes get skipped or assumed.
Additionally, the shift to digital workflows has changed what information labs need. A traditional impression and a digital scan come with very different requirements. Many practices haven’t fully updated their communication habits to match their new technology.
The Gap Between the Clinic and the Lab
Dentists and lab technicians speak slightly different languages. For example, a dentist may note “natural esthetics” on a prescription form without specifying shade, translucency, or characterization preferences. Meanwhile, the lab technician is left guessing what that means for a specific patient.
This gap grows wider when written instructions are vague. Therefore, clear and complete prescriptions are the foundation of a successful case. Every detail you provide gives the lab a better chance of delivering exactly what you and your patient expect.
The Most Common Communication Mistakes That Lead to Remakes
Most remakes don’t happen because of poor craftsmanship. Instead, they trace back to incomplete or unclear information. Here are the mistakes we see most often.
1. Missing or Incomplete Shade Information
Shade selection is one of the most frequent sources of remakes. Submitting only a basic shade tab code is often not enough. For example, a case involving anterior restorations requires much more detail than just “A2.”
Additionally, shade photos make a major difference. A well-lit, close-up photo next to a shade tab gives the lab technician visual context that written codes simply cannot provide. Furthermore, noting the patient’s age, skin tone, and adjacent tooth characteristics helps the technician match the restoration more accurately.
Without this information, the lab makes educated guesses. As a result, the finished restoration may look great in isolation but wrong in the patient’s mouth.
2. Unclear or Missing Occlusal Instructions
Occlusion instructions are another common trouble spot. Many prescription forms arrive without clear guidance on how the restoration should function in the patient’s bite. Therefore, the lab relies on the models or scans alone — and those don’t always tell the whole story.
For instance, bruxers and patients with heavy occlusal loads need restorations designed with that in mind. Likewise, patients with limited vertical dimension need specific adjustments. However, none of this is visible in a scan without a written note.
Always include occlusal contact preferences, opposing material, and any known parafunctional habits. This information directly impacts material selection and design decisions.
3. Vague Esthetic Expectations
Phrases like “make it look natural” are too open to interpretation. Moreover, what looks natural to one person may not match what the patient has in mind. Esthetic expectations need to be defined clearly before the case ever leaves the office.
Consider including reference photos of the patient’s smile, photos of restorations they admire, or a written description of the desired outcome. Additionally, noting whether the patient prefers a brighter, whiter result or wants to closely match existing dentition helps enormously.
Practices in Gilbert and Tempe that send visual references with their cases consistently see fewer esthetic remakes. Therefore, investing a few extra minutes at the time of submission saves significant time later.
4. Poor Quality Digital Scans
Digital impressions have transformed dentistry for the better. However, a poorly captured scan creates the same problems as a distorted physical impression — sometimes worse. Communication errors related to scan quality are often subtle and easy to miss in the office.
Common scan issues include missed margins, voids in critical areas, and inadequate capture of adjacent and opposing teeth. As a result, the lab may design a restoration that fits the scan perfectly but doesn’t seat correctly in the patient’s mouth.
Always review scans before submitting. Most intraoral scanning software flags potential issues. Furthermore, if you’re unsure about a margin area, take a supplemental photo or note the concern on the prescription so the lab can flag it before fabrication begins.
5. Incomplete or Missing Prescription Forms
A blank field on a prescription form is a decision waiting to happen — and it may not go the way you intended. For example, leaving the material field empty forces the lab to choose. Meanwhile, the dentist may have had a specific material in mind for clinical reasons that the lab has no way of knowing.
Complete prescription forms are the single most effective communication tool you have. Therefore, take time to fill out every field, even when some answers feel obvious. In addition, include notes about any special patient considerations, such as allergies, sensitivity, or cosmetic concerns discussed at the appointment.
How CAD/CAM Technology Helps — and Where It Still Needs Human Input
CAD/CAM dentistry has dramatically improved the precision and consistency of dental restorations. Digital workflows reduce errors introduced by manual handling and material variability. However, technology doesn’t eliminate the need for clear human communication.
Even the most advanced milling system produces an inaccurate restoration if it’s working from flawed instructions. Therefore, embracing digital technology should go hand in hand with improving how your team communicates case details.
Digital Tools That Support Better Communication
Many digital labs, including Dentek Digital, offer case submission portals, digital prescription forms, and direct technician communication channels. These tools are designed to reduce the back-and-forth that slows cases down. Furthermore, they create a documented record of every case detail for reference if questions arise.
Additionally, some practices in the Scottsdale and Chandler areas have adopted pre-submission checklists that their teams complete before sending any case. This simple step catches missing information before it becomes a problem. As a result, those practices see faster turnaround times and fewer remakes overall.
Building a Better Lab Communication Workflow
Reducing communication errors is not about working harder — it’s about working smarter. A few process improvements can make a measurable difference in your case outcomes. Therefore, consider implementing these steps in your practice.
- Create a case submission checklist that covers shade, photos, occlusion, material, and special instructions.
- Designate one team member as the primary contact for lab cases to ensure consistency.
- Review scans before submission and note any concerns directly on the prescription.
- Include reference photos for any esthetic case, especially anterior restorations.
- Communicate patient-specific factors such as bruxism, limited opening, or cosmetic goals.
- Ask questions before fabrication begins rather than after the restoration arrives.
Practices across the Greater Phoenix area that follow structured submission processes consistently report better outcomes and stronger lab relationships. Moreover, clear communication builds trust between your practice and your lab over time.
When to Call Before You Submit
Some cases warrant a phone call or message to the lab before submission. For example, complex full-arch cases, implant restorations, or cases with significant esthetic demands benefit from a pre-case conversation. Additionally, if a patient has had multiple remakes in the past, discussing the case upfront can help the lab prepare accordingly.
Don’t hesitate to reach out. A quick conversation at the start can prevent a frustrating remake at the finish. Furthermore, experienced lab technicians often ask questions that prompt dentists to think through details they might otherwise overlook.
If you’re ready to improve your case workflow, contact Dentek Digital and let’s talk through your next case together.
Frequently Asked Questions About Lab Communication and Remakes
What information should every case submission include?
Every case should include a completed prescription form, shade information with photos when possible, occlusal instructions, material preferences, and any relevant patient-specific notes. Additionally, digital scans should be reviewed for quality before submission.
How do shade photos help reduce remakes?
Shade photos give the lab technician a visual reference that written codes alone cannot provide. For example, a photo showing the adjacent teeth and surrounding tissue helps the technician blend the restoration naturally. As a result, esthetic outcomes improve significantly.
What should I do if I’m unsure about a case detail?
Contact your lab before submitting the case. A quick conversation can resolve uncertainty before fabrication begins. Moreover, it’s always easier to adjust a plan than to remake a finished restoration.
Do digital scans eliminate communication errors?
Digital scans reduce some types of errors, but they don’t replace written instructions. Therefore, even with a perfect scan, you still need to communicate shade, occlusion, material, and esthetic expectations clearly on the prescription form.
How can I tell if my current process is causing unnecessary remakes?
Track your remake rate over time. If the same types of issues keep coming up — shade, fit, occlusion — look at whether those details are consistently included in your submissions. Additionally, ask your lab for feedback. A good lab partner will be honest about where information gaps are occurring.
Partner With a Lab That Makes Communication Easy
At Dentek Digital, we believe the best restorations start with the best communication. Our team works closely with dental practices across Phoenix, Mesa, Tempe, Gilbert, Scottsdale, and Chandler to streamline every step of the case submission process. Furthermore, we’re always available to talk through a case before it goes into production.
We combine advanced CAD/CAM technology with experienced craftsmanship to deliver restorations that meet your clinical and esthetic goals. However, technology is only as good as the information behind it. Therefore, we’re committed to being a true partner — not just a vendor.
Whether you’re looking to reduce remakes, improve turnaround times, or simply build a more reliable lab relationship, we’re here to help. Send us a case and experience the Dentek Digital difference for yourself.