Submitting a case to a dental lab seems straightforward. However, the quality of your submission directly affects the quality of your result. Digital records are the foundation of every successful restoration. Without the right records, even the best lab technicians face unnecessary guesswork.
At Dentek Digital, we work with dentists and dental practices across Phoenix, Scottsdale, Mesa, and Gilbert every day. We see a wide range of case submissions. Therefore, we know exactly which records make a case run smoothly — and which gaps slow things down.
This guide walks you through the essential digital records every case should include. Whether you are submitting a crown, implant restoration, nightguard, or removable, these best practices will help you get better outcomes faster.
Why Digital Records Matter More Than Ever
Modern dental labs no longer rely on physical impressions and handwritten prescriptions alone. Instead, digital workflows power every step of fabrication. CAD/CAM dentistry depends on accurate digital inputs to produce precise, well-fitting restorations.
Because of this, the records you send are not just paperwork. They are the actual data your lab uses to design and mill your case. Incomplete or low-quality records translate directly into delays, remakes, and adjustments at the chair.
Furthermore, digital records create a clear communication trail. They allow your lab team to ask informed questions and flag issues before fabrication begins. This saves everyone time and protects patient outcomes.
The Shift Toward Full Digital Workflows
Many practices in the Chandler and Tempe areas have already made the shift to fully digital workflows. Additionally, practices that have not yet gone fully digital are moving in that direction quickly. Even hybrid workflows — using digital scans alongside traditional impressions — benefit from complete digital documentation.
The goal is always the same: give your lab every piece of information needed to fabricate the restoration correctly the first time. Therefore, knowing what to include is just as important as how you capture it.
Essential Digital Records for Every Case
Some records are universal. They apply to nearly every case type, from a single posterior crown to a full-arch implant case. Below, we break down the core records you should always include.
1. Intraoral Scans or STL Files
The intraoral scan is the cornerstone of your digital submission. It captures the prepared tooth, adjacent teeth, and opposing arch in a single workflow. Moreover, it replaces the physical impression entirely in a true digital workflow.
When submitting scans, always include:
- The prepared arch — a full scan, not just the preparation site
- The opposing arch — needed for occlusal design
- A buccal bite scan — this registers the relationship between arches
Missing the buccal bite is one of the most common submission errors we see. As a result, your lab cannot accurately articulate the case. Always confirm all three scans are present before submitting.
2. A Completed Digital Rx (Prescription)
Every case needs a clear, completed prescription. Your digital Rx tells the lab what you want fabricated and how. Therefore, it must be thorough and specific.
A strong digital Rx includes:
- Tooth number(s) and restoration type
- Material selection (for example, full-contour zirconia, PFM, e.max)
- Shade, including stump shade if applicable
- Occlusal contacts preference (light, medium, or heavy)
- Margin design notes if relevant
- Any special instructions or clinical notes
Vague prescriptions lead to assumptions. On the other hand, a detailed Rx gives your technician a clear target. This is one of the simplest ways to reduce remakes.
3. Photographs
Clinical photographs are often overlooked in digital submissions. However, they provide context that scans simply cannot capture. Photos show shade nuances, tissue condition, existing restorations, and the overall esthetic environment.
For esthetic cases especially, include:
- A full-face smile photograph
- A close-up retracted view showing adjacent teeth
- A stump shade photo with a shade tab in the frame
In addition, photographs help your technician match the character and translucency of natural teeth. This is particularly valuable for anterior restorations in high-visibility zones.
If you are working on a case in Scottsdale or Gilbert where patients have high esthetic expectations, photographs can be the difference between a good result and a great one. Contact our team if you have questions about what photos work best for specific case types.
Case-Specific Digital Records to Include
Beyond the universal records, certain case types require additional digital documentation. Below, we cover the most common scenarios.
Implant Cases
Implant restorations require the most complete digital records of any case type. First, you need a scan body scan — a scan taken with the scan body seated in the implant. This is how the lab locates the implant position in the digital model.
Additionally, implant cases benefit from:
- CBCT data — particularly for implant planning and guided surgery cases
- Implant system and component information — brand, platform, and connection type
- Screw access channel preference — lingual or occlusal
Furthermore, if you are using Dentek Digital’s digital implant planning service, a full CBCT in DICOM format is required. This allows our team to virtually place implants and design a surgical guide with precision. Practices across the Phoenix metro — from Mesa to Chandler — rely on this service to simplify complex implant cases.
Removable and Full-Arch Cases
Removable cases and full-arch reconstructions involve additional complexity. Therefore, they require more documentation up front. Beyond scans and a Rx, include:
- Bite registration records — vertical dimension of occlusion (VDO) must be clearly documented
- Facebow transfer data — when applicable
- Tooth selection and arrangement preferences
- Phonetic and esthetic notes — especially for full denture cases
For full-arch implant cases, a digital workflow that includes pre-extraction scans is ideal. This gives the lab a reference for natural tooth position and esthetics. Meanwhile, it speeds up the design phase significantly.
Splints and Nightguards
Occlusal splints and nightguards are often treated as simple cases. However, even these benefit from complete records. Include both arches and a buccal bite even for nightguards. Additionally, note any specific coverage preferences, thickness requirements, or material requests on the Rx.
Common Submission Mistakes to Avoid
Even experienced practices sometimes submit incomplete cases. Here are the most frequent issues we encounter — and how to fix them.
- Missing buccal bite scan — Always include this third scan. It is essential for proper articulation.
- Incomplete Rx — Fill out every field. Leave nothing blank.
- No stump shade — For posterior teeth with dark or discolored preps, stump shade affects the final shade result significantly.
- Wrong scan body in implant cases — Always confirm the scan body matches your implant system. Furthermore, confirm it is fully seated before scanning.
- Low-resolution or incomplete scans — Scan slowly and verify full coverage before submitting. Gaps in the scan data create problems in design.
Because of this, taking a few extra minutes before submission can save days of back-and-forth. It also reduces stress for both your team and ours.
How Dentek Digital Supports Your Digital Workflow
Dentek Digital was one of the earliest adopters of the digital CAD/CAM workflow in the country. We partner with dental practices throughout Phoenix, Tempe, Scottsdale, Mesa, Chandler, and Gilbert to support efficient, high-quality case submissions.
Our team reviews every case before it enters production. Therefore, if something is missing or unclear, we will reach out before fabrication begins. This proactive communication is part of how we consistently deliver precise, reliable results.
Moreover, we offer a full range of restoration types — from fixed crowns and bridges to implant restorations, removables, splints, and nightguards. We also offer advanced services like TattooTH custom implant abutments and digital implant planning for complex cases.
If you are ready to streamline your case submissions, explore your options and send us a case today. Our team is here to help you every step of the way.
Frequently Asked Questions About Digital Case Records
Do I need to send photographs for every case?
Photographs are not always required. However, they are strongly recommended for any anterior or esthetic case. They also help significantly with shade matching for posterior restorations with challenging stump shades.
What file format should I use for intraoral scans?
Most labs, including Dentek Digital, accept STL files, which are the standard output format for most intraoral scanners. Additionally, some scanner software allows direct case submission through integrated portals. Contact us if you are unsure about your scanner’s export options.
What CBCT format does Dentek Digital accept for implant planning?
We accept DICOM format for CBCT files. This is the standard medical imaging format supported by all major CBCT units. Furthermore, DICOM files preserve the full volumetric data needed for accurate implant planning.
What happens if my scan has a gap or error?
Our team reviews scans before fabrication begins. Therefore, if we identify a problem, we will contact your office to request a new scan or clarification. It is always better to rescan before submission than to proceed with compromised data.
Can I submit cases directly through your website?
Yes. Dentek Digital makes it easy to submit cases online. Visit our case submission page to get started. Our team is also available to walk you through the process if it is your first time submitting digitally.
Start Submitting Better Cases Today
Complete, well-organized digital records are the single most effective way to improve your lab results. They reduce remakes, speed up turnaround, and give your patients better-fitting, better-looking restorations.
At Dentek Digital, we are proud to support dental practices across the Greater Phoenix area with expert digital lab services. From Scottsdale to Chandler, our team is ready to help you succeed.
Take the next step and contact Dentek Digital to discuss your next case or get started with your first digital submission. We look forward to partnering with you.