Dental case tracking
Dental case tracking for labs and practices
Every case in Cympha has one record that the practice, the lab and the designer all see: its state, its messages, its log and the alerts it sends. Anyone can tell where a case is, what was said and who did what by looking.
Fifteen case states
A case moves through named states from the order to delivery. Each one says who has the next step.
Draft and Submitted
The practice is preparing the order, or has sent it to the lab.
Intake Review
The lab is checking the files and the prescription.
Waiting on Customer
The lab has asked the practice for something and the case is paused until it arrives.
Designing
A named designer, in-house, outside or an AI coworker, holds the case.
Awaiting Approval, Changes Requested and Escalated
The doctor reviews the design in 3D, approves it, asks for changes, or escalates to the lab manager.
Approved, In Manufacturing and Shipping
The design is signed off and the restoration or appliance is being made and sent.
Delivered
Digital files or the physical product have been delivered, and the designer stays on the case for follow-up.
Finished and Cancelled
The case is closed and archived, or was cancelled.
Messages and chat on the case
Conversations about a case happen on the case, so they stay with the scans, the designs and the approvals they are about.
Practice and lab chat
The doctor and the lab talk on the case. Questions, answers and decisions are kept with the work.
Internal lab chat
The lab and its designers have their own conversation on each case, kept apart from the one with the doctor.
Patient and doctor chat
When a doctor shares a treatment plan with a patient, the two can talk about it on the case, without the lab.
Files and translation in messages
A message can carry a file, and any message can be translated with one click, so a lab and a practice in different countries read each other in their own language.
Email from the case
The lab can email the practice from the case, and the email is recorded in the case log.
Unread tracking
Each person sees which conversations have messages they have not read.
Case log and audit trail
Every action on a case is written to its log with the person who took it and the time. The log is the case's audit trail: it answers who did what, and when, long after the people involved have moved on.
- The case being created, and every change of state
- Assignment and reassignment to a designer, an intaker or an AI coworker
- Files added and removed
- Labels added and removed
- Approval requests, design approvals and QC approvals
- Emails sent to the practice from the case
- A case branched into a new one, recorded on both cases
- AI suggestions, with whether a person accepted them or the lab's rules applied them
The lab sees the whole log. The practice sees the entries that concern it.
Notifications
Each person is told about what they have to act on or are waiting for: new messages, assignments, approvals, prices, a case that needs more information, and finished or failed machine jobs.
One list, every device
The bell in the web app, browser push and the Cympha Agent's desktop alert all show the same list. Acting on an item in one place clears it everywhere.
Grouped, not repeated
A burst of messages on one case is one alert, and the next message after you have looked starts a new one.
Email on milestones
Emails go out at the points that matter to each person, such as a design waiting for approval.
More case tracking features
Live case updates
An open case updates on screen as soon as anything changes: a new file, a message, a state change or a design.
Status filters
Case lists and the assignment queue filter by state, so a lab sees everything awaiting approval or waiting on a customer at once.
Lab slip with a QR code
The printed lab slip carries a QR code that opens the case, so a model on the bench leads straight back to its record.
Doctor portal
The practice follows the same record: it orders, sees the state, messages the lab and approves the design without phoning.
One record from the chair to delivery
Tracking works because there is only one case. The prescription, the scans, the designs, the messages, the approvals and the invoice sit on the same record, so its state is the state of the work. This is what dental case lifecycle management (DCLM) means in Cympha.
Questions about case tracking
- Who can see where a case is?
- Everyone working on it: the practice that ordered it, the lab, and the designer assigned to it. Each person sees what their role allows.
- Does the practice need a Cympha subscription to follow a case?
- No. A lab can share a case with a doctor for free, and the doctor can open it without signing up.
- Is there an audit trail?
- Yes. The case log records every action on the case with the person and the time, including AI suggestions and whether they were accepted.
- Are the lab's internal messages visible to the doctor?
- No. The lab's conversation with its designers is separate from the conversation with the practice.
- How do people know a case has changed?
- An open case updates on screen by itself, and each person is alerted in the app, by browser push, on the desktop through the Cympha Agent, or by email.
Track your next case in Cympha
Create a free account and send one case through on real data.