Managing Dental Laboratory Coordination

---
name: managing-dental-laboratory-coordination
language: en
description: Structures dental lab communications with prescription specifications and quality assessment. Use when coordinating with dental labs, writing lab prescriptions, or evaluating lab work quality.
tags:
  - management
  - dental-medicine
metadata:
  author: casemark
  practice_areas:
    - General Dentistry
    - Oral Surgery
    - Periodontics
  document_types:
    - Management Report
  skill_modes:
    - Management
    - Coordination
---

# Managing Dental Laboratory Coordination

Structures dental laboratory communications with standardized prescriptions, shade specifications, material selection, and quality assessment protocols for fixed, removable, and implant prosthetics.

## Why This Skill Exists

Every indirect restoration passes through a dental laboratory, and the lab prescription is the legal document that governs fabrication. Vague or incomplete prescriptions produce remakes that cost the practice $200–$600 per unit in materials, lab fees, and chair time, while frustrating patients with additional appointments. The FDA classifies dental prosthetics as Class II medical devices, and 21 CFR 807 requires that the prescribing dentist specify the design — the lab cannot independently decide on materials, occlusal scheme, or implant components.

This skill standardizes the prescription workflow, shade communication, quality receiving inspection, and lab performance tracking to minimize remakes and ensure patient safety.

---

## Checkpoint A: Pre-Prescription Intake (Mandatory)

1. What type of prosthetic is being fabricated (crown, bridge, veneer, inlay/onlay, partial denture, complete denture, implant abutment/crown, surgical guide)?
2. What impression or scan method was used (PVS, polyether, alginate, intraoral scan with specific scanner model)?
3. What shade system is being used (VITA Classical, VITA 3D-Master, custom stump shade)?
4. What material does the clinician specify (zirconia, lithium disilicate, PFM, full-cast gold, PMMA, acrylic, flexible nylon)?
5. What implant system and components are in use (manufacturer, platform, connection type, abutment selection)?
6. What is the occlusal scheme (centric relation, maximum intercuspation, canine-guided, group function)?
7. What is the expected turnaround time and the patient's next appointment date?
8. Does the patient have any known metal allergies (nickel, beryllium, cobalt)?

### Documents to Request

- Completed lab prescription (ADA-compliant Rx form)
- Impressions or intraoral scan files (STL/PLY with bite registration)
- Shade photographs (with shade tab in photo, 90-degree angle, corrected white balance)
- Opposing arch impression or scan
- Face-bow record (if full-arch or complex occlusion)
- Pre-operative photographs showing tooth position, gingival contour, and existing restorations
- Implant component documentation (manufacturer lot number, platform specifications)
- Any prior lab work for this patient (for consistency reference)

---

## Step 1: Lab Prescription Writing

### Required Prescription Elements (FDA 21 CFR 807 / ADA Standard)

| Element | Specification | Notes |
|---------|--------------|-------|
| Patient identifier | Name or case number (HIPAA-compliant) | Do not transmit full DOB or SSN |
| Prescribing dentist | Name, license number, signature, date | Legal requirement |
| Tooth/teeth numbers | Universal numbering system | Confirm against chart |
| Restoration type | Crown, bridge, inlay, onlay, veneer, denture, partial | Be specific (e.g., "full-coverage crown" vs. "3/4 crown") |
| Material designation | Specific material and brand if relevant | "Monolithic zirconia" not just "zirconia" |
| Shade | System + shade tab (e.g., VITA 3D-Master 2M2) | Include stump shade if layered |
| Shade mapping | Cervical, body, incisal values if gradient | Photographs required |
| Occlusal design | Scheme, contact intensity, excursive guidance | Note any opposing restoration material |
| Margin design | Chamfer, shoulder, feather edge, knife edge | Specify depth |
| Contact specification | Tight, normal, or open; mesial and distal separately | Reference adjacent tooth type |
| Pontic design | Ovate, ridge lap, modified ridge lap, hygienic | For bridges only |
| Special instructions | Cutback for porcelain layering zones, try-in stage requested, custom characterization | Free text |

---

## Step 2: Shade Selection and Communication

### Shade Selection Protocol

1. Remove bright-colored items from the patient's field (lipstick, colorful bibs)
2. Select shade at the beginning of the appointment before tooth dehydration
3. Use daylight-corrected lighting (5500K) or a calibrated shade-matching light
4. Hold shade tab at the same plane as the tooth; evaluate at arm's length
5. Determine value (lightness/darkness) first — this is the most critical dimension
6. Map cervical, body, and incisal thirds separately; most teeth are not uniform
7. Photograph with shade tab adjacent to the prepared and adjacent teeth using:
   - Consistent white balance (custom or daylight preset)
   - Cross-polarized filter if available (eliminates specular reflection)
   - Gray card in frame for post-processing reference

### Digital Shade Devices

| Device Type | Advantages | Limitations |
|-------------|-----------|-------------|
| Spectrophotometer (e.g., VITA Easyshade) | Objective L*a*b* values; repeatability | Measures point, not area; sensitive to placement angle |
| Digital camera with polarizer | Full-tooth map; shareable image | Requires calibrated workflow |
| Intraoral scanner shade module | Integrated with scan workflow | Accuracy varies by scanner model |

### Communicating Shade to Lab

- Always send photographs even when using a spectrophotometer
- Include the shade tab in the photo for lab-side verification
- Note any characterization: translucency, hypocalcification spots, crack lines, halo effects
- For anterior cases, send full-face smile photo for proportional and color context

---

## Step 3: Material Selection Decision Framework

### Fixed Restoration Material Guide

| Material | Flexural Strength (MPa) | Indications | Contraindications |
|----------|------------------------|-------------|-------------------|
| Monolithic zirconia (5Y-TZP) | 700–900 | Posterior crowns, bruxers, implant crowns | Thin anterior veneers (opacity) |
| Multilayer zirconia (gradient) | 500–800 | Anterior/posterior crowns needing esthetics + strength | Extreme minimal prep cases |
| Lithium disilicate (e.max) | 350–450 | Anterior crowns, veneers, inlays/onlays, short-span anterior bridges | High-load posterior bridges, implant-supported FPDs |
| PFM (porcelain-fused-to-metal) | Metal substructure + porcelain | Long-span bridges, patients with known occlusal wear | Metal allergy (check alloy composition), esthetic zone in high-smile patients |
| Full-cast gold (Type III/IV) | Not applicable (ductile) | Posterior crowns in limited clearance, bruxers | Esthetic zone, patient preference |
| Feldspathic porcelain | 60–70 | Pressed/layered veneers when maximum esthetics required | High-load areas, bruxism |
| PMMA (provisional) | 80–100 | Long-term provisionals, diagnostic wax-up verification | Definitive restoration |

---

## Step 4: Receiving Inspection and Quality Assessment

### Incoming Lab Work Checklist

1. **Visual inspection**: Check for chips, cracks, voids, or rough surfaces under magnification
2. **Shade verification**: Compare to shade tab under calibrated light; check cervical, body, incisal zones
3. **Marginal fit**: Seat on die or model; margin gap should be ≤ 120 µm (ADA-accepted threshold)
4. **Contact evaluation**: Assess mesial and distal contacts with shimstock (hold, not excessive)
5. **Occlusal check**: Articulate on model; verify centric contacts and excursive clearance
6. **Internal fit**: Check internal surface for positive seat; no interfering nodules
7. **Pontic design**: Verify tissue surface matches prescription (ovate, ridge lap, etc.)
8. **Material confirmation**: Verify lab invoice matches prescribed material
9. **Implant components**: Confirm abutment type, torque specifications, and anti-rotational feature match prescription

### Rejection Criteria

- Visible crack or chip that compromises structural integrity
- Shade mismatch detectable under standard lighting
- Marginal gap exceeding 200 µm at any point
- Open or excessive contacts that deviate from prescription
- Wrong material fabricated
- Implant component mismatch (wrong platform, connection, or angulation)

---

## Step 5: Lab Performance Tracking

### Metrics to Track Per Lab

| Metric | Target | Measurement |
|--------|--------|-------------|
| First-appointment seat rate | ≥ 95% | Units seated at first try-in ÷ total units |
| Remake rate | ≤ 3% | Remakes ÷ total units per quarter |
| Shade accuracy | ≥ 90% match on first delivery | Cases requiring shade adjustment ÷ total anterior cases |
| Turnaround time adherence | ≥ 95% on time | Cases delivered on/before due date ÷ total cases |
| Marginal fit pass rate | ≥ 97% | Cases passing marginal inspection ÷ total cases |

### Quarterly Lab Review

- Compile metrics from case log
- Identify top remake categories (shade, fit, material, design)
- Schedule lab technician visit for complex anterior and implant cases
- Review any patient complaints traceable to lab quality issues

---

## Step 6: Digital Workflow Integration

### Intraoral Scan File Management

| Element | Specification |
|---------|--------------|
| File format | STL (geometry only) or PLY/OBJ (geometry + color) per lab preference |
| Scan completeness | Full arch including 2 teeth distal to the preparation margin minimum; opposing arch; buccal bite registration |
| Margin marking | Mark preparation margin in scanner software before sending to lab |
| Quality check | Verify scan for voids, holes, and stitching errors at chairside before dismissing patient |
| Transmission | HIPAA-compliant portal or lab-specific upload system; do not use unencrypted email |
| Archival | Store scan files for minimum 7 years per state record retention requirements |

### Digital Design Review (CAD Preview)

1. Request a CAD preview from the lab before milling or printing for complex cases
2. Review contour, contact design, occlusal anatomy, and emergence profile on screen
3. Approve or request modifications BEFORE fabrication — changes after milling require a remake
4. Digital design approval should be documented in the case log with the date and approving clinician

### 3D Printing in Prosthodontics

| Application | Material | Accuracy | Current Limitation |
|-------------|----------|----------|-------------------|
| Surgical guides | Biocompatible resin (Class IIa) | ± 0.1 mm | Requires validated printer and workflow |
| Provisional crowns/bridges | PMMA or composite resin | Adequate for interim use | Not approved for long-term definitive use |
| Denture bases | FDA-cleared denture base resin | Comparable to milled | Limited shade options; post-processing required |
| Models and dies | Model resin | ± 0.05 mm | Cannot replace stone dies for all applications |

---

## Checkpoint B: Post-Delivery Alignment (Mandatory)

1. Did the restoration seat passively with acceptable marginal fit?
2. Does the shade match adjacent teeth under multiple lighting conditions?
3. Are contacts and occlusion confirmed with shimstock and articulating paper?
4. Was the patient satisfied with esthetics and comfort at the delivery appointment?
5. Has the case been logged in the lab performance tracking system?

---

## Quality Audit

| # | Criterion | Pass / Fail |
|---|-----------|-------------|
| 1 | Lab prescription includes all required elements per ADA/FDA standard | |
| 2 | Shade recorded with system, tab designation, and cervical/body/incisal mapping | |
| 3 | Shade photograph taken with tab in frame under corrected lighting | |
| 4 | Material specified by name and type (not generic category) | |
| 5 | Margin design specified on prescription | |
| 6 | Implant components documented with manufacturer, platform, and connection | |
| 7 | Incoming lab work inspected for fit, shade, contacts, and occlusion before patient appointment | |
| 8 | Rejection criteria applied consistently with documentation of reason | |
| 9 | Remakes tracked with root cause attribution (lab error, impression quality, communication gap) | |
| 10 | Lab performance metrics compiled quarterly | |
| 11 | Metal allergy screening documented before prescribing PFM or base metal alloys | |
| 12 | Digital scan files verified for completeness before transmission | |
| 13 | Face-bow record included for full-arch and complex occlusion cases | |

---

## Guidelines

- The lab prescription is a legal medical device order — never send impressions without a signed, complete prescription
- Shade photographs are mandatory for all anterior restorations and recommended for premolars
- Specify material by full name and type; "zirconia" alone is insufficient because 3Y-TZP, 4Y-TZP, and 5Y-TZP have different translucency and strength profiles
- Use digital impressions (intraoral scanning) when available — they eliminate pouring errors and allow instant quality checks at chairside
- Request a try-in stage (bisque bake for PFM, unglazed for all-ceramic) for anterior esthetics cases before final glazing
- Never accept a remake without documenting the defect and communicating the issue to the lab — silent acceptance perpetuates quality problems
- Maintain a case log that links each lab case to the patient record, prescription, delivery date, and outcome
- For implant cases, always send the implant analog, scan body, or digital library file — never expect the lab to guess the implant platform