Digital dentistry has transformed dental labs through unparalleled efficiency and improved case outcomes. But even the most advanced dental lab can run into production bottlenecks, which are not always obvious.

These bottlenecks develop gradually, hidden in outdated workflows or staffing gaps, until work starts to accumulate, production slows down, and a lab’s bottom line takes a hit.

This guide breaks down the most common production challenges faced by dental labs — and how to fix them.

1. Inconsistent Case Data & Poor Communication

Multiple studies show that miscommunication between clinicians and lab technicians often leads to remakes, along with the associated revenue loss, delays, and dissatisfaction among the dental team and patients.

1.1 Incomplete or unclear prescriptions from dentists

Previous surveys indicate that only 30% of dental technicians find written prescriptions from dentists to be “clear” and completely understandable. In a separate study, technicians had to call the dentist to clarify details in up to 66% of the cases.

This causes possible missed deadlines and misunderstandings that can affect dentists’ and patients’ satisfaction.

Solution: A customized digital prescription form with mandatory fields can help ensure completeness. Workflow solutions like EviSmart uses AI for smart prescription verification and management, flagging incomplete submissions and prompting clinics to provide missing information.

1.2 Delays in real-time case updates

The lack of centralized case tracking can lead to labs missing deadlines or overlooking important feedback from dentists. Since it’s often necessary for technicians to correspond with dentists before production, they spend time waiting for clarifications or revisions instead of actually working on cases. Conversely, dentists spend most of their time chairside, so they likely miss lab messages or requests for design approvals.

Solution: A communication channel that suits both labs and clinics is crucial in an efficient workflow. Digital systems have been shown to reduce the need for repeated communication and remakes. Digital workflow solutions provide live centralized case tracking, send smart reminders and real-time notifications, and even automate payment processing. This significantly reduces back and forth and gives labs freedom to focus on production.

1.3 Misaligned expectations between dentists and labs

Mutual understanding of costs, turnaround times, and patient preferences is essential for successful treatment. However, many technicians express that clinicians may underestimate the time and complexity involved in completing cases.

Solution: Industry insights suggest that establishing clear service level agreements (SLAs) helps define turnaround times, as well as policies and pricing on rush cases. Implementing digital workflow management systems can also streamline communication and case tracking, allowing dentists to check case progress without having to reach out to technicians themselves. Workflow solutions like EviSmart also send automated updates via email or its mobile app.

More long-term solutions include improving interprofessional education: organizing lab tours so dentists gain a clearer picture of what goes into case completion and the time it requires; or holding regular review meetings with high-volume clients to discuss concerns and optimize workflows.

2. Delays in Design and Production

Besides communication challenges, excessive workload, insufficient training, and manual processes are additional roadblocks to production. These often lead technicians to work longer hours, leading to burnout and higher employee turnover.

2.1 Excessive case volume and employee turnover

Research shows that 95.5% of technicians surveyed experience excessive working hours and higher personal and work burnout compared to other industries. This is primarily due to rising overhead costs and shrinking profits, which labs attempt to compensate for with quicker case turnover.

Burnout is a significant contributor to employee turnover, and the lack of employees can further worsen a lab’s bottleneck.

Solution: The introduction of new machines into the workflow, such as CAD/CAM and oral scanners, has shortened working hours for technicians. Smart nesting for 3D printing and milling are also now possible through AI-enhanced tools, along with helpful features like automated design dispatch, and touchless case distribution. These optimizations ensure a lab spends less time on lesser value, repetitive activities and spends more time on complex tasks that require their expertise.

2.2 Insufficient staff training

A survey by Lab Management Today (LMT) found that 35% of lab operators struggle to find qualified employees. While one respondent shared that digital tools reduced the need for time-consuming models and thus boosted profits, another lab operator said that basic skills and knowledge are still required to operate these tools — and unfortunately, there is only a small pool of trained technicians available.

Solution: AI, according to the same LMT survey, is becoming a valuable strategy for labs to grow even without hiring and training new staff. Around 25% of respondents use AI, mostly for restoration design and margin marking. AI-powered lab management systems incorporate detectors to catch errors before they happen and can also automate quality control.

2.3 Software or file format incompatibility

While it can be hard to imagine a modern lab without digital technology like CAD/CAM systems, it’s a common problem for software and hardware to be incompatible, especially if they’re from different providers. This means technicians must often use different systems for each scanner a dentist uses, or they manually convert files and transfer data. Constant data reentry also leaves more room for human error.

Solution: Industry leaders emphasize the importance of dental systems being able to talk to each other, both to save time and costs and to ensure case quality. While the dental industry still lags behind healthcare in interoperability, some workflow solutions can now seamlessly integrate with a lab’s existing systems. EviSmart is one example of a workflow solution that connects to any software and hardware, provides automatic file conversion, and maintains HIPAA compliance.

Next Steps

A more efficient lab workflow begins with assessing your current operations. Determine which bottlenecks discussed above occur most in your lab — a partner like Evident take the steps needed to improve your operations efficiency.

Leverage EviSmart workflow automation tools to eliminate these bottlenecks. As the market fluctuates, labs that implement these digital solutions gain a distinct competitive advantage.