Building Your Laboratory Partnership: A Practical Guide to Collaborative Workflows

Understanding why collaboration matters represents only the first step. The real transformation occurs when dental practices implement the technologies, processes, and communication strategies that enable true partnership with their laboratory.

This practical guide explores how to build and maintain a collaborative relationship that delivers measurable improvements in clinical outcomes, practice efficiency, and patient satisfaction.

At RWD Dental Image, we’ve refined our collaborative approach across thousands of cases over three decades. The principles and practices outlined here reflect real-world implementation strategies that transform conventional lab relationships into genuine clinical partnerships.

The Technology Foundation for Modern Collaboration

While relationship and communication form the foundation of effective collaboration, modern technology amplifies our capability to deliver exceptional outcomes.

Understanding and leveraging these tools enables practices to maximise the value of their laboratory partnership.

Digital Impression Integration

Intraoral scanning has revolutionised impression accuracy and patient comfort, but scan quality varies dramatically based on operator technique and clinical conditions. Successful digital workflows require more than simply owning a scanner; they demand systematic protocols and ongoing support.

Scanner-Specific Protocols: Each intraoral scanner platform has unique capture characteristics, optimal scanning patterns, and common pitfalls. At RWD, we provide customised guidance for major scanner platforms, including:

Medit i700/i900: Optimal for full-arch captures with excellent colour accuracy; requires attention to moisture control and systematic scanning patterns to avoid stitching errors
CEREC Primescan: Superior detail capture for single-unit preparations; benefits from powder application in highly reflective areas
3Shape TRIOS: Excellent for implant workflows with integrated scan body libraries; requires careful attention to scan body positioning for multi-unit cases
iTero Element: Strong interproximal capture; benefits from a strategic scanning sequence starting from preparations
Planmeca Emerald: Fast scanning speeds; optimised for full-arch workflows with integrated photography

For each platform, we provide technical documentation covering optimal settings, recommended scanning sequences, and troubleshooting guides for common capture issues.

Real-Time File Validation: Digital scans upload directly to our secure portal for immediate quality assessment. Our validation protocol examines:

Preparation margin definition and completeness
Opposing arch detail and occlusal registration accuracy
Interproximal contact capture for adjacent teeth
Scan body positioning and stability for implant cases
Overall scan density and absence of artifacts

When issues are identified, we contact the practice immediately with specific feedback about required corrections, enabling same-day re-scanning before the patient leaves. This proactive quality control prevents the frustrating scenario where scan problems only become apparent after fabrication begins.

Scan Optimisation Consultation: For practices new to digital workflows or experiencing capture difficulties, we offer on-site or virtual training sessions. These consultations address:

Optimal operator positioning and scanning ergonomics
Patient management strategies for challenging cases (limited opening, gagging, tongue control)
Preparation design modifications that enhance scan capture
Integration of traditional and digital impression techniques for hybrid workflows

This educational support accelerates the learning curve and helps practices realise the full value of their scanner investment.

CAD/CAM Design Collaboration

Computer-aided design enables unprecedented precision and customisation, but only when guided by clinical insight. Our collaborative design process invites dentist input at critical decision points, ensuring the final restoration meets both technical specifications and clinical expectations.

Digital Design Previews: For aesthetic cases, we generate digital mock-ups showing proposed tooth morphology, shade characterisation, and smile design. These previews use advanced rendering to approximate the final restoration appearance, enabling dentists to evaluate outcomes before fabrication.

The preview process follows this workflow:

Initial design generation: Our technicians create a preliminary design based on case prescription and clinical photographs
Dentist review: Digital files are shared through our secure portal with annotation capabilities for feedback
Collaborative refinement: Screen-sharing sessions enable real-time design modifications addressing specific concerns
Patient approval (optional): For significant aesthetic cases, digital previews can be shown to patients during try-in appointments
Final approval: Once the design meets expectations, fabrication proceeds with confidence

This virtual try-in process prevents aesthetic disappointments that conventional workflows only reveal at final delivery, saving time and building patient trust in the treatment process.

Implant Restoration Design Verification

Complex implant restorations benefit from digital verification before expensive materials are milled. Our CAD review process examines:

Screw access channels: Verification that access holes align properly with implant positions and emerge in aesthetic locations
Emergence profiles: Assessment of tissue contours and prosthetic emergence from implant platforms
Pontic design: Evaluation of tissue contact areas for hygiene maintenance and aesthetic transition
Framework geometry: Structural analysis ensuring adequate material thickness and connector strength
Occlusal anatomy: Virtual articulation confirming proper contacts and clearances

iCam Photogrammetry for Implant Precision

Multi-implant cases demand absolute accuracy to achieve passive fit and avoid biomechanical complications. Traditional impression methods introduce cumulative errors through material distortion, dimensional changes during setting, and model fabrication inaccuracies.

Our iCam photogrammetry technology captures implant positions with sub-20 micron accuracy through optical scanning, eliminating impression-related errors. The system processes 60,800 calculations per scan (compared to 150-260 in competing systems), ensuring precise spatial coordinates for every implant.

How Photogrammetry Works:

The iCam system uses four synchronised cameras in a handheld device to capture multiple images of calibrated scan bodies attached to implant positions. Sophisticated software analyses these images to triangulate the exact three-dimensional coordinates of each implant, creating a virtual model with exceptional accuracy.

The process is remarkably fast, requiring less than 20 seconds to capture a full arch compared to 15-30 minutes for conventional impression procedures. This speed reduces patient discomfort and chair time while improving accuracy.

Clinical Implementation:

For complex full-arch cases, our technicians can coordinate on-site photogrammetry capture, ensuring optimal scan body positioning and data quality. The typical workflow includes:

Pre-surgical coordination: Discussion of implant system, multi-unit abutment types, and photogrammetry scheduling
Scan body preparation: RWD provides appropriate scan bodies compatible with the placed implant system
On-site capture: Our technician visits the practice post-surgery to perform photogrammetry capture
Immediate verification: Data quality is confirmed chairside before the patient is dismissed
Digital delivery: Implant coordinate data is immediately available for provisional design and fabrication

This collaborative implementation ensures the technology achieves its full potential while minimising workflow disruption.

Photogrammetry Advantages for Practices:

Elimination of verification jigs: Traditional full-arch workflows require time-consuming verification appointments to confirm framework fit; photogrammetry accuracy makes these appointments unnecessary
Immediate loading capability: Accurate provisional fabrication enables same-day teeth delivery for appropriate cases
Reduced patient appointments: Fewer try-in and adjustment visits required
Enhanced predictability: Passive fits achieved consistently without trial-and-error adjustments

“The precision of photogrammetry solves the technical challenge of passive fit,” Rob Dulieu explains. “But the human collaboration ensures we’re building the right restoration on that perfectly captured foundation. Technology and teamwork must work together.”

Digital Communication Platforms

Seamless information exchange eliminates the communication delays that historically plagued lab-clinic relationships. Our digital infrastructure includes multiple platforms optimised for different communication needs:

Secure File Sharing:

HIPAA-compliant cloud platforms enable the encrypted transfer of patient data, including scans, photographs, radiographs, and case documentation. Practices receive secure login credentials providing access to:

Case submission portals with structured forms ensuring complete information capture
File upload capabilities supporting all major scan formats and large file sizes
Document libraries storing technical guides, material specifications, and protocol documentation
Communication threads maintaining complete case history and correspondence

Real-Time Case Tracking:

Our online portal provides visibility into fabrication status throughout the production cycle. Practices can monitor:

Case receipt confirmation and digital file validation
Design phase progress and completion
Manufacturing stage and estimated completion dates
Quality control checkpoints and approval status
Shipping tracking for case delivery

This transparency enables accurate patient communication about delivery timelines and helps practices manage scheduling efficiently.

Structured Case Prescriptions:

Digital prescription forms systematically capture all information required for successful case completion:

Restoration type and tooth positions
Material preferences (with decision support for appropriate selections)
Shade selection with reference photographs
Margin design and occlusal anatomy preferences
Special instructions or clinical considerations
Delivery timeline requirements

Structured forms reduce errors from incomplete or ambiguous handwritten prescriptions while ensuring technicians receive consistent, comprehensive case information.

Video Consultation Capability:

For complex cases that require detailed discussion, we offer scheduled video consultations via secure screen-sharing technology. These sessions enable:

Real-time design review with collaborative modifications
Treatment planning consultation before case initiation
Troubleshooting discussions for challenging clinical situations
Educational sessions on new materials or techniques

Video consultations bring the laboratory’s technical expertise directly into the treatment planning process, strengthening the collaborative partnership.

How to Build a Collaborative Relationship With Your Laboratory

Transitioning from transactional lab relationships to true collaboration requires intentional effort from both parties. For dental practices seeking to elevate their laboratory partnership, we recommend these systematic steps:

Step 1: Establish Clear Communication Channels

Designate a primary laboratory liaison within your practice who understands case requirements and can communicate effectively with the lab. This role is often filled by the lead dental assistant or practice manager who has:

Technical understanding of restorative procedures and terminology
Organisational skills for case coordination and scheduling
Communication ability to relay the dentist’s instructions accurately
Problem-solving capacity to address issues proactively

This centralised communication prevents information fragmentation that occurs when multiple team members interact with the laboratory independently.

Provide Multiple Communication Options:

Different situations require different communication approaches:

Routine case coordination: Email or online portal submissions for standard cases with complete documentation
Time-sensitive questions: Direct phone line to technical staff for urgent clarifications or last-minute modifications
Complex case planning: Scheduled video consultations for detailed treatment discussions requiring visual communication
Emergency situations: After-hours contact protocols for critical issues requiring immediate attention

Document these communication pathways in a practice protocol manual, ensuring all team members understand appropriate channels for different scenarios.

Step 2: Share Your Clinical Philosophy and Preferences

Help your laboratory understand your practice style by clearly communicating preferences that affect restoration design and fabrication. These preferences should be documented in your account profile, guiding every technician working on your cases.

Functional Preferences:

Crown margin placement (at the gingival level versus slightly subgingival)
Contact tightness (requiring floss pop versus easier passage for patient home care)
Occlusal anatomy (conservative functional anatomy versus aggressive cusp morphology)
Embrasure space dimensions (closed contacts versus open for hygiene access)

Aesthetic Preferences:

Characterisation level (highly individualised versus conservative uniform appearance)
Translucency and value (vitality versus opacity for masking)
Texture and surface detail (pronounced anatomy versus smooth contours)
Shade philosophy (natural variation versus uniform shade)

Protocol Preferences:

Try-in requirements (when wax-ups or digital previews are needed)
Quality control (specific verification steps or documentation required)
Delivery specifications (packaging, labelling, or accompanying documentation)
Follow-up protocols (post-insertion review timing and process)

At RWD, we maintain detailed preference profiles for each referring dentist, ensuring consistent application across all cases regardless of which technician performs the fabrication. This institutional knowledge creates predictability and reduces the need for adjustments.

Step 3: Invest in Quality Case

Comprehensive case information enables superior outcomes. The documentation provided with case submission directly impacts the laboratory’s ability to deliver restorations meeting expectations. We recommend systematic documentation protocols ensuring complete information capture.

Universal Documentation Requirements:

Every case should include:

Clinical photographs, showing:

Pre-operative tooth position and anatomy (for matching adjacent teeth)
Preparation margins and finish line clarity (verifying adequate reduction)
Tissue architecture and gingival contours (for emergence profile design)
Occlusal relationship and opposing dentition (for contact and clearance assessment)

Shade selection data:

Primary shade determination using a validated shade guide (Vita Classical or 3D-Master)
Shade verification under corrected lighting conditions (D55 or D65 standard illuminant)
Photographic shade documentation with shade tab adjacent to the tooth
Special characterisation notes (internal staining, translucency patterns, texture details)

Case prescription information:

Clear material specification with justification if unusual selection
Margin design and placement instructions
Occlusal anatomy preferences
Delivery timeline requirements
Special considerations or clinical challenges

Additional Documentation for Complex Cases:

Aesthetic cases require:

Facial photographs showing smile dynamics and tooth display at rest and during animation
Shade matching in multiple lighting conditions (office lighting, natural light, patient’s typical environment)
Discussion documentation of patient expectations and aesthetic goals
Reference photographs if patient desires specific outcomes (celebrity smiles, previous restorations, etc.)
Diagnostic wax-up or digital smile design for previewing proposed outcome

Implant cases require:

Radiographs showing implant angulation, positioning, and bone levels
Tissue architecture documentation (biotype, gingival thickness, attached tissue dimensions)
Healing abutment design or soft tissue profile information
Provisional restoration photographs for final restoration reference
Opposing dentition occlusal scheme assessment

Full-arch rehabilitation requires:

Mounted diagnostic models or digital equivalent showing jaw relationships
Facebow transfer or digital equivalents for maxillary positioning
Vertical dimension assessment documentation
Phonetic evaluation results
Patient aesthetic priorities and smile design discussions

This documentation investment pays significant dividends through reduced adjustments, better aesthetic outcomes, and fewer patient disappointments. Practices that implement systematic documentation protocols consistently report improved case success rates.

Step 4: Schedule Regular Case Review Sessions

Proactive communication prevents problems more effectively than reactive troubleshooting. We encourage practices to establish quarterly review sessions with their laboratory liaison, covering:

Recent Case Outcomes:

Discussion of any cases requiring adjustments or remakes
Identification of patterns in common issues
Protocol adjustments addressing recurring challenges
Recognition of exceptionally successful cases and replication of those workflows

Technology and Material Updates:

Introduction to new material options that might benefit specific clinical situations
Updates on manufacturing technology improvements
Digital workflow enhancements or new capabilities
Industry trends and innovations relevant to practice needs

Workflow Optimisation:

Review of current turnaround times and scheduling efficiency
Assessment of communication effectiveness and potential improvements
Evaluation of documentation quality and completeness
Identification of opportunities for process streamlining

Education and Training:

Staff training needs for improved case documentation
Continuing education opportunities for the clinical team
New technique implementation planning
Troubleshooting skills development for common issues

These structured reviews strengthen the partnership through regular engagement while ensuring continuous improvement in case quality and efficiency. Practices that maintain regular communication with their laboratory partners report higher satisfaction and better outcomes.

Step 5: Engage in Collaborative Problem-Solving

When issues arise, approach them as partnership challenges rather than assigning blame. Restoration remakes or adjustments sometimes occur despite best efforts; treating these situations as learning opportunities strengthens the collaboration and prevents future occurrences.

The Collaborative Problem-Solving Process:

When a case doesn’t meet expectations:

Document the issue thoroughly: Photographs, detailed description, patient feedback, and clinical observations
Communicate promptly: Contact the laboratory immediately rather than attempting multiple adjustments independently
Analyse causation jointly: Work with the laboratory to understand contributing factors (impression quality, preparation design, communication gaps, technical errors)
Develop solutions together: Identify protocol changes or process improvements, preventing similar issues
Implement systematically: Document agreed-upon changes and monitor effectiveness across subsequent cases
Follow up: Review whether implemented solutions achieved desired improvements

At RWD, we welcome honest feedback about any case that didn’t meet expectations. By examining what went wrong together, we identify process improvements that benefit all future cases. This collaborative problem-solving mindset has enabled us to achieve industry-leading remake rates below 2% while maintaining exceptionally high aesthetic standards.

Creating a Culture of Continuous Improvement:

The most successful laboratory partnerships embrace ongoing refinement:

Regular feedback on what’s working well (not just problems)
Willingness to try new protocols or materials
Openness to laboratory suggestions for alternative approaches
Commitment to systematic improvement rather than accepting the status quo

The RWD Collaborative Service Model

Our partnership philosophy extends beyond case fabrication to comprehensive support services that help practices succeed:

Technical Education and Support

We offer complimentary training for dental teams on topics including:

Digital Workflow Mastery:

Intraoral scanning protocols optimised for each scanner platform
Effective scan submission and file management
Integration of traditional and digital impression techniques
Troubleshooting common digital capture issues

Clinical Documentation Excellence:

Photography protocols for case documentation and shade matching
Shade selection methodology under proper lighting conditions
Effective case prescription writing
Communication strategies for complex cases

Material Science and Selection:

Material properties and appropriate clinical applications
Decision frameworks for material selection based on clinical factors
Emerging material technologies and their benefits
Material handling and cementation protocols

Clinical Troubleshooting:

Common insertion challenges and solutions
Occlusal adjustment techniques for minimising material removal
Maintenance protocols for long-term restoration success
Patient education strategies for care instructions

This educational investment helps practices maximise the value of our collaboration while improving overall case quality and clinical confidence.

Flexible Scheduling and Priority Services

We understand that patients’ needs don’t follow neat schedules. Our service flexibility includes:

Expedited Services:

Same-day rush fabrication for emergency situations
48-hour turnaround for urgent cases requiring rapid completion
Weekend and after-hours pickup/delivery for critical timeline cases
Priority queue placement for practices with immediate patient needs

Complex Case Coordination:

Extended scheduling for cases requiring elaborate fabrication
Milestone-based delivery for multi-phase treatments
Coordinated timing for multiple-unit cases requiring simultaneous delivery
Flexible modification windows for try-in adjustments

Logistics Support:

Daily courier pickup throughout the Sydney metro area
Scheduled regional pickups for practices outside metropolitan areas
Express shipping options for Australia-wide delivery
Real-time tracking and delivery confirmation

This operational flexibility ensures our partnership supports your practice needs rather than constraining clinical scheduling.

Quality Assurance Transparency

Every restoration undergoes rigorous quality control before leaving our laboratory. Our multi-point inspection protocol includes:

Dimensional Verification:

Margin accuracy assessment using high-magnification evaluation
Preparation seating verification on dies or digital models
Occlusal clearance measurement against opposing anatomy
Contact point assessment for proper interproximal relationships

Functional Assessment:

Occlusal contact analysis ensuring balanced contacts
Excursive movement verification (lateral and protrusive guidance)
Retention and stability evaluation
Screw access verification for implant restorations

Aesthetic Evaluation:

Shade matching under standardised D55 lighting
Surface characterisation and texture assessment
Translucency and value verification
Anatomical form and contour evaluation

Material Integrity Testing:

Visual inspection for any fabrication defects or flaws
Structural soundness verification
Surface quality assessment and polishing verification
Framework fit testing for multi-component restorations

We document this quality control process and make verification data available to referring dentists upon request, providing transparency and confidence in every restoration delivery.

Australia-Wide Digital Service Capability

Geographic distance doesn’t limit collaborative relationships when supported by robust digital infrastructure. Practices throughout Australia access the same collaborative services enjoyed by our Sydney clients:

Digital Case Submission:

Secure file transfer accepting all major scan formats
Immediate upload confirmation and quality validation
Digital prescription forms ensure complete case information
Photographic upload for aesthetic documentation

Remote Consultation Services:

Video consultations for complex case planning
Screen-sharing for digital design review
Technical support for scanning and documentation questions
Educational sessions via web conferencing

National Logistics Network:

Express courier services ensuring rapid turnaround across the country
Tracking and delivery confirmation for all shipments
Temperature-controlled transport for sensitive materials
Insurance coverage for all case shipments

Regional Support Partnerships:

Coordination with local dental suppliers for emergency support
Relationships with regional specialists for consultation
Backup protocols ensuring service continuity

This national capability allows us to serve as a trusted laboratory partner regardless of practice location, bringing precision and expertise to dental professionals across Australia.

Begin Your Collaborative Partnership Today

Transforming your laboratory relationship from transactional to collaborative delivers measurable improvements in clinical outcomes, practice efficiency, and patient satisfaction. The systematic approaches outlined in this guide provide a roadmap for building partnerships that elevate your practice.

Your Next Steps:

Evaluate Your Current Laboratory Relationships:

Assess remake rates and adjustment frequency
Review communication effectiveness and responsiveness
Consider whether your laboratory actively supports your success
Identify gaps between current service and ideal partnership

Explore RWD’s Collaborative Approach:

Schedule an introductory consultation to discuss your practice needs
Submit a trial case experiencing our workflow firsthand
Visit our Bondi Junction laboratory (available for Sydney-area practices)
Attend our complimentary educational sessions on topics relevant to your practice

Implement Systematic Improvements:

Establish clear communication protocols within your practice
Develop documentation standards ensuring complete case information
Create preference profiles communicating your clinical philosophy
Schedule regular review sessions maintaining partnership momentum

Connect With RWD Dental Image

Book a Job: https://rwddental.com.au/book-job/

Location: Bondi Junction, Sydney (serving practices Australia-wide)

Contact: Request a consultation, submit a case, or schedule a laboratory tour

The transformation from conventional laboratory service to genuine partnership begins with a single case. Let’s work together to elevate your practice outcomes and deliver exceptional care to your patients.

For insights on why collaboration matters and the clinical outcomes it enables, read our companion article: “The Partnership Advantage: Why Dentist-Laboratory Collaboration Defines Modern Clinical Excellence.“

RWD Dental Image: Where Precision Meets Partnership. Proudly Australian-owned and operated since 1993.

Share the Post: