Checklist template

Dental laboratory case tracking

A ready-to-use checklist with 112 items in 6 sections, covering Case logging, Disinfection, Shipping, Due dates, Receipt and check, Remakes. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 112 Items
  • 95 Yes / No checks
  • 6 Scored ratings
  • 125 Points

Use this template How audits work

1. Case logging 22 items

  1. Every case sent to a laboratory is entered in the lab log or lab tracking software on the day of the impression or scan Yes / No 1 pt
  2. Each log entry shows the patient, the provider and the laboratory Yes / No 1 pt
  3. Each log entry shows the restoration type and the tooth numbers Yes / No 1 pt
  4. Each log entry shows the date sent and the date due back Yes / No 1 pt
  5. Each log entry shows the seat appointment date Yes / No 1 pt
  6. The lab prescription is completed and signed by the dentist as required by local regulation Yes / No 1 pt
  7. The prescription states the restorative material (for example zirconia, lithium disilicate, porcelain fused to metal) Yes / No 1 pt
  8. The prescription states the shade and the shade guide used Yes / No 1 pt
  9. A photo with the shade tab beside the tooth is sent for anterior cases Yes / No 1 pt
  10. A copy of the prescription is kept in the patient's record Yes / No 1 pt
  11. The dentist reviews the margins on the scan or impression before the patient is dismissed Yes / No 1 pt
  12. A bite registration and the opposing arch are included with each crown and bridge case Yes / No 1 pt
  13. Digital cases are submitted through the scanner portal on the day of the scan Yes / No 1 pt
  14. The laboratory's acceptance of each digital case is checked in the portal Yes / No 1 pt
  15. Case pans or bags are labeled with the patient's name and the provider Yes / No 1 pt
  16. Each laboratory used is on the company's approved list Yes / No 1 pt
  17. One employee is named as owner of the lab log, with a named backup Yes / No 1 pt
  18. Appliances made in the office (night guards, whitening trays, milled crowns) are entered in the log Yes / No 1 pt
  19. 5 cases sampled from the outgoing shelf and the cabinet were all found in the log Yes / No 1 pt
  20. Open cases on the lab log Number
  21. Cases sent to laboratories last week Number
  22. Completeness of the lab log entries sampled Rating
    • Every field filled 5 pts
    • Dates or details missing 3 pts
    • Cases not logged 1 pt

2. Disinfection 20 items

  1. Impressions are rinsed under running water to remove blood and saliva Yes / No 1 pt
  2. Impressions are disinfected with a product compatible with the impression material Yes / No 1 pt
  3. The disinfectant stays on the impression for the contact time stated on its label Yes / No 1 pt
  4. Alginate impressions are sprayed and sealed in a bag rather than left to soak Yes / No 1 pt
  5. Bite registrations and try-in appliances coming from the mouth are disinfected before they are packed Yes / No 1 pt
  6. Dentures sent for repair or reline are cleaned and disinfected before they are packed Yes / No 1 pt
  7. The employee disinfecting impressions wears utility or exam gloves Yes / No 1 pt
  8. The employee disinfecting impressions wears a mask and eye protection Yes / No 1 pt
  9. The lab slip or bag is marked to show the item has been disinfected Yes / No 1 pt
  10. Disinfected items are placed in a sealed, leak-proof bag Yes / No 1 pt
  11. The prescription travels outside the bag holding the impression Yes / No 1 pt
  12. Impressions are poured or shipped within the time limit of the material Yes / No 1 pt
  13. Cases returning from the laboratory are disinfected and rinsed before try-in Yes / No 1 pt
  14. Pumice is dispensed in single portions and discarded after each appliance Yes / No 1 pt
  15. Rag wheels and lab burs used on appliances from the mouth are sterilized or discarded after use Yes / No 1 pt
  16. The model trimmer and lab bench are cleaned at the end of each day Yes / No 1 pt
  17. Reusable case pans are disinfected between cases Yes / No 1 pt
  18. Disposable impression trays are discarded after one use Yes / No 1 pt
  19. Intraoral scanner tips are reprocessed between patients as the manufacturer instructs Yes / No 1 pt
  20. Disinfection of outgoing lab items observed or described Rating
    • Rinsed, disinfected, bagged and marked 5 pts
    • Disinfected but not marked 3 pts
    • Sent without disinfection 1 pt

3. Shipping 17 items

  1. Models and impressions are padded in the laboratory's box so that they cannot break in transit Yes / No 1 pt
  2. The contents are checked against a packing checklist before the box is sealed Yes / No 1 pt
  3. Implant cases state the implant system and the platform size on the prescription Yes / No 1 pt
  4. Implant cases include the impression coping or scan body information the laboratory needs Yes / No 1 pt
  5. The courier pickup is requested on the day the case is ready Yes / No 1 pt
  6. The pickup or tracking number of each shipment is recorded in the log Yes / No 1 pt
  7. Outgoing cases wait in one designated place away from patient areas Yes / No 1 pt
  8. No case has waited more than one business day for pickup Yes / No 1 pt
  9. Cases awaiting pickup at the time of the visit Number
  10. Rush cases are marked on the box Yes / No 1 pt
  11. Rush cases are confirmed with the laboratory by phone or portal message before shipping Yes / No 1 pt
  12. The outside of the box shows no patient information beyond what the laboratory requires Yes / No 1 pt
  13. Scan files and photos go to the laboratory through its secure portal, not by personal email or text Yes / No 1 pt
  14. A patient whose own denture or appliance is sent out is told the expected return date Yes / No 1 pt
  15. The laboratory's receipt of each case is confirmed within two business days of shipping Yes / No 1 pt
  16. Any case lost in transit in the last 12 months has a written record of what was done Yes / No 1 pt
  17. Preparation of the outgoing cases checked Rating
    • Complete, protected and recorded 5 pts
    • Minor omissions 3 pts
    • Missing items or no record 1 pt

4. Due dates 17 items

  1. The laboratory's turnaround time for each restoration type is posted where appointments are booked Yes / No 1 pt
  2. Seat appointments are booked no sooner than the laboratory's turnaround plus the margin set by company policy Yes / No 1 pt
  3. Laboratory holidays and closures are noted on the schedule Yes / No 1 pt
  4. The lab log is checked every day for cases due within the next two business days Yes / No 1 pt
  5. Cases for tomorrow's seat appointments are in the office today Yes / No 1 pt
  6. When a case will be late, the patient is rescheduled before coming in Yes / No 1 pt
  7. A delay announced by the laboratory is noted in the log with the new date Yes / No 1 pt
  8. Each step of a multi-visit case (try-in, bite rims, finish) has its own due date in the log Yes / No 1 pt
  9. Today's lab cases were reviewed at the morning huddle Yes / No 1 pt
  10. Cases past their due date on the log Number
  11. Patients rescheduled in the last 30 days because a case had not come back Number
  12. Patients wearing a temporary crown longer than the period set by company policy are flagged for follow-up Yes / No 1 pt
  13. Finished cases with no seat appointment are listed and worked every week Yes / No 1 pt
  14. Finished cases in the office with no seat appointment Number
  15. Age of the oldest unseated case (days) Number
  16. Patients with a case unseated for more than 30 days have a contact attempt noted in their record Yes / No 1 pt
  17. Cases back in time for their seat appointment in the last 30 days Rating
    • All on time 5 pts
    • One or two late 3 pts
    • Late cases common 1 pt

5. Receipt and check 17 items

  1. The date received is entered in the log on the day a case arrives Yes / No 1 pt
  2. The box is opened on arrival and the patient's name is checked against the prescription Yes / No 1 pt
  3. The restoration type and tooth number are checked against the prescription on arrival Yes / No 1 pt
  4. The shade of the restoration is compared with the prescribed shade on arrival Yes / No 1 pt
  5. The dentist or a trained assistant checks fit, margins and contacts on the model before the appointment Yes / No 1 pt
  6. Implant parts sent to the laboratory (analogs, screws, copings) are accounted for on return Yes / No 1 pt
  7. The laboratory's material certificate or sticker is placed in the patient's record Yes / No 1 pt
  8. Received cases are stored in one designated cabinet Yes / No 1 pt
  9. Stored cases are labeled with the patient's name and the seat date Yes / No 1 pt
  10. Stored cases are arranged by seat date Yes / No 1 pt
  11. A case damaged on arrival is photographed and reported to the laboratory the same day Yes / No 1 pt
  12. A case delivered for another office or patient is returned to the laboratory the same day Yes / No 1 pt
  13. The log is marked when the case is seated Yes / No 1 pt
  14. Lab invoices are matched to the case and to the laboratory's fee schedule Yes / No 1 pt
  15. Models are kept or discarded as company policy states Yes / No 1 pt
  16. 5 cases sampled from the cabinet were all logged as received Yes / No 1 pt
  17. Incoming inspection of lab cases Rating
    • Checked on arrival against the prescription 5 pts
    • Opened only on the day of the appointment 3 pts
    • Not checked before the patient is seated 1 pt

6. Remakes 19 items

  1. Each remake is recorded in the log with its reason (fit, margin, contacts, bite, shade, breakage, impression) Yes / No 1 pt
  2. Remakes are recorded by laboratory Yes / No 1 pt
  3. Remakes are recorded by provider Yes / No 1 pt
  4. Remakes in the last 3 months Number
  5. Cases sent in the last 3 months Number
  6. The remake rate is calculated each quarter Yes / No 1 pt
  7. The remake rate is compared with the company target Yes / No 1 pt
  8. The dentist discusses the case with the laboratory before a remake is sent Yes / No 1 pt
  9. A new impression or scan is taken when the first one caused the remake Yes / No 1 pt
  10. Remakes traced to impressions or scans are reviewed with the clinical team Yes / No 1 pt
  11. A no-charge remake or credit is requested when the laboratory caused the error Yes / No 1 pt
  12. Credits promised for remakes are checked on the laboratory's statement Yes / No 1 pt
  13. A remake case carries a new due date in the log Yes / No 1 pt
  14. Cases needing more than 15 minutes of chairside adjustment are noted in the log Yes / No 1 pt
  15. Each laboratory's remakes and late cases are reviewed with the lead dentist at least once a year Yes / No 1 pt
  16. Corrective actions from the previous lab case review have been completed Yes / No 1 pt
  17. Name of the employee responsible for lab cases Short text
  18. Overall control of lab cases in and out Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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