3Shape booking in and booking out workflow

Lab area: admin desk + digital station (3Shape)
Version: v1.0
Last reviewed: 16/02/2026
Next review: 16/05/2026

What this is for

To ensure every job is correctly entered into 3Shape, tracked, QC checked, and dispatched without errors or delays.
Outcome: zero lost cases, clear status, on-time dispatch.

You need

Materials

• Prescription form (paper or digital)
• Job bag / labelled box
• Any impressions / models / USB

Equipment

• Computer with 3Shape access
• Shared drive access
• Ticketing system access
• Label printer

PPE

• Gloves (when handling impressions/models)

Before you start (setup)

• Log into 3Shape.
• Open today’s dispatch list.
• Check scanner connection (if scanning required).
• Confirm shared drive is syncing.
• Clear bench space for intake cases.

Part 1 – Booking in (admin → lab)

Steps

1. Receive the job from clinic, courier, or patient.
2. Check the prescription is complete (name, type, due date, clinician).
3. Confirm materials received match prescription.
4. Create a new case in 3Shape.
5. Enter patient name exactly as per prescription.
6. Select correct indication and material type.
7. Enter due date as confirmed with scheduling.
8. Attach scans, photos, and notes.
9. Add internal notes (complexity, urgency, special instructions).
10. Generate job ID and print label.
11. Place labelled case in correct production queue.
12. Update ticketing system status to “in production”.

Quality checkpoints (what good looks like)

• Patient name matches prescription exactly.
• Due date matches schedule board.
• Correct indication selected (no generic defaults).
• All scans and photos attached.
• Job visible in correct 3Shape queue.
• Physical job bag matches digital case ID.

If wrong indication selected → correct immediately before production starts.
If missing information → pause and escalate before allocating to lab.

Common mistakes + fixes

Missing scans → intake rushed → stop and request files before production.
Wrong due date → scheduling not checked → confirm with Eloise immediately.
Duplicate case created → name mismatch → merge or delete before lab starts.
Case not in correct queue → wrong category selected → move to correct workflow.
No internal notes → assumption made → add notes before huddle.

Clean-down + reset

• Remove unused labels.
• Return prescriptions to job bag.
• Clear intake bench.
• Confirm all new cases visible in morning huddle list.

Escalation

Clinical judgement issue → Senior prosthetist → Garth.
Technical workflow issue → Carly → Golboo.
System/workflow issue → Eloise or Golboo → Georgie.

Part 2 – Booking out (QC → dispatch)

Before you start

• Open 3Shape case.
• Confirm QC completed (3:15pm block).
• Check dispatch list with admin.

Steps

1. Open case in 3Shape.
2. Confirm work matches prescription and notes.
3. Confirm QC approval logged.
4. Update status to “ready for dispatch”.
5. Add final internal notes (shade, adjustments, remake reason if applicable).
6. Attach final photos (if required).
7. Print dispatch docket.
8. Place job in correct dispatch box.
9. Update ticketing system to “dispatched”.
10. Confirm courier pickup or patient collection time.

Quality checkpoints (what good looks like)

• QC signed off before status changed.
• Photos attached for complex cases.
• Correct patient and dentist on docket.
• No open tasks remaining in 3Shape.
• Case removed from production queue.
• Dispatch list updated before 4:00pm.

If QC uncertain → stop and escalate before dispatch.
If remake required → change status to “rework” not “dispatch”.

Common mistakes + fixes

Case marked dispatched but still in lab → status changed too early → correct in system immediately.
Wrong dentist on docket → copied previous case → reprint before courier leaves.
No QC logged → skipped step → return to QC.
Incomplete notes → rushed finish → update before 4pm debrief.
Case still open in queue next day → booking out not finalised → correct and log delay.

Clean-down + reset

• Clear QC bench.
• Prepare next-day production list.
• Close completed cases in 3Shape.
• Confirm dispatch sheet filed.

Escalation

Clinical uncertainty → Garth.
Technical defect → Carly → Golboo.
System failure → Golboo or Eloise → Georgie.

Record keeping

Log in ticketing system:

• Case ID
• Indication type
• Due date
• Actual dispatch date
• Any delays + reason

Update:

• Daily huddle board
• KPI tracker (overdue jobs, remakes, digital adoption %)

Footer

Version 1.0. Date 16/02/2026.
If you change a setting, update this poster and log the change.