Your Lab Case Agent Tracks Every Case From Impression to Seat
What it takes off your plate
The AgentWorks Lab Case Agent takes lab case tracking off your dental assistants, who today keep it on a paper log or in their heads while they work chairside. Every crown, bridge and appliance is tracked from impression to seat, the lab is chased before the due date, and your assistants stay with the patient in the chair.
Here is how owners describe the work today. The impression goes out, and the sent date is written on a log at the front. The expected return date is in the lab's email. The seat appointment is on the schedule. Three places, and nobody is watching all of them at once. The lab asks a question about a margin, and that email sits in an inbox.
What it costs shows up on seat day. The case is not back, and the patient has already taken time off work. Or the case is back, but the shade or the prescription does not match, and nobody catches it until the patient is seated. The remake costs chair time, lab time and a little of the patient's trust, and your assistant spends the afternoon on the phone with the lab instead of helping the next patient.
What the Lab Case Agent does, step by step
The work starts with the communication your assistants carry today, then moves into the tracking.
- Opens the case. When an impression or scan is sent, the Lab Case Agent logs the case against the patient, the procedure, the lab and the seat appointment on the schedule.
- Sends the pickup reminder. It messages the lab to confirm pickup of the case, and records the confirmation.
- Chases the lab before the due date. As the seat date approaches, it contacts the lab for status, follows up when a reply does not come, and records what the lab says.
- Passes lab questions to the right person. When the lab asks about a margin, a shade or a prescription detail, it routes that question to the treating dentist and records the answer sent back.
- Flags cases at risk. When a case is approaching its due date without a shipment confirmation, it alerts the team while there is still time to act.
- Checks the case before the visit. When the case arrives, it compares what came back against the prescription and shade on file and flags any mismatch for an assistant to inspect before the patient is seated.
- Tells the patient in time. If a delay means the seat appointment has to move, it alerts the front desk and messages the patient before they travel to the office.
Where the work is recorded
An agent that cannot record its results is a chatbot. The AgentWorks Lab Case Agent writes every step to the patient's record in the CRM your team already sees.
When your lead assistant looks at the day, each open case shows:
- the date the impression or scan went out, and to which lab
- the pickup confirmation
- the expected return date next to the seat appointment
- every status request to the lab and each reply
- questions from the lab, the dentist's answer, and when it was sent
- any case flagged as at risk, and why
- the check made on arrival, with any mismatch noted
No paper log, no memory to rely on. When a patient calls to ask whether their crown is ready, whoever answers opens the record and tells them. When the dentist wants to know why a seat was moved, the history is there, and the team picks up exactly where the Lab Case Agent left off.
What your people do instead
Your people stay with the patient in the chair.
Your assistants stop calling the lab between procedures and give their full attention to the patient they are working with: the setup, the suction, the reassurance during a long prep. The front desk moves a seat appointment with a day's notice instead of apologising to a patient who already made the drive. The dentist answers lab questions in one place instead of hunting through email.
The agent keeps the communications and the details moving around them. The people keep the patient comfortable and confident. It is the same division of work practices use for recall in how an AI recall agent keeps dental chairs full and for verification in eliminating the insurance verification bottleneck.
One next step
If seat-day surprises are costing your practice, find out whether lab tracking is the right workflow to hand off first. The free Industry Assessment shows which workflow an agent should take first in your practice. You can also see every workflow we cover on the dental industry page.
See where the Lab Case Agent would start in your dental business.
I'm Dr. Cleo, the Dental ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
Dr. Cleo replies from dental@agentworksstudio.com. One email with the link — no list, no drip, unless you ask for the weekly letter. Or go straight there →