Digital Dentistry: Lab Workflow Management System
Budget: $750 – $1,500 USD
Custom Dental Laboratory Workflow & Production Management System
Project Overview
We are a growing dental laboratory business with locations in Nelson and Christchurch, New Zealand. We are seeking an experienced software developer or development team to build a custom cloud-based Dental Laboratory Workflow and Production Management System.
The objective is to replace spreadsheets, paper job tracking, and manual production planning with a modern web-based platform that provides real-time visibility of all laboratory cases, production workloads, component ordering, technician allocation, and delivery deadlines.
The system must be accessible from desktop computers, tablets, and mobile phones and be hosted online so that staff can securely access it from either laboratory location.
⸻
Core Requirements
1. Digital Case Entry Form
The system should allow our practice manager or administration staff to enter new cases into the system using a digital laboratory prescription form.
Required fields include:
* Case number (auto-generated)
* Dentist/practice information
* Patient identifier
* Restoration type
* Material type
* Due date
* Fit date
* Shade information
* Special instructions
* File attachments (photos, PDFs, STL files, scans)
* Priority level (standard, urgent, rush)
⸻
2. Central Case Management Dashboard
The system should display all active cases in a searchable and filterable dashboard.
Required features:
* Search by patient, dentist, case number, or technician
* Filter by due date, status, location, or restoration type
* Sort by urgency and due date
* Colour-coded status indicators
* Ability to update case status in real time
Example workflow stages:
* Received
* Design
* Milling
* Sintering
* Ceramic
* Quality Control
* Ready for Dispatch
* Completed
⸻
3. Production Workflow Tracking
Each case should move through predefined workflow stages.
The system should:
* Track the current stage of each case
* Record timestamps when stages are completed
* Allow staff to update progress from desktop or mobile devices
* Display production bottlenecks and overdue cases
⸻
4. Implant Component Management
A dedicated module is required to track implant-related components.
Required information:
* Component type
* Supplier
* Date ordered
* Expected arrival date
* Date received
* Status
The system should generate alerts when:
* Components have not arrived by their expected date
* Upcoming fit appointments may be affected by missing components
⸻
5. Production Capacity Planning
This is one of the most important parts of the project.
The system should allow each restoration type to have an estimated production time assigned.
Examples:
* Monolithic Crown = 0.75 hours
* Layered Crown = 2 hours
* Implant Crown = 1.5 hours
* Full Arch / All-on-4 = configurable
The system should calculate:
* Daily workload requirements
* Available technician capacity
* Future production capacity
* Potential production overloads
Managers should be able to see whether upcoming production schedules exceed available resources.
⸻
6. Technician Allocation
The system should allow cases to be assigned to specific technicians.
Requirements:
* Technician assignment
* Workload balancing
* View active cases by technician
* Track completion rates
⸻
7. Notifications & Alerts
Automatic alerts should be generated for:
* Overdue cases
* Cases approaching due dates
* Missing implant components
* Production bottlenecks
* Capacity overload warnings
Email notifications are desirable.
⸻
8. Reporting & Analytics
Management reporting should include:
* Cases completed
* Cases overdue
* Technician productivity
* Turnaround times
* Remake rates
* Production workload forecasts
* Revenue by case type (future enhancement)
⸻
9. Dentist Portal (Future Phase)
The system should be designed so that a future phase can include a secure dentist portal where clients can:
* Submit cases online
* Upload scans and files
* Track case progress
* View invoices and history
This does not need to be built immediately but should be considered during system architecture planning.
⸻
Technical Requirements
Preferred solution:
* Cloud-based web application
* Mobile responsive
* Secure login system
* Multi-user access
* Role-based permissions
* Data backup functionality
Open to technology recommendations, but modern frameworks such as React, Node.js, .NET, Laravel, PostgreSQL, or similar are acceptable.
⸻
Deliverables
* Fully functional web application
* Source code ownership transferred to us
* Database design
* User documentation
* Deployment assistance
* Ongoing support options
⸻
To Apply
Please provide:
* Examples of similar workflow management, ERP, manufacturing, healthcare, or laboratory management systems you have built.
* Recommended technology stack.
* Estimated timeline.
* Estimated budget.
* Ongoing maintenance options.
Preference will be given to developers who have experience building workflow management systems, production planning systems, ERP platforms, or healthcare-related software.
Project Overview
We are a growing dental laboratory business with locations in Nelson and Christchurch, New Zealand. We are seeking an experienced software developer or development team to build a custom cloud-based Dental Laboratory Workflow and Production Management System.
The objective is to replace spreadsheets, paper job tracking, and manual production planning with a modern web-based platform that provides real-time visibility of all laboratory cases, production workloads, component ordering, technician allocation, and delivery deadlines.
The system must be accessible from desktop computers, tablets, and mobile phones and be hosted online so that staff can securely access it from either laboratory location.
⸻
Core Requirements
1. Digital Case Entry Form
The system should allow our practice manager or administration staff to enter new cases into the system using a digital laboratory prescription form.
Required fields include:
* Case number (auto-generated)
* Dentist/practice information
* Patient identifier
* Restoration type
* Material type
* Due date
* Fit date
* Shade information
* Special instructions
* File attachments (photos, PDFs, STL files, scans)
* Priority level (standard, urgent, rush)
⸻
2. Central Case Management Dashboard
The system should display all active cases in a searchable and filterable dashboard.
Required features:
* Search by patient, dentist, case number, or technician
* Filter by due date, status, location, or restoration type
* Sort by urgency and due date
* Colour-coded status indicators
* Ability to update case status in real time
Example workflow stages:
* Received
* Design
* Milling
* Sintering
* Ceramic
* Quality Control
* Ready for Dispatch
* Completed
⸻
3. Production Workflow Tracking
Each case should move through predefined workflow stages.
The system should:
* Track the current stage of each case
* Record timestamps when stages are completed
* Allow staff to update progress from desktop or mobile devices
* Display production bottlenecks and overdue cases
⸻
4. Implant Component Management
A dedicated module is required to track implant-related components.
Required information:
* Component type
* Supplier
* Date ordered
* Expected arrival date
* Date received
* Status
The system should generate alerts when:
* Components have not arrived by their expected date
* Upcoming fit appointments may be affected by missing components
⸻
5. Production Capacity Planning
This is one of the most important parts of the project.
The system should allow each restoration type to have an estimated production time assigned.
Examples:
* Monolithic Crown = 0.75 hours
* Layered Crown = 2 hours
* Implant Crown = 1.5 hours
* Full Arch / All-on-4 = configurable
The system should calculate:
* Daily workload requirements
* Available technician capacity
* Future production capacity
* Potential production overloads
Managers should be able to see whether upcoming production schedules exceed available resources.
⸻
6. Technician Allocation
The system should allow cases to be assigned to specific technicians.
Requirements:
* Technician assignment
* Workload balancing
* View active cases by technician
* Track completion rates
⸻
7. Notifications & Alerts
Automatic alerts should be generated for:
* Overdue cases
* Cases approaching due dates
* Missing implant components
* Production bottlenecks
* Capacity overload warnings
Email notifications are desirable.
⸻
8. Reporting & Analytics
Management reporting should include:
* Cases completed
* Cases overdue
* Technician productivity
* Turnaround times
* Remake rates
* Production workload forecasts
* Revenue by case type (future enhancement)
⸻
9. Dentist Portal (Future Phase)
The system should be designed so that a future phase can include a secure dentist portal where clients can:
* Submit cases online
* Upload scans and files
* Track case progress
* View invoices and history
This does not need to be built immediately but should be considered during system architecture planning.
⸻
Technical Requirements
Preferred solution:
* Cloud-based web application
* Mobile responsive
* Secure login system
* Multi-user access
* Role-based permissions
* Data backup functionality
Open to technology recommendations, but modern frameworks such as React, Node.js, .NET, Laravel, PostgreSQL, or similar are acceptable.
⸻
Deliverables
* Fully functional web application
* Source code ownership transferred to us
* Database design
* User documentation
* Deployment assistance
* Ongoing support options
⸻
To Apply
Please provide:
* Examples of similar workflow management, ERP, manufacturing, healthcare, or laboratory management systems you have built.
* Recommended technology stack.
* Estimated timeline.
* Estimated budget.
* Ongoing maintenance options.
Preference will be given to developers who have experience building workflow management systems, production planning systems, ERP platforms, or healthcare-related software.