This document provides a comprehensive, step‑by‑step guide for clinics and dentists to create lab orders within the Smile Genius Platform. Follow the workflow carefully to ensure accurate and efficient case submission.
Overview of the Order Creation Workflow
The complete order creation process consists of three stages:
Create or Select Patient
Choose a Lab
Create Order Details & Submit
Each stage includes actions, optional/mandatory fields, helpful tools, and best practices.
STEP 1: Create Patient
When the clinic/dentist clicks the "Create New Order" CTA, they are directed to the "Create Patient" screen.
1.1 Patient Entry Options
Create a New Patient (default)
Select an Existing Patient using the Existing Patient CTA.
A window will open displaying all existing patients in the system.
The user can select any patient from the list.
1.2 Patient Details Form
Mandatory Field:
Patient Name
Optional Fields:
Patient Email
Patient Phone Number
Patient Gender
Patient Date of Birth
Patient ID
Important Notes:
When selecting an existing patient, their details cannot be edited.
The Clear All CTA allows the user to remove all entered data on the screen.
The user can Save as Draft at any point:
Saves progress in the current state.
The user may return later and resume exactly where they left off.
1.3 Proceed to Next Step
After entering the mandatory patient's name (and any optional data), click Next to go to Step 2.
STEP 2: Choose a Lab
In this step, the clinic/dentist selects the lab to send the order to.
2.1 Viewing Labs
Labs are displayed in a grid view.
Each tile represents a lab with its basic information and logo.
2.2 Viewing Detailed Lab Information
Click More Details CTA on any lab.
A detailed view opens showing:
Services Provided
Lab Opening Hours
Documentation uploaded by the lab
Lab details such as email, address, etc.
Note: The user can chat with the lab using the in-system chat function.
2.3 Favorite Labs
Click the Star Icon to mark a lab as a favorite.
Favorited labs appear under a dedicated Favorites tab.
Click the star again to unfavorite.
2.4 Proceed to Step 3
Select the preferred lab.
Click Next to continue.
STEP 3: Create Order Details
This is the final and most detailed stage of the order creation process.
3.1 Dentist on Record
If the logged-in user is a dentist, their name automatically populates in the "Dentist on Record" field.
If the logged‑in user is not a dentist (e.g., receptionist, nurse, practice manager):
They must select a dentist from the Dentist on Record Dropdown.
3.2 Selecting Services
The user views a list of all services provided by the selected lab.
When a service is chosen:
All Prescription Questions for that service become available.
Mandatory vs Optional Fields:
Mandatory:
Order Type (NHS or Private)
For Denture Services, an additional required field:
Denture Stage (Special Tray / Bite Registration / Try-In / Finish)
Optional:
All other prescription questions
Case instructions
Additional file uploads
3.3 Case Instructions
Open a text box, where the user can:
Provide specific clinical requirements
Add clarifications for the lab
Describe the case context
Upload Files:
Users may upload additional files/images directly inside the Case Instructions section, for the lab to review.
3.4 Scan Files Delivery Method
Default method: Sent via Scanner
Users may change this to:
Sent via Post
Upload to Smile Genius
Not Applicable
If "Upload to Smile Genius" is chosen:
Supported 3D file formats include:
OBJ
STL
Other standard dental scan formats
3.5 Teeth Selection & Material Options
A Teeth Chart allows users to select specific teeth related to the service.
Additional dropdowns appear for:
Tooth Material
Tooth Shade Options
3.6 Multiple Services in a Single Case
Users can add multiple services to one order.
Each service may have its own delivery due date.
The following fields are shared across all services in the case:
Dentist on Record
Case Instructions
Scan Files
Submitting the Order
Final Validation
The system ensures all mandatory fields are complete.
Errors or missing required information will be highlighted.
Submit Order
Click Submit to send the case to the selected lab.
After submission:
The lab receives an email notification.
The lab also receives an in‑portal notification.
Best Practices for Clinics & Dentists
Always verify the patient's details before moving forward.
Use case instructions to eliminate confusion or back‑and‑forth with labs.
Upload clean scans with correct orientation.
Use the Favorites feature to streamline frequent workflows.