Document the Current Stage and the Finding
Record the case ID, active plan revision, prescribed stage and stage actually worn. Describe where the appliance is not seating or where the observed result differs from the approved setup, using tooth numbers and surfaces where useful. Date observations so the planner can distinguish the current findings from the initial records.
Send a Current Set of Records
Confirm the receiving team’s requirements for arches, bite registration, photographs and the current appliance stage. Label each file with its purpose and acquisition date. If a restoration, extraction or other intervention changed the anatomy, document what changed and when. See the scan submission requirements for the initial file checks.
Discuss Your Workflow
Share the handoff or production requirements you want to review.
Email the teamSeparate Observations From the Revised Prescription
Describe what you observed and then state the treatment objectives you want reviewed. Specify the areas to reassess and any planned procedures or constraints that may affect staging. The treating clinician determines the next clinical step and communicates interim wear instructions to the patient. Use the setup review checklist when the revision comes back.
Confirm Which Trays the Refinement Replaces
Record the approved revision and first stage of the new series. Tell the practice team which old stages are superseded, and reconcile the instructions on the case record, appointment notes and package before dispensing. Ask the production team to confirm any earlier order still in progress.
Frequently Asked Questions
What should a refinement submission include?
Who decides what the patient wears while a refinement is pending?
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