AI case intake
How intake works Everything that isn't typed by your staff lands in the Intakes review queue first. The AI extracts dentist and practice, patient, restoration, material, shade, teeth, due date (it resolves "by Friday") and notes, each with a confidence dot — green ≥ 90 %, amber ≥ 80 %, red below that. A technician opens the intake, fixes anything, picks the dentist, and clicks Accept & create case — which creates the case. Reject records a reason and keeps the intake. The AI never creates a case on its own. If you publish a catalog, the review screen has a Product picker: choose one and the case prices against your rate card instead of being inferred from the restoration and material. An order placed through the portal arrives with its own unit lines — the doctor’s product picks, arches and per-unit notes — which you can see and correct here; the case summary follows the first line. A case created from an order keeps the link: the case header shows From order · INT-XXXXXXXX →, which opens the original submission — the scan or photo, the doctor’s own words, and what the AI read with what confidence. The queue at a glance Filter chips cover the whole life of an order: Review queue (everything still needing you), Pending, Parsed, Under review (someone on your team has it open), Changes requested, Parse failed, Accepted, Rejected and Withdrawn. Each row leads with the patient reference, so twenty crowns are still telling apart. The Intakes page shows four tiles — Total intakes, Ready to review (parsed by AI, awaiting your decision), Parsing (in progress — the page refreshes itself), and Failed (open the intake to enter it by hand). Each row shows its state: parsing…, parsed · NN% (the AI's overall confidence), or failed. AI parsing is included in your plan — there is no per-parse charge. Three ways in Upload at the lab: Intakes → + New intake. Drop a photo or PDF of a handwritten Rx (or paste text), optionally pick the dentist, and click Send to AI parse. Dentist portal orders: dentists submit structured orders (with scan files) from their portal — these arrive pre-filled, no AI guessing needed. Email — your order inbox: every lab has a dedicated address, your-lab-slug@mail.casetop.io (shown on the Intakes page and in Settings). Anything sent there — an emailed Rx, a photo, a forwarded scanner notification from 3Shape Communicate / Medit Link / iTero — lands in the queue with attachments, AI-parsed. The dentist is auto-linked when the sender's address matches a dentist on file and the email passes sender authentication; otherwise the review screen proposes the match for you to confirm. Give the address to dentists, or set your scanner portal notification emails to forward there. Voice intake Tap 🎙 Say the Rx on the New-intake panel and say it — "crown for Dr. Lee, tooth 14, zirconia, A2, due Friday". The transcript drops into the intake and the AI parses it like any other order. Voice notes work on the case page too. AI pre-flight on every case The moment a case is created — typed in, or accepted from an intake — an AI pre-flight cross-checks it: impossible restoration/material combos, tooth numbers that don't exist, missing shades on anterior work, past-due or very tight due dates, off-catalog materials, duplicate teeth across units. Findings appear as an amber advisory banner on the case (with ↻ Re-check) and a ⚠ badge on the board. Nothing is blocked; you decide. New dentists, auto-detected When an order arrives from a dentist who isn't on file, the review screen proposes them — name and email parsed from the message or Rx — and one click (Create dentist & link, or Link for a likely match) creates or links the record. Nothing is created without your confirmation. Deleting an intake Spam or duplicate? Click × on the queue row, or Delete on the review page — it leaves the queue (deletes are soft; support can recover it for 90 days).
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