Use structured Rx, not free text
A free-text email is impossible to validate. A structured Rx form catches missing fields before the case is submitted.
Put files where the case lives
If a file is in email, it does not exist for the technician. Files belong on the case record.
Replace WhatsApp threads with case-level chat
WhatsApp is convenient, but messages are not tied to a case. Case-level chat keeps history exactly where it belongs.
Show the dentist the status
A doctor portal with live status removes most "any update?" messages.
Confirm changes in writing
If the dentist changes the shade by phone, log it on the case. Verbal-only changes are how mistakes happen.