Digital File Admin

Absolute Dental Services Inc; Durham (NC); On-site; USD 42,000 - 58,000; Full time

Job summary

Absolute Dental Services Inc. is seeking a highly organized Digital File Coordinator to join our Digital/CAD team.

This role blends digital case coordination, customer service, and technical support to keep cases moving from intake to production. You will manage digital dental cases, verify file accuracy, track deadlines, resolve issues quickly, and serve as the link between doctor offices, designers, and production teams.

Qualifications

• Strong computer skills and ability to learn new dental software quickly.
• Excellent organization, follow-through, and attention to detail.
• Strong customer service and professional communication skills.
• Comfortable communicating with dental offices by phone and email.

Responsibilities

• Digital Case Intake & Preparation: review and prepare digital dental case files; verify accuracy and usability.
• Case Coordination & Tracking: assign cases, monitor deadlines, and manage queues.
• Customer Service & Technical Support: communicate with doctor offices about issues and provide updates.
• Workflow & Team Communication: maintain proactive communication across teams and partners.

Skills

Organization

Attention to detail

Customer service

Communication skills

Problem solving

Time management

Tools

3Shape

CAD software

TeamViewer

Slack

Excel

Job description

Description

Keep digital cases moving. Solve problems before they become delays. Keep the CAD workflow running smoothly.

Absolute Dental Services is looking for a highly organized, tech-savvy Digital File Coordinator to join our Digital/CAD team. This position is a combination of digital case coordination, customer service, and technical support, serving as an important connection between doctor offices, designers, outsourced partners, and internal production teams.

You'll help manage digital dental cases from file intake through design and production, making sure files are accurate, prescriptions are clear, deadlines are tracked, and technical issues are addressed quickly.

What You'll Do

Digital Case Intake & Preparation

• Receive, review, organize, and prepare digital dental case files from 3Shape and other supported platforms.
• Review incoming scans for accuracy, completeness, and usability.
• Perform accurate scan alignment in 3Shape, including verifying bite, orientation, and stitching.
• Enter prescriptions, case notes, and design instructions accurately.
• Identify missing, incomplete, or problematic files and communicate issues promptly.
• Receive completed designs, import files back into 3Shape, and move cases into the appropriate production queues.
• Complete export processes and prepare approved digital files for fabrication.

Case Coordination & Tracking

• Assign cases to technicians and designers according to established workflows.
• Send and receive digital files from internal and outsourced designers.
• Maintain Excel tracking sheets and other case-tracking systems.
• Monitor cases throughout the day to ensure deadlines and turnaround expectations are met.
• Prioritize cases based on due dates, rush requirements, and production needs.
• Identify potential delays early and help keep cases moving toward resolution.

Customer Service & Technical Support

• Communicate professionally with doctor offices regarding scan issues, missing information, design questions, and technical concerns.
• Follow up with offices when additional information, files, or approvals are needed.
• Coordinate and schedule TeamViewer sessions when remote technical assistance is required.
• Serve as the communication link between doctor offices, the CAD/design team, and production.
• Gather information from customers and clearly communicate technical details to the appropriate designer or technician.
• Provide timely case-status or technical updates when appropriate.
• Escalate complex clinical or technical questions to the appropriate technician, manager, or support team.

Workflow & Team Communication

• Communicate proactively with designers, production teams, outsource partners, and other locations through Slack, email, and other systems.
• Report delays, missing information, technical problems, or case concerns promptly.
• Work closely with the CAD Manager and design team to troubleshoot digital workflow issues.
• Help maintain consistent daily case flow and prevent cases from being delayed due to missing information or communication.
• Assist with cross-training and provide workflow coverage as needed.
• Support the refinement and improvement of digital processes and troubleshooting procedures.

What You Bring

• Strong computer skills and ability to learn new digital dental software and systems.
• Excellent organization, follow-through, and attention to detail.
• Strong customer service and professional communication skills.
• Comfortable communicating directly with dental offices by phone and email.
• Ability to manage multiple cases, communications, and priorities in a fast-paced, high-volume environment.
• Strong problem-solving and troubleshooting skills.
• Ability to accurately read and follow doctor prescriptions and case instructions.
• Ability to communicate effectively across departments, locations, and outside design partners.
• Dependable, adaptable, and receptive to constructive feedback.
• Willingness to learn new technology, software, and digital dental workflows.

Preferred (a plus, not a must)

• Experience with 3Shape or other dental CAD software.
• Previous dental laboratory or digital dentistry experience.
• Experience working directly with dental offices or dental practices.
• Familiarity with digital scan files and CAD/CAM workflows.
• Experience with TeamViewer or other remote-support platforms.
• Experience working in a high-volume dental production environment.

What Success Looks Like

The right person keeps digital cases organized, catches problems before they become production delays, and communicates clearly with everyone involved in the process. You're comfortable jumping between technology, customer communication, and case coordination while maintaining accuracy and keeping cases moving on time.

You don't have to know everything on day one. We're looking for someone who is organized, tech-savvy, willing to learn, and takes ownership of getting problems solved.