Portal Overview

Portal Overview

The Ortho-Facial Planning portal is a secure, web-based platform designed for oral and maxillofacial surgeons and orthodontists to submit orthognathic cases, track their progress, and review completed digital surgical plans.

Cases are managed through a single dashboard that provides real-time status updates at every stage of the planning workflow. Imaging and case data — including CBCT or CT volumes in DICOM format, intraoral scans, planning outputs, and reports — are submitted and stored digitally through the portal. You provide information and files online; there is no need to send physical materials or rely on email or removable media for your case data.

To begin, create a clinic account and submit your first case using the "Start a Case" button. Your planning team will be notified immediately upon submission.

• Secure web portal — accessible from any device
• Real-time case status tracking
• Direct messaging with the planning team
• All files stored and downloaded in one place
• Accessible to multiple team members within a clinic account

Submitting Cases

A case submission requires volumetric imaging (CBCT or CT) in DICOM format, plus intraoral scans (STL). Upload upper and lower dental models as separate files whenever your workflow allows. Additional clinical information (notes, objectives, supporting context) improves accuracy; everything is provided through the portal digitally, not as physical materials.

Cases are submitted through a structured upload form that guides you through each required file type, patient details, and surgical objectives. Incomplete submissions are held in a draft state and can be completed before final submission.

1. 1

   Create a new case

   Select "Start a Case" from your dashboard. Enter the patient reference, surgery type, and any relevant clinical notes.

2. 2

   Upload CBCT or CT data

   Upload the full DICOM series from your CBCT or CT scanner. Full series export is required — single-image exports are not supported.

3. 3

   Upload intraoral scan

   Upload the intraoral scan as STL files. Upper and lower arch STLs should be uploaded separately where possible.

4. 4

   Add clinical notes

   Include planned surgical movements, treatment objectives, or any specific planning instructions for the clinical team.

5. 5

   Submit for planning

   Review your submission and confirm. Your case will be assigned to the planning team and status updated to 'In Planning'.

Managing Cases

The cases dashboard provides a full view of all active, completed, and archived cases associated with your clinic account.

Each case entry displays the current status, surgery type, submission date, and any pending actions. Cases are organised by status and can be filtered or searched by patient reference, case ID, or stage.

• View all active cases in a single list
• Filter by status: Submitted, In Planning, Plan Ready, Completed
• Search by patient reference or case ID
• Access case files, notes, and planning messages
• Archive completed cases to keep your dashboard clean
• Receive notifications when case status changes

If a case requires additional information before planning can begin, it will be flagged with a status of "Awaiting Information" and a message from the planning team will be visible within the case detail view.

Reviewing Plans

When a plan is ready for review, the case status updates to "Plan Ready" and you will be notified by email. All planning outputs are accessible directly from the case detail page.

Plans should be reviewed carefully against the submitted surgical objectives before approval. If revisions are required, these can be requested through the portal messaging system with clear written instructions.

1. 1

   Open the case

   Navigate to the case from your dashboard. Cases with status "Plan Ready" will be highlighted at the top of your active case list.

2. 2

   Download planning files

   Digital delivery: download STL planning files, splint files where supplied, and the PDF treatment plan from the case files section. Physical wafer delivery: download the PDF treatment plan from the portal; printed wafers are shipped separately (Bi-Max: upper and lower dental models in final occlusion) — STL planning files are not supplied.

3. 3

   Review the plan

   For digital delivery, open STL files in your preferred viewer to review the virtual surgical simulation, occlusal analysis, and splint designs. For physical wafer delivery, review the PDF treatment plan and case notes; track wafer production from the case timeline.

4. 4

   Request revisions or approve

   Use the portal messaging tool to request revisions with specific instructions, or mark the plan as approved to proceed to final delivery.

Data Security

All patient data uploaded to the portal is processed and stored in accordance with UK GDPR and the Data Protection Act 2018. Ortho-Facial Planning Ltd is a registered data processor.

Data is encrypted in transit using TLS and at rest using AES-256 encryption. Access to case data is restricted to verified clinic account holders and the planning team members assigned to each case.

• All data encrypted in transit (TLS) and at rest (AES-256)
• Access controlled per-case — no cross-clinic data visibility
• Patient identifiers are not required for case submission
• Data retention in line with our published Data Retention Policy
• GDPR-compliant data processing agreement available on request
• UK-based data storage

We recommend that clinics upload cases using anonymised or pseudonymised patient references in line with their own data protection policies. Full details are available in our Data Protection & GDPR policy.