Orthotic Ordering Software vs Lab Portals vs PDF Forms: What Clinics Actually Need

For clinic owners, practitioners and clinic staff in Canada. Orthix works only with clinics and practitioners, not directly with patients. Last reviewed October 3, 2026.

The Orthix ordering software is one example of the integrated approach. This guide is written to be useful whichever lab you use, so the checklist below works for comparing any option.

What are the three ways clinics order custom orthotics?

"Lab portal" covers a wide range. Some are little more than an upload page, and some are full platforms. Don't judge by the label. Use the checklist below.

What goes wrong with PDF and paper order forms?

PDF forms work, and plenty of clinics still use them. The problems are practical:

• Missing fields. Nothing stops a form from leaving the clinic half-complete, and incomplete prescription details are one of the most common reasons an order is delayed.
• Two things to keep together. The form travels one way and the cast or file travels another, so they have to be matched at the lab.
• No status. Once it's sent, the only way to know where an order is, is to ask.
• Retyping. The same patient details often get typed into your chart, the form, and the courier label.
• Privacy handling. Forms and foot captures contain personal health information. Know which privacy law applies to your clinic (the Office of the Privacy Commissioner of Canada's summary of privacy laws in Canada is a good starting point), and check how email, fax and courier fit your clinic's safeguards.

What does a lab portal add, and where does it stop?

A portal usually fixes the first problem: required fields mean a form can't be sent half-empty. Many also take digital files instead of shipped casts. What varies is everything after submission: whether you can see status, message the lab about a specific order, and reorder without starting over. Ask the lab to show you, not tell you.

What does "integrated ordering and tracking" actually mean?

It means one record follows the order from start to finish:

1. Assessment: a structured digital intake instead of a paper form, saved as a draft until it's ready.
2. Capture: the foot capture and 3D model are created in the same workflow and attached to the order.
3. Submit: the order reaches the lab when you submit.
4. Track: status, notes and files in one clinic workspace, with messages to the lab.
5. Deliver and reorder: finished orthotics ship to your clinic, and the next pair starts from the patient's digital record.

If any of those steps happens outside the system (a separate email for the scan, a phone call for status), the system isn't fully integrated, and that's where delays and lost details tend to happen.

Does practice-management software handle orthotic ordering?

Usually not on its own. Clinic practice-management and charting software is built for scheduling, notes and billing. Orthotics and prosthetics practice-management software is a different product again. Ordering custom orthotics and tracking fabrication normally happens in the lab's own system, because that's where production status lives. So the practical question is: which lab's system gives you structured ordering and live tracking? With Orthix, ordering and tracking are part of the same platform: structured order forms, live status, and messaging with the lab.

What should clinics look for in orthotic ordering software?

Use this checklist on any system, including ours:

• Structured assessment. Required fields, and drafts you can finish later.
• Capture built in. You can capture or attach the foot shape inside the order, and see which capture methods are accepted.
• 3D model attached to the order. You can review it before you submit.
• Orthotic types listed in the form. You choose from the lab's actual product types.
• Live status. Submitted, in production, shipped and delivered, without phoning.
• Messaging per order. Lab questions arrive on the order they're about.
• History per patient. Past orders, measurements and models in one place.
• Reorder from the record. No new cast just to make a second pair.
• Team access. Front desk and clinicians work in the same clinic workspace.
• Security and terms in writing. Encryption, who's responsible for patient consent, what starts the turnaround clock, and shipping fees.

For the questions to ask about the lab itself (review process, turnaround definition, remakes), see how Canadian clinics evaluate a custom orthotics lab.

How do you switch from PDF forms without disrupting the clinic?

• Start with one or two practitioners and a front-desk lead, and run new orders through the software for a few weeks.
• Keep a short log: submitted date, acceptance date, delivered date, and any lab questions. It shows you where orders stall.
• Fix the repeat issues first. Incomplete captures and missing prescription details are common ones, and both can be fixed with a habit change. See how to reduce custom orthotic remakes.

With Orthix, most teams are comfortable placing their first digital order within one guided session, and we can review your first few orders with you.

How does Orthix handle ordering and tracking?

• Order: a structured digital assessment, with drafts saved until you submit, and orthotic types chosen in the order form.
• Capture: both soles on a compatible phone or iPad, with no dedicated scanner. The app generates a 3D model that's attached to the order. Foam impressions are also accepted.
• Track: live status, notes and files in one clinic workspace, and messages to the lab.
• Patients: profiles, assessments and order history in one patient hub.
• Lab: the Orthix lab team in Vancouver reviews every order before fabrication. Typical fabrication is 5–10 days after lab acceptance, and volume and product type can vary.
• Delivery: orthotics ship to your clinic anywhere in Canada. Lower Mainland clinics can also use local pickup or courier. Shipping fees are set out in our Terms.
• Security: encryption in transit and healthcare-appropriate security practices. Online ordering is available 24/7.

See the full workflow on our custom orthotics lab for clinics across Canada page.

Ready to order online? Register your clinic or book a demo. Questions? Call +1 (604) 447-2880 or email info@orthix.ca.