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Sharing and referrals

There are two ways to put a case in front of somebody else, and they answer different questions.

Both are described below — the link first, then named colleagues.

How referral links work

• Each shared case gets its own unique referral link.
• A case can have multiple active links at once — useful for sharing the same case separately with different recipients (you can track which link went to whom).
• Links can be revoked, set to expire, and put behind a PIN.
• Each link carries its own choice of what to include, so the same case can go out anonymised to one recipient and complete to another.
• Recipients see the case in a read-only view with the same radiographs, measurements, and overlays you’ve placed.

Creating a referral link

1. Open the case.
2. Click the share icon in the top bar.
3. Optionally label the link (e.g. “Dr. Smith referral”) — useful when you have multiple links per case.
4. Optionally set an expiry date.
5. Optionally require a PIN. The recipient types a short code before the case will open, so a link forwarded on — or read off a screen — is not enough on its own.
6. Choose what to include (see below).
7. Copy the link and send it via your preferred method (email, message, etc.).

About the PIN

Only you hold the readable copy. The server keeps a scrambled version it cannot turn back, so nobody — including us — can look it up, and your copy is kept on the computer you created it on. If you lose it, the only remedy is to revoke the link and make a new one, so write it down when you create it. After about five wrong tries the link locks for roughly fifteen minutes.

Send the PIN by a different route from the link itself — text the PIN if you emailed the link. A PIN in the same email protects nothing.

Choosing what to include

Two tick boxes, both on by default, because a referral colleague usually needs the lot:

• Patient and vet identifying details — the patient’s name, patient ID, date of birth, the attending vet, and the case name (case names very often contain the patient’s name). Turn this off and the recipient sees an anonymised case.
• Attachments — pre-op notes, lab results, and any other files on the case.

Clinical signalment — species, breed, weight, sex and neuter status, body condition, and the injury history — is always shared. The receiving surgeon cannot judge a plan without it.

These choices belong to the link and are applied every time it is opened, so a link created without patient details stays anonymous no matter how the case changes afterwards.

A caution about free text. Your clinical summary, tags, and notes are shared as written, and the app cannot reliably strip names out of prose. If you are anonymising a case, read your own notes through first — owner and patient names have a habit of turning up in them.

What recipients see

• Patient details, minus anything you excluded
• All radiographs in the case
• Measurements and overlays you’ve placed
• Implant templates and any rotation planning
• Attachments, if you included them

Recipients can’t edit anything, and they don’t need an account or login. Anything you excluded is named on their view, so they can see something was withheld and ask — rather than working from a plan they wrongly believe is complete.

Managing existing links

The Referrals modal (top bar) shows every link associated with the current case:

• When each was created and the label you gave it
• Active vs revoked vs expired status
• Copy a link again to re-share it
• Revoke a link to immediately invalidate it

Revoking access, and its one honest limit

Revoking is immediate. Anyone with the link will see an access error on their next attempt. There’s no notification to the recipient — they just lose access. If you need them to keep access, create a new link before revoking the old one.

What revoking cannot do is recall a radiograph the recipient already has. The images are served from long-lived web addresses, and opening the link hands those addresses to the recipient’s browser. Afterwards their browser — or anyone they passed those addresses to — may still be able to fetch the pictures.

Revoking closes the case view: the measurements, the plan, the patient details. It does not reach out and delete a picture someone has already been given. Treat a referral link the way you would treat emailing the X-rays — fine for a colleague, and not something you can take back cleanly. If a link has gone somewhere it should not have, tell us, so the underlying images can be replaced.

Finding shared cases

• The Shared filter in the gallery sidebar shows every case with at least one active referral link — both ones you’ve shared and ones shared with you.
• The case card shows a small badge with the number of active links.

What gets shared

• Everything visible in the case at the moment the link is viewed. Referral links are live, not snapshots — if you add a measurement after sharing, the recipient sees it next time they open the link.

What doesn’t get shared

• Your other cases.
• Your other referral links to this same case.
• Personal account information.

Named colleagues

Instead of a link, you can name people on the case by email address — up to 25 per case. They sign in with that address and the case appears in their own gallery, alongside their own work. You can name someone who has not signed up yet; the case is waiting for them when they do.

Unlike a referral link, a named colleague can edit.

One pen at a time

Two people editing one plan at once is how a measurement quietly disappears, so the app hands out a single edit lock:

• Whoever opens the case first holds it, and can work normally.
• Everyone else opens the case read-only, and is shown who is editing.
• They can take the pen over whenever they want it.
• If the holder shuts their laptop or loses connection, the lock lapses by itself after about a minute — a dropped connection never leaves a case stuck.

Removing someone

Take their email off the case and their access ends, the same way revoking a link does. There is no notification either way.

Note that putting a case in the bin ends all of its sharing for good — every link is revoked and every colleague is dropped. Restoring the case does not bring either back; you re-share it from scratch.