Case Logbook docs

Getting started

In short. Sign in with a link sent to your email, answer a short set of setup screens, then log your first case by voice. Your patients’ names, MRNs and your earnings are scrambled on your phone before they are stored, so the last setup steps (backup password, fingerprint or face, recovery phrase) are the ones worth taking slowly.

Loads from YouTube only when you press play.

On this page

Signing up

  1. Open the app and tap Sign in.
  2. Type your email address.
  3. Check your inbox for a magic-link email. Tap the link, then tap Continue to sign in on the page that opens.
  4. You are signed in. If this is your first time, the setup screens appear.

If the email doesn’t arrive within a minute, check your spam folder. If there is still nothing, try again with the exact email address you signed up with. The app never says whether an address is registered. That is deliberate and protects your privacy.

If a colleague invited you, it is shorter: open the invite link from your email, pick your specialty, and you go straight into setup with no separate sign-in email. See Inviting colleagues.

The setup steps

Setup takes about two minutes. The screens come in this order.

  1. Privacy. A short note on how your patient details are kept. Tap I understand — continue.
  2. Your profile. Your full name and a recovery phone number. The phone number is required. It is used only if you lose access, never for marketing.
  3. Your specialty. Pick one; this tunes the procedure list to your field. You will not see this screen if you already chose a specialty when you signed up.
  4. Your primary hospital. Start typing its short name and pick the match (the full name shows underneath so you choose the right branch). If it isn’t listed, add it. If your posting is abroad, switch the country first. You can add more hospitals later. Then tap whether you are a Consultant or In training there. If you are in training, you can add the month your training is expected to finish. Both are optional, and you can change them later in Settings → Account.
  5. Voice dictation. Optional. Tap Enable to let the app ask for the microphone and get voice ready, so your first dictation starts in a tap. The app tells you up front if it needs a one-time voice download, so you can wait for wi-fi. Tap Skip to do it later; dictation sets itself up on your first tap of the mic.
  6. Your backup password. Type it twice. This step matters most. Read Your backup password before you choose one. If you see “We couldn’t check the server for your existing key”, your connection dropped. Try again when it is back. Nothing is lost.
  7. Fingerprint or face. Optional, but recommended: daily unlocking becomes instant.
  8. Recovery phrase. Optional, but it turns a forgotten password from a data-losing reset into a two-minute recovery. See Your backup password.
  9. Finish. Your account is ready, and you land on an empty case list.

If you close the app after setting your backup password, your details are already saved. Next time, just unlock. If setup was interrupted before your details were saved, the app asks for your backup password once and then for the remaining details.

Patient names, MRNs and earnings are scrambled on your phone from the first case. What we can and cannot see is in Where your data lives.

Capturing your first case

  1. Tap Capture in the bottom navigation.
  2. Type the patient’s name and MRN at the top of the form.
  3. Tap the microphone next to the Notes box.
  4. Dictate the case in one breath: “TKR right knee for OA, 65-year-old, uneventful, cemented, primary surgeon.”
  5. The recording stops after three seconds of silence, or tap Stop.
  6. Tap Capture.

The case appears on your case list straight away. Within a few seconds the agent fills in the procedure, side and your role from your notes. If something is unclear, it asks a follow-up question on the case page. More in Capturing cases and Dictating well.

Your first photo

Open any case and tap Take photo. The photo is scrambled on your phone, goes to private storage, and never lands in your phone’s gallery. You can also photograph from Capture with no case open and file the photo later from the Inbox. Full steps: Taking photos.

Old cases (optional)

You do not have to start from zero. A hospital settlement sheet or an eLogbook export can bring in years of cases at once. The app shows you a preview and writes nothing until you confirm. See Importing your past cases.

What to check after your first case

  • Open Settings → Backup. The Automatic server backup card should say Backed up with a time a few seconds or minutes ago.
  • Open Settings → Security. If you skipped fingerprint or face during setup, turn it on here. If you skipped the recovery phrase, set one up there.
  • Open Settings → Account any time to change how your name, title and specialty appear. If the app’s default doesn’t sound like you, fill in How should we address you?. See Your account.