LabCaseBook for clinics — the complete guide

1What LabCaseBook is

LabCaseBook replaces scattered WhatsApp threads with one structured case per restoration (crown, bridge, veneer, denture). Each case carries the full prescription, full-resolution photos, a live status, a chat thread, and the invoice — visible to you and your lab at the same time.

• No more missed details — a case cannot be sent with required prescription fields missing.
• No more wrong shades — photos are stored at full resolution, never compressed.
• No more “is it ready?” calls — the status updates live on your screen, and you get a notification at every step.
• A referee for disputes — every status change and remake is recorded in a tamper-proof history.

2Create your account and clinic

1. 1
   Open LabCaseBook and tap Sign in → Sign up, or go straight to the sign-up page.
2. 2
   Enter your Full name, Email, and a Password (at least 6 characters), then tap Create account.You'll see: “Check your email to confirm your account, then sign in.” Open the email and tap the confirmation link.
3. 3
   Sign in. LabCaseBook will ask you to Create your organization.
4. 4
   Choose Clinic, type your clinic's name (e.g. Al Noor Clinic), and tap Create organization.You become the Owner of this clinic — the role with full permissions.

3Install LabCaseBook on your phone

LabCaseBook is a web app that installs like a native app — no app store needed. Installing it gives you a home-screen icon, full-screen view, and device notifications.

1. 1
   After installing, open LabCaseBook and look for Enable alerts in the header.
2. 2
   Tap it and choose Allow when the browser asks for permission.The button disappears once alerts are on. Repeat this on every device where you want notifications — it is per device.

Offline: without internet, LabCaseBook shows a friendly “You're offline” screen instead of the app — deliberately, no patient data is ever stored on the device, so a shared or lost phone never exposes your cases.

4Connect with your lab

You can only send cases to a lab you are connected with. This protects both sides: a lab only ever sees cases that its partner clinics send it.

1. 1
   Open Partners in the header.You'll see “Find & manage labs” with the directory of labs on LabCaseBook.
2. 2
   Find your lab and tap Connect.The button changes to Requested, and the lab gets a notification.
3. 3
   Wait for the lab to accept. When it does, you get a “Partnership accepted” notification, and the lab's button changes to Disconnect — you can now pick it on the new-case form.

Each lab card shows its public scorecard — On-time, Remake, Turnaround, and Done — so you can compare labs before connecting (see section 13). You can work with several labs at once and choose per case.

5Add your team

Everyone in your clinic works in one shared organization — each dentist and assistant gets their own account, and you control what they can do.

1. 1
   Ask the colleague to create their own LabCaseBook account first (section 2, steps 1–2 only — they should NOT create an organization).
2. 2
   Open Team in the header.
3. 3
   Under Add a team member, enter their account email, pick a role, and tap Add.If you see “No LabCaseBook account uses that email yet”, they haven't signed up (or used a different email).
4. 4
   To change someone's role later, use the role dropdown next to their name; to remove them, tap Remove.

6Create a case (the prescription)

Tap New case on your dashboard. The form is the digital prescription — LabCaseBook will not let an incomplete one reach the lab.

1. 1
   (Optional) Enter the Patient name and File no. — they help you and the lab find the case later.
2. 2
   Select the Teeth (FDI numbering) on the dental chart — tap one or more teeth.The chart always shows standard anatomical orientation, in Arabic and English alike.
3. 3
   Choose the Restoration type and Material.
4. 4
   Choose the Shade system (VITA classical or VITA 3D-Master), then the Shade.A colour swatch appears next to the shade — it's an approximate preview only; your shade photo is what the lab matches against.
5. 5
   Choose the Margin design and write the Bite / occlusion notes.Notes are required — even one short line. Empty notes block sending.
6. 6
   Set the Due date, and optionally the Seating appointment so the lab knows when the patient returns.
7. 7
   If you work with more than one lab, choose the Lab. With a single partner lab it is selected automatically.
8. 8
   Tap Save & add photos.The case is saved as a Draft — the lab cannot see it yet. You now add photos (next section).

7Add photos and files

Open the case and use Add photos / Add files in the Photos & files section. This is where LabCaseBook beats WhatsApp: files are stored exactly as uploaded — full resolution, zero compression — with an integrity checksum.

1. 1
   Pick the type, then choose the photo or file. You can select several at once, up to 50 MB each.Each photo shows a Full resolution badge — your guarantee the lab sees exactly what you shot.
2. 2
   Take shade photos with the shade tab in frame, in natural light, before preparing the tooth where possible.

Both sides can add files while the case is active; uploads close when a case is Closed or Cancelled. iPhone HEIC photos are kept in their original quality — the lab opens them from the tile reading HEIC image — open to view.

8Send to the lab and follow the status

When the draft is complete you'll see “All required details complete — ready to send.” Tap Send to lab. From then on, the case moves through a fixed pipeline that both sides see live.

If anything required is missing, LabCaseBook blocks sending and names the exact field (“Please fill in: …”). After sending, the prescription is locked so the lab always works from one truth — use Messages for additions, or cancel and recreate if it hasn't entered production.

Every change appears in the case's History, the bell rings on the other side, and the page updates by itself — no refreshing, no “status?” messages.

9Message the lab on the case

Every case has its own Messages thread — like WhatsApp, but attached to the case forever. Type in the box and tap Send; the lab's team gets a “New message” notification, and replies appear instantly.

10Fit day: close the case — or request a remake

When the work arrives and the status is Ready, the case page offers you two paths.

1. 1
   Restoration fits? Tap Confirm fit & close.The case becomes Closed and counts toward the lab's scorecard.
2. 2
   Problem with fit or shade? First add photos of the issue (section 7), then tap Report a misfit (remake).
3. 3
   Choose the reason from the list, type any details for the lab in Add details for the lab (optional)…, then tap Request remake.The case goes back to In production as Attempt 2 (then 3…); the lab is notified, and your reason and note appear on the case's History under “Remake requested”.

The remake's reason, your written note, and the attempt number are recorded permanently and shown on the case, next to the photos you added. That record is the referee for “who pays for the remake” — no more arguing from memory.

11Patient tracking link

Give patients a private link to follow their restoration — fewer “is it ready yet?” calls to your front desk.

1. 1
   On any sent case, find Patient tracking link and tap Create link.
2. 2
   Tap Copy link and send it to the patient any way you like.The patient needs no account — the link opens directly, in Arabic or English.
3. 3
   To stop sharing, tap Turn off link at any time — the link dies instantly.

The patient sees only: your clinic's name, their name, the restoration type, the case number, a friendly 4-step progress bar (Order placed → Being made → Ready for you → Fitted & complete), and the expected date. They never see photos, messages, prices, the lab's name, or remake details.

12Invoices from your labs

When the work is ready, the lab issues an invoice from its price list — you'll get an “Invoice issued” notification, and the amount appears on the case. You see only the final amount, calculated per unit (two teeth in a bridge = two units).

1. 1
   Open Billing to see all invoices from all your labs in one list, with the total under Outstanding (you owe).
2. 2
   After you pay the lab (cash, transfer, InstaPay — however you already pay), either side taps Mark paid to record it.LabCaseBook records the payment; it doesn't move money. Paid invoices are locked and can't change.

13Compare labs with scorecards

On Partners, every lab shows the same four numbers, computed from real LabCaseBook cases — not from promises:

Labs that haven't received cases yet show “No data yet”, and the percentages build as they complete cases. Connect to several labs and route each case to the lab that fits it best — your own per-lab comparison lives in Analytics.

14Your clinic's analytics

Open Analytics for your clinic's numbers: total Spend, Outstanding payments, Remake rate, On-time rate, and a Lab comparison table showing how each of your labs performs for you specifically. Numbers come straight from your cases — they update as you work and start meaning something after your first few closed cases.

15Arabic, English, and your devices

• Tap the language button in the header to switch between Arabic and English — the whole layout flips correctly, and each team member picks their own language.
• LabCaseBook opens in Arabic by default; English pages live under the /en address.
• Clinical values (shade codes, FDI numbers, case numbers) always display in Latin digits for precision, in both languages.
• Use LabCaseBook on any number of devices — phone, tablet, and the front-desk computer at once. Tap Enable alerts on each device you want notified.

16Common problems and fixes