How to Use Patient Links for Remote PD Measurements

Patient Links let your customers upload PD measurement photos directly to their Optogrid profile through a secure, unique URL. You generate the link, share it via email or text, and the patient submits photos through a guided form, eliminating email attachments, WhatsApp messages, and manual file organization.

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Patient Links vs. Email, WhatsApp, and SMS

Method	Organization	Security	Notification	File Size Limits	Professional
Patient Links	Auto-organized by patient	HTTPS encrypted	Automatic email	No limits	Yes
Email	Manual filing	Varies	Manual check	10-25MB typical	Moderate
WhatsApp	Mixed with messages	End-to-end encrypted	Chat notification	16MB max	No
Text/SMS	No organization	Not encrypted	Yes	Very limited	No

Key advantages:

• No file size limits: patients can upload high-resolution photos without compression
• Automatic organization: photos link directly to the patient’s profile
• Email notifications: you receive an alert the moment photos are uploaded
• Professional experience: branded upload page instead of personal messaging apps
• HIPAA-friendly: patient data stays within a controlled system rather than unencrypted email. Under 45 CFR 164.312(e)(1), covered entities must “implement technical security measures to guard against unauthorized access to electronic protected health information that is being transmitted over an electronic communications network.”

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How to Generate and Share a Patient Link

Step 1: Navigate to Patient Profile

Log into Optogrid and open the patient’s profile. For new customers, create their profile first (name, email, phone).

Step 2: Generate the Link

Click the “Get a patient link” button. Optogrid generates a unique, secure URL tied to that patient.

Each link is unique to the patient and their profile, so photos are automatically associated with the correct customer.

Step 3: Copy the Link

Click “Copy link” to copy the URL to your clipboard.

The link will look something like: https://app.optogrid.com/patient/abc123xyz

Step 4: Share with Your Patient

Send the link using the patient’s preferred communication method.

Email template:

Hi [Patient Name],

Please use the link below to upload your photos for PD measurement:

[paste link]

Instructions: 1. Click the link 2. Take two photos following the on-screen guide 3. Upload both photos 4. We’ll measure your PD and contact you within 24 hours Thank you! [Your Optical Shop Name]

Text message template:

Hi [Name], please upload your PD photos here: [paste link]
Follow the on-screen instructions. We'll contact you once measured. - [Your Shop]

WhatsApp: Use WhatsApp only to deliver the link. Have the patient upload photos through the link, not through WhatsApp directly.

Step 5: Wait for Notification

When the patient completes the upload, you receive an automatic email notification. No need to check manually.

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What the Patient Sees

From the patient’s perspective, the process is simple and guided:

Step 1: Patient Clicks the Link

The patient opens the link on their smartphone or computer and sees a clean, branded upload page.

Step 2: On-Screen Instructions

The upload page displays clear instructions: what photos to take, how to position themselves, and photo quality requirements.

Step 3: Photo Upload and Submission

The patient selects or captures photos using their camera app, photo library, or webcam. Once uploaded, they click “Submit” and receive a confirmation message. You receive your email notification automatically.

No app download is required. Patients can complete this on any device with a web browser.

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How to Access and Measure Uploaded Photos

1. Receive notification: Optogrid sends an automatic email with the patient name, upload timestamp, and a link to their profile.
2. Open patient profile: Click the link in the email or navigate to the profile manually.
3. View photos: Photos are ready for measurement in the patient’s profile, already organized.
4. Measure: Use Optogrid’s standard PD measurement workflow for single PD, dual PD, or segment height. Use Bridge Markers if the patient is wearing frames.
5. Complete the order: Use measurements for lens ordering and contact the patient with results.

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Troubleshooting Common Issues

Link doesn’t work

Resend the full URL (partial copies are the most common cause). If the link expired, generate a new one. Ask the patient to try a different browser if the issue persists.

Photos not uploading

Ask the patient to switch to WiFi, try a different browser (Chrome, Safari, Firefox), or compress photos if they exceed 50MB. Accepted formats: JPG and PNG.

No notification email received

Check your spam/junk folder. Verify your email address in Optogrid account settings. Check notification preferences. The photos may already be in the patient profile even without the notification.

Patient uploaded wrong photos

Review the photos and contact the patient with specific feedback. Generate a new Patient Link for resubmission. Include clearer instructions when re-sharing.

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Tips for Better Results

When sharing links, include:

• Brief instructions and what to expect
• Timeline for when they will hear back (e.g., “within 24 hours”)
• Photo tips: good lighting (natural light near a window), camera at eye level, remove eyeglasses unless measuring for lens replacement, include the reference object as instructed

Follow up if the patient has not uploaded within 48 hours. Verify photo quality before starting measurement. For reference object setup, see Custom Reference Registers.

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Frequently Asked Questions About Patient Links