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Ambulance Dispatch System
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Ambulance Dispatch System · Available now

Coordinate each transport from intake through service review.

Ambulance Dispatch System coordinates transport intake, crew assignments, load stops and the evidence recorded during service. A load holds the record number, subject, contact details and accountable team member.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewPending authorizations
Ambulance Dispatch System · Authorizations

Pending authorizations

Approval conditions

New authorization
Authorizations in view
6
Pending
6
IdLoadPurposeVersionSigned atExpires at
CC-2026-014Evan ChoConsent to transportRevision 120 Oct25 Oct
LA-2026-027Theo NavarroRelease of medical recordsRevision 226 Oct03 Nov
SM-2026-005Nora VarelaInsurance billing consentRevision 316 Oct25 Oct
DS-2026-042Iris OkekeTreatment authorizationRevision 418 Oct25 Oct
LS-2026-118Lina FaroukGuardian transport consentRevision 527 Oct01 Nov
6 of 6 records
CC-2026-014Authorizations · ATH-37188
Pending
LoadEvan Cho
PurposeConsent to transport
VersionRevision 1
Signed at20 Oct
Expires at25 Oct
Approve chargesATH-37188 · CC-2026-014

Clinical Coordinator approves the charge for the intended service stop before billing handoff.

Waiting for Clinical Coordinator
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
16
Roles with set permissions
5
Reports and dashboards
8
Features

Coordinate transport work

Every feature works on the same records. Pick one to see the screen your team works in.

Load intake and authorizations

Keep the transport identity and its purpose-specific authorization evidence together.

  • Identify the load
  • Collect the authorization
  • Review changes in scope
  • Loads
  • Authorizations
  • Team members
Explore load intake and authorizations
OverviewActive load register
Ambulance Dispatch System · Load intake and authorizations

Active load register

Loads

New
Record numberSubjectContact phoneAuthorization statusOwner
LDS-55601Mara Ellison+1 555 010 1420PendingNico Laurent
LDS-37898Theo Navarro+1 555 010 1421ActiveAmina Yusuf
LDS-68137Lina Farouk+1 555 010 1422PendingSana Qureshi
LDS-99356Evan Cho+1 555 010 1423ActiveDavid Kim
LDS-56223Nora Varela+1 555 010 1424PendingHaruto Tanaka
6 of 6 records
Mara EllisonLoads · LDS-55601
Pending
Contact phone+1 555 010 1420
OwnerNico Laurent
Example screen with sample data
Process

Follow the transport handoff

Load intake to settlement review ships ready to use. One step needs a named approval before the work moves on: Approve charges (Clinical Coordinator).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Register load

    Identify the transport and the person responsible for coordinating it.

    CC-2026-014ATH-37188 · Clinical Coordinator
    Register loadBy Clinical Coordinator

  2. Assign crew

    Review crew evidence and record the assignment interval.

    CC-2026-014ATH-37188 · Clinical Governance Administrator
    Assign crewBy Clinical Governance Administrator

  3. Record stop

    Connect the service episode to its crew and observed progress.

    CC-2026-014ATH-37188 · Clinical Coordinator
    Record stopBy Clinical Coordinator

  4. Document run

    Keep signed notes and measured observations with the stop.

    CC-2026-014ATH-37188 · Clinical Coordinator
    Document runBy Clinical Coordinator

  5. Approve charges

    Review the service description and amount before the billing handoff.

    CC-2026-014ATH-37188 · Clinical Coordinator
    Approve chargesBy Clinical Coordinator
    ApprovalClinical Coordinator approves the charge for the intended service stop before billing handoff.

  6. Reconcile settlement

    Check the receipt reference and amount against external payment evidence.

    CC-2026-014ATH-37188 · Clinical Coordinator
    Reconcile settlementBy Clinical Coordinator

Start with Intake to service review

Inside a record

Keep service evidence together

Open any authorization to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Load, Purpose, Version and Signed at.

  2. 2
    Linked records

    Records linked to this authorization.

  3. 3
    Who works on it

    Clinical Reviewer, Licensed Clinician and Clinical Coordinator, each with their own permissions.

  4. 4
    Process stages

    Register load and Check authorization, with the role that acts.

  5. 5
    Approvals

    Approve charges, with who decides.

Pending authorizationsCC-2026-014
Ambulance Dispatch System · Authorizations

CC-2026-014

Evan Cho · Pending

Log activity
1
Record details
LoadEvan Cho
PurposeConsent to transport
VersionRevision 1
Signed at20 Oct
3

Who works on it

  • Clinical ReviewerView Authorizations, crew credentials, dispatch tasks, load…
  • Licensed ClinicianManage Authorizations, dispatch tasks, medical dispensations…
  • Clinical CoordinatorManage Authorizations, dispatch tasks, load stops, Loads…
4

Process stages

  • Register loadClinical Coordinator
  • Check authorizationClinical Coordinator, Licensed Clinician
5

Approvals

  • Approve chargesClinical Coordinator
    Approved
Example screen with sample data
Approvals

Review charges before billing

OverviewApprovals
Ambulance Dispatch System · Overview

Approvals

Signed in as Clinical Coordinator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • ATH-37188CC-2026-014
    Evan ChoRequested by Clinical Governance Administrator
    Pending2dActions
  • ATH-47044LA-2026-027
    Theo NavarroRequested by Clinical Governance Administrator
    Pending3dActions
  • ATH-40908SM-2026-005
    Nora VarelaRequested by Clinical Governance Administrator
    Pending4dActions
  • ATH-10789DS-2026-042
    Iris OkekeRequested by Clinical Governance Administrator
    Pending5dActions

Who approves what

DecisionApprover
Approve chargesReview the service description and amount before the billing handoff.Clinical Coordinator
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Ambulance Dispatch System to the work that is theirs. Pick a role to see what it starts with.

Clinical Governance Administrator

Maintains verified professional privileges and care-team assignments. Record entry: Clinical Privileges, Care Team Assignments, People. Read only: Patients. Pages: Clinical Privileges and Details.

This is the first screen this role sees.

OverviewCrew credential review

Crew credential review

Crew credentials · Clinical Governance Administrator

Document2
CC-2026-014State emergency medical services board
11 Oct
LS-2026-118Municipal health authority
18 Oct
Add
Prescribe2
LA-2026-027County health department
16 Oct
RN-2026-073Emergency care certification council
04 Nov
Add
Review1
SM-2026-005Regional paramedic registry
12 Oct
Add
Study investigator1
DS-2026-042State ambulance licensing office
01 Nov
Add
Example screen with sample data

Roles and permissions

Reports

Find work that needs attention

Review authorization, crew responsibility, clinical evidence and financial activity.

Overview
Ambulance Dispatch System · Overview

Ambulance Dispatch System dashboard

This quarter

Crew credentials in view
6
Document
2
Prescribe
2
Review
1

Authorizations by status

How far records got this quarter

StageReachedStep
Pending46
Signed2146%
Withdrawn943%
Expired556%

Number of authorizations by status

Sample counts per stage

1000
90Pending
100Signed
100Withdrawn
60Expired
Example screen with sample data
  1. 01Load authorization status

    Which loads still need attention to their authorization, and who owns them?

  2. 02Crew eligibility review

    Which credentials need review before the next service period?

  3. 03Assignment coverage

    Who was assigned to a load during the interval being reviewed?

  4. 04Stop chronology

    Which stops have recorded arrival and departure, and which remain open?

  5. 05Dispatch follow-up

    Which assigned tasks are due, completed or escalated?

  6. 06Run evidence by stop

    Which note authors and recording team members supplied the evidence for the service episode?

  7. 07Sample processing status

    Which samples are collected, received, tested or rejected?

  8. 08Transport financial review

    What do charge and settlement subtotals show when reviewed separately by their own state?

All reports and dashboards

Who it's for

Fit your transport operation

See how Ambulance Dispatch System fits your kind of team.

Scheduled patient transport

Organize planned collections and returns with clear crew and documentation handoffs.

Interfacility transfer teams

Keep service episodes and clinical evidence attributable across a transfer handoff.

Independent ambulance operators

Bring dispatch documentation and transport charge review into the same operating routine.

Controls

Keep decisions attributable

Each stage of load intake to settlement review names the role that acts and the status it records, so a change is never anonymous.

OverviewLoad intake to settlement review
Ambulance Dispatch System · Process

Load intake to settlement review

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
14
Establish team access
Clinical Governance Administrator
StatusPending → Verified
RecordsCrew credentials, Team members, Users
Check authorization
Clinical Coordinator, Licensed Clinician
StatusPending → Signed
RecordsAuthorizations, Loads
Assign crew
Clinical Governance Administrator
StatusActive → Ended
RecordsLoad assignments, Loads
Load intake to settlement review
  1. Start
    Establish team accessPending → Verified
    Crew credentials
  2. Step
    Check authorizationPending → Signed
    Authorizations
  3. Step
    Assign crewActive → Ended
    Load assignments
  4. Step
    Record stopScheduled → Arrived
    Load stops
  5. Step
    Document runDraft → Signed
    Vital signs
Example screen with sample data

See each stage in detail

AI agent

Prepare reviews with Proto

Prepare operational reviews and configuration changes with the responsible people.

It can

  • Clinical Coordinator: List draft transport charges with the related stop and service description for my review.
  • Clinical Governance Administrator: Find crew credentials whose eligibility ends before the planned assignment interval.
  • Licensed Clinician: Show my open dispatch tasks and draft run notes for the selected load.
  • Clinical Reviewer: Summarize the notes and recorded observations for this stop, retaining their authors and units.

Stays with a person

  • The responsible people decide whether authorization evidence is sufficient, a crew member is eligible and a service charge should be approved.
  • Clinical decisions remain with the appropriately qualified professionals.
  • Proto can organize records and prepare changes for review using the access granted to its account.
  • It cannot supply an external receipt confirmation or laboratory event that the responsible source has not provided.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Ambulance Dispatch System
  • Transport booking system
  • Laboratory system
  • Billing and accounting system
  • Payment source
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 15 tables
15tables
  • Load intake and authorizations3
  • Crew credentials and assignments5
  • Stops and dispatch follow-up4
  • Run notes and vital signs4
  • Samples and medical dispensations5
  • Service charges and settlements5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree the operating scope

    Clinical Coordinator chooses representative transport work and identifies the booking and billing handoffs. Clinical Governance Administrator agrees how staff identities, credential evidence and assignment intervals will be maintained.

  2. Map the records

    Preserve load and stop identities when importing existing work. Resolve team members to their user accounts. Review authorization purposes, sample accession numbers and the financial references used to trace receipts.

  3. Configure the pilot

    Use a practice collection and return with an incoming crew change. Set up the agreed role access and operational screens. Clinical Coordinator manages the stops while Licensed Clinician records the run evidence and outstanding follow-up.

  4. Rehearse exceptions

    Include an expired credential, an authorization withdrawal, a note correction and a rejected sample. Review a cancelled return charge and a repeated receipt reference. Confirm which person resolves each case before the next handoff.

  5. Reconcile and release

    Compare imported records with their source and inspect representative reference chains. Review charge and settlement subtotals separately. Obtain the operating team’s acceptance, retain the source export and agree how to recover if cutover must be paused.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Ambulance Dispatch System.

All questions
How do I get started?

Click Get started, then use Proto to configure Ambulance Dispatch System for your business. Pilot a practice collection and return with a crew change, run documentation and a service-charge review. Bring the relevant staff identities, authorization evidence and receipt references.

What does a load represent?

A load is the transport identity used to connect its owner, authorization evidence, crew assignments and service stops. The record number helps the team find the intended work when discussing a booking or follow-up. Separate stops retain the different service episodes under that load.

How do we handle a crew replacement?

Clinical Governance Administrator ends the outgoing assignment interval and records the incoming one. Clinical Coordinator checks the crew on the upcoming stop. Earlier service records retain the context of the people who performed that work.

Who checks credential evidence?

Clinical Governance Administrator maintains the credential type, issuing authority, license number and verification attachment. Review the eligibility dates for the planned work and resolve Pending, Suspended or Expired records before relying on them in the assignment decision.

Can documentation remain open after departure?

Yes. Actual departure records the observed event, while the stop can remain awaiting review. Licensed Clinician resolves documentation questions, Clinical Reviewer reads the evidence and Clinical Coordinator updates the stop when the review is complete. Dispatch tasks retain any assigned follow-up.

How are corrected run notes handled?

Run notes distinguish Draft, Signed and Amended. Agree how the author explains a correction and retains its supporting evidence. Review the corrected text with the responsible clinician before closing the associated documentation question.

How do we track samples and medication records?

Samples retain the type, collection date, accession number and processing state for their stop. Medical dispensations retain the medication, lot, quantity, unit and authorizing team member. The clinical team supplies the professional decisions; laboratory confirmations come from the laboratory's own process.

What does approving a service charge mean?

Clinical Coordinator has reviewed the service description and amount for the intended stop. The charge moves from Draft to Approved for the billing handoff. Record Invoiced when that handoff is confirmed through the agreed billing process.

Is a settlement tied to an individual charge?

A settlement belongs to the load and retains the receipt reference, amount and received date. Charges belong to service stops. Review their subtotals separately and use the billing system for detailed invoice allocations and accounting reconciliation.

Can we import existing transport work?

Yes, with a reconciled migration. Resolve user identities and team members before loading transports and their stops. Preserve original reference values, review open work and compare the financial subtotals with their sources before cutover. The implementation plan describes the pilot.

Set up Ambulance Dispatch System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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