Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- Clinic Management
- Patient communication
- Pharmacy
- Laboratory
- Accounting and payments
Clinic Management · Available now
Example screen with sample data
Keep each visit connected to care and financial records.
Clinic Management connects a patient's identity and assigned clinician to scheduled encounters. A coordinator records the visit type and time, then follows the encounter from Scheduled through Arrived, in progress, awaiting review and Completed.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewScheduled Visits×
Clinic Management · Encounters
New encounter
Scheduled Visits
Encounters in one list
Encounters in view
6Scheduled
3Arrived
3Scheduled3
Annual wellness visitSamuel Adeyemi
20 Oct
New patient consultationMateo Iyer
13 Oct
Diabetes reviewAmir Wexler
27 Oct
Add
Arrived3
Blood pressure follow-upAmir Wexler
14 Oct
Knee pain assessmentMateo Iyer
03 Nov
Same-day fever visitAmir Wexler
18 Oct
Add
Annual wellness visitEncounters · ENC-52405
ScheduledScheduled at20 Oct
PatientSamuel Adeyemi
ClinicianAmir Wexler
Visit typeAnnual physical
Review encounterENC-52405 · Annual wellness visit
Clinical Lead reviews the encounter and approves completion.
Waiting for Clinical Lead
ApproveReturn
- Tables, ready to use
- 14
- Saved views
- 14
- Roles with set permissions
- 6
- Reports and dashboards
- 8
Features
See the visit from intake to review
Every feature works on the same records. Pick one to see the screen your team works in.
Patient and care teams
Keep each patient, consent decision and clinician assignment connected.
- Identity
- Purpose
- Access
- Patients
- Consents
- Care team assignments
- People
- Users
- Clinical privileges
OverviewPending Consent×
Clinic Management · Patient and care teams
New
Pending Consent
Approval conditions
| Patient | Purpose | Version | Expires at | Status | |
|---|---|---|---|---|---|
| Samuel Adeyemi | Treatment consent | 2026.1 | 27 Oct | Pending | |
| Noor Bell | Telehealth consent | 2026.2 | 13 Oct | Pending | |
| Elena Morita | Records sharing | 2025.4 | 23 Oct | Pending | |
| Noor Bell | Lab testing consent | 2025.3 | 13 Oct | Pending | |
| Samuel Adeyemi | Procedure consent | 2024.2 | 12 Oct | Pending |
6 of 6 records
Treatment consentConsents · CNS-21165
PendingPatientSamuel Adeyemi
Version2026.1
Expires at27 Oct
Visit coordination
Schedule encounters and track each visit through review.
- Schedule
- Progress
- Timing
- Encounters
- Patients
- People
- Visit reasons
- Observations
- Clinical notes
OverviewEncounter Review Queue×
Clinic Management · Visit coordination
New
Encounter Review Queue
Completion waits for the clinical lead
| Encounter label | Patient | Clinician | Started at | Status | |
|---|---|---|---|---|---|
| Annual wellness visit | Lucia Chen | Samuel Adeyemi | 03 Nov | Awaiting review | |
| Blood pressure follow-up | Elena Morita | Noor Bell | 27 Oct | Awaiting review | |
| New patient consultation | Samuel Adeyemi | Amir Wexler | 17 Oct | Awaiting review | |
| Knee pain assessment | Samuel Adeyemi | Isaac Mensah | 13 Oct | Awaiting review | |
| Diabetes review | Amir Wexler | Lucia Chen | 18 Oct | Awaiting review |
6 of 6 records
Annual wellness visitEncounters · ENC-24393
Awaiting reviewPatientLucia Chen
ClinicianSamuel Adeyemi
Started at03 Nov
Clinical documentation
Connect visit reasons, observations and signed notes to an encounter.
- Reason
- Measures
- Narrative
- Visit reasons
- Observations
- Clinical notes
- Encounters
- People
OverviewDraft Clinical Notes×
Clinic Management · Clinical documentation
New
Draft Clinical Notes
Signed waits for the clinician
| Encounter | Author | Note type | Signed at | Status | |
|---|---|---|---|---|---|
| Hana Delgado, preventive screening | Noor Bell | Progress note | 13 Oct | Draft | |
| Priya Navarro, new patient consultation | Hana Delgado | Intake assessment | 23 Oct | Draft | |
| Amir Wexler, knee pain assessment | Priya Navarro | Follow-up note | 23 Oct | Draft | |
| Samuel Adeyemi, blood pressure follow-up | Lucia Chen | Procedure note | 21 Oct | Draft | |
| Amir Wexler, knee pain assessment | Priya Navarro | Telephone note | 20 Oct | Draft |
6 of 6 records
Progress noteClinical notes · CN-94549
DraftEncounterHana Delgado, preventive screening
AuthorNoor Bell
Signed at13 Oct
Prescriptions and privileges
Keep prescription signing and clinician privileges visible.
- Authority
- Order
- Decision
- Prescription orders
- Clinical privileges
- Encounters
- People
OverviewDraft Prescriptions×
Clinic Management · Prescriptions and privileges
New
Draft Prescriptions
Signed waits for the clinician
| Encounter | Prescriber | Medication | Dose instruction | Status | |
|---|---|---|---|---|---|
| Samuel Adeyemi, blood pressure follow-up | Samuel Adeyemi | Lisinopril 10 mg tablet | Take one tablet by mouth daily | Draft | |
| Elena Morita, annual wellness visit | Samuel Adeyemi | Metformin 500 mg tablet | Take one tablet with breakfast | Draft | |
| Lucia Chen, diabetes review | Rina Solis | Amoxicillin 500 mg capsule | Take one capsule three times daily | Draft | |
| Lucia Chen, diabetes review | Samuel Adeyemi | Albuterol inhaler 90 mcg | Inhale two puffs as needed | Draft | |
| Mateo Iyer, medication check | Amir Wexler | Atorvastatin 20 mg tablet | Take one tablet each evening | Draft |
6 of 6 records
Lisinopril 10 mg tabletPrescription orders · PO-80461
DraftEncounterSamuel Adeyemi, blood pressure follow-up
PrescriberSamuel Adeyemi
Dose instructionTake one tablet by mouth daily
Care follow-up
Assign patient follow-up with a due time and an accountable person.
- Patient
- Owner
- Timing
- Care tasks
- Patients
- People
- Encounters
OverviewMy Care Tasks×
Clinic Management · Care follow-up
New
My Care Tasks
Care tasks
| Patient | Assigned to | Task | Due at | Status | |
|---|---|---|---|---|---|
| Hana Delgado | Lucia Chen | Call patient with lab results | 15 Oct | Open | |
| Mateo Iyer | Isaac Mensah | Schedule blood pressure check | 11 Oct | In progress | |
| Lucia Chen | Samuel Adeyemi | Confirm imaging appointment | 19 Oct | Completed | |
| Lucia Chen | Hana Delgado | Review medication list | 11 Oct | Escalated | |
| Amir Wexler | Amir Wexler | Send referral to orthopedics | 31 Oct | Open |
6 of 6 records
Call patient with lab resultsCare tasks · CT-56992
OpenPatientHana Delgado
Assigned toLucia Chen
Due at15 Oct
Charges and payments
Review charges by encounter and receipts by patient.
- Visit charge
- Approval
- Receipt
- Charges
- Payments
- Encounters
- Patients
OverviewCharges for Review×
Clinic Management · Charges and payments
New
Charges for Review
Approval conditions
| Encounter | Service description | Amount | Status | |
|---|---|---|---|---|
| Noor Bell, same-day fever visit | Office visit, established patient | 720 | Draft | |
| Mateo Iyer, medication check | New patient consultation | 150 | Draft | |
| Lucia Chen, diabetes review | Basic metabolic panel | 540 | Draft | |
| Amir Wexler, knee pain assessment | Preventive health screening | 550 | Draft | |
| Lucia Chen, diabetes review | Telehealth follow-up | 680 | Draft |
6 of 6 records
Office visit, established patientCharges · CHR-39313
DraftEncounterNoor Bell, same-day fever visit
Amount720
Process
Follow each patient visit
Visit to completion ships ready to use. One step needs a named approval before the work moves on: Review encounter (Clinical Lead).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Prepare patient
Confirm identity, consent and clinician assignment.
Annual wellness visitENC-52405 · Front Desk CoordinatorPrepare patientBy Front Desk Coordinator -
Schedule visit
Book the encounter with its patient, clinician and time.
Annual wellness visitENC-52405 · Front Desk CoordinatorSchedule visitBy Front Desk Coordinator -
Document care
Record reasons, observations, notes and orders against the visit.
Annual wellness visitENC-52405 · ClinicianDocument careBy Clinician -
Review encounter
Clinical Lead checks the linked case before completion.
Annual wellness visitENC-52405 · Clinical LeadReview encounterBy Clinical LeadApprovalClinical Lead reviews the encounter and approves completion. -
Complete visit
Record the reviewed encounter as Completed.
Annual wellness visitENC-52405 · Clinical LeadComplete visitBy Clinical Lead -
Settle charges
Review encounter charges and patient receipts.
Annual wellness visitENC-52405 · Billing SpecialistSettle chargesBy Billing Specialist
Inside a record
Connect the services your clinic uses
Open any encounter to see its charges, the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Scheduled at, Patient, Clinician and Visit type.
- 2Charges
Each line is linked to this encounter.
- 3Who works on it
Admin, Front Desk Coordinator and Clinician, each with their own permissions.
- 4Process stages
Schedule visit and Begin care, with the role that acts.
- 5Approvals
Review encounter, with who decides.
Scheduled VisitsAnnual wellness visit×
Clinic Management · Encounters
Log activity
Annual wellness visit
Samuel Adeyemi · Scheduled
1
Record details
Scheduled at20 Oct
PatientSamuel Adeyemi
ClinicianAmir Wexler
Visit typeAnnual physical
2
Charges
Annual wellness visit
| Encounter | Service description | Amount |
|---|---|---|
| Noor Bell, same-day fever visit | Office visit, established patient | 720 |
| Mateo Iyer, medication check | New patient consultation | 150 |
| Lucia Chen, diabetes review | Basic metabolic panel | 540 |
- Charges
- 6
- Total amount
- 2,760
3
Who works on it
- AdminManage Users, People, care team assignments, clinical privileges
- Front Desk CoordinatorManage Patients, Encounters
- ClinicianManage Encounters, visit reasons, Observations, clinical notes…
4
Process stages
- Schedule visitFront Desk Coordinator, Clinician
- Begin careClinician
5
Approvals
- Review encounterClinical LeadApproved
Approvals
Put clinical decisions with the right lead
OverviewApprovals×
Clinic Management · Overview
Approvals
Signed in as Clinical Lead
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- ENC-24393Annual wellness visitAwaiting review1dActions
- ENC-47718Blood pressure follow-upAwaiting review2dActions
- ENC-68247New patient consultationAwaiting review3dActions
- ENC-96608Knee pain assessmentAwaiting review6dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Review encounterClinical Lead checks the linked case before completion. | Clinical Lead | |
| Approve Encounters | Clinical Lead |
2 approval rules · set per role in Proto
Roles
A workspace for each role
Everyone opens Clinic Management to the work that is theirs. Pick a role to see what it starts with.
Admin
Maintains users, people, clinician assignments and access setup.
- Manage Users, People, care team assignments, clinical privileges
- View Patients, Encounters, Consents
Front Desk Coordinator
Registers patients, schedules visits and records arrivals.
This is the first screen this role sees.
OverviewScheduled Visits×
Scheduled Visits
Encounters · Front Desk Coordinator
Scheduled3
Annual wellness visitSamuel Adeyemi
20 Oct
New patient consultationMateo Iyer
13 Oct
Diabetes reviewAmir Wexler
27 Oct
Add
Arrived3
Blood pressure follow-upAmir Wexler
14 Oct
Knee pain assessmentMateo Iyer
03 Nov
Same-day fever visitAmir Wexler
18 Oct
Add
Clinician
Documents care for assigned visits and handles follow-up work.
This is the first screen this role sees.
OverviewDraft Clinical Notes×
Draft Clinical Notes
Clinical notes · Clinician
| Encounter | Author | Note type | Signed at | Status | |
|---|---|---|---|---|---|
| Hana Delgado, preventive screening | Noor Bell | Progress note | 13 Oct | Draft | |
| Priya Navarro, new patient consultation | Hana Delgado | Intake assessment | 23 Oct | Draft | |
| Amir Wexler, knee pain assessment | Priya Navarro | Follow-up note | 23 Oct | Draft | |
| Samuel Adeyemi, blood pressure follow-up | Lucia Chen | Procedure note | 21 Oct | Draft | |
| Amir Wexler, knee pain assessment | Priya Navarro | Telephone note | 20 Oct | Draft |
6 of 6 records
Clinical Lead
Reviews encounter documentation and clinician privileges before clinical completion.
This is the first screen this role sees.
OverviewPrivileges to Verify×
Privileges to Verify
Clinical privileges · Clinical Lead
| Clinician | Privilege type | License number | Issuing authority | Verification evidence | Status | |
|---|---|---|---|---|---|---|
| Mateo Iyer | Document | CP-18399 | State medical board | medical_license_2026.pdf | Pending | |
| Noor Bell | Prescribe | CP-44080 | State nursing board | nursing_registration.pdf | Pending | |
| Elena Morita | Review | CP-98264 | Regional licensing council | board_certificate.pdf | Pending | |
| Hana Delgado | Study investigator | CP-38223 | National specialty college | privileges_review.pdf | Pending | |
| Lucia Chen | Document | CP-55132 | State pharmacy board | pharmacy_license.pdf | Pending |
6 of 6 records
Billing Specialist
Reviews visit charges and records patient payments.
This is the first screen this role sees.
OverviewPending Payments×
Pending Payments
Payments · Billing Specialist
| Patient | Received at | Amount | Reference | Status | |
|---|---|---|---|---|---|
| Lucia Chen | 21 Oct | 630 | PMT-2026-1042 | Pending | |
| Elena Morita | 15 Oct | 340 | PMT-2026-1043 | Pending | |
| Hana Delgado | 14 Oct | 610 | PMT-2026-1044 | Pending | |
| Hana Delgado | 09 Oct | 700 | PMT-2026-1045 | Pending | |
| Hana Delgado | 22 Oct | 380 | PMT-2026-1046 | Pending |
6 of 6 records
Care Coordinator
Tracks consent, care-team assignments and assigned follow-up.
This is the first screen this role sees.
OverviewOpen Follow-up×
Open Follow-up
Care tasks · Care Coordinator
Open2
Call patient with lab resultsPriya Navarro
31 Oct
Review medication listAmir Wexler
24 Oct
Add
In progress2
Schedule blood pressure checkElena Morita
19 Oct
Send referral to orthopedicsElena Morita
19 Oct
Add
Escalated2
Confirm imaging appointmentSamuel Adeyemi
12 Oct
Collect signed consentPriya Navarro
15 Oct
Add
Reports
Read work from saved visit records
Read visit, clinical, follow-up and billing activity from saved records.
Overview×
Clinic Management · Overview
Clinic Management dashboard
This quarter
Clinical privileges in view
6Document
2Prescribe
2Review
1Encounters by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Scheduled | 33 | ||
| Arrived | 18 | 55% | |
| In progress | 10 | 56% | |
| Awaiting review | 6 | 60% |
Number of encounters by status
Sample counts per stage
- 01Encounter volume by state
Count encounters by Status and visit type for the scheduled period.
- 02Visit timing
Compare started at and ended at for completed encounters with both times recorded.
- 03Documentation completion
Show encounters with their clinical notes and each note's Status and signed at.
- 04Clinical privilege register
Group clinician privileges by privilege type, Status and effective to.
- 05Consent register
List patients' consent Purpose, Version, Status and expires at.
- 06Care task workload
Group open tasks by assigned to, Status and due at.
- 07Charge status by encounter
Show each encounter's Charges by Status with Amount.
- 08Patient payment register
Group Payments by Patient, Status and received at with Amount.
Who it's for
Fit the way your clinic runs
See how Clinic Management fits your kind of team.
Controls
Keep consent and privilege context visible
Each stage of visit to completion names the role that acts and the status it records, so a change is never anonymous.
OverviewVisit to completion×
Clinic Management · Process
Visit to completion
Each stage, the role that acts and the status it records
Process stages
10Approval steps
1Roles involved
5Tables touched
11Receive patient
Front Desk CoordinatorStatusScheduled → Arrived
Begin care
ClinicianStatusArrived → in progress
RecordsVisit reasons, Observations, Encounters
Document care
ClinicianStatusDraft → Signed
RecordsPrescription orders, Clinical notes
- StartFront Desk CoordinatorReceive patientScheduled → Arrived
- StepVisit reasonsBegin careArrived → in progress
- StepPrescription ordersDocument careDraft → Signed
- ApprovalEncountersReview encounterIn progress → awaiting review
- StepClinical LeadComplete visitAwaiting review → Completed
AI agent
Ask Proto for the next case
Use Proto to inspect clinic work and prepare the next action.
It can
- Front Desk Coordinator: Show scheduled encounters for a patient and prepare the arrival handoff.
- Clinician: Find assigned visits and care tasks that need attention.
- Clinical Lead: Gather encounters awaiting review with their linked notes and orders.
- Billing Specialist: List draft charges and pending patient payments for review.
Stays with a person
- A person makes clinical, consent, privilege and financial decisions.
- The agent can retrieve and organize the relevant records, then ask the responsible role to inspect them.
- Staff should confirm the patient and encounter before applying a change and review any external acknowledgement separately.
Show the encounters awaiting clinical review with their patient, clinician, signed note state and any draft prescription orders. Leave the completion decision for the Clinical Lead.
A person makes clinical, consent, privilege and financial decisions.
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 14 tables14tables
- Patient and care teams6
- Visit coordination8
- Clinical documentation5
- Prescriptions and privileges4
- Care follow-up4
- Charges and payments4
Implementation
Roll out one team at a time
Start with one team and one process, then add the rest once the basics are running.
Define the clinic scope
Choose the first visit type, named staff, consent purpose and review owner.
Prepare identities
Set up users, people, patients and care-team assignments before importing visits.
Run a visit
Schedule an encounter, record arrival, clinical work and a lead review through completion.
Add follow-up and billing
Assign a patient care task, review an encounter charge and record a patient payment.
Rehearse exceptions
Check withdrawn consent, an expired privilege, an amended note, an escalated task and a voided charge.
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
Machine work rate card Included per $1 of credit
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
How do I get started?
Click Get started, then use Proto to configure Clinic Management for your business. Begin with one visit type, a named clinical reviewer and a patient case that runs from scheduling through documentation and billing.
How does a visit move through the clinic?
An encounter records Scheduled, Arrived, in progress, awaiting review, Completed or Cancelled. The patient and clinician stay linked to that visit.
Where are clinical notes kept?
Clinical notes belong to an encounter and name their author. They can be Draft, Signed or Amended and include a signing time.
How are observations recorded?
Each observation has a metric, numeric value, unit, observation time, recorder and encounter.
Can the clinic track prescriptions?
A prescription order records its encounter, prescriber, medication, dose instruction and Draft, Signed or Cancelled state.
How do staff review clinician privileges?
The privilege record identifies the clinician, type, license details, evidence, effective dates and current state for the Clinical Lead to inspect.
How is patient consent recorded?
A consent record keeps its purpose, version, signed or expiry dates, document, patient and current state. Staff review the consent relevant to the planned work.
How are follow-up tasks handled?
A care task names the patient, assignee, action and due time. The assigned clinician can complete it or mark it Escalated for review.
How do charges and payments connect?
A charge links to an encounter. A payment links to a patient and has its own receipt reference and state. Billing staff reconcile them using the patient and visit context.
Where do lab results come from?
Use the clinic's laboratory service when lab work is part of the operating scope. Agree how staff match each result to the patient and encounter.
Set up Clinic Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.