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Clinic + Pharmacy + Lab · Available now

Follow each visit from arrival to recorded care and payment.

A patient visit begins with a patient record and an encounter assigned to a clinician. The Clinical Coordinator can plan the visit and follow its status from Scheduled through Arrived, in progress, awaiting review and Completed.

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OverviewEncounter Schedule
Clinic + Pharmacy + Lab · Encounters

Encounter Schedule

Encounters in one list

New encounter
Encounters in view
6
Scheduled
3
Arrived
3
Scheduled3
ENC-2026-0418Hiba Laurent
22 Oct
NOTE-2026-0951Hiba Laurent
19 Oct
CONS-2026-0276Hiba Laurent
02 Nov
Add
Arrived3
SPEC-2026-0832Esme Rahman
15 Oct
PAY-2026-0644Farah Ivers
03 Nov
TASK-2026-0735Anaya Mercer
02 Nov
Add
ENC-2026-0418Encounters · ENC-34831
Scheduled
PatientHiba Laurent
ClinicianGideon Tan
Scheduled at22 Oct
Started at30 Oct
Ended at05 Nov
Approve chargeENC-34831 · ENC-2026-0418

Clinical Coordinator decides whether a Draft charge becomes Approved.

Waiting for Clinical Coordinator
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
14
Roles with set permissions
5
Reports and dashboards
9
Features

Follow each patient visit

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

Patients and care teams

Keep the patient, assigned clinician, and care-team access in view.

  • Patient identity
  • People
  • Care-team access
  • Patients
  • People
  • Users
  • Care team assignments
  • Encounters
  • Consents
Explore patients and care teams
OverviewMy Patient Panel
Clinic + Pharmacy + Lab · Patients and care teams

My Patient Panel

Patients

New
IdPatient numberDisplay nameConsent statusAssigned clinician
ENC-2026-0418PTN-81027Anaya MercerPendingAnaya Mercer
SPEC-2026-0832PTN-64471Bilal SantosActiveEsme Rahman
NOTE-2026-0951PTN-76355Chloe NwosuWithdrawnChloe Nwosu
PAY-2026-0644PTN-96762Diego ParkPendingGideon Tan
CONS-2026-0276PTN-57595Esme RahmanActiveDiego Park
6 of 6 records
ENC-2026-0418Patients · PTN-81027
Pending
Display nameAnaya Mercer
Assigned clinicianAnaya Mercer
Example screen with sample data
Process

From arrival through recorded care

Encounter to payment review ships ready to use. One step needs a named approval before the work moves on: Approve charge (Clinical Coordinator).

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

  1. Schedule encounter

    Select the patient, clinician, and visit time.

    ENC-2026-0418ENC-34831 · Clinical Coordinator
    Schedule encounterBy Clinical Coordinator

  2. Record arrival

    Mark the visit Arrived when the patient reaches the clinic.

    ENC-2026-0418ENC-34831 · Clinical Coordinator
    Record arrivalBy Clinical Coordinator

  3. Document care

    Record notes and observations on the encounter.

    ENC-2026-0418ENC-34831 · Licensed Clinician
    Document careBy Licensed Clinician

  4. Review encounter

    Read linked clinical evidence before completion.

    ENC-2026-0418ENC-34831 · Clinical Coordinator
    Review encounterBy Clinical Coordinator

  5. Approve charge

    Clinical Coordinator checks the service and amount.

    ENC-2026-0418ENC-34831 · Clinical Coordinator
    Approve chargeBy Clinical Coordinator
    ApprovalClinical Coordinator decides whether a Draft charge becomes Approved.

  6. Review payment

    Check the patient's receipt reference and status.

    ENC-2026-0418ENC-34831 · Clinical Coordinator
    Review paymentBy Clinical Coordinator

Start with Encounter intake

Inside a record

Plan each external handoff

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

  1. 1
    Record details

    Patient, Clinician, Scheduled at and Started at.

  2. 2
    Charges

    Each line is linked to this encounter.

  3. 3
    Who works on it

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

  4. 4
    Process stages

    Schedule encounter and Document care, with the role that acts.

  5. 5
    Approvals

    Approve charge, with who decides.

Encounter ScheduleENC-2026-0418
Clinic + Pharmacy + Lab · Encounters

ENC-2026-0418

Hiba Laurent · Scheduled

Log activity
1
Record details
PatientHiba Laurent
ClinicianGideon Tan
Scheduled at22 Oct
Started at30 Oct
2
Charges

ENC-2026-0418

IdEncounterService description
ENC-2026-0418Anaya Mercer, thyroid follow-upComplete blood count
SPEC-2026-0832Esme Rahman, diabetes checkThyroid function panel
NOTE-2026-0951Anaya Mercer, thyroid follow-upPrescription counseling
Charges
6
Total amount
3,160
3

Who works on it

  • Clinical CoordinatorManage care tasks, Charges, Consents, Encounters, Patients
  • Licensed ClinicianManage care tasks, clinical notes, Consents, Observations…
  • Clinical ReviewerView care tasks, care team assignments, clinical notes…
4

Process stages

  • Schedule encounterClinical Coordinator, Licensed Clinician
  • Document careLicensed Clinician
5

Approvals

  • Approve chargeClinical Coordinator
    Approved
Example screen with sample data
Approvals

Keep decisions with the right person

Clinical Reviewer reads care-domain evidence across the patient journey.

OverviewApprovals
Clinic + Pharmacy + Lab · Overview

Approvals

Signed in as Clinical Coordinator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CP-36691ENC-2026-0418
    Requested by Hiba Laurent
    Document2dActions
  • CP-34053SPEC-2026-0832
    Requested by Imani Brooks
    Prescribe1dActions
  • CP-56071NOTE-2026-0951
    Requested by Imani Brooks
    Review2dActions
  • CP-94483PAY-2026-0644
    Requested by Esme Rahman
    Study investigator6dActions

Who approves what

DecisionApprover
Approve chargeClinical Coordinator checks the service and amount.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 Clinic + Pharmacy + Lab to the work that is theirs. Pick a role to see what it starts with.

Clinical Coordinator

Owns care operations setup, planning and assigned operational work. Record entry: Patients, Encounters, Care Tasks, Consents, Charges. Read only: People, Payments. Pages: Business Overview, Encounters.

This is the first screen this role sees.

OverviewEncounter Schedule

Encounter Schedule

Encounters · Clinical Coordinator

Scheduled3
ENC-2026-0418Hiba Laurent
22 Oct
NOTE-2026-0951Hiba Laurent
19 Oct
CONS-2026-0276Hiba Laurent
02 Nov
Add
Arrived3
SPEC-2026-0832Esme Rahman
15 Oct
PAY-2026-0644Farah Ivers
03 Nov
TASK-2026-0735Anaya Mercer
02 Nov
Add
Example screen with sample data

Roles and permissions

Reports

See where care needs attention

Read visit flow, clinical evidence, specimen status, and payment outcomes.

Overview
Clinic + Pharmacy + Lab · Overview

Clinic + Pharmacy + Lab dashboard

This quarter

Care tasks in view
6
Open
2
In progress
2
Escalated
2

Encounters by status

How far records got this quarter

StageReachedStep
Scheduled41
Arrived2868%
In progress2175%
Awaiting review1152%

Number of encounters by status

Sample counts per stage

300
30Scheduled
20Arrived
20In progress
20Awaiting review
20Completed
Example screen with sample data
  1. 01Encounter status by visit type

    Count encounters by visit type and Status.

  2. 02Patient consent status

    Count patients by consent status.

  3. 03Care tasks due by assignee

    Group open care tasks by assigned to and due at.

  4. 04Clinical notes by signing state

    Count clinical notes by Status and Author.

  5. 05Privilege verification by type

    Group clinical privileges by privilege type and Status.

  6. 06Specimen processing by type

    Count Specimens by specimen type and Status.

  7. 07Dispensations by medication and lot

    Sum pharmacy dispensations Quantity by Medication, lot number and Unit.

  8. 08Encounter charge status

    Sum Charges Amount by Status.

  9. 09Patient payment status

    Sum Payments Amount by Status and received at.

All reports and dashboards

Who it's for

Fit the clinic's operating shape

See how Clinic + Pharmacy + Lab fits your kind of team.

Independent clinic

Coordinate patient visits, care notes, follow-up, and billing in one clinic.

Clinic with specimen collection

Track specimen collection and processing alongside the patient visit.

Clinic with medication dispensing

Keep medication dispensation evidence with the visit and authorizing clinician.

Controls

Review evidence and status

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

OverviewEncounter to payment review
Clinic + Pharmacy + Lab · Process

Encounter to payment review

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

Process stages
10
Approval steps
1
Roles involved
3
Tables touched
9
Record arrival
Clinical Coordinator
StatusScheduled → Arrived
RecordsPatients
Start care
Clinical Coordinator, Licensed Clinician
StatusArrived → in progress
Document care
Licensed Clinician
StatusDraft → Signed
RecordsClinical notes, Observations, Encounters
Encounter to payment review
  1. Start
    Record arrivalScheduled → Arrived
    Patients
  2. Step
    Start careArrived → in progress
    Clinical Coordinator
  3. Step
    Document careDraft → Signed
    Clinical notes
  4. Step
    Capture specialty evidenceOrdered → Collected → Received → Tested
    Pharmacy dispensations
  5. Step
    Coordinate follow-upOpen → in progress → Completed
    Care tasks
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the next case

Ask Proto to help staff find and prepare clinic work for review.

It can

  • Clinical Coordinator: Find encounters awaiting review and draft charges needing the coordinator's decision.
  • Licensed Clinician: Find assigned patient tasks and draft notes that need the author's attention.
  • Clinical Governance Administrator: List privileges marked Pending with their clinician and effective dates for evidence review.
  • Clinical Reviewer: Summarize an encounter's linked notes, observations, specimens, and dispensations before human review.

Stays with a person

  • A person must confirm patient identity, signed consent, clinician verification, and charge approval.
  • Staff should inspect the linked record and its dates before changing a status.
  • Use the clinic's role access when asking an assistant to locate or summarize patient information.

Set up an agent

Integrations

Connects to the tools you use

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

  • Clinic + Pharmacy + Lab
  • Lab system
  • Pharmacy system
  • Payment service
  • Accounting system
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
  • Patients and care teams7
  • Encounters and clinical evidence7
  • Consent and clinical privileges6
  • Follow-up care5
  • Specimen processing4
  • Pharmacy dispensations6
  • 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.

  1. Confirm identity and access

    Load people and users, check patient numbers, and rehearse the configured role permissions with a real staff member for each role.

  2. Run the visit

    Create a patient encounter, move it through arrival and care, and record a note and observation linked to that visit.

  3. Check authority

    Record a purpose-specific consent, clinician privilege evidence, and the patient’s care-team assignment; agree who checks each.

  4. Add specialty work

    Record an encounter specimen and a medication dispensation using real accession and lot conventions.

  5. Rehearse finance

    Review a draft charge, approve it, and reconcile a patient payment reference with the clinic’s financial process.

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 Clinic + Pharmacy + Lab.

All questions
How do I get started?

Click Get started, then use Proto to configure Clinic + Pharmacy + Lab for your business. Begin with one patient, one scheduled encounter, the clinician who will document it, and the coordinator who will manage its status.

How is a returning patient handled?

Keep the patient's record and number, then create a new encounter for the new care episode. Check the patient number when similar names appear.

Where do clinical notes and observations go?

Both link to the encounter. A note records author, type, text, signing date, and status. An observation records metric, value, unit, time, and recorder.

How is consent recorded?

A consent belongs to a patient and identifies its purpose, version, document, signed date, expiry, and status. Review that record for the purpose in question.

Who checks clinician privileges?

Clinical Governance Administrator maintains privilege records with license details, verification evidence, effective dates, and status.

Can staff see specimen progress?

A specimen linked to an encounter can be Ordered, Collected, Received, Tested, or Rejected. Its accession number helps staff reconcile the physical handoff.

What does a pharmacy dispensation contain?

It records the encounter, medication, lot number, quantity, unit, and authorizing person.

How is follow-up assigned?

A care task belongs to the patient and an assigned person. It carries due and completion dates and can be Open, in progress, Completed, Escalated, or Cancelled.

How do charges and payments relate?

A charge belongs to an encounter; a payment belongs to a patient. Use the payment reference in the clinic's reconciliation process before assuming which visit it settled.

Where should we begin with connected systems?

Choose the lab, pharmacy, payment, and accounting handoffs used by your clinic. Agree which team owns each identifier and status change, then rehearse an exception before broader use.

Set up Clinic + Pharmacy + Lab 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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