Clinical Trial Management connects patient identity, assigned clinicians, scheduled encounters and the evidence captured during a visit. A Clinical Coordinator maintains patients and encounter plans.
verified waits for the clinical governance administrator
| Clinician | Privilege type | License number | Issuing authority | Verification evidence | Effective from | |
|---|---|---|---|---|---|---|
| Bashir Okon | Document | CP-40184 | State medical board | investigator_license.pdf | 24 Oct | |
| Jamal Park | Prescribe | CP-21091 | State nursing board | ethics_approval_2026.pdf | 24 Oct | |
| Dev Mehta | Review | CP-11008 | Regional ethics committee | gcp_training_record.pdf | 17 Oct | |
| Femi Laurent | Study investigator | CP-68366 | Clinical credentials office | nursing_registration.pdf | 18 Oct | |
| Ada Salcedo | Document | CP-29454 | Research oversight board | lab_accreditation.pdf | 31 Oct |
The Clinical Governance Administrator checks professional evidence and decides whether the privilege is verified.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep patient identity, assigned clinicians and care-team assignments connected.
Patients
| Patient number | Display name | Birth date | Consent status | Assigned clinician | |
|---|---|---|---|---|---|
| PTN-81342 | Ada Salcedo | 23 Oct | Pending | Bashir Okon | |
| PTN-89751 | Bashir Okon | 01 Nov | Active | Jamal Park | |
| PTN-89218 | Clara Nguyen | 24 Oct | Pending | Ada Salcedo | |
| PTN-42276 | Dev Mehta | 27 Oct | Active | Jamal Park | |
| PTN-61182 | Elif Calder | 23 Oct | Pending | Dev Mehta |
Verify clinician authority and keep its effective period visible.
People
| Name | Role title | Active | User | |
|---|---|---|---|---|
| Ines Navarro | Principal investigator | Elif Calder | ||
| Jamal Park | Study coordinator | Greta Shah | ||
| Mara Haddad | Research nurse | Clara Nguyen | ||
| Leo Okafor | Lab technologist | Clara Nguyen | ||
| Nina Velasquez | Clinical pharmacist | Jamal Park |
Plan patient visits and carry each encounter through review and completion.
Approval conditions
| Encounter | Author | Note type | Note text | Status | |
|---|---|---|---|---|---|
| Greta Shah, medication review | Hugo Mensah | Screening note | Participant reports no new symptoms | Draft | |
| Bashir Okon, baseline visit | Hugo Mensah | Visit progress note | Study medication count reconciled | Draft | |
| Dev Mehta, safety assessment | Dev Mehta | Adverse event note | Fasting sample collected at visit | Draft | |
| Femi Laurent, week eight visit | Bashir Okon | Protocol deviation note | Mild headache resolved without treatment | Draft | |
| Greta Shah, medication review | Ines Navarro | Telephone follow-up | Visit completed within protocol window | Draft |
Keep clinical notes, measurements and consent tied to the right patient visit.
Observations
| Encounter | Metric | Value | Unit | Observed at | Recorded by | |
|---|---|---|---|---|---|---|
| Femi Laurent, week eight visit | Systolic blood pressure | 930 | millimeters of mercury | 15 Oct | Femi Laurent | |
| Ada Salcedo, screening visit | Heart rate | 540 | beats/min | 15 Oct | Ada Salcedo | |
| Dev Mehta, safety assessment | Body temperature | 330 | degrees C | 13 Oct | Ines Navarro | |
| Elif Calder, specimen collection | Body weight | 370 | kg | 20 Oct | Femi Laurent | |
| Clara Nguyen, week four follow-up | Hemoglobin | 500 | grams per deciliter | 22 Oct | Elif Calder |
Follow specimen handling and record medication dispensation details for a visit.
Pharmacy dispensations
| Encounter | Medication | Lot number | Quantity | Unit | Authorized by | |
|---|---|---|---|---|---|---|
| Greta Shah, medication review | Study capsule 25 mg | L26-3420 | 560 | millimeters of mercury | Femi Laurent | |
| Hugo Mensah, closeout visit | Study capsule 50 mg | L26-8758 | 420 | beats/min | Dev Mehta | |
| Hugo Mensah, closeout visit | Placebo capsule | L26-1592 | 870 | degrees C | Greta Shah | |
| Bashir Okon, baseline visit | Rescue inhaler 90 mcg | L26-3116 | 550 | kg | Jamal Park | |
| Ada Salcedo, screening visit | Saline rinse 10 milliliters | L26-7092 | 810 | grams per deciliter | Greta Shah |
Assign patient care tasks and record the services attached to a visit.
Care tasks
Patient visit to care follow-up ships ready to use. One step needs a named approval before the work moves on: Verify clinician (Clinical Governance Administrator).
Confirm patient identity and the assigned clinician before planning a visit.
Check license evidence and effective dates before recording verified standing.
Link patient, clinician and visit time in one encounter.
Attach attributed notes and observations to the visit.
Review linked care evidence and record the visit's end.
Assign a dated care action to the person who will do it.
Open any clinical privilege to see the roles that work on it, its process stages and its approvals on one page.
Clinician, Verification evidence, Effective from and Effective to.
Records linked to this clinical privilege.
Clinical Governance Administrator, Clinical Reviewer and Licensed Clinician, each with their own permissions.
Verify clinician, with the role that acts.
Verify clinician, with who decides.
investigator_license.pdf · Document
The Clinical Reviewer inspects care evidence and visit context without changing the clinical records.
Signed in as Clinical Governance Administrator
| Decision | Approver | |
|---|---|---|
| Verify clinicianCheck license evidence and effective dates before recording verified standing. | Clinical Governance Administrator |
Everyone opens Clinical Trial Management to the work that is theirs. Pick a role to see what it starts with.
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.
Clinical privileges · Clinical Governance Administrator
Reviews evidence and authorizes eligible domain outcomes. Read only across all care-domain tables.
This is the first screen this role sees.
Encounters · Clinical Reviewer
Captures assigned care operations work and evidence.
This is the first screen this role sees.
Encounters · Licensed Clinician
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.
Encounters · Clinical Coordinator
Maintains application access and resolves configuration or record corrections that clinical roles cannot perform.
Answer operational questions from visit, consent and care evidence records.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Pending | 43 | ||
| Verified | 16 | 37% | |
| Suspended | 3 | 19% | |
| Expired | 1 | 33% |
Sample counts per stage
Count encounters by visit type and Status to see which visits await action.
Group encounters by Clinician and Status for the planned and active care load.
List patient consents by Purpose, Status and expires at before a planned encounter.
List each Clinician, privilege type, Status and effective to for governance review.
Count specimens by specimen type and Status, retaining the linked Encounter.
Group open care tasks by assigned to and Patient with due at.
Sum Amount by Encounter and Status for a service review.
Group Metric, Value and Unit by Encounter and observed at.
See how Clinical Trial Management fits your kind of team.
Each stage of patient visit to care follow-up names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Give each team member help finding and preparing clinical operations work.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 15 tablesStart with one team and one process, then add the rest once the basics are running.
Confirm user accounts, clinician records, patient numbers and the assigned clinician for the pilot group.
Enter privilege evidence and effective dates, then record care-team assignments with their access purposes.
Schedule an encounter, record arrival and start, add a note and observation, and check the relevant consent.
Add a specimen or dispensation where the clinic performs it, then inspect the full encounter record before completion.
Record the end time, assign care tasks and check service charges and payment references through the agreed financial process.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| 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 |
Click Get started, then use Proto to configure Clinical Trial Management for your business. Begin with one clinician, a small patient group and a representative visit that includes the consent and care evidence your team uses.
The Clinical Coordinator maintains patient and encounter records. The Licensed Clinician adds the care documentation and specialty evidence for the visit.
The Clinical Governance Administrator checks license details, issuing authority, evidence and effective dates before verifying the privilege record.
Open the encounter to follow its patient, clinician, timing, notes, observations, specimens, dispensations and charges through their linked records.
A consent record names the patient, purpose and version and holds the document, signature date, expiry and current state. Check that record for the activity at hand.
The specimen record carries its encounter, type, collection time, accession number and processing state through receipt, testing or rejection.
A Licensed Clinician can create a patient care task for a named person with a due date. The assignee follows its state through work, completion or escalation.
A charge belongs to the encounter and records its service and amount. A payment belongs to the patient and carries its receipt reference and state. Agree how your billing system confirms each handoff.
Run a scheduled visit from patient identity check through evidence review and completion. Include an expired privilege, a withdrawn consent and an escalated follow-up task in the rehearsal.
Start free, then use Proto to change fields, steps and approvals before your team goes live.