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Emergency Department System
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Emergency Department System · Available now

Keep each patient encounter and its care evidence together.

Emergency Department System keeps a patient identity connected to each encounter, assigned clinician, clinical note, observation, specimen and medication dispensation. A Clinical Coordinator registers the patient and records the visit.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewArrived encounters
Emergency Department System · Encounters

Arrived encounters

Encounters in one list

New encounter
Encounters in view
6
Arrived
2
In progress
2
Awaiting review
2
Arrived2
ENC-2026-1501Gabriel Santos
21 Oct
CONS-2026-4191Fatima Bello
11 Oct
Add
In progress2
TASK-2026-2281Gabriel Santos
01 Nov
NOTE-2026-5261Aria Velasquez
13 Oct
Add
Awaiting review2
SPEC-2026-3171Maya Patel
26 Oct
CHG-2026-6311Nina Cho
13 Oct
Add
ENC-2026-1501Encounters · ENC-54207
Arrived
PatientGabriel Santos
ClinicianAmina Yusuf
Visit typeEmergency visit
Started at21 Oct
Charge approvalENC-54207 · ENC-2026-1501

Clinical Coordinator reviews the encounter service charge and approves its amount.

Waiting for Clinical Coordinator
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
11
Roles with set permissions
5
Reports and dashboards
8
Features

See the current care work

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

Patient intake and encounters

Connect each patient visit to its assigned clinician and current care state.

  • Patient identity
  • Encounter state
  • Clinical assignment
  • Patients
  • Encounters
  • People
  • Care team assignments
Explore patient intake and encounters
OverviewEncounters awaiting review
Emergency Department System · Patient intake and encounters

Encounters awaiting review

Completion waits for the clinical coordinator

New
IdPatientClinicianVisit typeStatus
ENC-2026-1501Nina ChoHannah BrooksEmergency visitAwaiting review
TASK-2026-2281Nina ChoLeila HaddadUrgent assessmentAwaiting review
SPEC-2026-3171Theo LaurentKwesi BoatengTrauma evaluationAwaiting review
CONS-2026-4191Maya PatelMateo SilvaObservation stayAwaiting review
NOTE-2026-5261Theo LaurentGrace KimReturn evaluationAwaiting review
6 of 6 records
ENC-2026-1501Encounters · ENC-89534
Awaiting review
PatientNina Cho
ClinicianHannah Brooks
Visit typeEmergency visit
Example screen with sample data
Process

Follow each visit through care

Patient encounter to care follow-up ships ready to use. One step needs a named approval before the work moves on: Charge approval (Clinical Coordinator).

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

  1. Patient registration

    Find the patient and confirm the assigned clinician.

    ENC-2026-1501ENC-54207 · Clinical Coordinator
    Patient registrationBy Clinical Coordinator

  2. Encounter arrival

    Record arrival and the start of the visit.

    ENC-2026-1501ENC-54207 · Clinical Coordinator
    Encounter arrivalBy Clinical Coordinator

  3. Clinical documentation

    Keep notes and observations with the encounter.

    ENC-2026-1501ENC-54207 · Licensed Clinician
    Clinical documentationBy Licensed Clinician

  4. Specimen handling

    Follow the specimen and its accession reference.

    ENC-2026-1501ENC-54207 · Licensed Clinician
    Specimen handlingBy Licensed Clinician

  5. Charge approval

    Review the service and amount before approval.

    ENC-2026-1501ENC-54207 · Clinical Coordinator
    Charge approvalBy Clinical Coordinator
    ApprovalClinical Coordinator reviews the encounter service charge and approves its amount.

  6. Encounter completion

    Close the visit and assign continuing care work.

    ENC-2026-1501ENC-54207 · Clinical Coordinator
    Encounter completionBy Clinical Coordinator

Start with Encounter to completion

Inside a record

Connect trusted source records

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, Visit type and Started at.

  2. 2
    Charges

    Each line is linked to this encounter.

  3. 3
    Who works on it

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

  4. 4
    Process stages

    Encounter scheduling and Care assignment, with the role that acts.

  5. 5
    Approvals

    Charge approval, with who decides.

Arrived encountersENC-2026-1501
Emergency Department System · Encounters

ENC-2026-1501

Gabriel Santos · Arrived

Log activity
1
Record details
PatientGabriel Santos
ClinicianAmina Yusuf
Visit typeEmergency visit
Started at21 Oct
2
Charges

ENC-2026-1501

IdEncounterService description
ENC-2026-1501Gabriel Santos, hand lacerationEmergency physician evaluation
TASK-2026-2281Fatima Bello, asthma flareTwelve lead ECG
SPEC-2026-3171Theo Laurent, wrist painComplete blood count
Charges
6
Total amount
3,180
3

Who works on it

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

Process stages

  • Encounter schedulingClinical Coordinator, Licensed Clinician
  • Care assignmentClinical Governance Administrator, Licensed Clinician
5

Approvals

  • Charge approvalClinical Coordinator
    Approved
Example screen with sample data
Approvals

Keep decisions with the right person

Clinical Reviewer reads care-domain records to inspect an encounter and its linked evidence.

OverviewApprovals
Emergency Department System · Overview

Approvals

Signed in as Clinical Coordinator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CNS-36134ENC-2026-1501
    Elias NovakRequested by Clinical Governance Administrator
    Pending3dActions
  • CNS-21520TASK-2026-2281
    Maya PatelRequested by Clinical Governance Administrator
    Pending1dActions
  • CNS-71547SPEC-2026-3171
    Theo LaurentRequested by Clinical Governance Administrator
    Pending4dActions
  • CNS-97734CONS-2026-4191
    Fatima BelloRequested by Clinical Governance Administrator
    Pending5dActions

Who approves what

DecisionApprover
Charge approvalReview the service and amount before approval.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 Emergency Department 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.

OverviewPrivileges pending verification

Privileges pending verification

Clinical privileges · Clinical Governance Administrator

IdClinicianPrivilege typeLicense numberEffective fromEffective to
ENC-2026-1501Javier MoralesDocumentCP-9081125 Oct27 Oct
TASK-2026-2281Nikhil RaoPrescribeCP-3575020 Oct23 Oct
SPEC-2026-3171Mateo SilvaReviewCP-4806829 Oct06 Nov
CONS-2026-4191Grace KimStudy investigatorCP-7822501 Nov05 Nov
NOTE-2026-5261Hannah BrooksDocumentCP-1474918 Oct23 Oct
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read the operating picture

Review encounter states, clinical evidence, follow-up workload and recorded payments.

Overview
Emergency Department System · Overview

Emergency Department System 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
Scheduled43
Arrived1433%
In progress429%
Awaiting review125%

Number of encounters by status

Sample counts per stage

200
0Scheduled
-40Arrived
-60In progress
20Awaiting review
20Completed
Example screen with sample data
  1. 01Encounter state distribution

    Count encounters by Status and visit type.

  2. 02Encounter activity over time

    Compare encounter starts and completions by started at and ended at.

  3. 03Care task workload

    Count open and escalated care tasks by assigned to and Patient.

  4. 04Specimen processing

    Count specimens by Status and specimen type.

  5. 05Clinical note completion

    Compare draft, signed and amended notes by Author.

  6. 06Charge review

    Sum Amount by charge Status and encounter.

  7. 07Payment confirmation

    Sum Amount by payment Status and received at.

  8. 08Privilege validity

    Review privilege Status and effective to by Clinician.

All reports and dashboards

Who it's for

Start with your care setting

See how Emergency Department System fits your kind of team.

Hospital emergency care

Keep hospital encounter records and the next clinical handoff in one care history.

Urgent care service

Run visit documentation and follow-up for an urgent care team.

Specialty acute care

Review visit evidence when specimens, dispensations and clinician authority matter.

Controls

Keep patient evidence attributable

Each stage of patient encounter to care follow-up names the role that acts and the status it records, so a change is never anonymous.

OverviewPatient encounter to care follow-up
Emergency Department System · Process

Patient encounter to care follow-up

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

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
10
Encounter arrival
Clinical Coordinator
StatusScheduled → Arrived → in progress
Clinical documentation
Licensed Clinician
StatusDraft → Signed
RecordsClinical notes, Observations, Encounters
Specimen handling
Licensed Clinician
StatusOrdered → Collected → Received → Tested
RecordsEncounters, Specimens
Patient encounter to care follow-up
  1. Start
    Encounter arrivalScheduled → Arrived → in progress
    Clinical Coordinator
  2. Step
    Clinical documentationDraft → Signed
    Clinical notes
  3. Step
    Specimen handlingOrdered → Collected → Received → Tested
    Encounters
  4. Approval
    Charge approvalDraft → Approved
    Encounters
  5. Step
    Encounter completionAwaiting review → Completed
    Care tasks
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the next review

Prepare patient encounter work and review operational evidence with Proto.

It can

  • Clinical Coordinator: List encounters awaiting review with patient and clinician context.
  • Licensed Clinician: Show open care tasks assigned to me and due soon.
  • Clinical Reviewer: Summarize note and specimen states for one encounter before I inspect the records.
  • Clinical Governance Administrator: List privileges pending verification with their effective dates.

Stays with a person

  • A clinician and reviewer remain responsible for clinical interpretation.
  • The governance administrator decides whether privilege evidence is sufficient.
  • The coordinator reviews a service charge before approval.
  • Proto can prepare a list or draft configuration using the actor's permitted records, while each decision remains with the authorized person and the underlying evidence.

Set up an agent

Integrations

Connects to the tools you use

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

  • Emergency Department System
  • Clinical record
  • Laboratory
  • Pharmacy
  • Billing and payment
  • Identity service
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
  • Patient intake and encounters4
  • Clinical documentation4
  • Care coordination5
  • Consent and clinical privileges5
  • Specimens and dispensations4
  • 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. Agree the operating scope

    Choose the first patient group, visit types, care team and status owners. Define the handoff from coordinator to clinician to reviewer.

  2. Map source records

    Match patient numbers, staff identities and encounter IDs. Keep accession and payment references with their source records.

  3. Configure a bounded pilot

    Enter patients, encounters, notes, observations, consents, privileges and care tasks for a small operating cycle.

  4. Rehearse exceptions

    Test a returning patient, rejected specimen, withdrawn consent, expired privilege, amended note and escalated task.

  5. Reconcile and release

    Compare the pilot records with source cases, check role access and obtain the clinical and operations owners’ acceptance before widening use.

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 Emergency Department System.

All questions
How do I get started?

Click Get started, then use Proto to configure Emergency Department System for your business. Pilot a small set of patient encounters with one returning patient, a clinical note, an observation and a follow-up task. Reconcile the visit and patient identifiers before expanding.

How are returning patients handled?

Keep one patient identity and create a separate encounter for each visit. Each encounter has its own clinician, timing, visit type and status.

Can clinicians document observations and notes?

Yes. Notes carry their author, type, text, status and signed date. Observations carry metric, value, unit, time and recorder, all linked to the encounter.

How do we follow up after a visit?

Create a patient care task with a named assignee and due date. The team can review open, in-progress and escalated work after the encounter closes.

How are specimens followed?

A specimen links to an encounter and records its type, collection time, accession number and processing state. Agree the source handoff with your laboratory.

What is recorded for a medication dispensation?

The encounter, medication, lot number, quantity, unit and authorizing person are recorded together. Agree how those values are checked against your pharmacy source.

How do consent and professional privileges work?

Purpose-specific consent keeps the signed document and dates. A clinician privilege keeps license and verification evidence, effective dates and status. The appropriate people review both for the care action.

Can we review charges and patient payments?

Charges record service, amount and status against an encounter. Payments record amount, date, reference and status against a patient. The billing owner reconciles them under your payment process.

Can we migrate existing records?

Yes. Start with stable patient numbers and staff identities, then load encounters before their notes, specimens and charges. Reconcile a small set of cases with the source.

What drives the cost?

Ordinary manual use follows the platform pricing policy. Imports, integrations and agent execution are metered; implementation is scoped separately on the pricing page.

Set up Emergency Department 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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