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Eye Care / Optometry
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Eye Care / Optometry · Available now

Run visits, care records and billing in one clinic workspace.

An eye care clinic can use this workspace to coordinate a patient's visit from intake through follow-up and billing. Patients carry identity, consent status and an assigned clinician.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewScheduled visits
Eye Care / Optometry · Encounters

Scheduled visits

Encounters in one list

New encounter
Encounters in view
6
Scheduled
3
Arrived
3
Scheduled3
Visit 2026-0412Noah Ibrahim
23 Oct
Care task 2026-0721Rafael Costa
25 Oct
Payment 2026-0614Mira Shah
27 Oct
Add
Arrived3
Consent 2026-0183Talia Morgan
28 Oct
Refraction 2026-0356Amara Okeke
13 Oct
Charge 2026-0840Rafael Costa
25 Oct
Add
Visit 2026-0412Encounters · ENC-87446
Scheduled
PatientNoah Ibrahim
ClinicianNora Bennett
Visit typeComprehensive eye exam
Scheduled at23 Oct
Review encounterENC-87446 · Visit 2026-0412

The Clinical Reviewer decides whether the encounter evidence is ready for completion.

Waiting for Clinical Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

Clinic work at each handoff

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

Patient intake

Establish patient identity, assigned clinician and current consent before a visit.

  • Patient identity
  • Consent record
  • Assigned clinician
  • Patients
  • Consents
  • People
  • Care team assignments
Explore patient intake
OverviewActive patients
Eye Care / Optometry · Patient intake

Active patients

Patients

New
IdPatient numberDisplay nameBirth dateConsent statusAssigned clinician
Visit 2026-0412PTN-77695Talia Morgan02 NovActivePriya Sethi
Consent 2026-0183PTN-87233Noah Ibrahim03 NovActiveOwen Clarke
Care task 2026-0721PTN-63408Elena Park25 OctActiveDaniel Cho
Refraction 2026-0356PTN-88682Rafael Costa19 OctActiveAmina Patel
Payment 2026-0614PTN-49813Mira Shah04 NovActiveMei Lin
6 of 6 records
Visit 2026-0412Patients · PTN-77695
Active
Display nameTalia Morgan
Birth date02 Nov
Assigned clinicianPriya Sethi
Example screen with sample data
Process

From visit to follow-up

Patient visit to follow-up ships ready to use. 2 steps need a named approval before the work moves on: Review encounter (Clinical Reviewer) and Review charge (Clinical Coordinator).

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

  1. Prepare patient

    Confirm the patient, assigned clinician and consent before scheduling.

    Visit 2026-0412ENC-87446 · Clinical Coordinator
    Prepare patientBy Clinical Coordinator

  2. Run encounter

    Follow the visit from appointment through actual care.

    Visit 2026-0412ENC-87446 · Clinical Coordinator
    Run encounterBy Clinical Coordinator

  3. Record care

    Attach notes, measurements and related events to the encounter.

    Visit 2026-0412ENC-87446 · Licensed Clinician
    Record careBy Licensed Clinician

  4. Review encounter

    A Clinical Reviewer examines the care evidence before completion.

    Visit 2026-0412ENC-87446 · Clinical Reviewer
    Review encounterBy Clinical Reviewer
    ApprovalThe Clinical Reviewer decides whether the encounter evidence is ready for completion.

  5. Coordinate follow-up

    Give remaining patient actions an owner and due date.

    Visit 2026-0412ENC-87446 · Clinical Coordinator
    Coordinate follow-upBy Clinical Coordinator

  6. Review charge

    Check the service and amount before the charge is invoiced.

    Visit 2026-0412ENC-87446 · Clinical Coordinator
    Review chargeBy Clinical Coordinator
    ApprovalThe Clinical Coordinator approves a checked service charge before invoicing.

Start with Patient visit

Inside a record

Connect lab and payment evidence

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 Scheduled 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

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

  5. 5
    Approvals

    Review encounter and Review charge, with who decides.

Scheduled visitsVisit 2026-0412
Eye Care / Optometry · Encounters

Visit 2026-0412

Noah Ibrahim · Scheduled

Log activity
1
Record details
PatientNoah Ibrahim
ClinicianNora Bennett
Visit typeComprehensive eye exam
Scheduled at23 Oct
2
Charges

Visit 2026-0412

IdEncounterService description
Visit 2026-0412Talia Morgan, annual eye examComprehensive eye examination
Consent 2026-0183Amara Okeke, urgent red eye visitRetinal imaging
Care task 2026-0721Talia Morgan, annual eye examContact lens fitting
Charges
6
Total amount
2,990
3

Who works on it

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

Process stages

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

Approvals

  • Review encounterClinical Reviewer
    Approved
  • Review chargeClinical Coordinator
    Waiting
Example screen with sample data
Approvals

Decisions with named owners

The Clinical Reviewer can inspect care-domain records and make the clinical decision through the agreed handoff.

OverviewApprovals
Eye Care / Optometry · Overview

Approvals

Signed in as Clinical Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • ENC-17443Visit 2026-0412
    Lucia NavarroRequested by Mateo Rivera
    Awaiting review3dActions
  • ENC-48642Consent 2026-0183
    Rafael CostaRequested by Sofia Duarte
    Awaiting review3dActions
  • ENC-82188Care task 2026-0721
    Jonah WeberRequested by Owen Clarke
    Awaiting review3dActions
  • ENC-46394Refraction 2026-0356
    Amara OkekeRequested by Elias Okafor
    Awaiting review5dActions

Who approves what

DecisionApprover
Review encounterA Clinical Reviewer examines the care evidence before completion.Clinical Reviewer
Review chargeCheck the service and amount before the charge is invoiced.Clinical Coordinator
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Eye Care / Optometry to the work that is theirs. Pick a role to see what it starts with.

Clinical Reviewer

Reviews evidence and authorizes eligible domain outcomes. Read only across all care-domain tables.

This is the first screen this role sees.

OverviewEncounter timeline

Encounter timeline

Encounters · Clinical Reviewer

Arrived2
Visit 2026-0412Rafael Costa
27 Oct
Payment 2026-0614Rafael Costa
03 Nov
Add
In progress2
Consent 2026-0183Talia Morgan
14 Oct
Charge 2026-0840Jonah Weber
26 Oct
Add
Awaiting review1
Care task 2026-0721Mira Shah
26 Oct
Add
Completed1
Refraction 2026-0356Amara Okeke
02 Nov
Add
Example screen with sample data

Roles and permissions

Reports

Answers for the clinic day

Answer operational questions using visits, tasks, specimens, charges and receipts.

Overview
Eye Care / Optometry · Overview

Eye Care / Optometry dashboard

This quarter

Consents in view
6
Pending
2
Expired
2
Withdrawn
2

Encounters by status

How far records got this quarter

StageReachedStep
Scheduled38
Arrived2771%
In progress1659%
Awaiting review956%

Number of encounters by status

Sample counts per stage

800
80Scheduled
50Arrived
30In progress
20Awaiting review
60Completed
Example screen with sample data
  1. 01Visit status

    Which scheduled visits have arrived, reached review or been completed?

  2. 02Clinician workload

    How is encounter work distributed across clinicians and current visit states?

  3. 03Care task aging

    Which patient actions remain open past their due date?

  4. 04Consent status

    Group patient consents by purpose, expiry date and status.

  5. 05Specimen progress

    Which collected specimens are still awaiting receipt or testing?

  6. 06Medication dispensations

    Summarize medication, lot, quantity and unit by encounter.

  7. 07Charges by visit

    Which encounter services are in draft, approved or invoiced state?

  8. 08Patient receipts

    What payment amounts have been recorded or refunded for each patient?

All reports and dashboards

Who it's for

Fit your care team

See how Eye Care / Optometry fits your kind of team.

Independent eye care clinic

Coordinate patient visits, clinical evidence and billing in a small care team.

Multi-clinician practice

Maintain visit ownership and professional authority across a larger care team.

Clinic with lab referrals

Track collected specimens and patient follow-up when testing happens outside the visit.

Controls

Keep records accountable

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

OverviewPatient visit to follow-up
Eye Care / Optometry · Process

Patient visit to follow-up

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

Process stages
11
Approval steps
2
Roles involved
3
Tables touched
8
Confirm consent
Clinical Coordinator
StatusPending → Signed
RecordsConsents, Patients
Run encounter
Clinical Coordinator, Licensed Clinician
StatusScheduled → Arrived → in progress
Record care
Licensed Clinician
StatusDraft → Signed
RecordsClinical notes, Observations, Encounters
Patient visit to follow-up
  1. Start
    Confirm consentPending → Signed
    Consents
  2. Step
    Run encounterScheduled → Arrived → in progress
    Clinical Coordinator
  3. Step
    Record careDraft → Signed
    Clinical notes
  4. Step
    Track specimenOrdered → Collected → Received → Tested
    Encounters
  5. Approval
    Review encounterIn progress → awaiting review
    Encounters
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the next task

Ask Proto to prepare clinic work and surface records for human decisions.

It can

  • Coordinator: Find scheduled visits, consent follow-up and open patient care tasks for the day's work.
  • Clinician: Gather an encounter's existing notes, observations and specimen status before documentation.
  • Reviewer: Summarize the linked care evidence for an encounter awaiting review, with source records available to inspect.
  • Governance administrator: List pending clinician privilege records and assignments near their end dates.

Stays with a person

  • Proto can prepare information and suggested next actions.
  • A Licensed Clinician signs a clinical note, the Clinical Reviewer makes the care review decision and the Clinical Coordinator checks a charge before invoicing.
  • Staff verify patient identity, consent and outside lab or payment evidence.
  • Access to the records follows the configured role permissions.

Set up an agent

Integrations

Connects to the tools you use

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

  • Eye Care / Optometry
  • Laboratory
  • Payment source
  • Invoice delivery
  • Existing patient 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
  • Patient intake4
  • Visit coordination3
  • Clinical records5
  • Specimen tracking3
  • Medication dispensing4
  • Billing and payments4
  • Clinical governance6
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 operating terms

    Agree visit types, consent purposes, note types, observation units, specimen types and service descriptions with the clinic leads.

  2. Load the team and patients

    Add user and person records, check clinician privilege evidence, then import patient numbers and assigned clinicians.

  3. Set up care work

    Configure access for coordinators, clinicians, reviewers and governance staff. Prepare encounter, consent, task and clinical record views.

  4. Rehearse a visit

    Run a scheduled patient through arrival, documentation, review, follow-up, charge approval and payment confirmation using representative records.

  5. Connect outside sources

    Agree lab accession matching, invoice delivery and payment reference reconciliation with the systems that provide those events.

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 Eye Care / Optometry.

All questions
How do I get started?

Click Get started, then use Proto to configure Eye Care / Optometry for your business. Begin with one visit type, current patient records, named clinicians and a representative encounter from scheduling through review.

Who schedules the patient visit?

The Clinical Coordinator maintains the patient record and encounter schedule, including the patient, clinician, visit type and planned date.

How does the clinician record care?

The Licensed Clinician writes an encounter-linked note and observations. Notes keep their author and signing state; observations keep the metric, value, unit, time and recorder.

Can we track consent by purpose?

Yes. A consent record carries a purpose, version, signed date, expiry date, document and status for the patient. Agree the clinic's consent policy during setup.

How are lab specimens followed?

A specimen record links to the encounter and carries type, collection date, accession reference and processing status. Agree how outside lab events reach the care team.

How is a medication dispensation documented?

The encounter-linked record carries medication, lot, quantity, unit and authorizing person. The clinic should check its physical and professional authorization process before live use.

Who reviews a completed visit?

The Clinical Reviewer examines an awaiting-review encounter and its linked evidence. The coordinator records completion after the review decision under the clinic's agreed process.

What happens after the visit?

The coordinator can assign a care task to a person with a due date and track it through progress, completion or escalation. A return visit gets its own encounter.

How are charges and payments tracked?

Charges link to encounters and move through draft, approved and invoiced states. Payments link to patients and carry received date, amount, reference and confirmation or refund status.

What should we connect first?

Start with the patient source, any outside lab and the clinic's invoice and payment sources. Agree record matching and exception ownership before daily use.

Set up Eye Care / Optometry 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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