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Hospital Management System
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Hospital Management System · Available now

Follow each patient encounter from arrival through review and payment.

Hospital Management System keeps a patient visit connected to its appointment, encounter, clinical documentation, diagnostic orders, theatre booking, charges and payment. Registration staff identify the patient and arrange the visit.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewAppointment schedule
Hospital Management System · Appointments

Appointment schedule

Appointments in one list

New appointment
Appointments in view
6
Requested
2
Confirmed
2
Arrived
2
IdScheduled startScheduled endStatusPatientClinician
APT-2026-410129 Oct03 NovRequestedRafael CostaMarcus Hale
PAY-2026-88117 Oct19 OctConfirmedNikhil ShahYejin Choi
CHG-2026-70231 Oct05 NovArrivedLayla HusseinKenji Ito
TASK-2026-31921 Oct29 OctRequestedNikhil ShahKenji Ito
DX-2026-113831 Oct05 NovConfirmedAnita MenonMarisol Vega
6 of 6 records
APT-2026-4101Appointments · APP-65840
Requested
Scheduled start29 Oct
Scheduled end03 Nov
PatientRafael Costa
ClinicianMarcus Hale
DepartmentEmergency Medicine
Approve chargeAPP-65840 · APT-2026-4101

Finance Manager decides whether the Draft encounter charge becomes Approved.

Waiting for Finance Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
19
Saved views
15
Roles with set permissions
7
Reports and dashboards
8
Features

The patient visit in view

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

Patient access

Register the patient and coordinate the first visit.

  • Patient identity
  • Visit booking
  • Arrival
  • Patients
  • Appointments
  • Departments
  • Consents
  • Encounters
Explore patient access
OverviewEncounter review queue
Hospital Management System · Patient access

Encounter review queue

Completion waits for the clinician

New
IdPatientClinicianStarted atStatus
APT-2026-4101Miyu TanakaMarcus Hale15 OctAwaiting review
PAY-2026-881Anita MenonKenji Ito23 OctAwaiting review
CHG-2026-702George WuLeena Kapoor02 NovAwaiting review
TASK-2026-319Samuel OkekeOlivia Grant04 NovAwaiting review
DX-2026-1138Samuel OkekeYejin Choi16 OctAwaiting review
6 of 6 records
APT-2026-4101Encounters · ENC-30506
Awaiting review
PatientMiyu Tanaka
ClinicianMarcus Hale
Started at15 Oct
Example screen with sample data
Process

From arrival to reviewed care

Patient encounter to payment ships ready to use. One step needs a named approval before the work moves on: Approve charge (Finance Manager).

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

  1. Register patient

    Find the patient and check identity and consent.

    APT-2026-4101APP-65840 · Registration Coordinator
    Register patientBy Registration Coordinator

  2. Schedule visit

    Set the clinician, department and appointment window.

    APT-2026-4101APP-65840 · Registration Coordinator
    Schedule visitBy Registration Coordinator

  3. Admit encounter

    Record the actual arrival and start the visit.

    APT-2026-4101APP-65840 · Registration Coordinator
    Admit encounterBy Registration Coordinator

  4. Document care

    Keep notes, observations and tasks with the case.

    APT-2026-4101APP-65840 · Clinician
    Document careBy Clinician

  5. Review diagnostics

    Connect results to orders and record clinical review.

    APT-2026-4101APP-65840 · Clinical Lead
    Review diagnosticsBy Clinical Lead

  6. Approve charge

    Finance Manager reviews the service and amount.

    APT-2026-4101APP-65840 · Billing Specialist
    Approve chargeBy Billing Specialist
    ApprovalFinance Manager decides whether the Draft encounter charge becomes Approved.

Start with Visit intake

Inside a record

Plan each system handoff

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

  1. 1
    Record details

    Scheduled start, Scheduled end, Patient and Clinician.

  2. 2
    Linked records

    Records linked to this appointment.

  3. 3
    Who works on it

    Registration Coordinator and Ward Coordinator, each with their own permissions.

  4. 4
    Process stages

    Schedule visit, with the role that acts.

  5. 5
    Approvals

    Approve charge, with who decides.

Appointment scheduleAPT-2026-4101
Hospital Management System · Appointments

APT-2026-4101

Rafael Costa · Requested

Log activity
1
Record details
Scheduled start29 Oct
Scheduled end03 Nov
PatientRafael Costa
ClinicianMarcus Hale
3

Who works on it

  • Registration CoordinatorManage Patients, Appointments, Encounters
  • Ward CoordinatorManage bed assignments, care tasks
4

Process stages

  • Schedule visitRegistration Coordinator, Clinician
5

Approvals

  • Approve chargeFinance Manager
    Approved
Example screen with sample data
Approvals

Decisions with named owners

OverviewApprovals
Hospital Management System · Overview

Approvals

Signed in as Finance Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PYM-38674APT-2026-4101
    Anita MenonRequested by Registration Coordinator
    Pending2dActions
  • PYM-34291PAY-2026-881
    Amelia ClarkeRequested by Registration Coordinator
    Pending2dActions
  • PYM-62020CHG-2026-702
    Nikhil ShahRequested by Registration Coordinator
    Pending4dActions
  • PYM-77843TASK-2026-319
    Anita MenonRequested by Registration Coordinator
    Pending6dActions

Who approves what

DecisionApprover
Approve chargeFinance Manager reviews the service and amount.Finance Manager
Approve operating bookingsClinical Lead
Approve ChargesFinance Manager
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Hospital Management System to the work that is theirs. Pick a role to see what it starts with.

Registration Coordinator

Registers patients and coordinates appointments and arrival.

This is the first screen this role sees.

OverviewAppointment schedule

Appointment schedule

Appointments · Registration Coordinator

IdScheduled startScheduled endStatusPatientClinician
APT-2026-410129 Oct03 NovRequestedRafael CostaMarcus Hale
PAY-2026-88117 Oct19 OctConfirmedNikhil ShahYejin Choi
CHG-2026-70231 Oct05 NovArrivedLayla HusseinKenji Ito
TASK-2026-31921 Oct29 OctRequestedNikhil ShahKenji Ito
DX-2026-113831 Oct05 NovConfirmedAnita MenonMarisol Vega
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Questions for the next shift

Review visit flow, clinical follow-up, theatre use and collections.

Overview
Hospital Management System · Overview

Hospital Management System dashboard

This quarter

Payments in view
6
Total amount
3,230
Pending
6

Appointments by status

How far records got this quarter

StageReachedStep
Requested29
Confirmed1034%
Arrived330%
Completed133%

Number of appointments by status

Sample counts per stage

0
-50Requested
-20Confirmed
0Arrived
-40Completed
-60Cancelled
Example screen with sample data
  1. 01Encounter state by clinician

    Group visits by clinician, visit type and current status.

  2. 02Appointment arrivals

    Compare scheduled appointment windows with arrival and completion status.

  3. 03Bed occupancy intervals

    Review assigned and released bed intervals by ward and bed number.

  4. 04Care task exceptions

    List open and escalated tasks by assignee and due date.

  5. 05Diagnostic turnaround

    Compare result and review times for each diagnostic order and test.

  6. 06Theatre booking load

    Review requested and approved operating windows by room and surgeon.

  7. 07Encounter charge status

    Sum service charges by encounter and approval or invoicing status.

  8. 08Patient payment status

    Sum received amounts by patient, reference and payment status.

All reports and dashboards

Who it's for

Care settings that fit

See how Hospital Management System fits your kind of team.

General hospital

Coordinate outpatient visits, wards, diagnostics and operating rooms.

Specialty clinic

Follow appointments and clinical decisions through a focused service line.

Surgical center

Coordinate the operating window with patient care and billing.

Controls

Consent and clinical authority

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

OverviewPatient encounter to payment
Hospital Management System · Process

Patient encounter to payment

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

Process stages
10
Approval steps
1
Roles involved
6
Tables touched
11
Schedule visit
Registration Coordinator, Clinician
StatusRequested → Confirmed
RecordsAppointments, Departments, Patients
Admit encounter
Registration Coordinator, Ward Coordinator, Clinician
StatusScheduled → Arrived
RecordsEncounters, Patients
Document care
Clinician
StatusArrived → in progress
RecordsObservations, Care tasks, Encounters
Patient encounter to payment
  1. Start
    Schedule visitRequested → Confirmed
    Appointments
  2. Step
    Admit encounterScheduled → Arrived
    Encounters
  3. Step
    Document careArrived → in progress
    Observations
  4. Step
    Order diagnosticsOrdered → Collected
    Encounters
  5. Step
    Review diagnosticsResulted → Reviewed
    Encounters
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the work

Ask Proto to help configure and inspect the hospital operating flow.

It can

  • Registration Coordinator: Prepare an appointment review for patients expected today and flag requests still waiting for confirmation.
  • Clinician: Find assigned encounters and diagnostic orders with results awaiting clinical review.
  • Ward Coordinator: Show active bed assignments and open care tasks for the shift handoff.
  • Clinical Lead: Compare requested operating windows and identify cases requiring a room decision.

Stays with a person

  • Proto can prepare a working list and help configure the app.
  • A clinician must interpret results and sign clinical orders; Clinical Lead must decide a theatre booking; Finance Manager must approve a service charge.
  • Staff check patient identity, consent, privilege and source records before acting.
  • Use the relevant view to inspect each case rather than treating an assistant summary as the final decision.

Set up an agent

Integrations

Connects to the tools you use

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

  • Hospital Management System
  • Laboratory system
  • Imaging system
  • Pharmacy system
  • Accounting or invoicing 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 19 tables
19tables
  • Patient access5
  • Encounters and beds6
  • Clinical care7
  • Diagnostics and medication6
  • Theatre scheduling6
  • Revenue cycle4
  • Governance and access7
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 department, its staff and the visit types to rehearse. Name the people who decide clinical review, theatre approval and charge approval.

  2. Prepare identities and records

    Load staff, departments and patients. Check patient numbers, consent documents, professional privilege evidence and care team assignments.

  3. Configure daily work

    Set appointment, encounter, diagnostic, care task, operating booking, charge and payment responsibilities. Walk through the saved work screens with the actual users.

  4. Rehearse cases

    Test a returning patient, delayed arrival, diagnostic result, theatre conflict, draft charge and pending payment. Verify each owner can see the right work and make the right decision.

  5. Start and review

    Begin with the selected department. Review the encounter queue, clinical exceptions and financial decisions at each shift or operating handoff.

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 Hospital Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Hospital Management System for your business. Start with one department, its registration and clinical staff, and a patient visit that goes from appointment through clinical review and charge approval.

Can we follow the same patient across visits?

Yes. The patient record has a patient number, and each encounter records a particular visit. Appointments, consent and payments connect to the patient; clinical notes and charges connect to the encounter.

How are appointment times different from encounter times?

The appointment carries the planned start and end. The encounter records when care was scheduled, started and ended. Registration staff acknowledge the actual arrival on the encounter.

How do clinicians find work awaiting review?

Use the encounter review queue for visits marked awaiting review and the diagnostic review queue for orders marked Resulted. Open the underlying result before recording a review decision.

Can we track ward and bed movement?

A bed assignment records the ward, bed number, assigned time and released time against the encounter. Use a separate assignment when the patient moves.

How do theatre bookings get approved?

Clinical Lead checks the requested room, surgeon and time window before marking the booking Approved. The operating room schedule shows requested and approved work.

What separates a draft charge from an approved charge?

Billing Specialist prepares the service description and amount against an encounter. Finance Manager reviews that draft before it becomes Approved and can proceed toward invoicing.

Where are payments recorded?

A payment records the patient, amount, received time, reference and status. The finance team agrees how to reconcile that patient-level receipt with encounter charges.

How do we track consent and staff authority?

Consent records carry purpose, version, document, dates and status. Clinical privilege records identify the clinician, privilege type, evidence, dates and verification status. Review both in the context of the intended care.

Which other systems can we connect?

Plan connections to the laboratory, imaging, pharmacy or accounting systems your hospital uses. Agree the record identity, source of truth and exception owner for each connection during implementation.

Set up Hospital Management 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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