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IVF / Fertility Clinic Mgmt
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IVF / Fertility Clinic Mgmt · Available now

Keep each visit and its care records connected.

A fertility clinic can use this system to keep its general patient and visit operations in one place. A coordinator registers the patient, assigns a clinician, plans an encounter and tracks its status.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewVisits awaiting review
IVF / Fertility Clinic Mgmt · Encounters

Visits awaiting review

Encounters in one list

New encounter
Encounters in view
6
Awaiting review
6
IdPatientClinicianVisit typeStarted atEnded at
ENC-2026-0412Maren ElleryFarah SalehInitial fertility consultation02 Nov06 Nov
SPC-2026-0834Leonie FischerAnika RaoBaseline ultrasound16 Oct23 Oct
CNS-2026-0176Leonie FischerNia MensahCycle monitoring15 Oct22 Oct
NOTE-2026-1058Amina BakoSamir QureshiEgg retrieval28 Oct01 Nov
PAY-2026-0631Yasmin HaddadFarah SalehEmbryo transfer12 Oct15 Oct
6 of 6 records
ENC-2026-0412Encounters · ENC-11306
Awaiting review
PatientMaren Ellery
ClinicianFarah Saleh
Visit typeInitial fertility consultation
Started at02 Nov
Ended at06 Nov
Verify clinician privilegesENC-11306 · ENC-2026-0412

Clinical Governance Administrator examines the license and verification evidence.

Waiting for Clinical Governance Administrator
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
13
Roles with set permissions
5
Reports and dashboards
8
Features

See each patient visit in context

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

Patients and care teams

Keep patient identity, assigned clinician and care access together.

  • Anchor the record
  • Capture the evidence
  • Check the handoff
  • Patients
  • Care team assignments
  • People
  • Encounters
Explore patients and care teams
OverviewCurrent care team
IVF / Fertility Clinic Mgmt · Patients and care teams

Current care team

Care team assignments

New
IdPatientClinicianAccess purposeEffective fromEffective to
ENC-2026-0412Yasmin HaddadOlivia HartwellCycle planning11 Oct15 Oct
SPC-2026-0834Amina BakoJin ParkClinical consultation13 Oct19 Oct
CNS-2026-0176Keira NwosuDaniel OkekeEmbryology review01 Nov08 Nov
NOTE-2026-1058Keira NwosuNia MensahMedication coordination12 Oct19 Oct
PAY-2026-0631Leonie FischerFarah SalehBilling follow-up12 Oct18 Oct
6 of 6 records
ENC-2026-0412Care team assignments · CTA-28530
Active
PatientYasmin Haddad
ClinicianOlivia Hartwell
Access purposeCycle planning
Effective from11 Oct
Effective to15 Oct
Example screen with sample data
Process

Follow the visit from intake to close

From patient intake to visit close ships ready to use. One step needs a named approval before the work moves on: Verify clinician privileges (Clinical Governance Administrator).

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

  1. Register patient

    Record identity and assigned clinician

    ENC-2026-0412ENC-11306 · Clinical Coordinator
    Register patientBy Clinical Coordinator

  2. Verify clinician privileges

    Check license evidence before marking Verified

    ENC-2026-0412ENC-11306 · Clinical Governance Administrator
    Verify clinician privilegesBy Clinical Governance Administrator
    ApprovalClinical Governance Administrator examines the license and verification evidence.

  3. Schedule encounter

    Connect patient, clinician and planned date

    ENC-2026-0412ENC-11306 · Clinical Coordinator
    Schedule encounterBy Clinical Coordinator

  4. Confirm consent

    Record the purpose, version and signed document

    ENC-2026-0412ENC-11306 · Clinical Coordinator
    Confirm consentBy Clinical Coordinator

  5. Document visit

    Capture attributed notes and observations

    ENC-2026-0412ENC-11306 · Licensed Clinician
    Document visitBy Licensed Clinician

  6. Close encounter

    Record the actual end and completed state

    ENC-2026-0412ENC-11306 · Clinical Coordinator
    Close encounterBy Clinical Coordinator

Start with Patient intake and care access

Inside a record

Plan the clinic handoffs

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

    Schedule encounter and Start visit, with the role that acts.

  5. 5
    Approvals

    Verify clinician privileges, with who decides.

Visits awaiting reviewENC-2026-0412
IVF / Fertility Clinic Mgmt · Encounters

ENC-2026-0412

Maren Ellery · Awaiting review

Log activity
1
Record details
PatientMaren Ellery
ClinicianFarah Saleh
Visit typeInitial fertility consultation
Started at02 Nov
2
Charges

ENC-2026-0412

IdEncounterService description
ENC-2026-0412Sofia Varela, baseline ultrasoundInitial fertility consultation
SPC-2026-0834Sofia Varela, baseline ultrasoundCycle monitoring ultrasound
CNS-2026-0176Keira Nwosu, cycle reviewEgg retrieval procedure
Charges
6
Total amount
3,290
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

  • Schedule encounterClinical Coordinator, Licensed Clinician
  • Start visitClinical Coordinator
5

Approvals

  • Verify clinician privilegesClinical Governance Administrator
    Approved
Example screen with sample data
Approvals

Verify clinical authority

Clinical Governance Administrator maintains privileges and care team assignments; Clinical Reviewer reads care evidence.

OverviewApprovals
IVF / Fertility Clinic Mgmt · Overview

Approvals

Signed in as Clinical Governance Administrator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • ENC-11306ENC-2026-0412
    Maren ElleryRequested by Farah Saleh
    Awaiting review3dActions
  • ENC-62651SPC-2026-0834
    Leonie FischerRequested by Anika Rao
    Awaiting review1dActions
  • ENC-94087CNS-2026-0176
    Leonie FischerRequested by Nia Mensah
    Awaiting review4dActions
  • ENC-43953NOTE-2026-1058
    Amina BakoRequested by Samir Qureshi
    Awaiting review5dActions

Who approves what

DecisionApprover
Verify clinician privilegesCheck license evidence before marking VerifiedClinical Governance Administrator
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 IVF / Fertility Clinic Mgmt 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.

OverviewCurrent care team

Current care team

Care team assignments · Clinical Governance Administrator

IdPatientClinicianAccess purposeEffective fromEffective to
ENC-2026-0412Yasmin HaddadOlivia HartwellCycle planning11 Oct15 Oct
SPC-2026-0834Amina BakoJin ParkClinical consultation13 Oct19 Oct
CNS-2026-0176Keira NwosuDaniel OkekeEmbryology review01 Nov08 Nov
NOTE-2026-1058Keira NwosuNia MensahMedication coordination12 Oct19 Oct
PAY-2026-0631Leonie FischerFarah SalehBilling follow-up12 Oct18 Oct
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read the operating picture

Read visit, consent, privilege, specimen and billing status from clinic records.

Overview
IVF / Fertility Clinic Mgmt · Overview

IVF / Fertility Clinic Mgmt dashboard

This quarter

Specimens in view
6
Ordered
2
Collected
2
Received
2

Encounters by status

How far records got this quarter

StageReachedStep
Scheduled46
Arrived1737%
In progress318%
Awaiting review133%

Number of encounters by status

Sample counts per stage

0
-10Scheduled
-40Arrived
-10In progress
-40Awaiting review
-60Completed
Example screen with sample data
  1. 01Encounter status by visit type

    Group Encounters by visit type and Status.

  2. 02Visits awaiting review

    List Encounters with Status awaiting review, Clinician and started at.

  3. 03Consent expiration list

    Show Consents by expires at, Purpose, Patient and Status.

  4. 04Privilege verification queue

    Show clinical privileges by Clinician, privilege type, effective to and Status.

  5. 05Care task due list

    Compare care tasks due at, assigned to and Status.

  6. 06Specimen processing status

    Group Specimens by specimen type and Status.

  7. 07Charges by billing state

    Total Charges Amount by Status and service description.

  8. 08Patient payment register

    Show Payments Amount, received at, Reference and Status by Patient.

All reports and dashboards

Who it's for

Fit your clinic practice

See how IVF / Fertility Clinic Mgmt fits your kind of team.

Fertility consultation clinics

Coordinate patient consultations and their general clinical records.

Multispecialty outpatient clinics

Keep cross-service patient visits and care assignments traceable.

Clinics with lab and pharmacy handoffs

Connect specimen and dispensing records to the visit that generated them.

Controls

Keep decisions traceable

Each stage, from patient intake to visit close, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom patient intake to visit close
IVF / Fertility Clinic Mgmt · Process

From patient intake to visit close

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

Process stages
11
Approval steps
1
Roles involved
4
Tables touched
12
Verify clinician privilegesApproval
Clinical Governance Administrator
StatusPending → Verified
RecordsClinical privileges
Confirm consent
Clinical Coordinator, Licensed Clinician
StatusPending → Signed
RecordsConsents
Start visit
Clinical Coordinator
StatusScheduled → Arrived → in progress
RecordsEncounters
From patient intake to visit close
  1. Start
    Verify clinician privilegesPending → Verified
    Clinical privileges
  2. Step
    Confirm consentPending → Signed
    Consents
  3. Step
    Start visitScheduled → Arrived → in progress
    Encounters
  4. Step
    Document visitDraft → Signed
    Clinical notes
  5. Step
    Process specialty workOrdered → Collected → Received → Tested
    Pharmacy dispensations
Example screen with sample data

See each stage in detail

AI agent

Configure with Proto

Use Proto to help configure and review clinic operations.

It can

  • Coordinator: Ask for a patient intake checklist and an encounter handoff based on the records your clinic uses.
  • Clinician: Ask for the next documentation steps for an encounter and the fields needed for an observation or note.
  • Governance administrator: Ask for the evidence to examine before a privilege is verified.
  • Reviewer: Ask which encounter records should be inspected before a visit is completed.

Stays with a person

  • Proto can help configure records and explain the workflow, but a person must verify clinician evidence, capture a patient's actual consent and sign clinical documentation.
  • Confirm all record changes against your own access rules and source evidence.
  • A question about an individual patient should stay within the authorized clinic team.

Set up an agent

Integrations

Connects to the tools you use

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

  • IVF / Fertility Clinic Mgmt
  • Lab system
  • Pharmacy system
  • Accounting system
  • Patient communication
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 teams4
  • Visits and scheduling5
  • Clinical documentation4
  • Consent and privileges5
  • Specimens and dispensations4
  • Follow-up and billing6
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. Choose the pilot

    Select a consultation type, a small patient group and the staff who will enter, review and close visits.

  2. Prepare identities

    Confirm staff accounts, clinicians, patient numbers and current contact details.

  3. Set decisions

    Agree consent purposes, privilege evidence, visit status ownership and charge approval responsibility.

  4. Load records

    Bring in patient and staff records before encounters and their attached evidence.

  5. Rehearse a visit

    Schedule, start, document, review and close a visit, then add a follow-up task and charge.

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 IVF / Fertility Clinic Mgmt.

All questions
How do I get started?

Click Get started, then use Proto to configure IVF / Fertility Clinic Mgmt for your business. Begin with a consultation pilot: load staff and patient records, define consent purposes and rehearse one visit from scheduling to review.

Who keeps patient records current?

The Clinical Coordinator manages patient details and the assigned clinician. Agree how your team checks duplicate patient identities before entering historical visits.

How is a visit tracked?

An encounter links patient, clinician, visit type and scheduled date. Its status and actual start and end dates show how the visit progressed.

Where do clinical notes go?

Clinical notes link to the encounter and identify the author. A clinician can distinguish draft, signed and amended notes.

How do we record consent?

A consent records the patient, purpose, version, signed document, signed date, expiration date and status. Review the record relevant to the visit.

Who verifies clinician privileges?

The Clinical Governance Administrator checks the license, issuing authority, evidence and effective dates before marking a pending privilege verified.

How are specimens followed?

A specimen links to an encounter and carries its type, accession number, collection date and processing status.

Can we record medication dispensation?

Yes. The encounter-linked record carries medication, lot number, quantity, unit and authorizing person.

How do follow-up tasks stay visible?

A care task links a patient to an assignee, due date and status. The responsible person can track open or escalated work.

How are charges and payments separated?

Charges describe encounter services and billing state. Payments record patient receipts, references and payment state.

Set up IVF / Fertility Clinic Mgmt your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

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