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Lab Information System (LIMS)
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Lab Information System (LIMS) · Available now

Track specimens alongside the patient encounter.

Lab Information System (LIMS) keeps specimen intake tied to a patient encounter. The Clinical Coordinator maintains patients and visits.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewEncounter Schedule
Lab Information System (LIMS) · Encounters

Encounter Schedule

Encounters in one list

New encounter
Encounters in view
6
Scheduled
2
Arrived
2
In progress
2
Scheduled2
ENC-2026-0841Mateo Navarro
19 Oct
TASK-2026-0732Amara Ellery
27 Oct
Add
Arrived2
SPC-2026-2195Tomas Haddad
16 Oct
NOTE-2026-1028Elise Hartwell
01 Nov
Add
In progress2
CNS-2026-0410Tomas Haddad
23 Oct
OBS-2026-3614Elise Hartwell
14 Oct
Add
ENC-2026-0841Encounters · ENC-40844
Scheduled
PatientMateo Navarro
ClinicianPriya Okeke
Started at19 Oct
Ended at22 Oct
Privilege verificationENC-40844 · ENC-2026-0841

Clinical Governance Administrator verifies the clinician privilege after reviewing license evidence.

Waiting for Clinical Governance Administrator
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
12
Roles with set permissions
5
Reports and dashboards
8
Features

Patient and specimen work

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

Patient and encounter intake

Keep patient identity, visit timing and assigned clinicians connected.

  • Patient identity
  • Visit ownership
  • Return visit
  • Patients
  • Encounters
  • People
Explore patient and encounter intake
OverviewEncounters Awaiting Review
Lab Information System (LIMS) · Patient and encounter intake

Encounters Awaiting Review

Approval conditions

New
IdPatientClinicianStatus
ENC-2026-0841Mateo NavarroLucia CalderAwaiting review
SPC-2026-2195Amara ElleryElias FaroukAwaiting review
CNS-2026-0410Amara ElleryNia MercerAwaiting review
TASK-2026-0732Tomas HaddadElias FaroukAwaiting review
NOTE-2026-1028Nina BakoJonah SalcedoAwaiting review
6 of 6 records
ENC-2026-0841Encounters · ENC-28696
Awaiting review
PatientMateo Navarro
ClinicianLucia Calder
Example screen with sample data
Process

From visit to accession

Encounter to specimen disposition ships ready to use. One step needs a named approval before the work moves on: Privilege verification (Clinical Governance Administrator).

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

  1. Patient intake

    Identify the patient and assigned clinician.

    ENC-2026-0841ENC-40844 · Clinical Coordinator
    Patient intakeBy Clinical Coordinator

  2. Encounter scheduling

    Link the visit to the right patient and clinician.

    ENC-2026-0841ENC-40844 · Clinical Coordinator
    Encounter schedulingBy Clinical Coordinator

  3. Consent signing

    Record the purpose, version and signature.

    ENC-2026-0841ENC-40844 · Clinical Coordinator
    Consent signingBy Clinical Coordinator

  4. Privilege verification

    The governance administrator checks license evidence.

    ENC-2026-0841ENC-40844 · Clinical Governance Administrator
    Privilege verificationBy Clinical Governance Administrator
    ApprovalClinical Governance Administrator verifies the clinician privilege after reviewing license evidence.

  5. Specimen accession

    Record type, collection time and accession.

    ENC-2026-0841ENC-40844 · Licensed Clinician
    Specimen accessionBy Licensed Clinician

  6. Specimen disposition

    Track receipt, tested or rejected processing state.

    ENC-2026-0841ENC-40844 · Licensed Clinician
    Specimen dispositionBy Licensed Clinician

Start with Encounter to specimen

Inside a record

Plan connected systems

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, Started at and Ended 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

    Specimen accession and Encounter review, with the role that acts.

  5. 5
    Approvals

    Privilege verification, with who decides.

Encounter ScheduleENC-2026-0841
Lab Information System (LIMS) · Encounters

ENC-2026-0841

Mateo Navarro · Scheduled

Log activity
1
Record details
PatientMateo Navarro
ClinicianPriya Okeke
Started at19 Oct
Ended at22 Oct
2
Charges

ENC-2026-0841

IdEncounterService description
ENC-2026-0841Tomas Haddad, coagulation testingComplete blood count
SPC-2026-2195Yusuf Ibarra, urinalysisBasic metabolic panel
CNS-2026-0410Tomas Haddad, coagulation testingThyroid function panel
Charges
6
Total amount
3,710
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

  • Specimen accessionLicensed Clinician
  • Encounter reviewClinical Coordinator, Clinical Reviewer
5

Approvals

  • Privilege verificationClinical Governance Administrator
    Approved
Example screen with sample data
Approvals

Privilege decisions

Reads care evidence and reviews the encounter before the coordinator closes it.

OverviewApprovals
Lab Information System (LIMS) · Overview

Approvals

Signed in as Clinical Governance Administrator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CP-99489ENC-2026-0841
    State medical boardRequested by Samir Whitlock
    Document0dActions
  • CP-61795SPC-2026-2195
    Clinical laboratory directorRequested by Theo Moravec
    Prescribe4dActions
  • CP-23397CNS-2026-0410
    Pathology credentialing boardRequested by Nia Mercer
    Review5dActions
  • CP-96826TASK-2026-0732
    Nursing licensure boardRequested by Elias Farouk
    Study investigator5dActions

Who approves what

DecisionApprover
Privilege verificationThe governance administrator checks license evidence.Clinical 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 Lab Information System (LIMS) 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.

OverviewVerified Privileges

Verified Privileges

Clinical privileges · Clinical Governance Administrator

IdClinicianPrivilege typeEffective fromEffective toStatus
ENC-2026-0841Priya OkekeDocument16 Oct18 OctVerified
SPC-2026-2195Theo MoravecPrescribe22 Oct29 OctVerified
CNS-2026-0410Amina VossReview22 Oct27 OctVerified
TASK-2026-0732Theo MoravecStudy investigator04 Nov12 NovVerified
NOTE-2026-1028Maren BellwoodDocument02 Nov10 NovVerified
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Operational questions

Read specimen activity and care operations from linked records.

Overview
Lab Information System (LIMS) · Overview

Lab Information System (LIMS) dashboard

This quarter

Specimens in view
6
Ordered
2
Collected
2
Received
2

Encounters by status

How far records got this quarter

StageReachedStep
Scheduled37
Arrived2054%
In progress1365%
Awaiting review646%

Number of encounters by status

Sample counts per stage

900
60Scheduled
80Arrived
50In progress
80Awaiting review
90Completed
Example screen with sample data
  1. 01Specimens by processing status

    Count specimens by status and specimen type.

  2. 02Accession activity

    List accession numbers, encounter links and collection dates.

  3. 03Encounter status

    Count visits by visit type and current status.

  4. 04Consent state

    Show patients with pending, signed, withdrawn or expired consents by purpose.

  5. 05Privilege verification

    Show privileges by clinician, type, status and effective dates.

  6. 06Care task follow-up

    Show open or escalated tasks by assignee and due date.

  7. 07Clinical observation history

    Group measured values and units under encounters.

  8. 08Encounter charges

    Sum charge amounts by status and encounter.

All reports and dashboards

Who it's for

Where it fits

See how Lab Information System (LIMS) fits your kind of team.

Outpatient clinical labs

Connect a booked patient visit to specimen collection and receipt.

Hospital collection teams

Keep visit context and collected specimens together.

Specialty care clinics

Follow specimen intake within a broader care episode.

Controls

Evidence and access

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

OverviewEncounter to specimen disposition
Lab Information System (LIMS) · Process

Encounter to specimen disposition

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

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
5
Encounter scheduling
Clinical Coordinator, Licensed Clinician
StatusScheduled → Arrived
RecordsPatients
Consent signing
Clinical Coordinator
StatusPending → Signed
Privilege verificationApproval
Clinical Governance Administrator
StatusPending → Verified
Encounter to specimen disposition
  1. Start
    Encounter schedulingScheduled → Arrived
    Patients
  2. Step
    Consent signingPending → Signed
    Clinical Coordinator
  3. Approval
    Privilege verificationPending → Verified
    Clinical Governance Administrator
  4. Step
    Encounter startArrived → in progress
    Observations
  5. Step
    Specimen accessionOrdered → Collected
    Encounters
Example screen with sample data

See each stage in detail

AI agent

An assistant for the team

Use an assistant to prepare and inspect specimen intake work.

It can

  • Clinical Coordinator: Find visits awaiting arrival and check their patient and clinician links.
  • Licensed Clinician: List received specimens by accession and encounter for a handoff.
  • Clinical Reviewer: Gather notes, observations and specimen states for a named encounter.
  • Clinical Governance Administrator: Identify pending privilege records and their evidence fields for human review.

Stays with a person

  • A person verifies clinician privileges, signs clinical notes and decides what an encounter review means.
  • The assistant can prepare the linked records for that person, but the named role records the decision.
  • Use the linked accession and encounter when preparing a handoff to the analytical 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.

  • Lab Information System (LIMS)
  • Analytical laboratory system
  • Reporting system
  • Billing system
  • 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 and encounter intake3
  • Consent and care access4
  • Specimen accession3
  • Clinical evidence4
  • Privileges and review4
  • Care follow-up3
  • 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. Map the current work

    Identify who creates patients, visits, consents, accessions and review decisions.

  2. Prepare identities

    Set up staff, clinician records and role access, then check effective privilege dates.

  3. Import working records

    Bring in patients before encounters, then attach specimens and notes to the right visits.

  4. Rehearse handoffs

    Follow one ordinary collection, one rejection and one returning patient through the relevant screens.

  5. Start operating

    Review open tasks, pending consents and specimens in receipt states with named owners.

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 Lab Information System (LIMS).

All questions
How do I get started?

Click Get started, then use Proto to configure Lab Information System (LIMS) for your business. Start with one patient visit, a specimen accession and a review handoff.

How does a specimen connect to a patient?

A specimen links to an encounter, and the encounter links to a patient. Check both links before recording the accession.

Can one patient have several visits?

Yes. Keep a separate encounter for each visit and attach each specimen to the correct one.

What does a rejected specimen mean?

Rejected is a specimen processing state. Keep the accession and encounter visible when arranging follow-up.

Who verifies clinician privileges?

The Clinical Governance Administrator reviews the license and verification evidence and records the privilege status.

Who signs clinical notes?

The Licensed Clinician records the note author and signed date when the note moves from draft to signed.

Where do care follow-ups live?

A care task holds the patient, assigned person, due date, completion date and task state.

How are charges tied to a visit?

Each charge references an encounter. Patient payments are separate records with their own receipt reference and state.

What should we test before use?

Rehearse a normal collection, a rejected specimen, an expired consent and a returning patient. Check every patient and encounter link.

Set up Lab Information System (LIMS) 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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