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Nursing Home / Assisted Living · Available now

Keep each care episode connected to its evidence.

Nursing Home / Assisted Living keeps patient identity, encounter work and its supporting clinical records together. A Clinical Coordinator schedules and tracks an encounter.

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OverviewScheduled encounters
Nursing Home / Assisted Living · Encounters

Scheduled encounters

Encounters in one list

New encounter
Encounters in view
6
Scheduled
3
Arrived
3
Scheduled3
ENC-2026-1048Evelyn Brooks
02 Nov
TASK-2026-0891Margaret Ellis
20 Oct
NOTE-2026-0718Samira Haddad
02 Nov
Add
Arrived3
CARE-2026-0312Lillian Chen
21 Oct
MAR-2026-0446Ibrahim Saleh
16 Oct
CONS-2026-0204Arthur Moreno
22 Oct
Add
ENC-2026-1048Encounters · ENC-66810
Scheduled
PatientEvelyn Brooks
ClinicianDaniel Kim
Scheduled at02 Nov
Visit typeRoutine care review
Verify clinician privilegeENC-66810 · ENC-2026-1048

Clinical Governance Administrator decides whether the evidence supports Verified status.

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

Care work in context

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

Patients and encounters

Connect each care episode to a patient, clinician and visible operating state.

  • Patient identity
  • Encounter timing
  • Review state
  • Patients
  • Encounters
  • People
Explore patients and encounters
OverviewEncounter review queue
Nursing Home / Assisted Living · Patients and encounters

Encounter review queue

Approval conditions

New
IdPatientClinicianStarted atEnded atStatus
ENC-2026-1048Ibrahim SalehSofia Petrov25 Oct30 OctAwaiting review
CARE-2026-0312Margaret EllisElena Ruiz30 Oct01 NovAwaiting review
TASK-2026-0891Evelyn BrooksSofia Petrov20 Oct26 OctAwaiting review
MAR-2026-0446Margaret EllisNadia Hassan25 Oct27 OctAwaiting review
NOTE-2026-0718Ibrahim SalehDaniel Kim23 Oct25 OctAwaiting review
6 of 6 records
ENC-2026-1048Encounters · ENC-19201
Awaiting review
PatientIbrahim Saleh
ClinicianSofia Petrov
Started at25 Oct
Ended at30 Oct
Example screen with sample data
Process

From encounter to review

Encounter to reviewed care record ships ready to use. One step needs a named approval before the work moves on: Verify clinician privilege (Clinical Governance Administrator).

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

  1. Schedule encounter

    Clinical Coordinator connects the patient, clinician and scheduled episode.

    ENC-2026-1048ENC-66810 · Clinical Coordinator
    Schedule encounterBy Clinical Coordinator

  2. Confirm consent

    Review the purpose, document version and signed evidence.

    ENC-2026-1048ENC-66810 · Clinical Coordinator
    Confirm consentBy Clinical Coordinator

  3. Verify clinician privilege

    Clinical Governance Administrator reviews license evidence and dates.

    ENC-2026-1048ENC-66810 · Clinical Governance Administrator
    Verify clinician privilegeBy Clinical Governance Administrator
    ApprovalClinical Governance Administrator decides whether the evidence supports Verified status.

  4. Document care episode

    Licensed Clinician records notes, observations and medication work for the encounter.

    ENC-2026-1048ENC-66810 · Clinical Coordinator
    Document care episodeBy Clinical Coordinator

  5. Review encounter

    Clinical Reviewer examines the episode evidence before completion.

    ENC-2026-1048ENC-66810 · Clinical Coordinator
    Review encounterBy Clinical Coordinator

  6. Close follow-up

    The assigned clinician completes or escalates the patient task.

    ENC-2026-1048ENC-66810 · Licensed Clinician
    Close follow-upBy Licensed Clinician

Start with Encounter intake and review

Inside a record

Connect the surrounding services

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, Scheduled at and Visit type.

  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 Document care episode, with the role that acts.

  5. 5
    Approvals

    Verify clinician privilege, with who decides.

Scheduled encountersENC-2026-1048
Nursing Home / Assisted Living · Encounters

ENC-2026-1048

Evelyn Brooks · Scheduled

Log activity
1
Record details
PatientEvelyn Brooks
ClinicianDaniel Kim
Scheduled at02 Nov
Visit typeRoutine care review
2
Charges

ENC-2026-1048

IdEncounterService description
ENC-2026-1048Ibrahim Saleh, wound care visitDaily assisted living care
CARE-2026-0312Ibrahim Saleh, wound care visitMedication management visit
TASK-2026-0891Rosa Delgado, mobility assessmentPhysical therapy session
Charges
6
Total amount
2,690
3

Who works on it

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

Process stages

  • Schedule encounterClinical Coordinator, Licensed Clinician
  • Document care episodeClinical Coordinator, Licensed Clinician
5

Approvals

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

Decisions with named owners

Clinical Coordinator manages patient and encounter setup while Clinical Reviewer examines care evidence with read access.

OverviewApprovals
Nursing Home / Assisted Living · Overview

Approvals

Signed in as Clinical Governance Administrator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • ENC-19201ENC-2026-1048
    Ibrahim SalehRequested by Sofia Petrov
    Awaiting review1dActions
  • ENC-92852CARE-2026-0312
    Margaret EllisRequested by Elena Ruiz
    Awaiting review3dActions
  • ENC-57630TASK-2026-0891
    Evelyn BrooksRequested by Sofia Petrov
    Awaiting review5dActions
  • ENC-42837MAR-2026-0446
    Margaret EllisRequested by Nadia Hassan
    Awaiting review3dActions

Who approves what

DecisionApprover
Verify clinician privilegeClinical Governance Administrator reviews license evidence and dates.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 Nursing Home / Assisted Living 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.

OverviewSpecimen collection queue

Specimen collection queue

Resident care plans · Clinical Reviewer

Ordered2
ENC-2026-1048Rosa Delgado, mobility assessment
30 Oct
MAR-2026-0446Rosa Delgado, mobility assessment
25 Oct
Add
Collected2
CARE-2026-0312Evelyn Brooks, nutrition check
23 Oct
NOTE-2026-0718Arthur Moreno, fall risk review
02 Nov
Add
Received2
TASK-2026-0891Margaret Ellis, morning care review
17 Oct
CONS-2026-0204Samira Haddad, evening wellness check
21 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Questions the team can answer

Review episode progress, clinical evidence, tasks, privileges and financial records.

Overview
Nursing Home / Assisted Living · Overview

Nursing Home / Assisted Living dashboard

This quarter

Resident care plans in view
6
Ordered
2
Collected
2
Received
2

Encounters by status

How far records got this quarter

StageReachedStep
Scheduled32
Arrived619%
In progress233%
Awaiting review150%

Number of encounters by status

Sample counts per stage

200
20Scheduled
20Arrived
-30In progress
-50Awaiting review
-20Completed
Example screen with sample data
  1. 01Encounters by status

    Count encounters by their current status and visit type.

  2. 02Care tasks due

    Show open and in-progress tasks by assignee and due date.

  3. 03Consent state

    Show each patient's consent status alongside purpose-specific consent records.

  4. 04Privilege expiry

    List clinician privileges by status and effective end date.

  5. 05Medication record detail

    Group medication, quantity and lot by encounter and authorizing person.

  6. 06Observation history

    Compare measured values and observation dates within encounters.

  7. 07Specimen progress

    List accession and collection details by encounter and status.

  8. 08Charges and payments

    Review encounter charges by status beside patient payment records without assuming allocation.

All reports and dashboards

Who it's for

For residential care operations

See how Nursing Home / Assisted Living fits your kind of team.

Residential care teams

Coordinate patient episodes, medication entries and follow-up across a care team.

Multi-clinician care teams

Keep each patient's assigned clinician, episode clinician and care access clear.

Care operations with service billing

Follow care episodes into reviewed service charges and patient receipts.

Controls

Clear record states

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

OverviewEncounter to reviewed care record
Nursing Home / Assisted Living · Process

Encounter to reviewed care record

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

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
11
Confirm consent
Clinical Coordinator
StatusPending → Signed
RecordsConsents
Verify clinician privilegeApproval
Clinical Governance Administrator
StatusPending → Verified
RecordsClinical privileges
Document care episode
Clinical Coordinator, Licensed Clinician
StatusScheduled → Arrived → in progress
RecordsMedication administrations, Clinical notes, Observations
Encounter to reviewed care record
  1. Start
    Confirm consentPending → Signed
    Consents
  2. Approval
    Verify clinician privilegePending → Verified
    Clinical privileges
  3. Step
    Document care episodeScheduled → Arrived → in progress
    Medication administrations
  4. Step
    Review encounterIn progress → awaiting review
    Encounters
  5. Step
    Close follow-upOpen → in progress → Completed
    Care tasks
Example screen with sample data

See each stage in detail

AI agent

Proto helps prepare the work

Ask Proto to help prepare care operations while the team keeps clinical decisions.

It can

  • Clinical Coordinator: Ask for a list of scheduled encounters, drafts awaiting charge review or patient tasks needing an owner.
  • Licensed Clinician: Ask to find assigned encounters and care tasks, then review the details before recording clinical evidence.
  • Clinical Reviewer: Ask for encounters awaiting review and the notes, observations or medication entries attached to each one.
  • Clinical Governance Administrator: Ask for pending privileges and active care team assignments with effective dates.

Stays with a person

  • People decide whether consent evidence is valid, whether a clinician's privilege should be verified, whether clinical documentation is complete and whether a charge is approved or a payment has been confirmed in its source.
  • Proto can help locate and prepare the records, but the named role makes and records the 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.

  • Nursing Home / Assisted Living
  • Identity service
  • Laboratory system
  • Billing system
  • Payment 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
  • Patients and encounters3
  • Consent and care access5
  • Clinical evidence4
  • Medication administration5
  • Follow-up tasks3
  • Specimen tracking4
  • 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. Prepare people and patients

    Confirm user access, staff records, patient numbers and assigned clinicians.

  2. Set consent and privilege practice

    Agree on document purposes, verification evidence, effective dates and care team assignment rules.

  3. Rehearse an encounter

    Schedule an episode, record arrival, add clinical evidence and have a reviewer examine it before completion.

  4. Add follow-up

    Assign a patient task, complete one and escalate another to test the coordinator’s queue.

  5. Bring in finance

    Review a charge for an encounter and review a separate patient payment using its source reference.

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 Nursing Home / Assisted Living.

All questions
How do I get started?

Click Get started, then use Proto to configure Nursing Home / Assisted Living for your business. Pilot one visit type with a small patient and clinician group, then rehearse documentation and review before expanding.

What does an encounter represent?

An encounter is a patient visit or care episode with a clinician, visit type, dates and a status that shows its progress.

Where does a medication entry go?

Medication administration attaches to an encounter and records the medication, lot, quantity, unit and authorizing person.

How are notes reviewed?

A clinician records an attributed note with a draft, signed or amended state. Clinical Reviewer examines it with the associated encounter evidence.

Can we track work after an encounter?

Yes. A care task belongs to a patient, names an assignee and due date, and can be completed or escalated.

How do we track consent?

A consent record carries the patient, purpose, document version, signed date, expiry date, attached document and current state.

Who verifies clinician privileges?

Clinical Governance Administrator reviews license details, evidence and effective dates before recording a verified privilege.

Can we follow a collected specimen?

The encounter-linked specimen record stores its type, collection date, accession number and progress state. Coordinate actual laboratory results with your laboratory system.

Are charges and payments the same record?

No. Charges belong to encounters; payments belong to patients. Use the external billing and receipt references when reconciling them.

What should we test before the first cycle?

Run a complete encounter from scheduling to review, then test a medication entry, task escalation, consent check and separate charge and payment review.

Set up Nursing Home / Assisted Living 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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