Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- Organ Donation Registry
- Clinical records
- Laboratory results
- Document storage
- Finance
Organ Donation Registry · Available now
Example screen with sample data
Keep each donor event and its evidence connected.
Donor operations teams use Organ Donation Registry to register a donor, track purpose-specific consent, schedule donation events and retain the clinical evidence produced during an event. The donor record identifies the assigned clinician.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewConsent documents to review×
Organ Donation Registry · Donor consents
New donor consent
Consent documents to review
Approval conditions
Donor consents in view
6Pending
6| Donor | Purpose | Version | Status | Signed at | Expires at | |
|---|---|---|---|---|---|---|
| Daniel Okafor | Donation authorization | Consent form v1.0 | Pending | 24 Oct | 27 Oct | |
| Leena Haddad | Clinical evaluation | Consent form v1.1 | Pending | 26 Oct | 04 Nov | |
| Mateo Varga | Tissue recovery | Consent form v2.0 | Pending | 17 Oct | 26 Oct | |
| Amira Solano | Sample testing | Consent form v2.1 | Pending | 01 Nov | 07 Nov | |
| Amira Solano | Medical record access | Consent form v3.0 | Pending | 11 Oct | 19 Oct |
6 of 6 records
Donation authorizationDonor consents · DC-76884
PendingDonorDaniel Okafor
VersionConsent form v1.0
Signed at24 Oct
Expires at27 Oct
Charge reviewDC-76884 · Donation authorization
Clinical Coordinator approves the service charges record before it moves to Invoiced.
Waiting for Clinical Coordinator
ApproveReturn
- Tables, ready to use
- 15
- Saved views
- 15
- Roles with set permissions
- 5
- Reports and dashboards
- 8
Features
Donor work in one operating view
Every feature works on the same records. Pick one to see the screen your team works in.
Donor intake and assignments
Register the donor and make follow-up ownership clear from the first contact.
- One donor identity
- Named clinician
- Separate consent evidence
- Donors
- Team members
- Coordination tasks
- Donor consents
OverviewDonors needing consent follow-up×
Organ Donation Registry · Donor intake and assignments
New
Donors needing consent follow-up
Donors
| Patient number | Donor name | Consent status | Assigned clinician | |
|---|---|---|---|---|
| DNR-61640 | Amira Solano | Pending | Nina Sethi | |
| DNR-61252 | Daniel Okafor | Withdrawn | Leena Haddad | |
| DNR-88613 | Leena Haddad | Pending | Amira Solano | |
| DNR-67416 | Mateo Varga | Withdrawn | Jules Ferreira | |
| DNR-35014 | Nina Sethi | Pending | Hassan Duarte |
6 of 6 records
Amira SolanoDonors · DNR-61640
PendingAssigned clinicianNina Sethi
Consent and access
Keep the signed purpose and the clinician's dated access assignment in view.
- Consent history
- Dated access
- Privilege review
- Donor consents
- Donors
- Donor access assignments
- Clinician privileges
- Team members
OverviewSigned consent register×
Organ Donation Registry · Consent and access
New
Signed consent register
Donor consents
| Donor | Purpose | Version | Signed at | Expires at | Status | |
|---|---|---|---|---|---|---|
| Amira Solano | Donation authorization | Consent form v1.0 | 23 Oct | 27 Oct | Signed | |
| Mateo Varga | Clinical evaluation | Consent form v1.1 | 29 Oct | 31 Oct | Signed | |
| Hassan Duarte | Tissue recovery | Consent form v2.0 | 03 Nov | 05 Nov | Signed | |
| Nina Sethi | Sample testing | Consent form v2.1 | 13 Oct | 21 Oct | Signed | |
| Amira Solano | Medical record access | Consent form v3.0 | 26 Oct | 03 Nov | Signed |
6 of 6 records
Donation authorizationDonor consents · DC-74197
SignedDonorAmira Solano
VersionConsent form v1.0
Signed at23 Oct
Expires at27 Oct
Event coordination
Schedule donation events and keep assigned follow-up work connected to donors.
- Event record
- Current state
- Assigned tasks
- Donation events
- Coordination tasks
- Donors
- Team members
OverviewEvents awaiting review×
Organ Donation Registry · Event coordination
New
Events awaiting review
Donation events
| Donor | Clinician | Event type | Started at | Ended at | Status | |
|---|---|---|---|---|---|---|
| Nina Sethi | Nina Sethi | Consent intake | 25 Oct | 02 Nov | Awaiting review | |
| Daniel Okafor | Rina Cho | Clinical screening | 21 Oct | 23 Oct | Awaiting review | |
| Mateo Varga | Jules Ferreira | Family authorization | 13 Oct | 19 Oct | Awaiting review | |
| Nina Sethi | Leena Haddad | Tissue recovery | 28 Oct | 31 Oct | Awaiting review | |
| Hassan Duarte | Nina Sethi | Sample collection | 24 Oct | 01 Nov | Awaiting review |
6 of 6 records
Consent intakeDonation events · DE-79091
Awaiting reviewDonorNina Sethi
ClinicianNina Sethi
Started at25 Oct
Ended at02 Nov
Clinical evidence
Keep observations and attributed notes with the donation event they describe.
- Attributed notes
- Measured observations
- Event context
- Donor clinical notes
- Donor observations
- Donation events
- Team members
OverviewNotes awaiting signature×
Organ Donation Registry · Clinical evidence
New
Notes awaiting signature
Signed waits for the licensed clinician
| Donation event | Author | Note type | Signed at | Status | |
|---|---|---|---|---|---|
| Eligibility review for Rina Cho | Rina Cho | Intake assessment | 19 Oct | Draft | |
| Family authorization for Nina Sethi | Elena Bako | Consent discussion | 15 Oct | Draft | |
| Clinical screening for Daniel Okafor | Leena Haddad | Clinical screening | 04 Nov | Draft | |
| Clinical screening for Daniel Okafor | Leena Haddad | Recovery note | 13 Oct | Draft | |
| Post-donation follow-up for Hassan Duarte | Rina Cho | Sample handling note | 25 Oct | Draft |
6 of 6 records
Intake assessmentDonor clinical notes · DCN-84913
DraftDonation eventEligibility review for Rina Cho
AuthorRina Cho
Signed at19 Oct
Tissue and medication
Track tissue sample state and event-linked medication dispensation details.
- Sample identity
- Processing state
- Dispensation detail
- Tissue samples
- Medication dispensations
- Donation events
- Team members
OverviewSamples in processing×
Organ Donation Registry · Tissue and medication
New
Samples in processing
Tissue samples
Ordered2
Blood serumDonor evaluation for Mateo Varga
04 Nov
Spleen tissueClinical screening for Daniel Okafor
23 Oct
Add
Collected2
Buccal swabClinical screening for Daniel Okafor
30 Oct
Skin biopsyClinical screening for Daniel Okafor
31 Oct
Add
Received2
Lymph node tissueEligibility review for Rina Cho
16 Oct
Peripheral bloodClinical screening for Daniel Okafor
14 Oct
Add
Charges and payments
Review event service charges and keep donor payment receipts distinct.
- Event charge
- Review state
- Donor receipt
- Service charges
- Payments
- Donation events
- Donors
OverviewCharges for approval×
Organ Donation Registry · Charges and payments
New
Charges for approval
Approval waits for the clinical coordinator
| Donation event | Service description | Amount | Status | |
|---|---|---|---|---|
| Consent intake for Amira Solano | Donor intake coordination | 290 | Draft | |
| Clinical screening for Daniel Okafor | Consent document review | 840 | Draft | |
| Eligibility review for Rina Cho | Clinical eligibility assessment | 380 | Draft | |
| Sample collection for Jules Ferreira | Tissue recovery support | 220 | Draft | |
| Tissue recovery for Leena Haddad | Sample transport handling | 410 | Draft |
6 of 6 records
Donor intake coordinationService charges · SC-20812
DraftDonation eventConsent intake for Amira Solano
Amount290
Process
From intake to reviewed event evidence
Donor intake to event evidence ships ready to use. One step needs a named approval before the work moves on: Charge review (Clinical Coordinator).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Donor intake
Register the donor and assign the clinician responsible for follow-up.
Donation authorizationDC-76884 · Clinical CoordinatorDonor intakeBy Clinical Coordinator -
Consent review
Check the purpose, version and signed document before proceeding.
Donation authorizationDC-76884 · Clinical CoordinatorConsent reviewBy Clinical Coordinator -
Event scheduling
Link the donor and clinician with the planned event time.
Donation authorizationDC-76884 · Clinical CoordinatorEvent schedulingBy Clinical Coordinator -
Event documentation
Record actual timing, observations and a signed clinical note.
Donation authorizationDC-76884 · Licensed ClinicianEvent documentationBy Licensed Clinician -
Sample processing
Track event-linked tissue samples through their processing states.
Donation authorizationDC-76884 · Licensed ClinicianSample processingBy Licensed Clinician -
Charge review
Clinical Coordinator reviews the event service charge before invoicing.
Donation authorizationDC-76884 · Clinical CoordinatorCharge reviewBy Clinical CoordinatorApprovalClinical Coordinator approves the service charges record before it moves to Invoiced.
Inside a record
Records follow the donor and event
Open any donor consent to see the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Donor, Version, Signed at and Expires at.
- 2Linked records
Records linked to this donor consent.
- 3Who works on it
Licensed Clinician, Clinical Reviewer and Clinical Coordinator, each with their own permissions.
- 4Process stages
Consent review, with the role that acts.
- 5Approvals
Charge review, with who decides.
Consent documents to reviewDonation authorization×
Organ Donation Registry · Donor consents
Log activity
Donation authorization
Daniel Okafor · Pending
1
Record details
DonorDaniel Okafor
VersionConsent form v1.0
Signed at24 Oct
Expires at27 Oct
3
Who works on it
- Licensed ClinicianManage coordination tasks, donor clinical notes, donor…
- Clinical ReviewerView clinician privileges, coordination tasks, donation events…
- Clinical CoordinatorManage coordination tasks, donation events, donor consents…
4
Process stages
- Consent reviewClinical Coordinator
5
Approvals
- Charge reviewClinical CoordinatorApproved
Approvals
Keep charge decisions accountable
OverviewApprovals×
Organ Donation Registry · Overview
Approvals
Signed in as Clinical Coordinator
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- DC-76884Donation authorizationPending2dActions
- DC-63163Clinical evaluationPending3dActions
- DC-17070Tissue recoveryPending2dActions
- DC-37617Sample testingPending4dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Charge reviewClinical Coordinator reviews the event service charge before invoicing. | Clinical Coordinator |
1 approval rule · set per role in Proto
Roles
A workspace for each role
Everyone opens Organ Donation Registry to the work that is theirs. Pick a role to see what it starts with.
Licensed Clinician
Captures assigned care operations work and evidence.
This is the first screen this role sees.
OverviewEvent schedule×
Event schedule
Donation events · Licensed Clinician
Scheduled2
Leena HaddadDE-35652
29 Oct
Jules FerreiraDE-27543
28 Oct
Add
Arrived2
Mateo VargaDE-75869
31 Oct
Hassan DuarteDE-25723
14 Oct
Add
In progress2
Daniel OkaforDE-58871
24 Oct
Nina SethiDE-51566
02 Nov
Add
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.
OverviewPrivileges needing verification×
Privileges needing verification
Clinician privileges · Clinical Governance Administrator
| Clinician | Privilege type | License number | Effective from | Effective to | Status | |
|---|---|---|---|---|---|---|
| Hassan Duarte | Document | CP-93067 | 25 Oct | 31 Oct | Pending | |
| Mateo Varga | Prescribe | CP-27149 | 16 Oct | 23 Oct | Pending | |
| Jules Ferreira | Review | CP-25643 | 03 Nov | 05 Nov | Pending | |
| Mateo Varga | Study investigator | CP-76861 | 01 Nov | 10 Nov | Pending | |
| Daniel Okafor | Document | CP-34316 | 29 Oct | 06 Nov | Pending |
6 of 6 records
Clinical Reviewer
Reviews evidence and authorizes eligible domain outcomes. Read only across all care-domain tables.
This is the first screen this role sees.
OverviewUpcoming donation events×
Upcoming donation events
Donation events · Clinical Reviewer
Scheduled3
Consent intakeAmira Solano
28 Oct
Family authorizationNina Sethi
19 Oct
Sample collectionDaniel Okafor
18 Oct
Add
Arrived3
Clinical screeningLeena Haddad
12 Oct
Tissue recoveryAmira Solano
25 Oct
Post-donation follow-upNina Sethi
12 Oct
Add
Clinical Coordinator
Owns care operations setup, planning and assigned operational work. Record entry: Patients, Encounters, Care Tasks, Consents, Charges. Read only: People, Payments. Pages: Business Overview, Encounters.
This is the first screen this role sees.
OverviewEvent schedule×
Event schedule
Donation events · Clinical Coordinator
Scheduled2
Leena HaddadDE-35652
29 Oct
Jules FerreiraDE-27543
28 Oct
Add
Arrived2
Mateo VargaDE-75869
31 Oct
Hassan DuarteDE-25723
14 Oct
Add
In progress2
Daniel OkaforDE-58871
24 Oct
Nina SethiDE-51566
02 Nov
Add
Admin
Maintains application access and resolves configuration issues without replacing clinical decisions.
- Manage Users
- View team members, Donors, donation events, donor consents, coordination tasks
Reports
Review consent, events and follow-up
Review consent, event state, follow-up work and clinical evidence by donor and event.
Overview×
Organ Donation Registry · Overview
Organ Donation Registry dashboard
This quarter
Donation events in view
6Scheduled
2Arrived
2In progress
2Donor consents by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Pending | 27 | ||
| Signed | 9 | 33% | |
| Withdrawn | 3 | 33% | |
| Expired | 1 | 33% |
Number of donor consents by status
Sample counts per stage
- 01Donor consent state
Count donors by consent status and assigned clinician.
- 02Purpose-specific consent register
Show consent Status and expires at by Purpose and Donor.
- 03Event state by clinician
Count donation events by Status and Clinician.
- 04Follow-up workload
Count coordination tasks by Status, assigned to and due at.
- 05Clinical evidence by event
Show signed notes and dated observations beneath each donation event.
- 06Sample processing register
Count tissue samples by Status and sample type.
- 07Dispensation register
Sum medication Quantity by Medication, lot number and donation event.
- 08Charge and payment review
Show service charges by donation event and payments by the related Donor without assuming a payment settles a particular charge.
Who it's for
Fit the donor program you run
See how Organ Donation Registry fits your kind of team.
Hospital donor programs
Keep donor consent, events and clinical evidence together for a hospital program.
Tissue collection teams
Track collection events, accession details and processing state in one case context.
Donor coordination services
Assign donor follow-up, monitor consent state and keep event handoffs clear.
Controls
Check purpose, dates and attribution
Each stage of donor intake to event evidence names the role that acts and the status it records, so a change is never anonymous.
OverviewDonor intake to event evidence×
Organ Donation Registry · Process
Donor intake to event evidence
Each stage, the role that acts and the status it records
Process stages
9Approval steps
1Roles involved
4Tables touched
11Consent review
Clinical CoordinatorStatusPending → Signed
RecordsDonor consents
Event scheduling
Clinical Coordinator, Licensed ClinicianStatusScheduled → Arrived
RecordsDonation events, Donors
Event documentation
Licensed ClinicianStatusDraft → Signed
RecordsDonor clinical notes, Donor observations
- StartDonor consentsConsent reviewPending → Signed
- StepDonation eventsEvent schedulingScheduled → Arrived
- StepDonor clinical notesEvent documentationDraft → Signed
- StepTissue samplesSample processingOrdered → Collected → Received → Tested
- StepClinical CoordinatorReview handoffIn progress → awaiting review
AI agent
Prepare each handoff with Proto
Prepare donor operations setup and review records with a human decision owner.
It can
- Clinical Coordinator: Show donors whose consent needs follow-up and the tasks due for their assigned clinicians.
- Licensed Clinician: Find assigned donors, draft a clinical note for review and check which event evidence is still incomplete.
- Clinical Reviewer: Gather event times, notes, observations and sample states for an event awaiting review.
- Clinical Governance Administrator: List privilege records awaiting verification and access assignments nearing their end date.
Stays with a person
- A person checks a signed consent document, clinician privilege evidence, clinical note and charge decision.
- Proto can assemble the relevant records and help prepare configuration, while the responsible team member makes and records the decision. Review roles before inviting the pilot team.
Show me the events awaiting review this week. For each event, list its clinician, actual times, signed notes, observations and tissue sample states. Keep the donor identifiers visible so I can open the right case.
A person checks a signed consent document, clinician privilege evidence, clinical note and charge decision.
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 tables15tables
- Donor intake and assignments4
- Consent and access5
- Event coordination4
- Clinical evidence4
- Tissue and medication4
- 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.
Set the owners
Name the coordinator, clinician, governance administrator and reviewer for the pilot.
Prepare records
Reconcile donor patient numbers, team members, consent documents and current access periods.
Run an event
Schedule a representative event with a preparation task, actual times, observations and a signed note.
Review evidence
Inspect sample state, medication details and the event’s review handoff.
Reconcile charges
Review a service charge and a donor payment as separate records before wider use.
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
Machine work rate card Included per $1 of credit
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
How do I get started?
Click Get started, then use Proto to configure Organ Donation Registry for your business. Pilot one donor intake and event cycle with consent, clinical evidence and a review handoff.
What does the donor record hold?
It holds a patient number, identity and contact details, a summary consent state and an assigned clinician. Purpose-specific consent documents have separate records.
Can we keep more than one consent for a donor?
Yes. Record each purpose and version with its signed and expiry dates, document and current state. Review the relevant record before scheduling work.
How are clinicians assigned to donors?
The donor points to an assigned team member. A dated access assignment records the clinician, access purpose and effective period. Governance staff maintain privilege evidence separately.
How do we follow an event?
Schedule it for a donor and clinician, then record actual timing and state as work progresses. Notes, observations, samples and dispensations link to that event.
Can the team track tissue samples?
Yes. Record sample type, collection date, accession number and processing state on an event-linked sample record.
Where do medication details go?
Record the medication, lot number, quantity, unit and authorizing team member on a dispensation linked to the event.
How are charges and payments related?
A service charge belongs to an event. A payment belongs to a donor and carries a receipt reference. Review both histories during reconciliation.
What should we check before wider use?
Test a returning donor, a withdrawn or expired consent, a cancelled event, a rejected sample, a draft clinical note and a pending payment with the people who own those decisions.
Set up Organ Donation Registry your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.