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- OT / Surgery Scheduling
- Who it's for
- Hospital care teams
Hospital care teams
Hospital clinical teams can use the patient encounter as the common reference for scheduled visits, clinical documentation and follow-up. The coordinator owns the visit list; governance staff maintain clinician privileges and care-team access; clinicians enter the evidence of care. The practical starting point is a defined patient group and a clear handoff from arrival to review.
How OT / Surgery Scheduling is set up for you
Patient identity
Use the patient number and assigned clinician to prevent duplicate intake when someone returns for another visit.
Visit coordination
Schedule an encounter with a patient, clinician and visit type; use status to distinguish booked, arrived, active and completed work.
Permission evidence
Keep purpose-specific consent with its signed document, and review the clinician's privilege status and effective dates.
Care activity
Attach notes, observations, specimens and dispensations to the encounter where they occurred.
Next actions
Assign patient care tasks with an owner and due date, then monitor work that remains open or escalated.
Hospital clinical teams can use the patient encounter as the common reference for scheduled visits, clinical documentation and follow-up. The coordinator owns the visit list; governance staff maintain clinician privileges and care-team access; clinicians enter the evidence of care. The practical starting point is a defined patient group and a clear handoff from arrival to review.
Choose one clinical service and rehearse a returning patient from booking through follow-up. Confirm the existing patient identity, create an encounter, inspect the consent and privilege records, and record the visit timing. Have the clinician sign a note and capture any observations. Let a reviewer find all evidence through the encounter before the coordinator completes it. Finish by assigning a care task and checking that its owner sees it.
Agree how the service names visit types and how a cancelled booking is handled. If the hospital uses separate laboratory, pharmacy or payment systems, define who owns each handoff and which reference staff will use to reconcile results. Keep the encounter and patient links consistent so each team can find the same case.
Features to start with
Roles on the team
- 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.
- Clinical Reviewer
- Reviews evidence and authorizes eligible domain outcomes. Read only across all care-domain tables.
- Licensed Clinician
- Captures assigned care operations work and evidence.
- 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.
- Admin
- Admin maintains user access and supports configuration of the care operations workspace.
Set up OT / Surgery Scheduling your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.