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Patient Portal
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Patient Portal · Available now

Keep clinical encounters and follow-up work connected.

Patient Portal organizes the staff work around a patient visit. A Clinical Coordinator maintains the patient record, schedules an encounter and assigns a clinician.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewEncounter schedule
Patient Portal · Encounters

Encounter schedule

Encounters in one list

New encounter
Encounters in view
6
Scheduled
3
Arrived
3
Scheduled3
Samira OkonkwoENC-89205
01 Nov
Samira OkonkwoENC-10339
28 Oct
Evan SalehENC-73472
03 Nov
Add
Arrived3
Amira VelascoENC-63149
25 Oct
Darius IyerENC-70502
26 Oct
Mateo MensahENC-18289
04 Nov
Add
Samira OkonkwoEncounters · ENC-89205
Scheduled
ClinicianOwen Rahman
Scheduled at01 Nov
Started at08 Nov
Ended at14 Nov
Verify privilegeENC-89205 · Samira Okonkwo

Clinical Governance Administrator checks evidence before marking a privilege verified.

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

Keep each visit in view

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

Patient and care team

Keep patient identity, consent and care ownership together.

  • Patient identity
  • Purpose-specific consent
  • Care ownership
  • Patients
  • Consents
  • Care team assignments
  • People
Explore patient and care team
OverviewActive patient list
Patient Portal · Patient and care team

Active patient list

Patients

New
Patient numberDisplay nameBirth dateConsent statusAssigned clinician
PTN-50234Elena Marquez12 OctActiveNadia Velasco
PTN-57952Darius Iyer29 OctActiveNadia Velasco
PTN-43917Samira Okonkwo01 NovActiveNadia Velasco
PTN-25143Luca Chen19 OctActiveMaya Haddad
PTN-53980Nora Haddad21 OctActiveOwen Rahman
6 of 6 records
Elena MarquezPatients · PTN-50234
Active
Birth date12 Oct
Assigned clinicianNadia Velasco
Example screen with sample data
Process

Follow care from intake to follow-up

From patient intake to care follow-up ships ready to use. One step needs a named approval before the work moves on: Verify 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. Register patient

    Identify the patient and assigned clinician.

    Samira OkonkwoENC-89205 · Clinical Coordinator
    Register patientBy Clinical Coordinator

  2. Verify privilege

    Check clinician evidence and effective dates.

    Samira OkonkwoENC-89205 · Clinical Governance Administrator
    Verify privilegeBy Clinical Governance Administrator
    ApprovalClinical Governance Administrator checks evidence before marking a privilege verified.

  3. Schedule encounter

    Record the visit and its clinical owner.

    Samira OkonkwoENC-89205 · Clinical Coordinator
    Schedule encounterBy Clinical Coordinator

  4. Document care

    Capture observations and an attributed note.

    Samira OkonkwoENC-89205 · Licensed Clinician
    Document careBy Licensed Clinician

  5. Review encounter

    A clinical reviewer examines signed evidence.

    Samira OkonkwoENC-89205 · Clinical Coordinator
    Review encounterBy Clinical Coordinator

  6. Coordinate follow-up

    Assign patient care tasks and due dates.

    Samira OkonkwoENC-89205 · Clinical Coordinator
    Coordinate follow-upBy Clinical Coordinator

Start with Intake and consent

Inside a record

Plan each external handoff

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

    Clinician, Scheduled at, 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

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

  5. 5
    Approvals

    Verify privilege, with who decides.

Encounter scheduleSamira Okonkwo
Patient Portal · Encounters

Samira Okonkwo

Scheduled

Log activity
1
Record details
ClinicianOwen Rahman
Scheduled at01 Nov
Started at08 Nov
Ended at14 Nov
2
Charges

Samira Okonkwo

EncounterService descriptionAmount
Samira Okonkwo, lab follow-upAnnual wellness examination370
Samira Okonkwo, lab follow-upMedication management visit480
Nora Haddad, new patient visitBasic metabolic panel360
Charges
6
Total amount
2,900
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
  • Begin visitClinical Coordinator, Licensed Clinician
5

Approvals

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

Give decisions a named owner

The Clinical Reviewer reads care evidence; the Clinical Governance Administrator maintains privileges, assignments and staff records.

OverviewApprovals
Patient Portal · Overview

Approvals

Signed in as Clinical Governance Administrator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CP-57785State medical licensing board
    Requested by Leila Calder
    Document1dActions
  • CP-22224Regional nursing council
    Requested by Priya Solano
    Prescribe4dActions
  • CP-21721Hospital credentialing office
    Requested by Tomas Okafor
    Review4dActions
  • CP-89016State pharmacy board
    Requested by Tomas Okafor
    Study investigator6dActions

Who approves what

DecisionApprover
Verify privilegeCheck clinician evidence and effective 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 Patient Portal 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.

OverviewSpecimens in transit

Specimens in transit

Specimens · Clinical Reviewer

Ordered2
Blood sampleAmira Velasco, care plan review
16 Oct
Wound swabLuca Chen, wound check
31 Oct
Add
Collected2
Urine sampleDarius Iyer, medication review
21 Oct
Stool sampleAmira Velasco, care plan review
12 Oct
Add
Received2
Throat swabSamira Okonkwo, lab follow-up
24 Oct
Saliva sampleNora Haddad, new patient visit
22 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Review work that needs attention

Review visit progress, care tasks, governance dates and financial records.

Overview
Patient Portal · Overview

Patient Portal dashboard

This quarter

Care tasks in view
6
Open
2
In progress
2
Escalated
2

Encounters by status

How far records got this quarter

StageReachedStep
Scheduled39
Arrived2769%
In progress1867%
Awaiting review1056%

Number of encounters by status

Sample counts per stage

900
70Scheduled
40Arrived
70In progress
90Awaiting review
50Completed
Example screen with sample data
  1. 01Encounter status by visit type

    Count encounters by visit type and Status for the operating period.

  2. 02Time from start to completion

    Compare started at and ended at on completed encounters.

  3. 03Care tasks due by assignee

    List due at and Status for each assigned to person.

  4. 04Consent expiry review

    Show expires at and Status by patient and purpose.

  5. 05Clinician privilege expiry

    Show effective to and Status by clinician and privilege type.

  6. 06Specimen processing

    Count specimens by Status and specimen type.

  7. 07Charges by encounter

    Roll up Amount and Status for charges attached to each encounter.

  8. 08Payments received by patient

    Sum Amount by Patient and Status for a chosen received at period.

All reports and dashboards

Who it's for

Fit the clinic's operating pattern

See how Patient Portal fits your kind of team.

Outpatient clinics

Coordinate visit records and follow-up across an outpatient care team.

Multispecialty practices

Keep clinician authority and visit evidence clear across specialty teams.

Clinics with specimen and medication services

Track specimens and medication supply alongside the clinical visit.

Controls

Trace records to people and visits

Each stage, from patient intake to care follow-up, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom patient intake to care follow-up
Patient Portal · Process

From patient intake to care follow-up

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

Process stages
11
Approval steps
1
Roles involved
4
Tables touched
11
Review consent
Licensed Clinician
StatusPending → Signed
RecordsConsents, Patients
Verify privilegeApproval
Clinical Governance Administrator
StatusPending → Verified
RecordsClinical privileges
Begin visit
Clinical Coordinator, Licensed Clinician
StatusScheduled → Arrived → in progress
RecordsEncounters
From patient intake to care follow-up
  1. Start
    Review consentPending → Signed
    Consents
  2. Approval
    Verify privilegePending → Verified
    Clinical privileges
  3. Step
    Begin visitScheduled → Arrived → in progress
    Encounters
  4. Step
    Document careDraft → Signed
    Clinical notes
  5. Step
    Review encounterAwaiting review → Completed
    Encounters
Example screen with sample data

See each stage in detail

AI agent

Prepare the next review with Proto

Use Proto to prepare clinical work for a human to check.

It can

  • Clinical Coordinator: Show scheduled encounters, open care tasks and draft charges for daily review.
  • Licensed Clinician: Gather the patient's current encounter, observations and pending follow-up tasks before documentation.
  • Clinical Reviewer: Present encounters awaiting review with signed notes and related specialty evidence.
  • Clinical Governance Administrator: Find pending privileges, effective dates and active care-team assignments for examination.

Stays with a person

  • A person checks identity, clinical evidence, professional privilege and money before making the corresponding decision.
  • Proto can organize the records and prepare a review list.
  • The clinical reviewer decides whether an encounter is complete, governance staff verify privileges, and the Clinical Coordinator checks charges against encounters and reads payment records against the clinic's collection references.

Set up an agent

Integrations

Connects to the tools you use

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

  • Patient Portal
  • Appointment channels
  • Laboratory processing
  • Payment collection
  • Invoicing
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 care team4
  • Encounters and notes5
  • Follow-up care4
  • Clinical governance5
  • Specialty operations6
  • 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. Define the pilot

    Choose one clinical team, its visit types and the person who owns intake, note signing, review and follow-up.

  2. Prepare identities

    Load staff and patient records, check patient numbers and connect clinicians to their user accounts.

  3. Set governance

    Review consent purposes, privilege evidence and care-team assignment dates before scheduling care.

  4. Rehearse the visit

    Schedule an encounter, record arrival, add observations and a signed note, then complete reviewer handoff.

  5. Add exceptions

    Practice an escalated task, rejected specimen, amended note, voided charge and refunded payment.

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 Patient Portal.

All questions
How do I get started?

Click Get started, then use Proto to configure Patient Portal for your business. Pilot one care team, one visit type and a complete visit from intake through review and follow-up.

Who creates a patient record?

The Clinical Coordinator maintains the patient record, including patient number, contact details and assigned clinician. Check for an existing number before creating another record.

How is consent recorded?

A consent record holds the purpose, version, signing and expiry dates, document and current status. Staff can review it alongside the patient's overall consent status.

What belongs on an encounter?

An encounter names the patient, clinician, visit type, timing and status. Notes, observations, specimens, dispensations and charges reference that visit.

Who reviews the clinical documentation?

The Clinical Reviewer examines encounters awaiting review and the signed evidence attached to each visit. The reviewer decides whether the encounter is ready for completion.

How do we track follow-up work?

A care task names the patient, action, assigned person and due date. Staff can move it through open, in-progress, completed or escalated work.

How are clinician privileges checked?

The Clinical Governance Administrator keeps the privilege type, license details, verification evidence and effective dates with the clinician's record.

Can staff track specimens and dispensations?

Yes. Specimens track collection and processing against an encounter. Pharmacy dispensations record medication, lot, quantity, unit and authorizing person against an encounter.

How do charges and payments relate?

Charges reference encounters; payments reference patients. Review the service and visit for a charge, then reconcile the patient's payment reference with the clinic's collection record.

What should we review before expanding use?

Rehearse a completed encounter, an amended note, an escalated task, a rejected specimen and a financial correction. Check each role's access to the records it owns.

Set up Patient Portal 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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