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Public Health Surveillance
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Public Health Surveillance · Available now

Follow each report back to the encounter.

Public Health Surveillance keeps condition reports tied to the care encounter that produced them. A Clinical Coordinator manages patient identity and encounter scheduling.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive Care Team Assignments
Public Health Surveillance · Care team assignments

Active Care Team Assignments

Care team assignments in one list

New care team assignment
Care team assignments in view
6
Active
6
PatientClinicianAccess purposeEffective fromEffective toStatus
Mira OkoyeCoordinator Mateo IqbalDirect patient care21 Oct28 OctActive
Owen SalazarDr. Tomas FarahCase investigation21 Oct27 OctActive
Rafael IdrissiAnalyst Leila ParkLaboratory follow-up02 Nov10 NovActive
Jonah MensahDr. Tomas FarahVaccination review20 Oct24 OctActive
Hana VelasquezDr. Sofia NwosuContact tracing13 Oct18 OctActive
6 of 6 records
Direct patient careCare team assignments · CTA-47919
Active
PatientMira Okoye
ClinicianCoordinator Mateo Iqbal
Effective from21 Oct
Effective to28 Oct
Sign clinical noteCTA-47919 · Direct patient care

Licensed Clinician decides whether to sign the clinical note.

Waiting for Licensed Clinician
ApproveReturn
Example screen with sample data
Tables, ready to use
14
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

See the encounter behind each report

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

Surveillance reporting

Follow surveillance reporting through its source records and decisions.

  • Source
  • Responsibility
  • Handoff
  • Surveillance reports
  • Encounters
  • People
  • Clinical privileges
  • Care team assignments
Explore surveillance reporting
OverviewReports awaiting validation
Public Health Surveillance · Surveillance reporting

Reports awaiting validation

Validation waits for the clinical reviewer

New
Operational recordReporting facilityCondition codeReport dateCase countStatus
Rafael Idrissi, exposure screeningNorth Quay Health CenterJ10.115 Oct35Submitted
Priya Duarte, vaccination visitWillowbend Community ClinicB05.912 Oct27Submitted
Rafael Idrissi, exposure screeningCedar Point Family PracticeA0931 Oct4Submitted
Priya Duarte, vaccination visitHarborview Mobile ClinicB15.903 Nov37Submitted
Elias Banerjee, follow-up visitEastmere Public Health LabA37.9019 Oct5Submitted
6 of 6 records
North Quay Health CenterSurveillance reports · SR-71754
Submitted
Operational recordRafael Idrissi, exposure screening
Condition codeJ10.1
Report date15 Oct
Case count35
Example screen with sample data
Process

From care event to reviewed report

Encounter to surveillance closure ships ready to use. 2 steps need a named approval before the work moves on: Sign clinical note (Licensed Clinician) and Validate surveillance report (Clinical Reviewer).

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

  1. Schedule encounter

    Name the patient, clinician and visit time.

    Direct patient careCTA-47919 · Clinical Coordinator
    Schedule encounterBy Clinical Coordinator

  2. Check consent and authority

    Inspect consent, care-team scope and clinical privilege.

    Direct patient careCTA-47919 · Clinical Governance Administrator
    Check consent and authorityBy Clinical Governance Administrator

  3. Document encounter

    Record attributed notes and observations.

    Direct patient careCTA-47919 · Licensed Clinician
    Document encounterBy Licensed Clinician

  4. Sign clinical note

    The Licensed Clinician signs after checking the evidence.

    Direct patient careCTA-47919 · Licensed Clinician
    Sign clinical noteBy Licensed Clinician
    ApprovalLicensed Clinician decides whether to sign the clinical note.

  5. Submit surveillance report

    Link condition details to the source encounter.

    Direct patient careCTA-47919 · Licensed Clinician
    Submit surveillance reportBy Licensed Clinician

  6. Validate surveillance report

    The Clinical Reviewer examines the source and validates the report.

    Direct patient careCTA-47919 · Clinical Reviewer
    Validate surveillance reportBy Clinical Reviewer
    ApprovalClinical Reviewer decides whether to validate the submitted report.

Start with Surveillance review

Inside a record

Connect the destinations your program uses

Open any care team assignment to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Patient, Clinician, Effective from and Effective to.

  2. 2
    Linked records

    Records linked to this care team assignment.

  3. 3
    Who works on it

    Clinical Governance Administrator, Licensed Clinician and Clinical Reviewer, each with their own permissions.

  4. 4
    Process stages

    Check consent and authority, with the role that acts.

  5. 5
    Approvals

    Sign clinical note and Validate surveillance report, with who decides.

Active Care Team AssignmentsDirect patient care
Public Health Surveillance · Care team assignments

Direct patient care

Mira Okoye · Active

Log activity
1
Record details
PatientMira Okoye
ClinicianCoordinator Mateo Iqbal
Effective from21 Oct
Effective to28 Oct
3

Who works on it

  • Clinical Governance AdministratorManage care team assignments, clinical privileges, People
  • Licensed ClinicianManage care tasks, clinical notes, Consents, Observations…
  • Clinical ReviewerView care tasks, care team assignments, clinical notes…
4

Process stages

  • Check consent and authorityClinical Governance Administrator, Clinical Coordinator, Licensed Clinician
5

Approvals

  • Sign clinical noteLicensed Clinician
    Approved
  • Validate surveillance reportClinical Reviewer
    Waiting
Example screen with sample data
Approvals

Keep clinical decisions with the right people

A Licensed Clinician signs clinical evidence; a Clinical Reviewer examines eligible review outcomes.

OverviewApprovals
Public Health Surveillance · Overview

Approvals

Signed in as Licensed Clinician

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • SR-71754North Quay Health Center
    Rafael Idrissi, exposure screeningRequested by Clinical Coordinator
    Submitted1dActions
  • SR-87548Willowbend Community Clinic
    Priya Duarte, vaccination visitRequested by Clinical Coordinator
    Submitted4dActions
  • SR-30826Cedar Point Family Practice
    Rafael Idrissi, exposure screeningRequested by Clinical Coordinator
    Submitted2dActions
  • SR-78324Harborview Mobile Clinic
    Priya Duarte, vaccination visitRequested by Clinical Coordinator
    Submitted4dActions

Who approves what

DecisionApprover
Sign clinical noteThe Licensed Clinician signs after checking the evidence.Licensed Clinician
Validate surveillance reportThe Clinical Reviewer examines the source and validates the report.Clinical Reviewer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Public Health Surveillance to the work that is theirs. Pick a role to see what it starts with.

Clinical Coordinator

Owns care operations setup, planning and assigned operational work. Scheduling, patient identity, consent capture and approved service charge drafts only. No clinical note, observation, prescription or diagnosis access.

This is the first screen this role sees.

OverviewEncounter schedule

Encounter schedule

Encounters · Clinical Coordinator

Scheduled2
Elias BanerjeeENC-66472
18 Oct
Priya DuarteENC-61855
14 Oct
Add
Arrived2
Mira OkoyeENC-96896
29 Oct
Hana VelasquezENC-60831
23 Oct
Add
In progress2
Priya DuarteENC-61387
04 Nov
Rafael IdrissiENC-85428
27 Oct
Add
Example screen with sample data

Roles and permissions

Who it's for

For care and public health teams

See how Public Health Surveillance fits your kind of team.

Local health programs

Use encounter-linked surveillance records in local health programs.

Community clinics

Use encounter-linked surveillance records in community clinics.

Vaccination programs

Use encounter-linked surveillance records in vaccination programs.

Controls

Check consent and professional scope

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

OverviewEncounter to surveillance closure
Public Health Surveillance · Process

Encounter to surveillance closure

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

Process stages
10
Approval steps
2
Roles involved
4
Tables touched
9
Record arrival
Clinical Coordinator
StatusScheduled → Arrived
RecordsEncounters
Document encounter
Licensed Clinician
StatusArrived → in progress
RecordsClinical notes, Observations, Encounters
Sign clinical noteApproval
Licensed Clinician
StatusDraft → Signed
RecordsClinical privileges, Consents
Encounter to surveillance closure
  1. Start
    Record arrivalScheduled → Arrived
    Encounters
  2. Step
    Document encounterArrived → in progress
    Clinical notes
  3. Approval
    Sign clinical noteDraft → Signed
    Clinical privileges
  4. Step
    Request encounter reviewIn progress → awaiting review
    Encounters
  5. Approval
    Validate surveillance reportSubmitted → Validated
    Encounters
Example screen with sample data

See each stage in detail

AI agent

Prepare the next review with Proto

Prepare surveillance work and handoffs with Proto.

It can

  • Clinical Coordinator: Show encounters awaiting review and open care tasks for the current operating cycle.
  • Licensed Clinician: Find draft clinical notes for assigned encounter work and summarize what remains to be checked before signature.
  • Clinical Reviewer: List submitted surveillance reports with their linked encounters for review.
  • Clinical Governance Administrator: Find privilege and assignment records that need an effective-date check.

Stays with a person

  • Proto can prepare records and a review queue.
  • A Licensed Clinician makes the signature decision and a Clinical Reviewer makes the validation decision after checking the patient, actor and source evidence.
  • Staff also own the release of information to external systems.

Set up an agent

Integrations

Connects to the tools you use

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

  • Public Health Surveillance
  • Disease notification destination
  • Immunization registry
  • 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 14 tables
14tables
  • Surveillance reporting5
  • Vaccination events6
  • Encounter coordination6
  • Clinical documentation6
  • Consent and authority6
  • Follow-up and billing6
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. Name the team

    Set up Users and People for coordinators, clinicians, governance staff and reviewers.

  2. Establish patient scope

    Bring in Patients, signed Consents, active CareTeamAssignments and verified ClinicalPrivileges with effective dates.

  3. Rehearse a care case

    Schedule an Encounter, record an Observation and ClinicalNote, then move the encounter into review.

  4. Rehearse reporting

    Create a SurveillanceReport linked to that encounter, validate it and follow it through investigation and closure.

  5. Add adjacent work

    Record a VaccinationEvent, follow-up CareTask, Charge and Payment using their correct patient or encounter links.

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 Public Health Surveillance.

All questions
How do I get started?

Click Get started, then use Proto to configure Public Health Surveillance for your business. Begin with one care team, one reporting facility and one encounter-linked report that a reviewer can follow from submission to closure.

What is the source of a condition report?

Each surveillance report links to an operational encounter. Reviewers can open that encounter when checking the report's condition code, facility, date, case count and denominator.

Can we track an investigation separately from submission?

Yes. Reports have Submitted, Validated, Investigating and Closed status values. Your team decides who handles each transition.

What does a vaccination record contain?

It identifies the patient and provider and records vaccine name, lot number and administration date.

How is clinician authority represented?

Care-team assignments connect clinicians to patients and access purposes. Clinical privileges record privilege type, verification evidence and effective dates. Consents record the patient's purpose-specific decision.

Can a coordinator read clinical notes?

The coordinator role covers scheduling, patient identity, consent capture and care operations. Clinical notes and observations belong to licensed clinical work and review.

How do we see work waiting for review?

Use Encounters Awaiting Review, Draft Clinical Notes and Active Surveillance Reports to find the relevant source records. The Business Overview page also shows a recent encounter queue and linked surveillance pipeline.

Can this track follow-up after an encounter?

Yes. Care tasks name the patient, assigned clinician, due date, completion date and status, including an Escalated state.

How do charges relate to care?

A charge links to an encounter and records the service description, amount and billing status. A payment links to the patient's account with a received amount and reference.

Set up Public Health Surveillance 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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