The Challenge
Before OpBook360, a surgical case's information lived in three disconnected places at once — partly in the EHR, partly in spreadsheets, partly on paper. No single system tracked a case through its full journey, which meant no one could answer two basic questions with confidence: what stage is this case at, and whose job is it to move it forward.
Key Challenges
- Fragmented case data — EHR records, spreadsheets, and paper documentation each held part of the picture, never the whole one. Reconstructing a single case's status meant checking multiple sources by hand.
- No visibility into case stage — there was no centralized way to see where a surgical case stood at any given moment: referred, consented, funded, scheduled, or ready for theatre.
- No clear ownership — when a case stalled, it wasn't obvious whose action was blocking it; the case simply sat until someone happened to notice.
- No tracking on payer/funding approval — no centralized view of how many cases were pending payer approval, or which approved cases hadn't yet moved to booking.
Our Solution
One Portal, From Referral to Follow-Up
OpBook360 replaced the three-source patchwork with a single portal that tracks every case from referral through follow-up, synchronized directly with the hospital's EHR and integrated with clinical scribe and accounting systems.
EHR-Synchronized Scheduling
Theatre scheduling happens directly inside the OpBook360 portal, synchronized with the EHR calendar — so the schedule and the clinical record never fall out of step with each other.
Threshold-Based Alerting
Every stage of a case carries a time threshold, and OpBook360 auto-alerts the responsible person when a case sits past it — funding approved but booking not yet made, surgery due within 24 hours but fasting instructions not yet communicated, or a funder selected but the approval form not yet sent.
Centralized Case-Stage Tracking
Every case has one visible status, end to end — referral, consent, funding, scheduling, documentation, follow-up — so no case sits in an unknown state.
Auto-Prefilled Documentation
The system pulls data directly from the EHR, the clinical scribe, and the accounting portal to pre-fill documentation, cutting the duplicate manual entry that used to happen at each handoff.
Key Impact
Every case now carries a complete, centralized record — no case falls through the gap between EHR, spreadsheet, and paper tracking.
Auto-prefill from the EHR, clinical scribe, and accounting portal cuts documentation time to a third of what it was under manual, three-system entry.
The Customer
A hospital running a full surgical program, where the case load previously moved through disconnected EHR, spreadsheet, and paper-based tracking. Stakeholders included surgical schedulers, the finance/accounting team handling payer approvals, and clinical staff managing consent and pre-operative communication.
The Outcomes
OpBook360 turns a set of independently-tracked steps into a single, holistic surgical process — from referral to follow-up.
Centralized Case Visibility
Every case now has one authoritative status, visible in one place — replacing the guesswork of checking three separate systems to find out where a case stands.
Faster, Cleaner Documentation
Because OpBook360 pulls data from the EHR, scribe, and accounting portal automatically, the same information no longer has to be typed in three times.
Threshold-Based Escalation, Not Missed Windows
Time-sensitive gaps — funding approved but not booked, fasting instructions not communicated, required forms not sent — now surface automatically instead of being caught by chance.
One Process, Followed Consistently
The surgical journey now runs as a single, holistic process from referral to follow-up, rather than a set of independently-tracked steps.
Have a Similar Build in Mind?
Bring us the complexity — we'll bring the production-grade platform.
Talk to the founder