The Challenge
Before the platform was introduced, 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 confidently answer two basic questions: 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
The platform 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 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 the platform 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 Email, Healthlink, 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
The platform turns a set of independently-tracked steps into a single, holistic surgical process, from referral to follow-up.
For Surgical Schedulers
No more chasing three systems to answer 'where is this case?' Status checks that used to mean cross-referencing the EHR, a spreadsheet, and a paper file now take one look.
For Finance & Accounting
Payer approval status is no longer a black box. Cases pending funding, and approved cases stuck before booking, are visible without a manual audit of open cases.
For Clinical Staff
Pre-operative gaps - consent not finalized, fasting instructions not sent - surface before they become a day-of-surgery problem, rather than being caught by chance.
For Organization
A surgical process that used to depend on individual staff noticing gaps now runs as one consistently followed workflow, reducing reliance on any one person's memory or manual follow-up.
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