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.
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