EHR system for an optometry startup

Optometrist portal

The optometrist portal supports clinical and operational workflows for optometrists and coordinators:

• Patient record management, including demographic and medical data
• Management of individual and group appointments
• Encounter management, i.e. real-time clinical documentation during patient visits through structured recording of all relevant data. This includes patient history and clinical context; historical data visualization; diagnostic data from medical devices and integrated tests; clinical examination and assessment including actions taken during the appointment; a structured summary, covering consultation outcomes, follow-up recommendations, prescription details, and recall date; document and attachment uploads (e.g. MRF reports, device outputs, and fundus images)
• Reporting and analytics, including patient chart view (a consolidated record including dashboard overview, demographics, encounter history, consent forms, and uploaded documents) and system-wide reporting with encounter data across all patients (care homes and individuals)
• Chat functionality for interaction with patients and coordinators

Care home portal

The care home portal enables care home staff to act on behalf of residents and manage all related interactions with optometrists and coordinators. The portal’s key capabilities include:

• Resident records management within the care home
• Group appointment scheduling. For each patient, specific appointment types and durations can be defined, with support for flexible request modification (e.g. adjusting the number of patients) and cancellation, as well as waitlist requests based on preferred dates and times
• Reporting on resident appointment history and health status, offering a clear overview of all encounters with key details such as appointment dates, summaries of findings, recall dates, and clinician notes. Reports can be filtered to identify upcoming, missed, or overdue appointments
• Consent form signing on behalf of care home residents, including consent for treatment and data processing
• Communication with clinicians and coordinators via the system chat

Patient portal

The patient portal provides individual patients with a comprehensive view of their health records and interactions. Within their profiles, patients can access a centralized dashboard with upcoming appointments, visit history, and assigned clinicians, as well as manage both new and existing appointment requests.

Key portal features include:

• Profile management, including demographic info
• Appointment scheduling and tracking, including a waitlist option and flexible request handling, with the ability to cancel or edit pending requests
• Encounter summaries and recommendations, including appointment date, visit details, consultation summary, given prescription, clinician information, final recommendations, and the next recommended test date
• Messaging with optometrists and coordinators
• Digital consent form completion

Additional features & regulatory compliance

• Shortcuts & templates
  As speed was essential for high-volume patient appointments at care homes, we introduced shortcut functionality to support and accelerate patient examinations, allowing clinicians to swiftly navigate the system via hotkeys. The system also features a template-based data entry to further enhance appointment efficiency. Administrators can configure predefined responses for encounter fields, enabling clinicians to complete documentation quickly and consistently during appointments.
• Notifications
  The system includes configurable email notifications, ensuring clinicians are informed of scheduled appointments, and patients receive automated reminders in advance.
• GDPR compliance
  The solution aligns with GDPR data handling practices and includes a full audit trail, providing visibility into user activity and data changes, to ensure traceability and accountability.