Ambulatory Surgery Center Operations

Run the operational floor of your surgery center.

PatientTrac Ambulatory is the live operational floor of the ambulatory surgery center. Real-time case console and floor plan, three inventory catalogs, DEA controlled-substance logging, surgeon preference cards, and charge capture — one reactive, multi-user record for the active center.

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3Inventory catalogs
10DEA transaction types
6Regulatory reports
8PACU bed map
Premium ambulatory surgery center operating room prepared for the day's procedures
See the platform

The operational floor, on one screen

The live case console, floor plan, inventory catalogs, and DEA log come together in one operational view of the active surgery center.

PatientTrac Ambulatory operational dashboard
Live Case Console & Floor

See every room, in real time

Supabase Realtime channels push case, event, and vitals changes to the board within about a second — a 30-second poll stays in place as a fallback. Every subscriber sees only the rows their organization's Row-Level Security policies allow.

Real-time case monitoring

Room-level status pills track each case as it moves through the day, backed by live channels on the case, event, and vitals tables.

  • Case timeline of milestone events
  • Live vitals shown read-only: HR, BP, SpO₂, temperature

Floor plan & PACU bed map

Live room-utilization view and PACU bed map, tracking room and bed state as cases move through recovery.

  • Rooms natural-sorted (OR 2 before OR 10)
  • Occupied vs. available, linked to the live case

Read-only anesthesia vitals

The floor displays anesthesia vitals for situational awareness. Ambulatory reads this data — it never authors it. Anesthesia documentation is owned by PatientTrac Continuum.

  • Latest vital signs on the case detail
  • Case, event, and vitals streams unified on one board
Ambulatory surgical team completing a focused pre-incision time-out
Three Inventory Catalogs

Equipment, supplies, and medications

Three catalogs cover what an ambulatory surgery center stocks and reprocesses, each gated by org isolation and the Ambulatory module entitlement.

Equipment Catalog

Maintenance & sterilization

  • Maintenance intervals with next-due and overdue detection
  • Inspection-due tracking and due-soon warnings
  • Reprocessing states following the AAMI ST79 cycle
  • FDA clearance-number tracking
Surgical Supplies

Par levels & expiration

  • Par-level minimum and maximum, with below-par alerts
  • Lot-number tracking
  • Expiration alerts — expired and expiring-soon filters
Medication Inventory

Dosage, stock & DEA schedule

  • Dosage form, stock on hand, and expiration tracking
  • DEA schedule flagged on controlled items
  • Dispensing a controlled medication forces a witness and signature
DEA Controlled-Substance Log

An append-only ledger, built for audit

A controlled-substance ledger designed around 21 CFR 1304.04 / 1304.21: append-only entries with a trigger-maintained running balance, and a hash-chained audit trail.

Ten transaction types

Every movement is a typed ledger entry; a database trigger maintains the running balance so it is never client-computed.

receiptadministrationwastetransfer intransfer outreturndestructiontheft / lossinventory adjustmentemergency use

Witnessed waste & Form 222

  • Waste requires a witness co-sign — a second licensed provider, excluding the acting provider
  • Schedule II receipts tracked against Form 222
  • Discrepancies and unverified waste surfaced for follow-up

Six regulatory reports

Filterable by date, schedule, and drug, over the same audited ledger.

Form 222 receipt log Daily usage Current inventory Discrepancy Unverified waste Provider activity

Hash-chained audit trail

  • Audit rows chained by database trigger (event hash + prev hash)
  • Patient identifiers SHA-256 hashed before storage — never plaintext
  • Audit emission is fire-and-forget — it never blocks a save
On report formats: CSV export is shipped for all six reports. A PDF is produced by printing the on-screen report preview (print-to-PDF) — there is no separate generated-PDF engine for DEA reports.
Preference Cards & Charge Capture

Pre-stage the case, capture the charges

Preference cards pre-stage cases; charge capture turns the documented case into a draft superbill and hands it off for billing.

Surgeon Preference Cards

A per-procedure setup library

  • Per-surgeon, per-procedure setup used to pre-stage cases
  • Searchable and filterable by provider and category
  • Usage tracking across cases
Charge Capture

A draft superbill from the case spine

  • Builds one draft superbill per case — place of service 24 (ASC)
  • Procedure CPT + facility fee line + supplies consumed (catalog-priced)
  • Medications administered + implanted devices (UDI / lot)
Where billing happens: Charge capture is documentation only — it produces a draft superbill. Coding review, ICD completion, and 837P submission are handed off to PatientTrac Forge. Ambulatory captures charges; it does not adjudicate claims or determine reimbursement.
Assistive AI: The admin Proposal Builder can draft a patient cost proposal server-side (AI keys stay server-side). Proposals are assistive and staff-reviewed before they are sent — never autonomous.
Clinical Intelligence Network

Opened in context, on a shared record

Ambulatory opens onto an encounter_id created upstream in Forge, resolved through a 4-hour, single-use cross-app token. It can be launched from Forge, Surgery, Revela, or Mind — each part of one connected network.

PatientTrac Ambulatory

Operational floor of the surgery center

Forge

Scheduling, registration & billing (837P)

Surgery

Surgical documentation

Continuum

Anesthesia & perioperative record

Revela

Plastic surgery workflows

Mind

Behavioral health

Companion

Patient companion

Profiler

Clinical profiling
A Clear Boundary

Ambulatory runs the floor. Continuum owns anesthesia.

Two apps, no overlap. The operational floor and the anesthesia record are deliberately separate.

PatientTrac Ambulatory

Runs the operational floor

  • Live case console, floor plan, and PACU bed map
  • Equipment, supplies, and medication inventory
  • DEA controlled-substance log, preference cards, charge capture
PatientTrac Continuum

Owns anesthesia & perioperative documentation

  • Authors the anesthesia and perioperative record
  • Ambulatory reads and displays anesthesia vitals only — it never authors them
Security by Mechanism

Concrete controls, not claims

Security is enforced by specific mechanisms — described here in plain terms rather than as a compliance badge.

Email, password & TOTP MFA

Authentication is email + password plus a time-based one-time-password authenticator. No SSO, no OAuth. The QR secret is rendered locally and never sent to a third party.

Row-Level Security & org isolation

Every view is gated by organization and the Ambulatory module entitlement, so a query only ever returns rows the signed-in org is allowed to see.

Hash-chained audit

Controlled-substance access is written to a hash-chained audit store, with patient identifiers SHA-256 hashed before storage.

Strict security headers & server-side keys

Strict headers (frame-deny, no-sniff, referrer and permissions policy) ship with the app, and AI and service keys stay server-side.

Run your surgery center floor with PatientTrac Ambulatory

See the live case console, inventory catalogs, DEA log, and charge capture in a working demo — or sign in if you already have an account.

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