Pre-Op Clearance Coordination for Surgery Practices

Holds a per-case clearance checklist your practice writes: cardiology or primary care sign-off, labs, EKG, imaging, anesthesia review, and any consent or form your surgeons require before the date
Places outbound calls to referring and consulting offices to request or follow up on outstanding clearance, records the response verbatim, and leaves your fax and callback details in a consistent format
Answers the inbound half of the same loop, so a cardiology scheduler calling back at four in the afternoon reaches a system that already knows which patient and which document they mean
Calls the patient about the pieces only the patient controls, including booking the clearance visit itself, confirming it happened, and reporting which office they actually attended
Any clinical question raised by the other office, including whether a medication should be held or a study repeated, routes to your clinical staff and is never answered on the call
Delivers a per-case status your surgical scheduler can read at a glance: what is on file, what was requested and when, who was last spoken to, and what remains outstanding

How it pays back

The Date Is Booked Before the Paperwork Exists

A surgical practice commits to an operating room date in clinic, then spends the next three weeks assembling the documents that make the date safe to keep. Nothing about that sequence is optional, and none of it happens without a person on the telephone. The work is administrative chasing wearing a clinical label.

Chasing Other Offices Is Phone Work

Portals help when both practices use the same one. The rest of the time it is a fax that was never received, a cardiology office whose scheduler returns calls after two, and a primary care office that wants the request repeated. Outbound calling that runs all day, in the languages your patients speak, is the only thing that moves those cases.

Every Case Carries a Different Checklist

What a case needs before it can proceed is a clinical decision your surgeons and your anesthesia group make. The system never decides that. It holds the list you authored for that case, states plainly what is missing, and repeats the request until the item arrives or your staff intervene.

Missing Documents Surface Earlier, Not on the Morning

A clearance letter that is discovered missing the day before surgery is a cancellation, a wasted block, and a patient who has already stopped eating and arranged time off. Continuous status chasing means the gap shows up while there is still room to fix it or to release the time to another case.

Outbound and inbound together

Clearance chasing runs while every incoming line is still answered immediately

Your checklist, per case

Requirements are authored by your surgeons and anesthesia group, never inferred

HIPAA BAA included

Clearance documents and identifiers encrypted with AES-256 at rest and TLS in transit

Frequently asked questions

Does the AI decide what clearance a patient needs?

No. Your surgeons and your anesthesia group decide, and the requirement list for each case is configured by your staff. The system executes that list, reports what is outstanding, and makes no medical judgement about whether a case is ready to proceed.

Can it actually call another physician's office?

Yes. Outbound calls to referring and consulting offices run on the schedule and attempt limits you set. It identifies the practice, names the patient and the document requested, captures what the other office says, and routes anything clinical to your team.

What happens if the other office asks a clinical question?

It is captured word for word and routed to the staff member your protocol names. The system does not answer clinical questions, does not agree to a change in plan, and does not confirm that a patient is cleared for surgery.

Can it tell the patient their surgery is still on?

Only what your staff have already confirmed and permitted it to state. It will not tell a patient a date is secure while a required item is outstanding, and it will not tell a patient a case is cancelled unless your practice has made that decision and recorded it.

Where does clearance status end up?

In the destination you choose: an EMR task, a surgical scheduling worklist, a shared inbox, or a structured summary your staff file. Writeback is available through API or FHIR for supported systems, available through secure workflow automation elsewhere, and custom integration is available where no interface exists.

Does it book the pre-anesthesia or clearance appointment itself?

Where your rules and your schedule integration allow, it can book into the slots you expose. Where it cannot, it captures the patient's availability and the office involved and hands a ready-to-work task to your scheduler rather than leaving a voicemail.

Chasing Cardiology Clearance Before the OR Date Slips