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OvaFlow
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Platform

Source, owner, next step. On every screen.

OvaFlow is a coordination companion designed to work beside the EMR a clinic already runs. Each piece of IVF work stays tied to its signed source, one responsible person and the next action, and nothing counts as done until the clinic's EMR shows it. Staff make every clinical decision.

Watch the walkthroughsRead the status language

One evening · Elena Rivera

From a signed change to an accepted owner

  1. Signed sourceDr. Mira Lee signs version 317:10 PDT
  2. What changedTrigger 20:30 → 20:00 PDTVersion 2 superseded
  3. PreparedReady for review in the EMRWaiting for a person
  4. CheckedOne matching publication verifiedRead back from the portal
  5. Accepted ownerAlex Kim, RN accepted evening nursing follow-up20:28 PDT
Daily-care walkthrough · Fictional patient data

Four modes

How far OvaFlow goes, by design

Each mode has its own label and its own controls, so nobody has to guess whether OvaFlow changed the record. Most work stops at preparing and checking.

See the companion, screen by screen
  1. 01

    Read only

    OvaFlow shows what the EMR record says, beside the chart. Nothing in the EMR changes.

    In the first pilot
  2. 02

    Prepare only

    A draft is prepared from the current signed source and waits for a person to review it.

    In the first pilot
  3. 03

    Human continuation

    An authorized person finishes the step in the clinic's own system. OvaFlow then checks the outcome and labels who did it.

    In the first pilot
  4. 04

    Verified write

    Only for a specific operation a clinic has tested, and every write is read back before it counts.

    Tested in your clinic first

Capabilities

Eleven capabilities, one model

Every capability uses the same source, owner and next-step model. Scroll, hover or tab through the list to watch each one in a prototype walkthrough.

  1. Core coordinationCompanionA compact rail beside the chart that opens into a full workspace without losing your place.
  2. My workOne role-scoped queue: what needs action, what is waiting, and what is done.
  3. Sources & signed changesEvery instruction traced to its signed source, and every change carried to the work it affects.
  4. Ownership & handoffsOffer is not accept. Work changes hands only when the next person says yes.
  5. Care conversationsOne inbox across clinic channels, with checks on who is listening before anything clinical is sent.
  6. Verification & safetyChecked in the EMRDone means the EMR shows it. Unknown stays unknown until someone checks.
  7. SafeguardsDesigned stops for the moments that go wrong: wrong chart, stale link, duplicate send, mismatched label.
  8. Visit capture & dictationOpt-in capture with consent first, a visible recording state, and a draft you review before it goes anywhere.
  9. Recovery & continuityWhen a headset unplugs, a session expires or the network drops, the draft and the right patient stay put.
  10. Always-on workspaceRoutine follow-through under rules your team sets, with a quick pause and a re-check before resuming.
  11. Status languageEleven exact statuses, each saying what is known, what isn't, and what happens next.

Surfaces

The same work on every screen

Desktop, phone, watch and widgets show the same statuses in the same words. The patient companion shows only what the care team has signed.

Why this matters in clinic

Why fertility coordination breaks between the signed chart and the next shift

An ovarian stimulation or embryo transfer episode spans dozens of time-critical handoffs across physicians, monitoring nurses, procedure nurses, anesthesia, embryology, financial clearance and the patient at home. Published patient-safety studies show that outpatient test results lack timely documented follow-up in 6.8% to 62% of laboratory panels [1], while unstructured shift handoffs leave action items unowned until structured closed-loop programs (such as I-PASS) reduce medical errors by 23% and preventable adverse events by 30% [2].

Even when electronic alerts are delivered and opened, read receipts frequently fail to produce clinical follow-through—and broadcasting the same alert to two clinicians at once can reduce action because each assumes the other handled it [3]. OvaFlow sits beside your existing EMR as a dedicated coordination layer: it keeps every instruction tethered to its signed EMR revision, assigns exactly one current owner per scope, and requires readback verification before marking any send complete [4].

West Clinic · Oct 30, 17:10 PDT

How one signed 8:00 PM trigger change reaches each team

One signed source · Four linked commitments + evening follow-up
Signed in the clinic EMR17:10 PDT · Oct 30

Dr. Mira Lee signs version 3 for Elena Rivera: trigger moved from 20:30 PDT (version 2) to 20:00 PDT

Scheduled egg retrieval: Nov 1, 2026 at 07:00 PST — 36 hours 00 minutes elapsed across the Daylight Saving Time clock change.

1 · Day nursing17:16 PDT

Patient portal instruction

Nora Ruiz, RN publishes version 3 (8:00 PM, Oct 30) in the portal. Older version 2 text links redirect to version 3.

One matching publication verified
2 · Procedure room & anesthesiaNov 1 · 07:00 PST

Operating room & anesthesia slot

Tracks explicit re-commitment from procedure scheduling and anesthesia for the 07:00 PST retrieval slot.

Whole-team commitment tracked
3 · Embryology labNov 1 · 07:00 PST

Dish prep & lab readiness

Updates lab preparation timing for Elena’s retrieval while keeping specimen witnessing inside the lab’s own system.

Aligned to version 3 source
4 · Evening on-call & physician20:22 → 20:28 PDT

8:20 PM dose report & handoff

Elena reports injecting at 20:20 PDT (received 20:22 PDT). Alex Kim, RN accepts the callback at 20:28 PDT; Dr. Mira Lee reviews the 20-minute difference.

Clinical review pending (Dr. Mira Lee)
Figure 1 · Clinical orders and signatures stay in your EMR. When Dr. Mira Lee signs version 3 at 17:10 PDT, OvaFlow keeps each downstream team’s obligation separate until its own evidence is recorded.
Clinical terms:Morning monitoringTrigger shotEgg retrievalWitnessing

Worked example from the cast

How Elena Rivera’s 8:00 PM trigger change reaches each team

How one signed 30-minute amendment moves across the EMR, patient portal, procedure scheduling, evening handoff, and clinician review without losing a single thread.

Read the full Daily Care story →
Step-by-step walkthrough

How Elena Rivera’s 8:00 PM trigger change reaches each team

  1. Step 0117:10 PDT

    Dr. Mira Lee

    Clinic EMR + Workspace
    Ready for review in the EMRSigns version 3 (20:00 PDT trigger)

    After reviewing Elena Rivera’s Cycle Day 11 estradiol (2,840 pg/mL) and ultrasound, Dr. Mira Lee signs version 3 moving the trigger shot from 20:30 PDT to 20:00 PDT on Oct 30 for a Nov 1, 07:00 PST retrieval (36 hours across the PDT-to-PST clock change). OvaFlow retires version 2 and opens four linked tasks: patient instruction, procedure slot, anesthesia hold, and lab prep.

  2. Step 0217:16 PDT

    Nora Ruiz, RN

    Docked Companion
    One matching publication verifiedPublished version 3 in portal

    Nora Ruiz, RN reviews the prepared version 3 instruction beside Elena’s chart, publishes it in the clinic portal, and waits for OvaFlow to read back the matching published record. Closing the portal publication leaves the procedure, anesthesia, lab, and evening callback obligations open.

  3. Step 0320:22 PDT

    Elena Rivera

    Patient Mobile (8:20 PM, Oct 30)
    Patient-reported use · 20:20 PDTReported 8:20 PM, Oct 30 dose

    Elena taps an older version 2 text notification on her phone; OvaFlow blocks the outdated 8:30 PM view and opens the current signed 8:00 PM, Oct 30 instruction. Elena reports that she injected at 8:20 PM, Oct 30 (20:20 PDT), and the clinic receives her report at 20:22 PDT—preserved in her exact words alongside the 20:00 PDT signed order.

  4. Step 0420:28 PDT

    Alex Kim, RN & Dr. Mira Lee

    On-Call Mobile + Clinic EMR
    Alex Kim, RN accepted follow-upClinical review stays with Dr. Lee

    Nora Ruiz, RN offers evening nursing follow-up to Alex Kim, RN at 20:26 PDT. Reading the card at 20:27 PDT changes nothing; Alex explicitly accepts at 20:28 PDT. Meanwhile, the 20-minute interval check (35h 40m to the Nov 1, 07:00 PST retrieval) stays under “Clinical review pending” with Dr. Mira Lee.

Figure 2 · Four-step walkthrough showing who holds responsibility, which screen is active, and which status applies at each timestamp.

System boundaries

What OvaFlow handles and what stays with your EMR and clinical team

Clear operational boundaries keep clinical authority, prescribing, and laboratory witnessing inside your clinic’s own systems. See AI & clinical boundaries for full governance rules.

What OvaFlow does here

  • Tracks every open obligation, expected lab or ultrasound result, and shift handoff back to its signed EMR source.
  • Assigns one explicit owner per task and holds outgoing ownership until the receiving person presses Accept.
  • Intercepts wrong-chart placement, superseded patient links, unconfirmed recipient changes, and duplicate sends before they happen.
  • Reads back the clinic’s EMR or portal record before closing any publication or save obligation.

What OvaFlow never does

  • Never replaces your EMR as the legal system of record, never signs clinical orders, and never modifies signed instructions.
  • Never prescribes medications or routes around the clinic’s own e-prescribing workflow.
  • Never performs or overrides laboratory specimen witnessing—barcode discrepancies hand off to your lab’s electronic witnessing system.
  • Never answers patient dose or symptom questions with automated clinical advice.

Questions & primary sources

Answers for clinicians, practice leaders, and patients

Does OvaFlow require nurses to chart every update twice—once in the EMR and once in OvaFlow?Clinicians & coordinators

No. Clinical orders, flowsheet values, and signatures happen in your EMR. OvaFlow observes the signed EMR state, stages drafts for human continuation, and reads back the saved EMR record so coordination tasks update without double entry.

How can a practice evaluate OvaFlow’s workflows before connecting live clinic systems?Practice leaders & owners

Every workflow on this site runs against deterministic, fictional IVF episodes modeled beside representative fertility EMR screens (Artisan, nAble IVF, and eIVF patterns). We walk your leadership and nursing leads through your own shift handoff and trigger-change bottlenecks using synthetic records first.

What happens if my doctor updates my trigger time in the late afternoon and I accidentally tap an earlier text message?Patients & families

OvaFlow retires the superseded link so tapping an older message opens your current signed instruction instead, and any dose time you report is shown directly to your nursing team and physician.

Primary clinical & safety references (4 sources)View citations
  1. Callen JL, Westbrook JI, Georgiou A, Li J (2012). Failure to follow-up test results for ambulatory patients: a systematic review. Journal of General Internal Medicine 27(10):1334-1348. — Systematic review across 19 outpatient studies showing 6.8%–62% of abnormal lab results and 1.0%–35.7% of imaging results lacked documented follow-up.
  2. Starmer AJ, Spector ND, Srivastava R, et al. (2014). Changes in Medical Errors after Implementation of a Handoff Program (I-PASS). New England Journal of Medicine 371(19):1803-1812. — Structured handoffs with explicit action lists and receiver synthesis reduced medical errors by 23% and preventable adverse events by 30% across 10,740 admissions.
  3. Singh H, Thomas EJ, Mani S, et al. (2009). Timely follow-up of abnormal diagnostic imaging test results in an outpatient setting. Archives of Internal Medicine 169(17):1578-1586. — Demonstrated that read/acknowledged alerts still lacked timely follow-up in 7.7% of cases and that dual-alerting two clinicians increased unacted-on results via diffusion of responsibility.
  4. Office of the National Coordinator for Health IT (ONC) (2025). SAFER Guides: Test Results Reporting and Follow-Up & Computerized Provider Order Entry. HealthIT.gov Clinical Quality and Safety Guides. — Recommends closed-loop tracking of diagnostic results, clear responsibility assignment, and verification of order/result state across health IT interfaces.

Walkthroughs

See one evening, start to finish

Prototype recordings with fictional patient data, beside modeled EMR screens.

All walkthroughs

Next step

Walk one evening of your clinic through it.

We'll follow a signed change from the source to the person who owns it and the check in the EMR, in the prototype. Fictional records only; please don't send patient data.

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