Product preview · Fictional patient data
For procedure & anesthesia teams
A retrieval needs a physician, anesthesia, the OR and embryology at the same time. OvaFlow checks each commitment, raises late results before the cutoff and names who calls tomorrow.
Whole-team commitment: slot confirmed
Who this is for
Procedure coordinators, anesthesia, OR and recovery teams.
One procedure day
Four commitments lock into the new slot, a late result surfaces before the cutoff, and nobody goes home without a named owner for the next-day call.
A rescheduled retrieval slot booked without the anesthesiologist, embryologist and physician committed.
A whole-team commitment check for every slot.
Outside results still overdue at the cutoff.
Overdue outside results raised before the cutoff.
Anesthesia questions unresolved on the day.
Pre-op questions resolved and visible.
Discharge with no next-day owner.
Discharge with a named follow-up owner.
A shift with OvaFlow
Drawn from the prototype walkthroughs. Times are from the fictional demonstration day.
Oocyte retrievals and embryo transfers compress four distinct specialties—REI physician, anesthesia provider, OR/recovery nursing, and embryology—into tightly timed 20-to-30-minute procedure slots anchored ~36 hours after trigger. ASRM minimum staffing standards and multi-society perioperative anesthesia guidance require coordinated room readiness, individualized pre-op medication and fasting review, and named post-discharge follow-up [1, 2, 3].
External infectious-disease panel, CBC, or cardiology note due before retrieval
An overdue outside lab is discovered at 06:45 on retrieval morning after the patient is already NPO in pre-op.
Raises overdue outside results before the D−1 cutoff with a named clinician owner for review
Escalated before cutoff · Owner assignedTrigger v3 (20:00 PDT) aligns retrieval slot for Nov 1 · 07:00 PST
A scheduler moves the calendar block, assuming anesthesia and the embryology bench saw the change.
Holds slot as 'Proposed' until Physician, Anesthesia, OR Nurse, and Embryology each confirm
4 / 4 committed · Slot confirmedAnesthesia pre-op questionnaire, airway history, and GLP-1 receptor agonist disclosure
Open anesthesia questions sit in a portal message nobody in the pre-op bay can see, or static templates miss active meds.
Surfaces open pre-op questions and anesthesia provider sign-off status on the procedure board
Pre-op question resolved · Visible to OROR time-out, follicular aspiration, and pass-through window to embryology
Verbal room updates after a late trigger injection fail to reach the anesthesia and lab pass-through check.
Displays both the signed 20:00 PDT trigger and Elena's reported 20:20 PDT injection on the retrieval brief
OR & Lab aligned · Time-out readyPost-anesthesia recovery score, OHSS risk watch, and discharge instructions
Patient goes home with a paper sheet, but no specific nurse owns the next-day post-retrieval symptom check.
Requires a named Discharge owner for the Day+1 callback and displays clinic 24/7 line & 911
Discharge owner named · Next-day queuedWorked procedure-day example · Nov 1 · 07:00 PST Retrieval Slot
When Dr. Mira Lee signs Trigger v3 on Oct 30 (for 20:00 PDT), Elena Rivera's oocyte retrieval is set for Nov 1 at 07:00 PST. Trace how the procedure coordinator, anesthesiologist, OR nurse, and embryologist coordinate the slot, pre-op clearance, and recovery discharge.
Why this moment matters in an IVF clinic
In an ambulatory reproductive surgery center, moving a retrieval time affects sedation staffing, incubator dish equilibration in the embryology lab, and the 36-hour post-trigger ovulation window. Furthermore, 2024 multi-society perioperative guidance on GLP-1 receptor agonists requires individualized pre-op risk assessment rather than an unreviewed checkbox [1, 2, 3].
When the retrieval slot moves to 07:00 PST, OvaFlow does not treat a calendar drag-and-drop as a confirmed procedure. The slot remains in 'Awaiting team commitment' until the REI physician, anesthesiologist, OR nurse, and embryology bench each record their confirmation.[1][3]
An outside lab result still pending at the afternoon pre-op cutoff is raised directly on the procedure readiness queue with a named owner, preventing a surprise cancellation after the patient arrives NPO on retrieval morning.[1]
Consistent with multi-society perioperative GLP-1 and sedation guidance, an open anesthesia question regarding pre-op medication timing and gastric symptom screening is flagged for the anesthesia provider and marked resolved before room roll-back.[2]
At discharge, OvaFlow separates clinical discharge sign-off (which stays in the EMR) from operational follow-up: the case cannot leave the active recovery board without a named nurse owning tomorrow's post-retrieval check-in call.[1][4]
Overdue outside labs are raised before the afternoon cutoff, and all four teams must confirm before the moved slot shows as booked.
Holding a calendar slot never substitutes for anesthesia clearance, surgical readiness, or signed discharge.
A moved retrieval time is confirmed only after every procedure team commits, and nobody is discharged without a named nurse for tomorrow's call.
Prototype walkthroughs
Recorded from the interactive design prototype with fictional patient data. Open one to play it here with chapters and captions.
Every member of the procedure team commits to the slot, a mid-cycle insurance change rebuilds the estimate, consent lands on the right person's chart, and the interpreter is booked for every visit.
One signed change reaches instructions, the OR, anesthesia and the lab. Later an outside emergency visit for OHSS turns a planned fresh transfer into freeze-all.
Common questions & sources
How OvaFlow handles edge cases, clinical authority, and source-system boundaries for this role.
Rather than waiting for the morning huddle, OvaFlow tracks expected outside results against your clinic's pre-op cutoff time the day before. If a result is still unreturned at cutoff, it escalates to a named owner while there is still time to obtain it.
Never. Pre-op medication and fasting instructions come only from your anesthesia and clinical teams' signed instructions in the EMR. OvaFlow tracks whether open pre-op questions have been answered by the anesthesia team before procedure day.[2]
Next step
See how Physician, Anesthesia, OR, and Embryology commit to a moved retrieval slot and assign next-day recovery follow-up.