How to Automate Office Practicum

Well-child visits are scheduled years before they happen

Office Practicum is a paediatric EHR and practice management system, built for practices that see nobody over eighteen. Staff call it OP. It holds the chart, the schedule, the vaccine record and the billing for a patient who arrives at two days old and leaves for adult medicine two decades later.

Paediatrics is a different business from the rest of ambulatory medicine. The patient cannot answer a question, consent to anything or pay a bill. The customer is a parent, the record is really a family, and dosing is calculated by weight, which changes every few months. Most visits are not for illness at all. They are well-child checks on a schedule that starts at birth and runs through adolescence, each carrying screenings, vaccines and a measurement that only means something next to the last one.

So the practice knows years ahead who is due and roughly when. That is unusual, and it is why a paediatric front desk lives on lists.

Registry checks and school forms land on the same desk

Knowing what is coming does not make the work smaller. It makes it constant.

A child transfers in and their immunisation history has to be reconciled against the state registry, a separate website with its own login and its own idea of what was given. Vaccine stock is ordered through a supplier or state portal and counted against a fridge, and the doses cost enough that a miscount is a real number. August brings school and camp forms, sports physicals and kindergarten entry requirements, most arriving as requests from schools rather than parents.

Then the ordinary insurance work. Coverage checked before tomorrow's clinic, because a family's plan changed in January and nobody told the practice. An authorisation for a referral to the children's hospital. A denial that only the payer's own site will explain.

None of it happens in the exam room, and all of it happens on somebody else's website.

Office Practicum

Registries reconciled, not guessed at Immunisation histories read off the registry that holds them, so a gap in a transferred-in record turns up before a school deadline does.

Coverage checked before the visit Tomorrow's clinic run against each payer's site, so a lapsed plan is a phone call the day before rather than a surprise at check-in.

Forms ready when August arrives School, camp and sports form requests gathered and matched to the child, with the ones still needing a physical flagged first.

VacLogic+ and the Bright Futures templates handle what happens in the room

Office Practicum has done much of this already, and a practice paying for it should be running all of it before adding anything.

VacLogic+ is its own vaccine management module, aimed at the part of paediatrics that carries the most risk and the most inventory. Visit templates follow AAP Bright Futures protocols by age and symptom. Growth charts are hybrid WHO and CDC, with separate curves for preemies and Down syndrome, and ePrescribing does weight-based dosing with allergy checking. Screening tools sit in the chart, including M-CHAT-R, CRAFFT and the Asthma Control Test, with a two-way link to CHADIS. School and camp forms complete in a click, OP Notify sends reminders by email, text and call, and patient recalls build the list of who is overdue. Superbill charges are created as the provider documents.

The record also connects out, to state immunisation information systems, pharmacies and health information exchanges. That is worth having, and it is still a connection, which reaches only the places that built one.

The payer's portal did not. Neither did the vaccine ordering site, the school district waiting on a form, or the registry in the state a family just moved from.

The registry, the payer and the school can all be checked overnight

The recall list stops being where the job ends, because the registry, the payer's portal and the ordering site all open to a login the practice already has.

Tomorrow's clinic run against each payer's portal overnight, so a lapsed plan is found before a parent is at the desk with a toddler on their hip. Immunisation histories for transferred-in children read off the registry that holds them, with discrepancies listed rather than discovered at a kindergarten deadline. Vaccine orders followed on the ordering portal, so a backordered lot is known in the week the clinic could still be moved.

Authorisations for specialist referrals checked on the payer's site every few days, so a delay is chased in week one instead of on the morning of the appointment. Denials collected with their appeal deadlines attached, sorted by which closes soonest. School and camp form requests gathered from wherever they arrived and matched to the child, with the ones lacking a recent physical flagged.

One line does not move in a clinical setting. Gathering runs unattended. Anything that writes to a chart, submits a claim or reaches a family is prepared and left for a qualified person. Reading a registry is clerical. Deciding what a discrepancy means is not.

Every one of those logins already belongs to your staff

The opening and reading falls, in most practices, to the person hired to greet families.

WebRun is an AI agent that works a real Chrome browser, signed in exactly as your staff are. It opens the registry, the payer portal or the ordering site, reads what is there, and leaves the exceptions in a list before the first appointment.

It runs on your schedule in your own private environment, sessions are not shared between tools, and a workflow can be locked to a named list of sites. You can watch a run and stop it at any point.

The workflows below are already built, and each one names what it opens.