System for surgery planning, patient preparation, and OR management
Promedheus automates and streamlines key hospital processes – improving operational efficiency, reducing costs, and enhancing both patient and staff satisfaction. Powered by AI and a modular architecture, it easily adapts to the specific needs of different healthcare facilities.
The system was created for hospitals aiming to perform more surgeries without expanding their teams or infrastructure. Promedheus streamlines surgery planning, patient preparation, and day-to-day OR operations — all within a single, web-based tool. As a result, it reduces errors, delays, and the need for manual coordination, helping hospitals increase procedure volumes and make better use of available resources.
Business needs
Before implementing the Promedheus system, the hospital faced challenges in coordinating surgical procedures. Inefficient use of resources – operating rooms and medical staff – led to delays, idle time, and even surgery cancellations. Manual process management was prone to errors in patient preparation and made communication between hospital teams more difficult.
Key issues before implementation:
• Suboptimal surgery planning and resource allocation
• Downtime and underutilized operating rooms
• Difficulties in coordinating medical and administrative staff
• Errors in patient preparation for procedures
• Lack of automated tools for interdepartmental communication
Our approach
During the development of the Promedheus system, we focused on understanding the hospital’s specific challenges and user needs. We conducted in-depth interviews and process analyses to identify key inefficiencies and tailor the system to the staff’s daily workflows. At every stage, we collaborated closely with hospital teams, which helped us avoid unnecessary features and ensure a perfect fit. As a result, Promedheus became a solution that genuinely supports efficiency and quality of work – from the operating room to hospital administration.
About the Client
A private multi-specialty hospital with three modern operating rooms. The facility offers a wide range of medical services, including orthopedics, surgery, gynecology, and ENT. The hospital management needed a system that would ensure smooth workflow organization, effective patient pathway management, and improved efficiency across key processes.
Implemented solution
The Promedheus system was tailored to the specific needs of the hospital and divided into modules aligned with the roles of various users — patient care assistants, surgeons, OR coordinators, nurses, and administrative staff. Its modular structure provided the flexibility needed to adapt the system to the hospital’s diverse workflows.
System features
Patient preparation for surgery
The system supports hospital staff in the complete preparation of patients for surgery. Each step – from qualification, consultations, and tests to final documentation – is tracked and updated within the system, giving all teams real-time access to the patient’s readiness status. This removes the need for phone calls or scattered information across departments. In addition, the system automatically sends SMS reminders to patients with their scheduled surgery time and preparation instructions, reducing the risk of misunderstandings or no-shows.
Benefits: Fewer preparation errors, better coordination, and improved on-time surgery performance.
Surgery planning
The system enables efficient scheduling of surgical procedures based on the availability of operating rooms and medical teams. A clear timeline view helps OR coordinators quickly identify conflicts, overloads, and available time slots. Any updates to the schedule are reflected immediately for all relevant teams. The surgery plan is fully synchronized with other system features, ensuring that changes are automatically reflected across the OR, wards, and mobile applications. SMS notifications with updated surgery times are sent to staff and patients as needed.
Benefits: Shorter planning time, better resource utilization, and increased surgical capacity.
Live operating schedule
Displayed on screens located in key hospital areas, the system provides real-time visibility into the surgical schedule, operation statuses, and information about upcoming patients. Medical staff have constant access to current data, enabling faster response to changes and minimizing misunderstandings. The LIVE view eliminates the need for phone-based confirmations of procedure stages and assignments. It serves as a central source of information throughout the surgical day, supporting smooth coordination and reducing delays caused by communication gaps.
Benefits: Full transparency of surgical plans and patient statuses, better coordination of medical teams.
Mobile tablet app
The tablet-based app allows staff to register each stage of the patient’s journey – from being called to the OR, through anesthesia and surgery, to transfer back to the ward. Each handover between teams is recorded in real time using RFID or NFC cards, ensuring accurate tracking at every step. All data captured in the app is instantly reflected in the system, supporting smooth coordination and providing full transparency throughout the surgical day. This information also serves as a valuable source for operational analytics and identifying process bottlenecks. Benefits: Accurate real-time tracking of the patient pathway, better internal coordination, and actionable data for performance analysis.
Bed management in hospital wards
The system supports the planning and day-to-day management of inpatient beds. It provides a real-time overview of bed availability, patient placement, and upcoming discharges. Based on defined criteria, the system suggests optimal bed assignments and automatically notifies cleaning staff when a room becomes available and needs to be prepared. This feature is integrated with the surgery schedule, allowing potential bed availability conflicts to be identified early — already at the planning stage.
Benefits: Better use of available beds, smoother patient flow, and fewer unnecessary delays on the wards.
System settings and configuration
Promedheus allows full customization to match the structure and workflows of a specific hospital. Administrators can define user roles, access levels, procedure categories, pricing structures, and security rules. The system also supports flexible configuration of ORs, wards, and medical teams, making implementation easier across various hospital types. Thanks to this configurability, Promedheus can scale from a single operating room to large, multi-department hospitals.
Benefits: High deployment flexibility, compliance with security policies, and easy system administration.
Implementation benefits
Significant cost savings
Automation and better resource utilization helped reduce costs by a seven-figure amount, directly improving the hospital’s financial performance.
Increased operational efficiency
The system enabled a higher number of surgeries while reducing operating room downtime and eliminating delays caused by scheduling errors.
Improved communication
A streamlined flow of information between five key hospital departments significantly reduced delays and improved overall staff efficiency.
Higher patient satisfaction
Better organization and process transparency led to fewer canceled procedures and an improved patient experience.
Long-term scalability
The system’s modular architecture allows for continuous development and easy integration of new features, helping the hospital respond flexibly to growing demands and evolving needs.
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