Odoo-Based Surgical Planning and Care Pathway Automation for BV Colle Clinic
BV Colle Clinic is a specialized medical clinic led by Dr. Julien Colle, focusing on surgical and aesthetic procedures. The clinic manages multiple surgery-related activities, including patient consultations, surgery planning, informed consent, admission documents, post-operative follow-ups, hospital operating room coordination, invoicing, and patient communication.
Before the Odoo implementation, several important steps were handled across different systems and manual workflows. Mediris was used for medical records and consultations, TextExpander was used to prepare admission documents, and many surgery-related tasks were manually coordinated by the surgeon and secretariat. The clinic wanted to keep Mediris as the primary medical record system while using Odoo for surgery planning, administration, automation, documents, tasks, invoicing, and workflow monitoring.
The customer required a customized Odoo solution to manage the complete surgery planning and care pathway process from consultation to post-operative follow-up.
The main requirements included:
- Import patient data from Mediris and create or update customer records in Odoo.
- Create an internal surgical planning agenda for Dr. Colle to plan surgeries based on procedure type, location, anesthesia type, and surgery date.
- Manage surgery records and procedure-specific workflows inside Odoo.
- Automatically generate care pathway tasks, reminders, documents, emails, and follow-up activities based on the selected surgery date.
- Configure different workflow rules for different surgical procedures.
- Integrate informed consent documents with Odoo eSign, including patient signature tracking and deadline reminders.
- Generate automated reminders and notifications for patients, the secretariat, and the surgeon.
- Manage invoices, payment tracking, split-payment logic, and payment reminders.
- Replace the existing TextExpander-based admission document process with an Odoo-based digital admission form and PDF generation.
- Manage hospital operating room booking tasks, including days, hours, location, and availability blocks.
- Plan post-operative consultations based on procedure-specific rules.
- Provide dashboard and status monitoring for all planned surgeries.
- Handle surgery rescheduling and cancellation with automatic recalculation or closure of pending tasks.
- Prepare email templates and workflow automation for patient communication and internal coordination.
BV Colle Clinic was facing several operational challenges due to manual and disconnected workflows.
1. Manual Surgery Planning
Surgery planning was not managed in one centralized system. The clinic needed a dedicated internal surgical agenda where only Dr. Colle could plan surgeries. The agenda had to support regular operating blocks, such as hospital surgeries and private practice surgeries, while also allowing operating days to be opened or closed when required.
2. Multiple Systems Without Complete Automation
Mediris was used for medical records and consultations, while TextExpander was used for admission documents. This created duplicate work and required manual document preparation. The clinic needed Odoo to manage planning and administration without replacing Mediris as the medical record system.
3. Procedure-Specific Complexity
Each surgery type had different requirements. For example, breast augmentation required implant-related tasks and multiple informed consent documents, rhinoplasty required a pre-operative ENT consult, and facelift required compression band planning and specific post-operative visits. A single generic workflow was not enough.
4. Risk of Missed Tasks and Deadlines
Important tasks such as informed consent signing, payment collection, hospital OR booking, implant ordering, pre-operative medication, lab tests, ECG, PAC consults, and post-operative visits needed to be completed before or after surgery at specific times. Manual tracking increased the risk of missed deadlines.
5. Manual Admission Document Preparation
The admission document was previously prepared using TextExpander, printed as a PDF, and handed to the patient. The customer wanted this process to be rebuilt in Odoo using a digital form that could generate a Dutch PDF on clinic letterhead and create related tasks automatically.
6. Lack of Central Dashboard Visibility
The surgeon and secretariat needed a clear dashboard showing the status of each planned surgery, including informed consent, payments, hospital booking, post-op consults, patient tasks, and any blocking issues.
Vraja Technologies designed a customized Odoo-based surgery planning and care pathway automation solution for BV Colle Clinic. The solution connects patient administration, surgery scheduling, automated tasks, documents, eSign, invoicing, reminders, and dashboards into one structured workflow.
Key Features Delivered / Proposed
1. Mediris Patient Data Import
We designed a process to import patient data from Mediris into Odoo and automatically create or update customer records. This helps avoid duplicate manual data entry while keeping Mediris as the main medical record system.
2. Internal Surgical Planning Agenda
A dedicated internal surgical agenda was created in Odoo for surgery planning. This agenda is not patient-bookable and is used only by Dr. Colle to plan operations.
The agenda supports:
- Procedure type
- Surgery date
- Surgery location
- Anesthesia type
- Hospital or private practice selection
- Default operating blocks
- Open and close time blocks
- Extra surgery slot management
- Public holiday or unavailable block handling
For hospital procedures, Odoo creates a task for the secretariat to book the surgery in the hospital’s own operating room system. For private practice procedures, this hospital booking task is skipped.
3. Surgery Record and Procedure Management
Each planned surgery is stored as a structured surgery record in Odoo. The record includes patient details, procedure type, surgery date, location, anesthesia, assigned tasks, documents, payment status, eSign status, and post-operative planning.
4. Automated Care Pathway Generation
When a surgery is planned, Odoo automatically generates a care pathway based on the selected procedure and surgery date.
The pathway can generate:
- Patient emails
- Secretariat tasks
- Surgeon tasks
- Admission documents
- Informed consent documents
- Payment reminders
- Post-operative follow-up tasks
- Hospital booking tasks
- Procedure-specific checklist items
All deadlines are calculated relative to the surgery date, such as two weeks before surgery, one month before surgery, ten days before surgery, or one week after surgery.
5. Procedure-Specific Workflow Rules
Vraja Technologies configured flexible procedure-specific workflows so that each surgery type can have its own rules.
Examples:
- Breast augmentation: implant ordering, support bra flow, multiple informed consent documents.
- Breast reduction: mutuality or insurance approval verification.
- DIEP flap reconstruction: special workflow starting after Consult 1 instead of Consult 2.
- Blepharoplasty: pre-operative medication task.
- Skin lesion excision: pathology follow-up task.
- Brow lift: different post-op consult timing for direct excision and gliding brow lift.
- Facelift and neck lift: compression band planning, dressing removal, drain removal, and post-op consults.
- Otoplasty: post-op dressing removal and supportive headband reminder.
- Rhinoplasty: pre-operative ENT consult and splint removal appointment.
This made the system flexible enough to support multiple surgical pathways instead of using one fixed process for all patients.
6. Odoo eSign Integration for Informed Consent
The solution includes informed consent handling using Odoo eSign.
Key functions include:
- Procedure-specific informed consent templates
- Multiple informed consents for one procedure if required
- Patient signature using itsme or standard electronic signature
- Signing deadline tracking
- Automatic reminders before the deadline
- Secretariat follow-up tasks for unsigned documents
- Status visibility inside the surgery pathway
The system helps ensure that informed consent documents are sent, signed, and tracked before surgery.
7. Automated Reminders and Notifications
Automated email reminders and internal notifications were designed for both patients and the clinic team.
Examples include:
- Reminder for unsigned informed consent
- Payment reminder before surgery
- Surgery instruction email one day before surgery
- Patient to-do summary
- Secretariat alerts for missing approvals or pending tasks
- Post-operative communication
- Optional review request after surgery
This reduces manual follow-up and helps the clinic maintain timely communication.
8. Invoice and Payment Management
The Odoo workflow includes invoice and payment management for surgery planning.
The system supports:
- Agreement and invoice generation after surgery planning
- Split payment logic between clinic and hospital parts
- Bank transfer payment tracking
- Stripe terminal payment
- Stripe online payment
- Payment deadline reminders
- Secretariat alerts if payment is not completed before the deadline
- Payment status visibility on the surgery record
This helps the clinic manage financial follow-up directly from Odoo.
9. Digital Admission Form and PDF Generation
Vraja Technologies designed an Odoo-based digital admission form to replace the existing TextExpander workflow.
The admission form allows the user to select applicable options such as:
- Place of surgery
- Check-in date and time
- Local or general anesthesia
- Items to bring
- Insurance approval
- Support bra or compression garment
- RX, ultrasound, mammography, blood test, ECG
- PAC consult
- ENT consult
- Shaving instructions
- Informed consent status
- Payment status
- Medication details
Based on selected options, Odoo generates a patient-friendly Dutch PDF on the clinic’s letterhead. Some options are printed only on the PDF, while others automatically create tasks for the patient, secretariat, or surgeon.
10. Hospital Operating Room Booking Workflow
For surgeries performed in a hospital, Odoo automatically creates a secretariat task to book the procedure in the hospital’s operating room planning system.
The solution also supports:
- Hospital location selection
- Operating day and hour configuration
- Default hospital surgery blocks
- Private practice surgery blocks
- Closing unavailable blocks
- Opening additional surgery blocks
- Separating hospital surgery workflow from private practice workflow
This ensures the hospital booking step is not missed.
11. Post-Operative Follow-Up Planning
The system automatically plans post-operative follow-up consultations based on the procedure.
The surgeon can define whether the follow-up should happen on:
- A fixed day, such as 3 days after surgery
- A flexible window, such as 12 to 15 days after surgery
For combined procedures, Odoo can consolidate overlapping post-operative visits into a single visit when dates match.
12. Rescheduling and Cancellation Handling
If a surgery date is changed, Odoo automatically recalculates all open date-based tasks. Completed tasks are not resent or recreated.
If a surgery is cancelled, Odoo closes open pathway tasks and applies the required cancellation workflow.
This prevents incorrect reminders, outdated tasks, and manual rework.
The customized Odoo solution helped the clinic move from manual, fragmented processes to a structured and automated surgery management workflow.
Key benefits include:
- Reduced manual administrative work
- Centralized surgery planning in Odoo
- Improved coordination between surgeon and secretariat
- Automated patient communication
- Better tracking of informed consent and payments
- Fewer missed deadlines
- Procedure-specific automation
- Faster admission document generation
- Clear visibility through dashboards
- Better control over surgery rescheduling and cancellation
- Improved patient experience through timely reminders and structured follow-up
Vraja Technologies provided a tailored Odoo solution for BV Colle Clinic to manage surgery planning, care pathways, documents, eSign, invoicing, reminders, and post-operative follow-up in one centralized system.
The solution was designed to respect the clinic’s existing Mediris medical record workflow while using Odoo as the main platform for planning, administration, automation, and monitoring. With configurable procedure-specific pathways, automated tasks, digital documents, and dashboard visibility, the clinic can manage complex surgical workflows more efficiently and with better control.
This gives the clinic one central record for each surgery instead of scattered manual notes and separate systems.
