Does any of this sound familiar?
Most departments run at least one process on paper, a spreadsheet or a shared mailbox. It works until someone asks a question it cannot answer.
Requests get lost
A referral or request sits in a shared mailbox, a tray or a spreadsheet row, and nobody owns it until someone asks where it went.
Nobody can say how long someone has waited
The spreadsheet has a date column, but no one can report the oldest wait, the average wait, or how many are in each stage right now.
Audits ask for a trail that does not exist
Who changed the status, when, and why? With paper and spreadsheets the honest answer is usually a guess.
The EMR cannot do it in time
A change request takes 12 to 18 months, and a survey or forms tool only captures data. It does not run a workflow.
What happens to one record
CassianForms is not a survey tool. It runs the process: who has the record, how long they have had it, and what happens next.
Your form, online
We build the web form from your paper form or spreadsheet, field for field, with your wording. One page, your sections, your mandatory fields.
A status on every record
Each record carries a status you define: received, in triage, ready to book, booked, closed. Status moves only when someone deliberately changes it.
A dated history
Every status change records who, when, from what, to what, and an optional reason. It is visible on the record and exportable.
A thread, not a free-text box
Updates and comments are a dated, attributed thread on the record, so the next person can see what was done.
A dashboard that answers the question
Counts per status, longest wait and average wait, with a filter bar. Every number leads to the records behind it.
Export, print, audit
List and CSV export, a printable record, and an audit log of every create, edit, status change and export.
Any process with a queue and a status
Every form is built the same way, so your second form is a short job, not a new project.
Referral triage
Referral in, triage decision recorded as made, through to booked or redirected.
Waitlists and clinic bookings
Who is waiting, for what, since when, and what happens next.
Consent register
Consent recorded, scanned copy attached, status and expiry tracked.
Sample and test requests
Internal requests from the clinic to the lab, with a status both sides can see.
Incident and QC forms
Logged, assigned, investigated and closed, with the history kept.
Training and competency
Who is signed off for what, by whom, and when it is due again.
Have a different form? Send us a photo or PDF of it and we will tell you what it would take.
One form, one price, no surprises
Priced so a department head can decide. All figures in Australian dollars, excluding GST.
- Your form built from your paper form or spreadsheet
- Statuses, roles and branding set to your department
- Installed on your server, in your database, with your ICT
- One existing spreadsheet migrated in
- Two training sessions and a help page for staff
- Governance pack for your privacy and cyber teams
CassianForms is a new product from a team that has built clinical workflow systems before. The first department to sign gets half-price setup, a direct line to the builder and a say in what gets built next. In return we ask for a written reference after go-live.
Live in six weeks
You provide your current form, an ICT contact, a privacy contact and a subject-matter expert for two hours a week in the first three weeks. We do the rest.
Your server, your database
The questions your ICT and privacy office will ask, answered before they ask them.
Where does the data live?
On your server, in a database your ICT controls. Nothing leaves your network. If your privacy office prefers, we can host it for you instead.
What does ICT need to run it?
A web server (IIS or Apache) with PHP 8 and MySQL 8, which most hospital ICT teams already run. No cloud services, no third-party scripts, no content loaded from outside your network.
What happens if the vendor disappears?
The source code is delivered with the licence, so your ICT can keep it running. There is no lock-in and no data export fee.
Is it a medical device?
No. Clinical decisions such as triage category are recorded exactly as a clinician made them. Nothing in the form derives, suggests or pre-fills a clinical category. The governance pack includes the written statement that explains the exclusion.
What do privacy and cyber get?
A governance pack with the proposal: system register entry, data-flow map, privacy impact assessment, security controls, medical-device statement, risk register and continuity plan, written for them to review before anyone signs.
Can we change statuses later without a developer?
Yes. Statuses, their order and their meanings are managed by your department lead in the application, not in code.
Before you book
Twenty minutes on your current process
We start by asking what happens to a request from the day it arrives, and where it gets stuck. Then we show you the same process running in CassianForms, with your statuses.