Running 10+ rooms with support staff — and not getting ahead?
Easier team work. Finish on time or make more money.
A tablet on every door and one live board for the whole floor. Live in one weekend. Nothing to buy, nothing to maintain.
I’ll tell you straight if it’s a fit.
Two pieces of hardware, preinstalled, we supply both. A live board on the wall: the whole floor, every room, who’s in it, who’s next, visible to the whole team. A tablet on every exam-room door: one tap walking in, one tap walking out. Result? Everyone knows what’s next and just follows their colour all day. Patients self check-in, see their wait time on their phone, and find their room without staff.
Operating rooms, airports, factory floors: everyone sees the whole floor at once. In a clinic, the day runs on flags, sticky notes, a room list behind a login, and people asking each other. A board seems like nothing — and it opens a whole new dimension for your work and your money.
You walk out of a room and stop. You’re not sure which room is next, so you go and hope it’s the one where the patient has waited longest.
The only way to say it is out loud, down a hallway, to whoever happens to be there. Your next patient is sitting somewhere else, waiting.
Your nurse was free. You didn’t know. A chaperone was free. Nobody asked. Everyone waited, and nobody did anything wrong.
Assigned rooms work — and they take your most expensive space. Half of them sit empty at any moment, and the floor feels at capacity.
It somehow works, so we call it normal — and run below capacity.
| Assigned rooms or flags | EMR room status | DoctorFlow | |
|---|---|---|---|
| What a 10-room clinic gets — estimated | |||
| Doctors working at once | 3–4 | 3–4 | 4–5 |
| Money / yr (staff + doctor time) | — | — | calculate yours ↓ |
| Where your gaps are | unknown | unknown | report every evening |
| How it runs | |||
| Next patient, in order | — | — | ✓ |
| Where the team is, live | — | — | ✓ |
| Whole floor on a wall board, no login | — | — | ✓ |
| Pooled room management | — | — | ✓ |
| Rooming | usher / roomer | usher / roomer | way-finding |
| Where you see it | at the door | desktop, after login | doors, wall, desk, phone |
| Deployment | hardware store | extra feature of EMR | one weekend |
| What you pay | one-time purchase | in your EMR licence | monthly per display |
| Verdict | Simplebut limits volume and wastes space | Already paid forbut invisible & behind a login | Easier days, more moneywhole floor visible · smoother handoffs · live next week |
Walk out of a room already knowing where to go. Every handoff — nurse, NP, doctor, allied health — on one board. About 100 fewer interruptions a day. Doctors like their day again.
Proof: Dr. Michael McLean, McLean Medical, after one day of use · 4 in 5 support staff less stressed (Brampton study, Canadian Healthcare Technology, 2024)
Fewer runners and front-desk hours, or hours moved to work that needs a human.
Proof: runners cut 4 → 2 at a 36-room clinic (Brampton study)
Proof: CHIME study: 1–2 doctor-hours a day lost fetching patients. We call it 10%.
Pooled rooms instead of three assigned rooms per doctor. Better access, no renovation.
Proof: Clarence-Rockland FHT, 30 rooms: 10 → 13 doctors at once · ROI 5:1 (Brampton study)
Tablets supplied. Your contractor does the power in one weekend with our manual. One monthly fee per display. No EMR project, nothing for IT, no maintenance.
7 clinics · 47 doctors · 80 displays live. Built in Dr. Bart Kaczmarek’s own clinic, used there every day.
Doctors and managers running DoctorFlow, in their own words.
"During the busy periods, things were calmer. More visible. More in control. Fewer loose ends. ... It's clearly been built with a proper understanding of how clinics actually run."
Dr. Michael McLean, Family Physician — McLean Medical, Windsor · Read the full post →
A few of the clinics running DoctorFlow today — each one live within a day of the displays going up, with zero disruption to patient care.
Type your numbers. Same formula we use on every call, and in the 2-minute fit check.
Patients / day
Staff saving / yr
Doctors
Billings / dr / yr
Extra revenue / yr
Exam rooms
More doctors, same sq ft
Displays
$ / display / mo
What you pay / yr
staff = patients ÷ 110 × $37,500 · doctor time = billings × 10% · more doctors = 2.5 rooms per doctor, best case 2 · extra doctors are not counted in money or return. Same formula we use on every call.
We mount and wire every display — $500 per display, one time.
Your own contractor follows our step-by-step manual and you pay nothing for equipment — tablets and mounts arrive at zero cost.
We require one dedicated person on site — a manager who owns the first four weeks and is our single point of contact. Clinics with one are fully adapted in under 4 weeks.
Locked for life. Tiered, first come first served — the rate rises as spots fill. Hardware, software and support included.
90-day guarantee: if it doesn’t work, we take the tablets back and return your money.
Best fit: 10 or more exam rooms, several doctors, and a team that preps and rooms patients — floors where the day gets decided during the day: walk-ins colliding with bookings, procedures, mixed visit lengths. If every doctor rotates through their own three rooms with no coordination, you probably don’t need it. Take the 2-minute check.
Your EMR records rooms and can flag a limited status, on a desktop, after login. DoctorFlow shows the live state of every room and tells the team what to do next, colour coded, on a board on the wall and on a tablet at every door — while your team is on their feet. It covers what the EMR has no box for: this room needs cleaning, a chaperone now, an ECG before the doctor walks in.
Same category — CHIME is a room orchestration system too; it was first and it’s proven. The difference is weight. CHIME puts servers in your clinic and maps your workflow for months before go-live, with hardware, setup and a monthly fee. DoctorFlow ships preconfigured tablets, your contractor wires them in a weekend, nothing to buy, no EMR project, and a founder you can call. Rooming stays with your reception instead of an auto-rooming algorithm, and patients see their wait on their own phone instead of their name on a public screen.
No. It runs alongside your EMR on separate tablets — flow and communication, not charting. Few systems in this category integrate, and our clinics haven’t missed it: nothing to integrate, nothing to migrate, nothing for IT to maintain. We still put the reason for visit on the screen in front of you.
A 1-page agreement, card via Stripe. You name your on-site implementation lead — our single point of contact, responsible for the first four weeks. You plan the power install with our manual; we ship the equipment. Staff watch a 5-minute video for their role, and the next day you go live with your lead and our support.
In order of the last person leaving the room, or in order of total appointment time — your choice. Acute patients get moved up when needed, with one tap.
Only if you want to. DoctorFlow takes out the waiting and the hunting between patients. Some doctors put that time into seeing a few more patients and improving access. Most put it into leaving on time.
This is team-based care with the handoffs made visible, and staff feel the benefit first — no more being chased down the hall, no more guessing what a doctor needs. Each role watches a 5-minute video, and the next day you go live with your implementation lead and our support.
Early clinics lock their rate for life. The ladder rises as spots fill, first come first served, up to the standard $100 per display per month. Your rate never goes up while you’re a customer.
90-day guarantee. We take the tablets back, refund every dollar, no obligations.
I started with flags on my doors. That worked with two rooms. At four it was getting silly, and I was heading for seven plus two procedure rooms with a team prepping ahead of me. I couldn’t find anything that worked like that, so in 2025 I put tablets on the walls and had an engineer build the first version.
What I got out of it was more than I expected, and it wasn’t a number. It was walking out of a room already knowing where to go. Nobody standing in my doorway to ask me something. Nothing I had to hold in my head until the end of the day.
Everybody builds something for doctors. Nobody builds meaningful tech for the doctor in a clinic. Billings don’t move, patients get more demanding, and the answer is always the same: absorb it, take more, make it work. You don’t have to wait for anyone to change the rules for you. There is hidden capacity inside the clinic you already run, and nobody talks about it. For me it turned into easier days and more money than I expected. I use it every day, and if you buy it, you get my number.
Dr. Bart Kaczmarek — Family Physician
Henry Ford-trained · 10+ years of practice
Dr. Bart Kaczmarek on what actually slows a clinic down — and what DoctorFlow does about it.
Book 15 minutes. I’ll show you the board on a normal day and tell you straight whether your clinic is a fit.
Book 15 minutesDocNote customers get the TV for the floor board free with any DoctorFlow signup before December 31, 2026. Two minutes tells you if your clinic is a fit.
See the DocNote offer