Most practice management systems stop at the appointment. If you run operating lists, that is the point at which the software stops helping and the spreadsheets start.
An operating list has a running order, a room, a lead surgeon, an assistant, an anaesthetist, an anaesthetic type, a laterality, an estimated duration and a set of things that must be in the room before the patient is. None of that fits in a calendar appointment, which is why so many surgical clinics run their theatre on a spreadsheet alongside a system they are already paying for.
Velastria models the operating list as its own thing. The theatre module was built for an HIS-registered private hospital by the surgeon who was running it, and it covers the surgical day from the moment a case is booked to the moment the patient is discharged.
Every step below is a recorded, timestamped event against the patient, not a status someone remembers to update.
Theatre room, running order, lead surgeon, assistant, anaesthetist, anaesthetic type, laterality, procedure and code, estimated duration and any special requirements. Booked against the patient and, where there is one, the quote it came from.
The operating list, in running order, exportable to PDF or Excel for anyone who still needs paper. A booking pack can be generated per patient: the booking form, a medical history summary with alerts flagged, and the patient's letter.
An admission is opened and an identification wristband is printed against a unique token. Bands can be voided with a recorded reason, so a reprint is an auditable event rather than a second band in circulation.
Pre-operative checks complete, into theatre, anaesthetic started, surgery started, surgery finished, out of theatre. The patient's current location is known at every point in the day.
Into recovery, out of recovery, onto the ward, each with its own time. The status board reflects it live, so nobody has to ring theatre to ask where a patient is.
Discharge time and the person who discharged. The whole timeline stays attached to the patient record, which means your utilisation reporting and your clinical record are the same data rather than two things that disagree.
Lists by day and by room, in running order, with the next list a click away. Export to PDF or Excel.
A board for the theatre corridor showing where every patient on today's list currently is, refreshing on its own.
A Gantt view of the day across rooms, so overruns, gaps and the knock-on effect of a late start are visible rather than inferred.
Utilisation by session, room and surgeon. Pending cases waiting to be listed. The numbers a theatre manager is asked for at the end of the month.
Estimated times drawn from how long that procedure has actually taken in your theatre, not from a generic default, and reviewable before they are applied.
Per surgeon, per procedure. Categorised, with quantities, optional items marked as optional, and items linked to your stock records.
Wristbands, location, and a timestamped record of every stage from admission to discharge, including cancellations with a reason.
A single PDF per patient containing the booking form, the medical history summary with alerts, and the patient letter.
The list-planning meeting as a screen rather than a printout, with the cases waiting to be scheduled in front of you.
Set up theatre rooms per location, with booking rules and reusable booking templates for the procedures you run repeatedly.
A rota grid built from templates, shifts published to staff, acknowledgements recorded, open shifts broadcast and claimed, and swap requests handled in the system.
Staff are eligible for a slot because they hold the theatre role it requires, so the rota cannot quietly assign someone who is not signed off for it.
A surgeon preference list in Velastria is not a document. It is structured: categories, items, quantities, and a flag for the ones that are optional. Items can point at the stock record for the product itself.
That connection is the point. The list that tells the scrub team what to open is the same list that knows what you hold, which is the difference between a preference list being a reference and a preference list being useful.
Velastria runs a daily check on how theatre bookings have been recorded and surfaces anything that looks inconsistent, before the list is run rather than afterwards.
Checks like this one are built from real clinical workflows. We study how theatre lists are actually put together in a working hospital, including the near misses that every surgical service knows about, and turn each one into an automated check so that the same risk is caught by the software rather than by someone noticing. Every clinic that adopts Velastria inherits the safeguards built from all of that experience.
The check reports to a human, and the human decides. That is deliberate: theatre lists carry too much clinical judgement for software to silently rewrite them, so Velastria brings the discrepancy to a clinician's attention and leaves the decision where it belongs. Findings are scoped to today and forwards, so what you see is always something you can still act on.
Theatre management, staff rota and shift management, and multi-site support are part of Enterprise, at £950 per month per site with unlimited users. Enterprise is the plan built for aesthetic surgery hospitals and multi-site groups running their own operating theatres.
If you do not run a theatre, you almost certainly do not need any of this. Business at £250 a month is the plan for a CQC- or HIS-registered practice, adding the Quality Management System, stock control and CRM that registration tends to demand. Pro at £75 covers a smaller clinic team that is not registered with a regulator. See the pricing page for the full comparison.
There is an Enterprise demo you can log into and click around before speaking to anyone.
It runs them. A theatre case carries its room, running order, surgical and anaesthetic team, anaesthetic type, laterality and estimated duration, and the admission attached to it records every stage of the day from arrival to discharge with its own timestamp.
Enterprise, at £950 per month per site with unlimited users. It includes theatre lists, bookings, the status board, staff rota and shift management, multi-location support and advanced reporting.
No. A CQC- or HIS-registered practice that does not run its own operating theatre is generally best served by Business at £250 a month, which adds the Quality Management System, stock control and CRM. A smaller clinic that is not registered with a regulator is best served by Pro at £75 a month.
Yes. Operating lists export to PDF and to Excel, and a per-patient booking pack can be generated as a single PDF containing the booking form, the medical history summary with alerts flagged, and the patient letter.
Yes, per surgeon and per procedure. Preference lists are structured into categories and items with quantities, optional items are marked as optional, and items can be linked to the stock record for the product.
Rotas are built from reusable templates on a rota grid, shifts are published to staff, acknowledgements are recorded, and unfilled shifts can be broadcast for staff to claim. Eligibility for a slot comes from the theatre roles a staff member holds.
Yes. Utilisation is reported by session, room and surgeon, drawn from the same timestamps that make up the clinical record, so the operational figures and the patient record cannot disagree with one another.
Every hospital lists differently. The quickest way to find out whether this fits is to describe your week to someone who has run one. Enquiries go directly to the founder.