StaffAware
Hospital Perioperative Suite

Perioperative Suite, built by a nurse who works the unit it serves.

StaffAware is a live case board and staffing platform for hospital perioperative services. The data model is patient-identifier-free. BAA-ready within two weeks of contract.

Request a pilot How it works
  • PHI-light No patient identifiers in the data model
  • BAA-ready Technical safeguards in place today
  • USPTO 99851865 StaffAware™, Apex Perioperative Solutions LLC

Live Tracking Board — recreated from the production interface, not a mockup · swipe to explore →

The problem

Most ORs run on paper, whiteboards, and memory.

Walk into a hospital OR at 06:30 and you'll find the day's plan on a printed grid, on a dry-erase board, and in the charge nurse's head. Assignments get rebuilt from scratch every morning. Lunch relief is photographed and posted to a group chat. PTO is tracked in three places that don't agree.

This isn't a story about bad tools — it's a gap. Surgical staffing has a real shape, and nothing on the market is built for the people who actually do it.

Capabilities

What StaffAware does

01

Live Case Tracking Board

The department's single source of truth, updating in real time. Every OR, every case, every phase — times, surgeons, procedures, staff, equipment, and notes in one glance. Add-ons, delays, cancellations, and room-to-room flips are tracked the moment they happen, and help requests from the rooms surface on the board the second they're raised. No radio calls, no walking the halls to find out where a room stands.

In the app: Live Tracking Board 02

Workflow Phase Tracking

Phase transitions tapped on each room's OR tablet — Room Ready, In the Room, Surgery Start, To Follow — drive the live board, room-help alerts, and relief notifications while feeding runtime estimates. RFID badge check-in is on the roadmap: one badge tap at the tablet and you're on the board for relief or room help.

In the app: OR Tablets + Live Tracking Board 03

Staff Awareness

A hub the staff fill and leadership manage — CTO, licenses, certifications, skills, competencies, and workload tracking in one place. Mobile notifications for assignment changes, case delays, and cancellations.

In the app: Staff Profiles 04

On-Call Generator

Generates fair, constraint-respecting on-call schedules for the cycle. Honors PTO, NO-CALL windows, role coverage requirements, and per-position skill floors. Charge approves, edits, and publishes.

In the app: On-Call (CVOR) 05

Next-Day Assignment Builder beta

A digital version of the morning assignment grid. The charge fills role slots from credential-eligible staff; the Assignment Assistant engine ranks options by skill rating for the surgeon's specialty and flags conflicts. Override is always available — the app surfaces the best option first but never blocks the charge's judgment.

In the app: Assignment Creator 06

Onboarding & Implementation

Every pilot is implemented hand-in-hand with Apex Perioperative Solutions: workflow mapping, configuration to your facility's rooms and roles, staff training, and go-live support — led by a perioperative nurse, not a help desk.

Delivered by: Apex Perioperative Solutions
Roadmap

What's Next on the roadmap

Phase-aware OR music control Assisted Lunch Relief Global StaffAware profiles Leaderboards RFID badge check-in Policies Preference Cards Facility-specific equipment support Pre-Op / Holding phase tracking PACU phase tracking Anesthesia integration
Testing phase Build / beta phase Planning phase Scheduled
Inside the app

What you see here is what ships.

Every preview on this page is recreated from the application's own source — the same screens, module names, labels, and colors that run in the product. Nothing on this site is a concept render.

Pre-day Prep
Tracking Builder Assignment Creator
Day-of Ops
Live Tracking Board Relief Creator
Schedule
Standby Staff Daily Call On-Call Calendar On-Call (CVOR)
OR Tablet

One tap at the bedside drives the whole board.

Each room runs a tablet: the day's case load, the current case's information, room-help options, and a single oversized control to advance the phase. Every tap updates the live board for the entire department.

OR room tablet — recreated from the production interface

Staff Awareness

Every license, skill, and shift — in one profile.

Staff keep their own profile current — licenses, certifications, specialty skills, CTO requests — and leadership sees readiness at a glance. This preview is condensed: the real profile runs five tabs deep.

Staff profile (condensed) — recreated from the production interface

On-Call (CVOR)

Generate the call schedule. The charge stays in charge.

The builder fills a constraint-respecting draft — PTO, NO-CALL windows, role coverage, skill floors — then the charge edits and publishes.

On-Call (CVOR) builder — recreated from the production interface

Assignment Creator beta

Tomorrow's grid, staffed from credential-eligible options.

The charge fills role slots room by room. The app surfaces the best-ranked option first; the charge's judgment always wins.

Assignment Creator — recreated from the production interface

Built for compliance

Designed to clear a compliance officer's quick scan.

StaffAware was built with the technical posture a perioperative compliance review actually looks for.

  • PHI

    Patient-identifier-free data model

    The app handles staff data, case timing, and workflow state. It does not store patient names, MRNs, or other patient identifiers directly.

  • BAA

    BAA-ready within two weeks of contract

    HIPAA technical safeguards in place: encryption in transit and at rest, role-based access controls, audit logging, secret hygiene, error scrubbing.

  • DOC

    Detailed compliance documentation

    Available for compliance officer review on pilot inquiry. We don't put it on the public site, but we'll hand it to your security team in the first conversation.

About the founder

They say excellence is not a single act but a habit — I've watched OR teams live that habit every single morning. In every facility, the same story: world-class care planned on paper grids, whiteboards, and group texts. What I never found was a tool that worked as hard as they do.

I chose a career in nursing to help people. Today, the people who need that help most are the ones providing the care — the staff on the front lines, carrying every shift without the support they deserve, or the tools equal to the work.

For years, I've witnessed the jumping through hoops, the broken communication, and the manual busywork that have quietly stolen our collective dream — the best care possible, every patient, every time. That dream isn't gone. It's waiting to be reclaimed. We can do that with StaffAware.

— Jake Hoffman, RN, CNOR · Creator of StaffAware

Pilot inquiry

Request a pilot

Pilots are run directly by the founder. Compliance documentation is provided in the first conversation.