Infobytes Nepal Services

Clinic and pharmacy software on one counter

A clinic and a pharmacy have the same problem at the same desk: a queue of people, a paper register, and software written for a supermarket. ClinicNP is one system with two halves that share one counter, one invoice series, one patient record, and one set of books. Each half is switched on or off on its own, and switching one off never deletes anything.

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Overview

Two systems at one desk is the actual problem

Most clinics with a dispensary did not choose to run two systems. They bought a billing package for the pharmacy because that was the urgent problem, then handled the consultation side on a register because no package covered it, and ended up with a desk where one person serves one patient twice. The patient pays for the consultation, walks four feet, and pays for the prescription against a different bill number that shares nothing with the first.

That split costs more than the extra minute. The day's money reconciles twice and rarely agrees. A patient exists in one system and not the other, so the pharmacy has no idea who it just dispensed to. Nobody can read the day as a whole, because medicines, consultation, diagnostics, and laboratory sit in separate boxes. And when the owner asks what the clinic collected today, the answer is an addition somebody does by hand.

ClinicNP is one system with two modules. The clinic half is where the patient exists: registered once, one number for life, every visit kept, the consultation and the ultrasound and the ECG and the lab test billed, and the report that comes back kept against the visit. The pharmacy half is where medicines live: sold by tablet, strip, or box, held per batch with expiry deciding whether stock is an asset or a write-off, oldest expiry first, expired stock unsellable. Both switched on is the interesting case — one counter, one invoice that carries medicines and services together, one dashboard, one set of books.

On the counter that looks like a single search box returning both halves of the catalogue, each result tagged so a mixed bill still reads clearly, with the sample a test needs shown on the result. Services sit in their own block with the doctor on the line; medicines carry the unit picker, the batch, and the rate. It saves as one invoice, and the evening's day close shows the collection split into medicines, consultation, diagnostics, and laboratory — the four numbers an owner is actually trying to compare.

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Common problems for Nepali businesses

One patient pays twice at one desk, against two bill numbers that share nothing.

The day's collection is reconciled in two systems and the two totals rarely agree.

The pharmacy has no patient record, so a dispensing history cannot be attached to anybody.

Nobody can see the day split into medicines, consultation, diagnostics, and laboratory without adding it up by hand.

Two licences, two support numbers, two backups, and two sets of staff training.

A prescription written in the consultation is typed again at the dispensing counter.

Credit given on the consultation and credit given on medicines are tracked separately, so a patient's real balance exists nowhere.

The clinic outgrows the arrangement and the only way forward looks like replacing both systems at once.

How We Help

How Infobytes Nepal solves these challenges

One invoice series carrying services and medicines together, with one number, one payment, and one record behind it.

One day close covering both halves, with the collection split by method and by what it was collected for.

One patient record that the dispensing side can see, so medicines given are attached to a person and a visit.

One search box returning medicines and services together, each tagged, with the sample a test needs shown on the result.

One system to license, back up, support, and train on, with one activity log across both halves.

Credit settled from a single bill register, whichever half the charge came from.

Modules that are a real boundary: a switched-off half has its screens, its menu, and its server routes gone, not merely hidden.

A path that does not require replacing anything later, because turning the second half on is a setting rather than a migration.

Included

Services and features

These areas can be shaped into a focused scope depending on your team, budget, timeline, and current workflow.

One counter for medicines, services, or both

One invoice series across both halves

One patient record visible to the dispensing side

A single search box over the whole catalogue, tagged by type

Services blocked with the doctor on the line

Medicines with unit picker, batch, and expiry on the line

A service needs a patient; a medicine-only bill can stay anonymous

Hold and resume a bill while the next person is served

Day close across both halves, split by method and by category

Dashboard splitting the day into medicines, consultation, diagnostics, and laboratory

Each module switchable on its own, with nothing deleted

One activity log, one backup, and one fiscal year rollover

Process

A practical process from idea to improvement

Work out which half is urgent

Most clinics have one half that is actively costing them money and one that is merely untidy. We start with the urgent one so the system earns its keep in the first weeks, and switch the other on once the counter is comfortable.

Put both catalogues in one place

Services and medicines are loaded so one search box reaches both: services with their rate, doctor rule, outside laboratory and partner cost; medicines with their units, rates per level, and opening stock by batch and expiry.

Agree what one invoice looks like

The invoice is laid out on your own letterhead with the service block and the medicine block, and marked TAX INVOICE where you are registered for VAT. This is agreed before go live, because it is the document the clinic hands to every patient.

Train one counter, not two

The person on the desk learns one system and one keyboard, which is the whole point. Doctors are trained separately on their own screen, which shows their booked consultations and nothing else.

Go live, then read one day close

We watch a full day end to end, including the evening day close, and check that the expected cash in the drawer matches what is actually there. That single reconciliation is the test of whether the two halves really are one set of books.

Why Infobytes Nepal

Built for practical teams in Nepal

One counter and one invoice is not a feature here, it is the design. Both halves were written to share a bill, not integrated afterwards.

Each half is independently switchable, so the arrangement can change as the clinic changes without changing product.

One set of books, one day close, one backup, one activity log, and one support number.

Bikram Sambat and a proper fiscal year rollover across both halves at once.

The whole counter keeps working through a full business day with no internet.

Built and supported in Nepal, with the service catalogue and rates loaded in for you.

Related services and products

ClinicNP

The product itself: both halves, the four roles, and how it is deployed.

clinic management software in Nepal

The clinic half on its own: patients, visits, doctors, and samples.

pharmacy software in Nepal

The pharmacy half on its own: batch, expiry, shelf map, and losses.

choosing between a clinic, hospital, and retail system

Which category you are actually shopping in, and where each one fails.

hospital management software in Nepal

If you admit patients and run wards, this is a different scope.

choosing lab software in Nepal

If you run your own bench and release your own reports, start here instead.

FAQ

Common questions

Can one system run both a clinic and its pharmacy?

Yes. ClinicNP is one system with a clinic module and a pharmacy module that share one counter, one invoice series, one patient record, and one set of books, so a consultation and the prescription that follows it leave as a single bill with one number and one payment. Each module can also run on its own.

What actually changes when both halves are on one system?

The patient pays once instead of twice, the day reconciles once instead of twice, and the evening day close shows the collection split into medicines, consultation, diagnostics, and laboratory rather than as two unrelated totals. Practically, the person on the desk learns one keyboard and the owner reads one dashboard.

Can we start with one half and add the other later?

Yes. Each half is switched on or off on its own, and turning one on later is a setting rather than a migration. Switching a module off removes its screens, its menu, and its server routes rather than hiding them, and never deletes its data, so the decision is reversible in both directions. At least one half has to stay on.

How does one bill carry both a service and a medicine?

One search box returns medicines and services together, each tagged so a mixed bill reads clearly. Services sit in their own block with the doctor on the line, medicines carry the unit picker, the batch, and the rate, and the whole thing saves as one invoice with one payment, split correctly behind the scenes for revenue, doctor shares, and stock.

Does a medicine-only sale still need a patient?

No. A medicine-only bill can stay anonymous, which is what a walk-in at a dispensing counter actually is. A service does need a patient, and one can be attached or registered inline in about twenty seconds without leaving the bill.

Is this the same as a hospital management system?

No. A hospital system covers admissions, wards, IPD billing, and departments a clinic does not have, and it is a much larger purchase. ClinicNP is scoped to an outpatient clinic or polyclinic with a dispensing counter, which is why it is quicker to set up and cheaper to run. If you admit patients overnight, you are shopping for a hospital system.

Does it handle the lab tests we send outside?

Yes. A test is billed, the sample is followed through five stamped stages from collection to handing the report over, a dispatch slip goes with it, and the report that comes back is kept against the patient's visit. The partner laboratory side is fully accounted: what you billed, what the partner charges, the margin between them, what you have paid, and what is still owed, per partner or consolidated.

Who can see what?

Four roles, enforced on the server for every read and every write rather than hidden in a menu. The owner sees the whole system and every fiscal year; counter staff do the day's work and nothing that rewrites history; an accountant is read-only across every report including closed years; a doctor gets their own booked consultations on a phone and nothing else.

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