ClinicNP

ClinicNP is a clinic and pharmacy management system built for polyclinics, clinics, medical centres, and dispensing counters in Nepal. It is one system with two halves that share one counter: the clinic, where the patient exists and the consultation, the ultrasound, the ECG and the lab test are billed, and the pharmacy, where medicines are sold by tablet, strip or box and held per batch with an expiry date that decides whether stock is an asset or a write-off. Each half is switched on or off on its own, and switching one off never deletes anything.

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. The consultation itself is the part that already works. What costs a clinic its day is everything wrapped around it — registering the same person for the third time under a different spelling, finding out whether the ultrasound was billed, telling somebody where their blood sample is, and adding the day up twice because the dispensary bills on a different system. ClinicNP is built for that wrapper rather than for the medicine.

A patient is registered once and keeps one number for life, P-000001 onwards, sequential, never reused and never reset at year end. Registration is built to be finished in under twenty seconds, a matching name and phone is caught on save so duplicates are offered rather than created, and merging is the owner's decision and is logged. Age is recorded the way a clinic records it, in years, months or days, stamped with the date it was taken so it never shows a wrong age later, and a known allergy is a red strip across the card rather than a note somebody has to open.

Every visit attaches to that record with its own number inside the fiscal year, V-2083/84-000001. Today's list is the front desk's home: everyone registered today, their doctor and department, and whether they are waiting, seen or closed. Vitals are optional and there is no charting, because most doctors here keep writing on paper and the system does not punish that — complaint, findings and advice are free text on purpose. Appointments become a visit in one keystroke when the person turns up, and the doctor is told by an alert on their phone when a booking is made.

The bill is one bill. A consultation, an ultrasound, two lab tests and the prescription leave the counter as a single invoice with one number and one payment. One search box finds a medicine or a service, each result tagged so a mixed bill still reads clearly, and every counter action has a key because the person using it is working a queue. Medicines carry the unit picker, the batch and the rate, and the quantity picker draws the medicine in its real shape so a quantity can be seen rather than trusted to a number typed under pressure. Expired stock cannot be sold at all, with no override ever, and the oldest expiry leaves first unless a batch is deliberately picked by hand.

A billed test used to disappear from view, which left the question a clinic asks twenty times a day — has that one gone yet, is the report back — with no answer except somebody's memory. ClinicNP stamps five stages: to collect, to send, awaiting report, report in, given out. Samples are grouped by what has to be collected so it is one trip to the patient rather than four, a sample sitting too long turns red on its own, a dispatch slip goes with it, and the reason one is stuck is recorded in words. The partner laboratory is fully accounted: what the patient was billed, what the partner charges, the margin between them, what has been paid, and what is owed today.

Said plainly so there is no surprise later: ClinicNP bills a test, follows the sample, and keeps the report that comes back against the patient's visit. It does not enter results, hold reference ranges, produce report cards, or talk to an analyser. That is a laboratory information system and it is a different product — ours is Nidanyo. What ClinicNP runs is the counter around a laboratory.

Doctor shares are worked out as the bill is raised rather than reconstructed at month end, on one of four bases per doctor: nothing, a percentage of the consultation, a fixed amount per consultation, or a percentage of listed services. The share is calculated per line and totals into a payout sheet that exports for the month. A doctor given a login of their own gets a small tree built for one hand on a phone: the people booked with them today, each with a number that dials, and nothing else. The counter, the stock and the reports are not theirs to see, and the server enforces that rather than the menu.

The pharmacy half holds stock per batch, each with its own cost and its own expiry, warns at thirty, sixty and ninety days, and blocks both expired sales and overselling outright. Racks and shelves are drawn as a floor plan so a new hand can be sent to the right shelf. Stock out is recorded with a reason — returned to supplier, expired, damaged, lost, used in the clinic, given as a sample, or a counted correction — which produces the number an owner actually wants at month end and rarely has: what did I lose this period, and to what? Purchases land against a supplier invoice, line by line onto their own batches, and every supplier carries a running ledger.

Bikram Sambat is not a display setting. BS dates are on every screen, register and report, the year runs Shrawan to Ashadh, the year-end rollover is guided and takes a backup first, and a closed year stays readable and prints unchanged forever. Fifteen registers and reports take a BS date range with presets and a fiscal-year filter that reaches closed years, every one exports to Excel, and all of them are readable on a phone. Day close is the one that gets read every evening: collection by method across both halves, and the cash that should be in the drawer.

The counter survives the internet. Billing and patient registration carry on through a full business day with zero connectivity, held in an outbox and sent the moment the line comes back, with patient numbers assigned without collision even from two devices at once. The catalogue and the patient list are cached on the machine so search still answers, and it installs like an app on the counter machine, a tablet, or the owner's phone. Printing goes through the browser with no drivers: the A4 invoice on your own letterhead, marked TAX INVOICE where you are registered for VAT, the OPD slip with a large empty area for the doctor's handwriting, the lab dispatch slip, and refund and stock-out notes on an 80 mm roll.

Four roles are enforced on the server for every read and every write, not 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, and whether they may edit a rate on a bill is a permission the owner sets per user. An accountant is read-only across every report including closed years. A doctor sees their own booked consultations and nothing else. Bills are never deleted, visits are cancelled with a reason, and every override, merge, deletion, restore and year close is signed and logged with a name and a time. Backups run on demand and automatically before a year is closed, and reports are served only through an authenticated route, never a public link.

ClinicNP is built and supported from Nepal by Infobytes Nepal. Getting started means a live walkthrough on your own screens, your services and rates loaded in, counter training for your staff, and support on the phone in Nepali when a real question comes up during a busy morning.