ERPNext Healthcare Case Study: Records, Appointments and Billing in One Place

The Challenge

A patient looked different at every clinic

Each clinic kept its own paper files and billed on a separate tool. A patient seen at two sites had two records that never matched. Front desk staff booked appointments in notebooks, and pharmacy stock was counted by hand.

• Patient history was split across paper files at different clinics.
• Billing was manual, so claims and receipts took time and had errors.
• Appointments clashed because there was no shared schedule.
• Pharmacy stock ran short or expired with no central view.

The Solution

One ERPNext record from booking to billing

We set up ERPNext Healthcare so each patient has one record across all three clinics, with appointments, encounters, pharmacy stock and billing connected. A visit now flows from booking to invoice without re-entry.

• One patient record shared across every clinic.
• Appointment scheduling that the whole group can see.
• Billing posts straight from the encounter, so it is fast and accurate.
• Pharmacy stock tracked with expiry, visible across sites.

How We Delivered

Set up with patient privacy and clinic roles in mind

We configured roles so staff see only what their job needs, and trained front desk, clinical and billing teams on their own part of the flow. We piloted at one clinic, settled the billing setup, then brought the other two on.

Go-live took ten weeks across all three clinics.

The Outcome

Faster billing and one view of each patient

Billing now takes 60 percent less time because it posts from the encounter instead of being keyed again. Staff at any clinic see the same patient record, appointments stop clashing, and pharmacy stock is tracked before it expires.