Let a patient's history live on their card, not in your memory.
You open a patient record once, and after that every treatment, appointment and payment ties itself to that card. Personal details, financial status and recent notes stay at the top; the history waits in the tabs, in date order.
Who it is for
For clinics that know their patients but are trying to hold in their head who came when and how much is still owed.
- Clinics keeping patient records in paper files or a phone contact list
- Teams where more than one person sees the same patient
- Managers who want the open balance visible at the moment of booking
- Growing practices losing time searching for who came when
A patient record opens in a single drawer
New Patient on the Patients screen opens a drawer, and basic and detailed information go into the same form. A national ID or tax number is not required; if you enter one, the format is checked.
- Basic details: Full Name, National ID / Tax No, Phone, Email
- Further details: Date of Birth, Gender, Tags (up to three), Description
- A date of birth cannot be set later than today
- If the address fields are left empty they fill from your active branch's address
- Invoicing details sit in their own section: Title, Tax No, Tax Office
- If a similar record exists you get a warning, and Save anyway lets you continue
Search, tag and status filters in the list
The Patients screen arrives as a single list, and account records that are not patients do not mix into it. You filter for the person you want by name, phone, email or tag. The search box in the top bar works from every screen: patients, appointments and receipts are found from one field.
- Columns: Full name, Email, Phone, Tag, Phone consent, Email consent, Registration date, Status
- A registration date range lists the patients whose records were opened in that period
- The status filter opens on Active; switch to All to see inactive records
- The row menu carries Edit, Set Active/Inactive and Delete, with bulk deactivation via multi-select
Open the card and the history is already in the tabs
Personal Details, Financial Status and Recent Notes sit at the top of the card. The tabs below each carry a part of the patient's history, and you never assemble any of it by hand.
- Treatments tab: Date, Title, Practitioner, Branch, Department, Amount, Open Balance
- Clicking a treatment row opens that treatment's receipt
- Appointment History tab: Date, Time, Staff, Service, Title, Status
- The appointment status reads Cancelled, No-show, Arrived or Pending
- The Accounting tab lists movements in date order with a running balance
- The figures on the Financial Status card are not calculated by the screen, they come from the record
Notes and documents under the same card
A note about a patient is added from the Recent Notes section at the top of the card or from the Notes tab. If you are uploading a file, the Documents tab sits under the same card.
- The Recent Notes card shows the first three notes, and you add a new one inline
- A patient note written on a receipt also appears in the card's Notes tab
- Files in the Documents tab can be taken in one go with Download all as ZIP
- The Notifications and Documents tabs depend on permissions and are not visible to everyone
- Set a patient who no longer comes to inactive instead of deleting them; their history stays
What changes
The difference between remembering a patient and keeping a patient's record:
Frequently asked
What does patient tracking software do?
It keeps a patient's record, history and remaining balance in one place. In Bi'Klinik every patient has their own card, and treatments, appointments, payments, notes and documents collect under that card. You do not go looking for which piece of information sits where; you open the card.
Is a national ID number required on a patient record?
No. You can leave the National ID / Tax No field empty when adding a patient. If you do fill it in, the field is validated: a national ID is checked as 11 digits and a tax number as 10.
Can I see a patient's past appointments from their card?
Yes. The card's Appointment History tab lists the patient's appointments with date, time, staff member, service and status, and the ones they did not attend stay there too. You open a new appointment from the Appointments screen, which we describe on the appointment calendar page.
How is this different from keeping the patient list in a spreadsheet?
A spreadsheet has a list but no history. On the card, a patient's treatments, appointments, notes and balance sit in the same place, the record is a single copy, and who can see it is decided by role and branch permissions. If you need a period export, you take it from the Account Report screen as Excel or PDF; we describe that on the revenue and patient reporting page.
Should I delete a patient who no longer comes?
Do not delete them, set them inactive. Set Active/Inactive in the row menu pulls the record out of the list while the patient's treatments, appointments and notes stay where they are. Because the status filter opens on Active, inactive records do not crowd the list, and switching to All brings them back into view.
Are there prescription, test and clinical history records?
No. Bi'Klinik holds the clinic's record and money side: patient details, appointments, treatment receipts, payments and reporting. Clinical records such as history, prescriptions, tests and diagnosis are out of this product's scope; that side stays in the practitioner's own records.
Let's set up your patient card together.
Leave your name and number and we will call within 30 minutes, then open one of your patient's cards together and fill in the history tab by tab.
Other solutions
Appointment calendar
The staff calendar and free slots at a glance.
Treatment tracking
What was done, in which department, and what is still open.
Payments and expenses
Cash and bank apart, open items closed by matching.