Clinic & Pharmacy Admin Toolkit
A small clinic, nursing home, diagnostic collection centre or chemist shop runs on paperwork that has nothing to do with medicine: who came today and what they paid, which bills are still due, which medicine batches expire next month, which samples are still waiting for a report, who is on night duty and when the BP machine was last calibrated.
This toolkit turns those front-office registers into Excel workbooks that total the day's collection, flag near-expiry stock and overdue reports, and print on A4. It holds no clinical content: it is for the reception desk, the pharmacy counter and the clinic manager. Patient data stays on your own computer.
Made for: Doctors running their own clinic, clinic receptionists and managers, nursing homes, dental and eye clinics, physiotherapy centres, diagnostic collection centres and pharmacies.
What each one does
📋 OPD Register with Daily Collection (Excel)
The reception desk's visit register in Excel. Write one row per patient visit: token, name, age, new or follow-up, doctor, fee and how it was paid. The workbook gives the day's patient count and cash, UPI and card collection for every day of the month, totals for each doctor and a list of anything still unpaid, so closing the counter at night takes a minute.
- Settings sheet: clinic name, month, your doctors, visit types with their usual fee, and payment modes
- Visits sheet with 1,500 ready rows: date, token, time, patient ID, name, age, sex, phone, new or follow-up, doctor, visit type, fee, discount, amount paid, payment mode and balance
- Usual fee fills in from the visit type; you can type over it for special cases
🧾 Patient Billing & Receipt Register (Excel)
For clinics, nursing homes and day-care centres that bill more than a consultation: dressings, procedures, room charges, tests and packages. Keep a price list once, add each service on a bill line, and the register totals every bill, tracks advances and part payments, prints a receipt with the amount in words and shows what is still due.
- Services sheet: service name, department and standard rate (25 sample services to start)
- Bill lines sheet: bill number, date, patient, service from a drop-down, quantity, rate (fills in by itself) and discount
- Bills sheet: one row per bill with gross, discount, net, amount received, balance and status (Paid, Part paid, Due) calculated from the bill lines and payments
💊 Pharmacy Stock & Expiry Register (Excel)
A batch-wise stock register for a clinic dispensary or chemist shop. Enter each purchase with its batch number and expiry date, record what is sold or issued from which batch, and the register shows the balance of every batch, colours batches that expire within your chosen number of days, marks expired stock in red and tells you which medicines have fallen to the reorder level.
- Settings: "as on" date (today by default) and the near-expiry window in days (90 to start with)
- Items sheet: medicine or product name, form, pack, rack or shelf, reorder level and the total balance of all its batches with a Reorder flag
- Batches sheet: item, batch number, expiry date, supplier, invoice number, quantity received, purchase rate and MRP
🧪 Lab Sample Register with Report Status (Excel)
Track every sample from the moment it is collected until the report is handed over. Pick the test and the register fills in the sample type, the usual turnaround time and the charge, works out when the report is due, and turns the row red when a report is overdue. A summary shows how many samples are at each stage and how much was collected.
- Tests sheet: test name, sample type, turnaround time in hours, outside lab (if sent out) and charge, with 20 common tests as samples
- Register sheet with 1,500 ready rows: sample ID, date and time collected, patient, patient ID, age and sex, referred by, test, sample type, charge, paid, status, report due, report ready and delivered dates
- Status drop-down: Collected, Sent to lab, Processing, Report ready, Delivered, Recollect needed
🗓️ Clinic Staff Duty Roster (Excel)
Plan the whole month's shifts for nurses, receptionists, pharmacists, technicians and attendants on one sheet. Type a shift code in each day's cell; the roster counts each person's duties, nights, offs and hours, counts how many people are on each shift every day and turns the day red when a shift has fewer people than your minimum.
- Settings: month, shift codes with their timings and hours (M morning, E evening, N night, G general, OFF, L leave) and the minimum staff needed per shift
- Staff sheet: name, role, phone and weekly off day for up to 40 staff
- Roster sheet: one row per staff member and one column per day, dates and weekdays fill in from the month, Sundays shaded
🔧 Medical Equipment Maintenance & Calibration Log (Excel)
Keep every machine's service history in one place: the autoclave, BP apparatus, weighing scale, ECG machine, analyser, refrigerator or generator. Record each preventive service, breakdown and calibration; the register works out when the next calibration is due, warns you before the AMC or warranty runs out and totals what each machine has cost to maintain.
- Equipment sheet: asset ID, name, make and model, serial number, location, vendor and phone, purchase date, warranty and AMC end dates, calibration interval in months
- Calculated for every machine: last calibration, next calibration due, days left, last service, service cost to date and a status (Calibration overdue, Due soon, AMC / warranty ending, OK)
- Service log sheet: date, asset (drop-down), type (Preventive maintenance, Breakdown repair, Calibration, Installation, Inspection), done by, certificate or job number, cost, downtime days and remarks
⚡ Online OPD Receipt Maker
A clean consultation fee receipt in under a minute, from the reception computer or a phone. Type your clinic details once; for each patient add the name, doctor, visit type and charges. The receipt totals the charges, applies any discount, writes the amount in words and shows how it was paid. Print it, save it as PDF to send on WhatsApp, or download it as Excel or Word.
- Clinic name, address, phone and registration number saved on this device
- Patient name, age and sex, patient ID, phone, doctor and visit type (New, Follow-up, Review, Emergency)
- Charge lines such as consultation, registration, dressing or procedure, with quantity and rate, and an overall discount
Good to know
- Every template is free and contains no macros, so it opens without security warnings.
- Yellow cells are for typing; grey cells calculate by themselves and are protected against accidental overwriting (Review › Unprotect Sheet, no password).
- Online tools keep your details only in this browser on this device. Nothing is uploaded.
- Tax rates and statutory limits mentioned in these files are a help, not advice: check the current rules before relying on them.