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DoctorKhata

Guide

From paper to software in one week

Moving a small clinic onto software takes about a week if you do one part a day: set up the clinic, add your team, load your medicines, then start with new patients while the old register stays on the shelf. Here is the plan, day by day, with a printable checklist.

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The plan, day by day

  1. 1Day 1

    Set up the clinic

    • Sign up and name the clinic.
    • Add the clinic's address, phone and your registration number (Settings → Clinic profile).
    • Set up your prescription letterhead and paper size (Settings → Prescription).
    • Print one test prescription.

  2. 2Day 2

    Add your team

    • Invite each person with their own login and role: doctor, receptionist, pharmacist (Team → Invite someone).
    • Never share one login between people.
    • Show the receptionist how to find a patient by mobile number.

  3. 3Day 3

    Medicines and stock

    • If you have a pharmacy counter: add the medicines you keep (Pharmacy → + Add medicine).
    • Enter your current stock from the last supplier bills (Pharmacy → New purchase), with batch, expiry and MRP.
    • Set a reorder level for the medicines you use most.

  4. 4Day 4

    Billing

    • Set your consultation fee, UPI ID and GSTIN if you have one (Billing → Billing setup).
    • Make one test bill and pay it with ₹1 by UPI.
    • Set doctors' working hours if you take appointments (Appointments → Working hours).

  5. 5Day 5

    Start with new patients

    • Register every patient who comes in today. It takes under a minute each.
    • Write today's prescriptions in the software.
    • Keep the paper register open beside you, just in case.

  6. 6Day 6

    Fix what's slow

    • Save medicine sets for the prescriptions you write most.
    • Ask the desk what took longest, and sort it out.
    • Turn on 2-step login, and make it compulsory for doctors (Settings → Security).

  7. 7Day 7

    Decide about the old register

    • Returning patients are registered when they next visit: no need to type in old ones.
    • Store old registers safely for as long as your state's rules require.
    • Put the paper register away.

Menu names are DoctorKhata's. Other software will have similar steps.

Three things that make the switch stick

  • Start with new patients only. Typing in years of old registers is where most clinics give up.
  • Everyone uses their own login from day one, so the activity log means something.
  • Pick a day to stop the paper register, and tell the team. Running both for weeks doubles the work.

Printable checklist

Everything you type stays in your browser. Nothing is sent to us or saved.

Preview

Prints on one A4 page. Pin it near the desk and tick as you go.

Questions

Something else? Write to hello@doctorkhata.in.

Do I need to type in all my old patients?

No. Start with the patients who come in from today. Returning patients are registered when they next visit, which takes under a minute each.

How long does it take staff to learn?

Most receptionists learn the daily work in an afternoon. Give them the first week to ask questions before you stop the paper register.

What should I do with the old paper registers?

Keep them safe for as long as your state's rules require. They're still your clinic's records.

More free resources

Set up your clinic in two minutes

Add your clinic name and registration number, and you're ready for the first patient of the day.