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Healthcare

Patient records and pharmacy stock finally connected

ERPNext Healthcare across ten sites, an online patient portal, and clinician rounds on tablets.

ClientSpecialty clinic group with one hospital and nine satellite clinics
IndustryHealthcare
Timeline11 months
Team9 specialists
0
Sites unified
0%
Shorter check-in queue
0%
Record access audited
The challenge

Registration, the pharmacy, and finance each kept their own patient list, so the same person existed three times with three medical record numbers. Under UU PDP the group also had no defensible audit trail of who had opened which record.

01Patients queued twice, once to register and again at the cashier, with paper forms in between.
02Pharmacy stock was counted monthly, and expired medicines were still being found on the shelf during audits.
03Doctors wrote notes on paper charts, so clinical history was unavailable at the other nine sites.
04No system recorded who accessed a medical record, which UU PDP compliance explicitly requires.
Our approach

The solution

ERPNext implementation

ERPNext Healthcare gives every patient one medical record number across the hospital and all nine clinics, with encounters, orders, pharmacy dispensing, and billing on one document chain and a fully audited permission model.

ERPNext modules
Healthcare
Stock
Accounts
Buying
HR
Highlights
Single patient master with de-duplication on NIK, eliminating three-way duplicate records.Role-based record access with per-document audit logging aligned to UU PDP requirements.Pharmacy stock with batch and expiry control, FEFO dispensing, and automatic reorder.Encounter-to-invoice flow covering self-pay, corporate, and insurance-guaranteed patients.

Web platform

A patient portal for booking, results, and payment, so the front desk stops answering the phone all morning and patients arrive already registered and pre-screened.

Key features
Appointment booking by doctor, site, and available slot with WhatsApp Business API confirmation
Pre-registration capturing identity, consent, and insurance details before the visit
Secure results and prescription history behind one-time-password login
Online payment and deposit via Midtrans, with an e-receipt delivered by email
Stack
Next.jsReactNode.jsPostgreSQLRedis

Mobile app

A clinician tablet app for ward rounds and clinic sessions: the doctor sees the full chart, records the encounter, and orders labs and medication at the bedside.

Key features
Patient list by ward, room, and current clinic session with vitals at a glance
Structured encounter notes, diagnosis coding, and prescription entry
Lab and radiology ordering with results returned into the same chart
Biometric unlock and automatic session timeout to protect records on shared devices
Stack
FlutterSecure StorageFrappe REST API
Results

Business outcomes

0
Sites on one record
0%
Shorter check-in queue
0%
Less expired stock
0%
Record access audited
A patient seen at any clinic arrives with their full history already on the doctor screen.
The group can produce a complete access log for any medical record on request.
Pharmacy write-offs from expiry dropped sharply once dispensing enforced first-expiry-first-out.
Front-desk staff moved from data entry to patient service as online pre-registration took over.
The thing that convinced our doctors was not the technology. It was opening a chart from another branch and seeing the last three visits already there.
DDirector of Clinical ServicesSpecialty clinic group · Specialty clinic group with one hospital and nine satellite clinics

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