The clinic owner

All manuals

For KlinikFlow 3.0.0. Each manual is checked against the app itself.

Who this is for

This manual is for the clinic owner — often the senior doctor — who signs in with the ready-made Owner role, which holds every permission. It covers the work only the owner (or someone the owner trusts with the same permissions) does: staff and roles, settings, the ward set-up, prices, money, analytics, reports and the audit logs. For everyday desk work — registering, billing, admitting, deposits and the final bill — see the Reception Desk manual (the receptionist manual); the owner can do all of it too. Screen names, tabs and buttons are written exactly as they appear in the app, in bold.

Contents

1. Your sidebar
2. Staff
3. Roles and permissions
4. Doctors' timetables and leave
5. Settings → Clinic
6. Branding and letterhead
7. Consent and certificate wording
8. Printers
9. Messages and WhatsApp
10. The rate card and packages
11. Company accounts (payers)
12. Wards and beds
13. Money: revenue, bills and approvals
14. Payouts to consultants
15. Tax and GST
16. At a glance (analytics)
17. Reports
18. Security: the record-access log and other trails
19. Backups and restoring
20. Licence
21. Updates
22. The facility: equipment and licences
23. Rosters
24. PF, ESI and professional tax
25. Narcotics
26. Births
27. Deaths and the medico-legal register
28. Quality — NABH entry level

1. Your sidebar

The ready-made Owner opens on At a glance. The sidebar holds: At a glance, Desk, Appointments, Bills, Revenue, Reports, Payouts, Accounts, Tax, Rate card, Stock, Purchases, Medicines, Movements, Staff, Settings.

An owner who also sees patients holds the Doctor role as well, and opens on My queue with the doctor's screens added.

Good to know - Nothing in KlinikFlow is deleted. Rate card items are retired, bills cancelled, consents voided, admissions cancelled, wrong chart entries struck through — always with who and why. Records stay readable for audit. - Every request is checked on the server against the person's permissions, not only hidden on screen.

2. Staff

Open Staff. Tabs: People, Roles, Changes.

Attendance

Attendance in the sidebar: the day by shift — on, late, left early, not in, absent, off. Under To put right are the days staff have asked to put right; Approve, or Refuse with why. You cannot approve your own. The month's muster roll is on the Reports shelf, PDF and CSV.

Leave

On Leave, under To approve: Approve, or Refuse with why. You cannot approve your own. A doctor's approved leave closes their appointments book for those days. On a person's Record, Leave this year shows their balances; Adjust a balance gives an opening balance (when you start keeping leave mid-year) or a correction, with why.

Shifts, leave and holidays

Settings → Staff (the staff record permission):

1. Shifts — each with its times, the grace minutes before someone is late, and whether it counts as night. The ward's morning, evening and night shifts must run back to back round the clock; the chart's intake and output and its day follow them. Add others (General, a split shift) with + Add a shift.
2. Leave — each kind, how many days a year, how many carry over, whether paid, whether encashed when someone leaves.
3. Holidays — added one by one; tick The clinic stays open for one you work through, and those working it earn a compensatory day off.

Until you save, the app's own are used. A person's shift is on their record.

Where attendance is taken

Until you make an attendance point, any screen clocks in — even one at home. On Settings → Staff, under Where attendance is taken:

1. On the desk computer, signed in as yourself: + Make this an attendance point, name it, say if it has a camera. Do the same on the ward tablet. From then on a PIN clocks in only on those devices. Remove one and it stops at once.
2. Take a photo — each clock-in on a point with a camera takes a small photo, shown beside the punch on Attendance; deleted after 90 days. Tell your staff before you turn it on. The camera needs KlinikFlow opened by its https address on that device.
3. Staff's own phones → Allow — each person asks from Account on their phone; Approve it here (someone else approves yours). It clocks in only its owner, and only on the clinic's Wi-Fi.

On Attendance, each punch says where it was made; look marks one worth checking — the same device clocking two people in within a minute, or a photo missing.

Fingerprint and face machines

An eSSL or ZKTeco machine (most sold in India) can send each punch to KlinikFlow. Under Biometric devices on Settings → Staff:

1. + Add a device by its serial number — on its label, or Menu → System Info → Device Info — and name it (Front gate).
2. On the machine: Menu → Comm. → Cloud Server Setting (ADMS): the server address and port shown on the card, domain name off. It shows Connected within a minute.
3. Who is who — each person's number on the machine is the number in their employee code (SNH-0007 is 7) unless you set Number on the biometric devices on their record. Punches from a number nobody has wait there; Match files them.

Enrol fingers and faces on the machine as before; they never leave it. If the card says its clock is fast, set the time on the machine.

The staff record

Press Record beside a person (it needs the staff record permission, the owner's by default). It keeps what HR needs, apart from what the ward sees:

1. Employment — employee code, kind (permanent, contract, trainee, fixed-term, consultant on retainer), department, designation, who they report to, the day they joined.
2. Personal — date of birth, blood group, address, an emergency contact.
3. Salary paid to — the bank account (shown by its last four digits), IFSC, and PAN if you keep it.
4. Credentials — a council registration, BLS, hepatitis B: the number, Valid until, and a photograph or scan of the page. One lapsing within a month shows on the Staff page under Credentials lapsing. A renewed one is added new and the old one put aside, with why; nothing is deleted.
5. Documents — the appointment letter, ID proofs.
6. Leaving — the last working day and why. Sign-in stops after that day; the record and everything they did are kept.

Each person sees their own record, read-only, under Account. Their Weekly off (Sunday unless you set another, or None fixed where offs rotate) is never counted absent.

Pay

Press Pay beside a person (the pay permission — salaries, the salary sheet, payslips — the owner's by default; every look is logged):

1. Salary a month — basic, DA, HRA, conveyance, special allowance, other, and the month it is paid from. A change starts from its month; months already locked keep what they were paid. The screen warns when basic and DA are under half the gross, as the labour codes count wages.
2. Extras — the night allowance (a night worked on a shift that counts as night) and the overtime rate (an hour past their own shift, from half an hour past it). Nothing is paid that is not set here.
3. Advances and loans — + Give an advance: the amount and how much is recovered each month. What is left always shows.
4. Payslips — every locked month.

The salary sheet

Salary in the sidebar, for last month to begin with (‹ › for others):

1. Work out — from each salary, approved loss-of-pay leave, nights and overtime from attendance, and advances. Days attendance shows with no punch and no leave are flagged absent, never deducted on their own.
2. Press a person to see their payslip. + A one-off adds an addition, a deduction (PF, ESI or professional tax until the app works them out) or loss-of-pay days, always with why. Work out again after attendance or leave is put right; one-offs are kept.
3. Lock — it is worked out once more and locked. A locked month is never changed; put a mistake right in the next month with a one-off.
4. Paid on each line — bank, UPI or cash. Cash paid is not taken from the drawer.
5. CSV — the sheet for your accountant.

Each person opens their payslips under Account. A payslip shows the person's UAN, ESI number and PAN where they are given (on the person's Pay tab and record), the monthly salary, the days paid and any loss of pay, then what was earned, what was deducted — PF, ESI, professional tax, TDS, an advance — and the net.

How to add a person

1. Press + Add person.
2. Type the Name and a Starting PIN (4 to 8 digits). The person is asked to choose their own PIN at first sign-in.
3. Under Roles — in order; the first is where they open, use + Add a role and Add. A person can hold more than one role. Use ↑ first to change which one they open on.
4. Optionally set until a date on a role (for a locum or a trainee). The role ends by itself on that date and the change is written into Changes.
5. Under The person's own: - Discount cap % — the largest discount (as a share of a bill) they may give or approve, if their roles give discounts. It also limits the refunds they may approve. - Qualifications. - For someone who sees patients: Speciality, Council registration, and (with wards) Visit to a patient in a bed ₹ — their own in-patient visit fee; blank or 0 uses the rate card's price. - Listed on the centre's PCPNDT registration — may scan a pregnant woman (for someone whose roles report scans). - Active.
6. The right-hand card shows What (name) can do from all their roles, and (Name)'s sidebar as they will see it.
7. Press Save.

Anyone who sees patients appears as a doctor everywhere: reception's list, the day book, timetables, payouts and the letterhead.

How to reset a forgotten PIN

1. On the person's row, press Reset PIN.
2. Type a new PIN and press Reset.

Their sessions end immediately and they must choose a new PIN at next sign-in. There is no email recovery in the clinic edition — this is the only way.

How someone leaves

Edit the person, untick Active, and Save. They can no longer sign in; everything they did stays on the record under their name.

Good to know - The clinic's last owner cannot stop being the owner, and you cannot take away your own access to staff and roles. - The Changes tab keeps every change to who may do what, for good. Export CSV downloads it.

3. Roles and permissions

What each person may do is a set of permissions, grouped into roles. Open Staff → Roles.

Ready-made roles

Owner (everything, Fixed), Doctor, Nurse, Receptionist, Lab technician, Pharmacist. Ready-made roles cannot be changed. To change one, press Copy to change and edit the copy.

What the ready-made Receptionist holds: find and read patient records; register patients and issue tokens; appointments, the day book and follow-ups; doctors' leave and running late; the WhatsApp outbox and reminders; home collections; collect payments at reception; give discounts (up to their cap); give refunds; approve for someone above their cap; settle bills on a company account; print day registers; and fill Form F. It does not include the ward's clinical work (chart, medicines), casualty, or anything under "Running the clinic".

Roles to start from

Under Start from in the roles list are three roles a clinic often needs that the ready-made six do not give. Click one, check it, and Save; it becomes a role of your own, to change as you like.

• Housekeeping — makes the beds: the Beds screen, every bed and its state, and nothing clinical (no patient's name, doctor or chart).
• Accountant — the money and the books: day registers, company accounts, tax, payouts, analytics; no patient records.
• Administrator — staff, settings, wards and beds, the rate card, the record-access log; no patient records.

How to make a role of your own

1. Press + New role (it starts as a copy of Nurse), or choose any role and press Copy to change.
2. Type a Name.
3. Tick the permissions the role needs. They are grouped: Patients and the desk, Care, Lab, Radiology, Money, Pharmacy, Running the clinic.
4. Some permissions take a scope: everyone, in my care (for reading patients) or mine only (for analytics and payouts).
5. Permissions marked money out, stock out or gives access are ones to hand out deliberately.
6. Check Sees in the sidebar — the screens the role will get.
7. Choose Opens on — the screen they land on.
8. Press Save role. If the change would leave nobody (or only one person) able to do something, a Before saving warning appears; press Save anyway only if you mean it.

A change reaches everyone holding the role at their next click, without signing out, and is kept in Changes.

Example: an Accountant

Tick under Running the clinic: At a glance, revenue and analytics (everyone), Payouts — terms and statements (everyone), Company accounts and statements, Tax and exports. Under Money, add Print day registers if they should also read the desk's registers. Leave out everything under Care, Lab and Pharmacy, and do not tick Staff, roles and timetables.

Example: an Administrator

Tick under Running the clinic: Staff, roles and timetables, Settings, branding, backups, updates, licence, Wards, beds and the admissions register, Rate card and packages, and Record-access log, stock movements and changes. Add money permissions only if they also run the counter. Remember Staff, roles and timetables gives access to others, so an administrator could give themselves more.

How to delete a role

Choose the role. If people hold it, the button reads Delete — move its N people first: give them another role on People, then press Delete role.

4. Doctors' timetables and leave

On Staff → People, press Timetable on a doctor's row. Tabs: Timetable, Leave, Payout.

How to set a doctor's timetable

1. Under Every week, press + session on a day, set From and To, and choose Every week or particular weeks (1st, 2nd …). Press Add.
2. Copy Monday to … copies Monday's sessions to other days.
3. Same as the clinic's hours clears the doctor's own sessions; the doctor is then in for the clinic's hours every day.
4. Under Appointments: - Time slots (a booking holds a time) or Tokens only (first come, first seen); - how many minutes one appointment or patient takes; - Patients per session, booked and walk-in (0 is no limit); - Room (printed on the token slip); - Consultation billed as and Review billed as, with Within, days — a patient seen by this doctor within that many days pays the review rate.
5. Save.

Leave is marked from the Leave tab (the desk can also do this; see the desk manual).

5. Settings → Clinic

Open Settings. Tabs: Clinic, Branding, Letterhead, Printers, Wards, Messages, Security, Licence, Updates (and ABDM in KlinikFlow Cloud only).

The Clinic tab holds:

• Network — the addresses where the app can be reached on the clinic network, Connected devices, and Install on this device (adding KlinikFlow to a phone or tablet home screen, with the two ways to make the address trusted).
• Daily check-in — Tell AshuLabs this copy is in use. When ticked, once a day while online, KlinikFlow sends a random install number, the version, the operating system and whether it is on trial or licensed — never a patient, a bill or the clinic's name. It is also how you hear of new versions.
• UPI — UPI ID and Name payers see, then Save UPI. Unpaid bills and slips then carry a QR with the amount and bill number. It confirms nothing: the desk marks the bill paid when the money shows on the clinic's phone.
• Receipt format — for Reception desk and Pharmacy counter: 80mm thermal, A4 or Ask each time.
• Lab — whether lab reports need a pathologist's signature before the doctor sees them; Analysers — set up and status (see Lab machines below).
• Ultrasound — PCPNDT — the centre's registration number, printed on every Form F and ultrasound report.
• Clinic hours — Sessions like 09:00-13:00, 17:00-20:00, then Save hours. Doctors' times are cut from these. The screen says when the clinic closes; sign-ins end half an hour after closing (a clinic with beds keeps a working-day sign-in instead).
• Vitals defaults — what a fresh vitals form starts at.
• Storage — where the data is kept and the database size.
• Backup and Restoring from a backup — see section 19.

The ward's nurse in charge

Settings → Wards, each ward: Nurse in charge. A high alert on the ward that no nurse takes in five minutes goes to the patient's consultant and to this person (plate 80b). With nobody chosen, it goes to the consultant alone.

Lab machines

Lab → Analysers → Connect an analyser connects a haematology, biochemistry, immunoassay or HbA1c machine in four steps:

1. The machine — choose it from the common ones (Sysmex, Mindray, Erba, Horiba, Roche, Snibe, Bio-Rad, Abbott…), or Another machine for any other. Tick Set it up as a mock device to try KlinikFlow before the machine is connected.
2. The cable — network (the screen shows what to type into the machine's LIS settings: this computer's address, the port, ASTM or HL7), a machine that waits to be called (type its address), a serial cable, or no cable (import its file). Send it the work list for a machine that asks which tests each barcode needs.
3. A test run — run one sample; the screen shows what arrived, and what to check if nothing does. Save it for support sends us what it sent.
4. Its tests — matched from the run to the rate card; choose any it could not match; add panic limits.

A mock device behaves like the machine from inside KlinikFlow: Send a test run sends a run for the latest sample at the bench. All it sends is marked MOCK DEVICE RESULT and is never sent to a patient. When the machine comes, Replace with the real machine keeps its tests.

The connection runs on this computer, so it works with the internet down. On KlinikFlow Cloud the machines cannot be reached yet; import their files.

Histograms (on a haematology analyser) puts the CBC's white cell, red cell and platelet curves on the report, or keeps them off. A Mindray sends them inside its results. A Sysmex sends only the name of the image it saved: type the folder it saves to (for example \\XN-IPU\Output), and KlinikFlow, or Connect on the lab computer, reads them from there.

Controls (beside Set up on each analyser) are the control samples the lab runs on it, for QC: each level of each lot, with the date to use it until, the name the machine sends it as, and each test's target mean and SD from the insert sheet. A test left empty is not checked. A lot cannot change once it has runs: New lot adds the next lot as a new control, so its chart starts afresh, and Retire takes the old one off the QC tab while keeping its runs. The technician sees each control's state on Queue → QC (the lab technician's manual, section 12a).

X-ray, ultrasound and echo images

The machines' own images (DICOM) are kept on each study exactly as they came, with a picture of each for looking at — sent by the machine itself, or added from its files, a folder or its CD/USB export (see the lab technician's manual).

Radiology → Imaging machines sets up each X-ray, ultrasound and echo machine to send its images here: + Add a machine, choose it from the list (or another), give its AE title as set on the machine. On the machine, in its "send to PACS" or "storage destination" settings, enter what the screen shows: KlinikFlow's AE title (KLINIKFLOW), this computer's address and the port (11112). The machine's own "test connection" then shows it as Connected. Tick A mock machine to try it first: Send a test study sends a sample through the network, marked mock; Replace with the real machine asks for the real one's AE title. A machine that offers a worklist (modality worklist) can be pointed at the same AE title, address and port: it then fetches the day's patients, and nobody types on it.

Settings → Storage shows how much room the images take and what is free on the disk, flagged when space runs low. Images are never deleted to make room: move the backups to a bigger disk instead. They take room — an echo can be hundreds of megabytes — so keep an eye on the disk and on the backups. The sample studies (Sample X-ray, ultrasound, echo loop, ECG) are marked mock.

KlinikFlow Connect

On KlinikFlow Cloud, the clinic's machines are on its own network, which the cloud cannot reach. KlinikFlow Connect is a small program for one of the clinic's computers — the lab PC, say — that listens for them and passes everything up. Nothing needs opening on the router.

1. Settings → Connect → + Connect a computer. On the clinic's computer, download Connect from the dialog's Windows · setup (or Linux · .deb / .rpm). A computer with no internet: download it on this one and carry it over on a USB stick.
2. Run the setup there. Windows asks once for permission (and may warn that the setup is from an unknown publisher — choose More info, then Run anyway). When it asks, type KlinikFlow's address and the code the dialog shows — each has Copy — and a name for the computer. The code is good for fifteen minutes, once; a wrong or late one is refused before anything is installed. Connect then runs as a service, starting with the computer. On Linux, after the package: sudo klinikflow-connect pair https://<your KlinikFlow> <the code> "Lab PC".
3. The dialog says when the computer has connected, and it shows as Online. Under What runs through it, choose the computer each machine is cabled to; it shows listening within seconds. Set the machines up as usual (Lab → Analysers, Radiology → Imaging machines), but with the lab PC's address on the machine.

If the internet goes down, what the machines send waits on that computer, encrypted, and goes up by itself when the line is back; the analysers' work lists are answered from the last copy. A computer Offline for more than five minutes needs looking at — is it on, is Connect running? Remove stops its key at once. A computer whose Connect is older than KlinikFlow shows Update: the download, run over it, keeps its connection and what waits. Uninstalling it (Windows: Apps & features) asks before deleting anything still waiting to go up.

In the clinic edition KlinikFlow listens for the machines itself; Connect is only for a machine cabled to another computer.

6. Branding and letterhead

Branding

Settings → Branding: Hospital name, Short name (for the narrow sidebar), Tagline (sign-in screen only), Logo, Browser tab icon (optional), Colour, Custom fonts, and the Credit line. A preview shows where each lands. A logo's plain white or transparent margin is cut away on printed documents, so the mark itself fills its space.

Letterhead

Settings → Letterhead (titled "Letterhead & print"):

1. Choose a letterhead chip, or ＋ New letterhead. More than one is allowed — for example a clinic sharing premises with a diagnostic centre.
2. Header: Letterhead name (only you see it), Clinic name (printed at the top — required, unless the paper is pre-printed), Line under the name, Registration no., Logo.
3. Doctor block: Show the doctor's name & credentials and Show a signature — taken from each doctor's Staff profile, so one letterhead serves every doctor.
4. Type & page: heading and body fonts, Paper (A5 or A4), Top margin (mm) (0 to 60), Footer text, Pre-printed stationery mode (for paper with the header already printed: the header is left off, the margin kept), Use as the default, Credit line on printed pages.
5. Used on: tick which documents print on this letterhead (see the table below). Ticking one takes it off the letterhead that had it; unticking hands it back to the default. The default prints everything no other letterhead is chosen for, so its chips are not ticked by hand.
6. Press Save. The preview on the right shows the paper as you type. Print test page prints the letterhead as saved.
7. Remove this letterhead (on any letterhead but the default) takes away one made by mistake or no longer used, after asking. What it printed goes back to the default, and so do reprints of anything printed on it. To remove the default, make another the default first.

Which document prints on which letterhead

Each Used on choice is a group of documents. Whatever is chosen here is what a document prints on — unless someone picks another letterhead in the print dialog at the moment of printing (the Letterhead box there, shown when the clinic has more than one).

Receipts take only the clinic name and the lines under it: the 80 mm receipt slip keeps its own narrow layout, and the day registers and reports add their own heading.

A typical polyclinic with a diagnostic arm: a second letterhead "Sundar Diagnostics" with Lab and scan reports, Form F ticked; everything else stays on the polyclinic's default.

7. Consent and certificate wording

Both are at the bottom of Settings → Letterhead.

Consent wording

For each kind — the general consent to admission and treatment, procedure or surgery, anaesthesia, blood transfusion, high-risk, and refusal of treatment:

1. Choose the language from the box beside it (English or an Indian language; "— not written" shows where none exists yet).
2. Edit the words. Blanks the app fills: {patient} {age} {doctor} {procedure} {date}. {procedure} is what the desk or doctor writes under "What, and its risks".
3. Press Save. Use the default puts back KlinikFlow's words (English).

The change applies to new consents only: a consent keeps the words it was made with. Leaving against medical advice prints on its own form, with fixed words. A kind with no words in the patient's language prints in English alone.

Certificate wording

For Medical leave, Fitness to resume, Fitness for an activity and Letter to the referring doctor: edit, then Save (or Use the default). Blanks: {patient} {age} {date} {diagnosis} {from} {until} {days} {resume} {activity}. A certificate missing one is not issued until it is supplied. New certificates only.

8. Printers

Settings → Printers (clinic edition):

1. On this computer lists the printers Windows or Linux has, with Ready or their status.
2. Under Each kind of page goes to, choose a printer for Slips — tokens, bills, receipts (80 mm), A4 — bills, reports, registers, A5 — prescriptions, certificates and Labels — samples, wristbands, or leave The computer's default.
3. Press Test page beside each, then Save.

A printer on another computer prints from KlinikFlow once it is shared on the network and added on the reception computer. Until then the print dialog offers the PDF.

9. Messages and WhatsApp

Settings → Messages.

How messages go out

• By link — reception clicks Send: WhatsApp opens with the message typed, on the reception PC or the clinic's phone. No account, no cost.
• Automatically — WhatsApp Business account: messages leave by themselves from the clinic's own number. Enter the Phone number ID, Access token and Template language. WhatsApp charges per message and only sends wording it has approved. The token is never shown again once saved.
• By SMS — for a clinic without WhatsApp Business: texts go through an Indian SMS gateway on the clinic's own sender ID. Choose the SMS gateway (MSG91, or Another gateway, by its address), then the Sender ID (DLT header) — the six letters registered on DLT, like SUNDNH — the DLT entity ID, and MSG91's Auth key or the other gateway's address (it must have {to} and {text} in it).

With the WhatsApp Business account, an SMS gateway can be set as well: a message WhatsApp will not take (the number is not on WhatsApp, say) goes at once as a text instead, if its kind has a DLT template.

Set the Number patients can call back — a phone number, like 044 2434 5678.

What is sent, and when

Turn each on or off and edit its Wording (and, for the Business account, its Approved template name; with an SMS gateway, its DLT template ID — register the wording on DLT exactly as shown under it, with {#var#} for each blank). Emptying a wording puts KlinikFlow's own words back:

• Appointment reminder — the evening before, at 6 PM;
• Health-check reminder — the evening before, at 6 PM, with the package's instructions;
• Follow-up due — on the morning it is due;
• Report ready — when the lab completes the test;
• Vaccination due — the week before a child's next doses;
• Change to a booking — when the desk tells a patient the doctor is away, no longer in, or running late;
• A stay's total so far (with wards) — only when the desk presses Today's total;
• A code to the phone — when a patient books online or signs in to their page.

Press Save.

Good to know - Only patients who agreed at the desk are messaged. Nothing goes before 8 AM or after 9 PM. - A message with a blank it cannot fill is not sent. - By SMS, a kind with no DLT template is not sent; Appointments → Reminders shows each message, whether it went on WhatsApp or by SMS, and why one did not go.

10. The rate card and packages

Open Rate card (titled Master rate card).

How to change a price

Type the new amount in the Rate ₹ cell and press Save (or Enter). Bills already raised keep the price they charged. History shows each earlier price, until when, and who changed it.

How to add an item

1. Press + Add item.
2. Code (unique; cannot be changed later), Item name, Category (consultation, lab, procedure, emergency, bed, consumable, outside, registration).
3. Routes to — which queue a paid order lands on (none, doctor, lab, nurse, stock, prints only). Done here as an X-ray or ultrasound sends it to radiology.
4. For lab tests: Drawn into (tube), Result type, Unit, normal range.
5. Rate ₹, and Billed per for a per-unit price (for example "per stitch").
6. For consumables only: GST % and HSN. Healthcare services are exempt.
7. Press Add to the card.

How to retire or bring back an item

Retire takes it off every screen that bills or orders. Old bills still show it. The retired filter lists retired items; Bring back restores one.

Packages

Below the items:

• Packages (casualty) — a starting point of lines dropped into a casualty bill, always editable.
• Health checks — one line on the bill; each piece goes to its own queue once paid. Tell the patient text goes on the slip, the bill and the reminder.
• Packages for a stay (with wards) — charged whole at admission, with Days in a bed it includes. What it includes costs nothing as it is done; days beyond it are charged at the ward's rate.

Press New package, name it, set the Package price, ₹, add items from the rate card, and Save package. Revenue and payouts split a package's price across its pieces in proportion to what they cost alone.

11. Company accounts (payers)

Open Accounts (titled Company accounts). A company or school pays for its people each month.

How to add a company

1. Press New account.
2. Company or school, Place, Pays for (tick the kinds of service), Credit limit per month, ₹ (blank for none), GSTIN, Billing address, Statements to — email, Phone.
3. Tick The desk may settle bills on this account.
4. Press Save account.

Medicines are never on account; the patient pays for them at the desk.

Statements and payments

Open the company and use Statements: one per month, with its status.

• Print statement — on the letterhead: date, bill, patient, employee ID, slip number, services by kind (results are never shared with the employer).
• Mark sent once it is sent.
• Record payment — Received, ₹, Tax deducted at source, ₹, how, Reference, Received on. A part payment leaves the rest due.

Edit terms changes the account. Unticking the desk box stops new bills going on account.

12. Wards and beds

Open Settings → Wards (titled Wards and beds). Tabs: Wards, Charges, Register. A person with only the wards permission reaches it from Wards and beds in their sidebar.

Before you start

The day's charges come from the rate card. On Rate card, add items in the bed category for each ward's bed charge and nursing charge (for example "General ward bed — per day", "Nursing — per day"), a doctor's visit item, and a day-care item if you use one.

How to set up a ward

1. Press + Ward.
2. Name (for example "General ward — men"), Kind (General, Private, High dependency, Labour, ICU, CCU, NICU), Beds are for (Anyone, Men, Women).
3. Deposit at admission ₹ — what the desk is told to ask.
4. Intensive care — the room is exempt from GST: ticked by itself for ICU, CCU and NICU; for a high-dependency unit, it is your accountant's decision.
5. A day in a bed and Nursing, a day — choose rate card bed items, or Not charged.
6. Beds: name each as it is painted on the wall, in the order they stand. + Bed adds the next label (M-5 after M-4). To take a bed out of use, type Out of use because and optionally Until (it comes back the day after by itself).
7. Press Save ward. If the beds would go beyond the registered count, a warning appears; Save anyway if correct.

Use ↑ in the ward list to set the order the floor is walked. Close ward removes its beds from the ward map; they stay on record. A bed that has had a patient is kept and cannot be removed.

Rules for the whole nursing home

Under For the whole nursing home (Wards tab):

• A bed-day is counted: Each midnight in a bed or Each 24 hours from admission.
• Day care is a stay under N hours (1 to 23; 6 unless changed).
• Beds the nursing home is registered for — the count on the clinical establishment registration.

Press Save rules. These are printed on the admission form, so the family knows how a day is counted before the first one is charged.

Charges tab

• By ward: each ward's day charge, deposit and GST position. Since 18 July 2022, a non-intensive room over ₹5,000 a day carries 5% GST without input tax credit for a GST-registered nursing home.
• Packages for a stay (made on the rate card).
• For every stay:
• Ask for more deposit when the charges pass N % of the deposits (50 to 100; 80 unless changed);
• Casualty's bill, when the patient is admitted: Comes onto the stay or Settled first, separately;
• A doctor's visit item (at each doctor's own in-patient fee where set on Staff; without it, visits cannot be charged);
• Day care, in place of bed-days item;
• GST on a deposit for a room that carries it: Not at receipt — on the final bill or At receipt, on a receipt voucher — your accountant's answer. Press Save.
• Receipts: the next deposit receipt number (DR-…). Refund vouchers are DV-….

Register tab

The Admissions register by month: IP number, dates, patient, doctor, where from (with MLC), when and how they left. Cancelled admissions stay on it, marked. Shows occupancy and average stay. Print or Export CSV.

A labour room

Add a ward of the kind Labour (its beds, like L-1) on the Wards tab. Labour room then appears in the sidebar of the doctors, the nurses and anyone whose role holds The labour room (care.maternity).

Theatres

On the Wards tab, the Theatres card adds the nursing home's theatres — OT 1, a minor theatre — beside the wards. Once there is one, Theatre appears in the sidebar of the doctors, the nurses and anyone whose role holds The operation theatre (care.theatre). A theatre with cases booked ahead cannot be closed.

13. Money: revenue, bills and approvals

Revenue

Revenue for a period (Today, Yesterday, This week, This month, Last month, Last quarter, From – to):

• tiles: Collected (after refunds, with what was charged to stays), Patients, Discounts given, Outstanding;
• Collection through the day (hourly), Where it came from (click a source to see its items, including custom charges), By doctor, By payment mode, Who took the money, Every payment.

All bills

Bills opens every bill, searchable by receipt number or patient, by period, till and status. A bill opens to its lines; Day register prints the bill register.

Approvals on the spot

You approve when a staff member's own limit is not enough. You do not need to sign in at their computer:

• Discounts above their cap: on their screen, choose your name under Approved by and type your PIN.
• Refunds above their cap, or by someone whose roles do not give refunds: the same, in the refund dialog.
• Settling on a company account by someone whose roles do not allow it.

Both names go on the record. You appear in the list only if your own cap covers the amount (the owner's cap is 100% unless changed on Staff).

Good to know - A paid bill is never edited. Money given back is a numbered credit note against the bill, with its reason. - Changing a rate-card price on a single bill needs someone who keeps the rate card, and a reason; a lower price for one patient is a discount at the desk.

14. Payouts to consultants

How to set a consultant's terms

1. Staff → Timetable on the doctor's row, then the Payout tab (or from Payouts).
2. Share or fee per item, or Salaried — no payout.
3. For each kind of work, choose Share (%), Fixed per item (₹) or Nothing. A rule for one item … sets a rule for a single rate card item.
4. A discount given at the desk: Comes off their share too, in proportion, or The clinic bears it; they are paid on the full price.
5. Paid: Each month, Each week, Each day, once the day is over, or After each session — cash the same evening.
6. Tax deducted, %, Once the year passes, ₹ (threshold) and PAN (without one, 20%). Section 194J.
7. These terms start on a date. Periods already worked out keep their old terms.
8. Press Save terms.

A warning appears if a doctor is paid a share of the tests or medicines they order.

How to pay a statement

1. Open Payouts. Move between periods with ‹ and ›.
2. Choose a consultant. Each statement shows the work, counts, what was collected and their share; click a line to see the bills.
3. Check Earned, discounts, TDS and To pay.
4. Press Mark paid…, choose Bank transfer, UPI, Cash or Cheque, type the UTR or cheque no. and date, then Mark paid ₹….
5. Print statement for the consultant.

The TDS card lists each statement paid in the quarter with PAN, rate and TDS; CSV downloads it for the accountant. KlinikFlow works it out; the accountant files the return.

Good to know - Payouts are worked out from money collected in the period, less refunds given in it. A paid statement never moves; a later refund counts in the period it happens.

15. Tax and GST

Open Tax (titled Tax & compliance).

1. Is this clinic registered for GST? — Yes — registered (with GSTIN, State code, Filing: Monthly or Quarterly (QRMP)) or No — not registered.
2. What is taxed here — treatment is nil-rated; medicines are taxable goods (MRP inclusive); consumables are taxable when sold separately. Room GST for a nursing home is described in section 12.
3. This period — output tax, input tax on purchases, net payable.
4. Turnover watch — against the registration threshold you choose (Which threshold applies to this clinic). Register within 30 days of crossing.
5. Export for the accountant — Sales register, Purchase register, Credit notes, GSTR-1 summary, GSTR-3B summary, each as CSV. A link takes you to the month or quarter just finished.

KlinikFlow does not file returns and never connects to the GST portal. An unregistered clinic has no tax files to export.

16. At a glance (analytics)

At a glance opens with the period chips. Tabs: Clinic, Doctors, Services & payers.

• Clinic: Collected (against the previous period), Still owed (with the unpaid bills), beds and stay charges (with wards), Patients, Average bill, Pharmacy margin, Discounts given, Collections per day, Busiest hours, Where it came from, Earning most, Best sellers. Every chart can be shown as a table.
• Doctors: patients, collected, paid out, what the clinic keeps, sessions, capacity, no-shows and wait.
• Services & payers: who pays, what companies owe, health-check packages, and Turnaround against Turnaround targets (set and Save targets), including unfinished health checks.
• Where patients come from (button at the top): how new patients came, from the desk's "Came to us through".
• Export downloads the period's revenue as CSV.

17. Reports

Reports → The day. As owner you can choose any period: Today, Yesterday, This week, This month, Last month, Last quarter or From – to, and narrow the OP Register, Revenue and Follow-ups to one Doctor.

Reports: OP Register, In-patients, Bill Register, Revenue, Pharmacy, Stock, Who owes, Follow-ups. Each opens on screen (View) or downloads as PDF (on the letterhead), Excel or CSV. The day's file gives every report in one file.

Also linked from Reports: Admissions register (monthly), Form F register, The accountant's tax exports.

The desk reads its reports one day at a time and never sees Revenue; the doctor reads their own patients without money; the pharmacist reads Pharmacy and Stock.

18. Security: the record-access log and other trails

Settings → Security:

• Treated before paying — every patient who reached care ahead of payment (casualty or in a bed), what was billed and what is still unpaid.
• Who read a patient's record — the last 100 opens and downloads, with staff, patient, what and from which computer. Search by patient or staff name. Report downloads appear here too.
• Sign-in attempts — the last 50, signed in or wrong PIN.

Any clinician can open any patient (a covering doctor must not be blind); the log is what makes that accountable. It stays in the clinic's own database, is included in every backup, and is never sent anywhere.

Other trails: Staff → Changes (who may do what), Movements (every stock movement, including adjustments), and each stay's own record of what happened.

19. Backups and restoring

How to set up and take backups

1. Settings → Clinic → Backup.
2. Under Back up to, type the folder (for example a USB drive) and press Save.
3. Press Back up now.

With a folder set, KlinikFlow also takes a backup by itself when the last one is more than a day old. The card turns amber when the backup is stale, and says so if the clinic has never been backed up.

A backup is one .kfbk file holding the database, every lab report, the logo and uploaded fonts. It is checksummed, and it is an ordinary zip file.

How to restore

1. Stop KlinikFlow.
2. Run ./scripts/restore.sh <backup.kfbk>, or on a fresh computer choose Restore from a backup in the setup wizard.
3. Start KlinikFlow.

Never restore onto a running server. The backup is checked against its checksum before anything is written, and whatever was on the computer is kept in a folder beside the data rather than deleted.

20. Licence

Settings → Licence shows Licensed (valid until, days remaining, licensed to, licence key, this computer's code), Trial (30 days from first start) or Not licensed.

How to apply or renew a licence

1. Send AshuLabs the code shown for This computer.
2. Under Renew or move, choose the .lic file you were sent. No internet is needed.

Everyone sees a banner a week before expiry and after. Two weeks after expiry (or when the trial ends), new bills cannot be raised. Reading, printing, backing up and paying bills already raised go on, and so does care already begun.

21. Updates

Settings → Updates shows the Installed version and the History of updates.

• When the daily check-in hears of a newer version, a banner appears for you with What's new · download. Nothing installs by itself. On Windows, double-click the new download on the reception computer: it upgrades KlinikFlow and keeps every record.
• Or copy the .kfup file onto a USB stick and plug it in. KlinikFlow checks the signature and shows Update package found … signature verified. Press Apply update. A backup is taken first; if it cannot be taken, the update does not run.
• Other computers, phones and tablets pick up the new version when they reload; nothing is installed on them.

How to roll back an update

Under Roll back, type Your PIN and press Roll back the last update. When KlinikFlow next starts, the previous version and the records as they were before the update are put back together. Anything recorded since is kept aside, not deleted.

22. The facility: equipment and licences

Facility in the sidebar is the clinic's equipment register and the licences that keep it open. You hold it; give it to whoever looks after the machines with the Equipment permission (Staff → Roles).

The register

• Facility → Equipment lists every item, what is due first at the top: a licence against it lapsing within 60 days, or its warranty ending. Choose Due or a kind, or type a number, name, serial or place to find one.
• + Add an item: what it is, its kind (life support, diagnostic, lab, sterilisation, the building, other), where it is, make, model, serial, when it was bought and for how much, the supplier and the warranty. It is given the next EQ- number unless you type your own.
• Change Where when it moves: the move is kept, with who moved it.
• Papers: keep the invoice, the warranty card or the manual as a photo, scan or PDF.
• The lab's analysers and the imaging machines appear on the register by themselves, linked to their connection.
• Take off the register when an item is condemned or sold: say why. It is kept, with its history and papers.

Labels

Tick items on the register and press Print labels, or Print on an item: a QR label comes out on the label printer the wristbands use. Stick it on the machine. Scanned with a phone's camera, it opens the item in KlinikFlow after signing in.

Licences and approvals

Facility → Licences lists every licence in force, the soonest to lapse first: the fire NOC, the biomedical waste authorisation, AERB for the X-ray, PCPNDT for the ultrasound, the clinical establishment registration. Add one with its number, who issued it, until when, and the certificate, for the building or for an item.

Sixty days before one lapses it shows on At a glance under Licences due, and on the register. When it is renewed, add the new one and Put aside the old one, saying why.

Maintenance

Facility → Maintenance is what keeps the machines safe:

• Due: servicing, calibration, checks and cleaning due within a month, or overdue. Set a schedule on an item's page under Schedules: every so many months, or by its running hours for a DG set. Press Mark done, tick the checklist, say who did it and keep the engineer's report or the certificate; the next date follows.
• Contracts: add an AMC or CMC with the items it covers, its cost and the visits it owes. Record each visit with A visit. A contract ending within 90 days is marked.
• Broken: what anyone has reported broken. Move on when the engineer takes it, when it waits for a part, and when it is back in use, with what the repair cost and whether the warranty or the contract paid. A ventilator, monitor or defibrillator out of use is shown at the top of the ward map and on At a glance until it is back.
• Daily logs: on an item's page, say what it logs each day (the DG set's running hours and diesel, the oxygen manifold's cylinders); type the day's readings here.

Biomedical waste

Facility → Biomedical waste is the register the pollution control board asks for. Housekeeping fills the day's waste (bags and kilograms by colour and by where it came from); give them the Biomedical waste permission, or start their role from the ready-made Housekeeping role, which has it.

• When the treatment facility (CBWTF) collects, add + A collection with their weights and a photo of their receipt. A difference of more than 5% from what was logged is flagged until someone says why.
• Keep the board's authorisation and the CBWTF agreement under Facility → Licences: they show here, and are reminded before they lapse.
• Form IV, the annual report, is due by 30 June for the year before. Print it from here: it lists the year's waste by category, the days not logged, training and injuries. After filing it on the board's portal, Mark filed with the acknowledgement.
• Record each training session and who attended, and any needle-stick injury with the person's hepatitis B status.

23. Rosters

Rosters in the sidebar: who is on each shift of each day, a week at a time. Give it to a matron or charge nurse with the Rosters permission.

1. + An area: the men's ward, casualty, the desk. Choose who works there and how many each shift needs. The rest rules (nights in a row, a day off in so many, hours a week) are set here for every roster.
2. Fill the week: a shift, off, or nothing, for each person each day. Approved leave shows as L and cannot be rostered over. A shift below its cover, or someone past a rest rule, is warned — never stopped.
3. Copy last week to start from the week before. Print for the notice board.
4. Publish. Each person sees their week in Account, and attendance judges anyone without a fixed shift against the roster.

Staff ask for swaps from Account; the other person accepts; you approve or refuse. When someone rostered has not clocked in half an hour into the shift, they show under Not in with who could cover; Put … on makes it so. The ward map shows who is on now.

24. PF, ESI and professional tax

Settings → Staff → Statutory payroll. Turn on what the clinic is registered for — Provident Fund (with the establishment code), ESI (the employer code), professional tax (for the clinic's state) — and the salary sheet works them out each month.

• On each person's Pay tab, add their UAN and ESI IP number; mark anyone who is not a PF member, anyone on full PF wages or contributing more, and anyone exempt from professional tax. The tab says whether ESI covers them this period.
• On the salary sheet, PF, ESI and PT appear as their own columns with what the clinic pays on top. Pick someone to see how each was worked out — for example "PF ₹1,800 = 12% of ₹15,000".
• The rates come with KlinikFlow and are listed under The rules in force. If the law changes before an update arrives, add a newer rate from a month, with the notification as why. Months already locked keep what they were paid.
• Check the rates and your state's professional tax slabs with your accountant before relying on them.

The month's returns

Once a month's salary sheet is locked, The month's returns below it gives the files the portals take: the ECR for the EPFO, the ESIC sheet (open it in a spreadsheet and save it as Excel), and the professional tax return. Upload and pay on the portals, then Mark paid with the TRRN or challan number and the receipt. Returns due within a week, or late, are shown on At a glance. Anyone without a UAN or an ESI IP number is named, as they are left out of the file.

Tax on salaries (TDS)

Under Settings → Staff → Statutory payroll, turn on Tax on salaries and give the clinic's TAN and the person responsible. Each person then chooses the old or new regime and declares rent, 80C, 80D and a home loan under Account → Your tax, and adds proofs by January; you Check each proof on their Pay tab — accept it, or cut it to what it proves, with why. The salary sheet deducts each month's share of the year's tax and says how. In March, June, September and December the month's returns offer the quarter's 24Q data for your accountant. After the year, print Form 16 Part B from each person's Pay tab and add Part A from TRACES; they can open both from Account.

25. Narcotics

A medicine marked narcotic in Medicines is kept by the ampoule: received, issued to a patient, given with any waste witnessed, back on the shelf. The nurses count the ward's cupboard and the pharmacist the shelf at each change of shift, two people each time. A count that does not match the register shows on At a glance until you or the pharmacist open it under Pharmacy → Registers → Narcotics and Explain it. Print each narcotic's month there for the drug inspector.

26. Births

A delivery recorded in the labour room makes each baby a patient of their own and a line in Reports → Birth register. The desk prints Form 1 for the registrar and marks the birth reported — At a glance says when one is due.

27. Deaths and the medico-legal register

A death in a bed or in casualty is in Reports → Death register, numbered by the year. The doctor signs the medical certificate of cause of death (Form 4); the desk prints Forms 2 and 4 for the registrar and marks the death reported — At a glance says when one is due. The Medico-legal register beside it is made from the cases casualty and the ward mark medico-legal, printed by the month for the police and the courts.

28. Quality — NABH entry level

Quality in the sidebar (yours, or a quality lead's whose role holds Quality) is the month in one place:

• Quality indicators, worked out from the records, beside the month before — bed occupancy, length of stay, return to theatre within 48 hours, re-admissions within 72 hours, medication errors, falls, needle-sticks, consents signed before the procedure, the OPD's waiting time.
• Daily checks: + A check sets one up — a crash cart's checklist (how many items) or a fridge's temperature (its range, once or twice a day). The ward does them; one not done or out of range shows on the ward and on At a glance.
• Incidents, reported by anyone from their Account: Review each, write what was done, and Close it.
• Patients' feedback: the month's count and average score; Answer each complaint to close it.
• Records by chapter: what KlinikFlow keeps for each chapter of the standard, and + Document to attach your policies and committee minutes.
• Print for the assessor puts the month on paper.