How to Choose Ayurveda Clinic Software in Nepal

Most clinic software is built for allopathic clinics, with terms like OPD, ICD codes and lab orders. An Ayurveda practice works differently. The consultation may be long, the prescription often lists several preparations with instructions on how to take them, and the dispensary may make some items in-house. When you choose Ayurveda clinic software, check that it fits this reality rather than forcing your vaidya into someone else's form. This guide lists what to look for. The software is for record keeping, billing and scheduling only. It never replaces the practitioner.

Does the patient file match your way of recording?

Vaidyas note different things. Some write detailed observations in their own words. Others use a fixed set of headings. Ask whether the consultation screen supports both a free-text area and fields you can rename. You should not need to type in English if you prefer Nepali. Ask to see a long note saved, reopened and printed. Also check that old visits appear in date order so a returning patient's previous prescriptions are one click away.

Privacy matters here. Patient information is personal. Ask who can see which records, whether the software supports separate logins for the vaidya, the dispensary and the counter, and how backups are kept.

Prescription printing

A prescription should look like yours: clinic name, registration details, patient name and age, date, the items with instructions and duration, and a space for the vaidya's signature. Ask to see a sample in your language. Check that the printed copy and the on-screen copy match so the dispensary does not argue with the patient about what was written.

The dispensary is half the business

Many clinics earn as much from medicines as from consultations. The system should therefore handle stock properly:

• Items with units that match how you sell, such as grams, bottles, packets, tablets or loose powders.
• Batch numbers and expiry dates at receiving.
• Stock that decreases when the dispensary issues an item.
• A low stock list and a near expiry list.
• Records for preparations you make yourself, including raw materials used.

If the vendor shows you only a pharmacy module built for packaged tablets, ask how loose herbs and powders work.

Sessions and packages

If your clinic sells sittings, such as massage or therapy sessions, ask how a package is sold and tracked. You need the number sold, the number used, the dates and who delivered each one. This protects both the patient and the clinic from arguments.

Billing and VAT

Check that one bill can combine a consultation, medicines and sessions, with discounts recorded with a reason. If your business is VAT registered, bills should be set for 13% VAT and numbered in sequence. Confirm your obligations with the IRD or your accountant, and let the vendor configure the software to match. See also VAT billing software.

Support and continuity

1. Who answers questions, and how quickly?
2. Can you export all your data at any time?
3. What happens if the computer fails? How often is backup done?
4. Can the vendor configure the forms for you, or do you do it alone?

Ask to see a bad day, not a good one

A demo on a quiet afternoon proves little. Ask the vendor to show what happens when things go wrong. A prescription was entered for the wrong patient. A medicine is out of stock after the bill was made. A patient returns an item. The power goes off in the middle of a bill. Good software has a clear answer for each: cancel with a reason, substitute an item, issue a credit note, recover the unsaved entry. If the answer is "that will not happen", be careful. In a clinic it happens every week.

Check the training you will really get

Software is only as good as the habits around it. Ask whether training is included, who delivers it, whether it can be done in your clinic after hours and whether it can be repeated when new staff join. Ask for a simple one-page guide in the language your counter staff prefer. A short practice period with sample patients, before real ones arrive, removes most early mistakes.

Compare itemised quotes

Ask every vendor for a written quote that separates set-up, licence or subscription, training, support, hardware and messaging costs. Prices are decided by your set-up, so be suspicious of anyone who names a number before understanding it. Compare what is included over a full year, not just on day one, and ask what happens at renewal.

Data ownership

Your patient history is an asset built over years. Before signing, confirm in writing that the data belongs to you and that you can export it in a usable format, such as Excel, whenever you ask. Also ask where it is stored and how often it is backed up.

Your next step

Pick a typical day: a new patient, a returning patient with a course of medicines and a person buying a packaged item from the counter. Ask each vendor to walk through these. You can see how WebsNP Ayurveda clinic software handles them by messaging us on WhatsApp for a demo.

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