Physiotherapy Clinic Records and Billing in Nepal

Running a physiotherapy clinic in Nepal means keeping three kinds of records tidy: who the patient is, what was agreed and paid, and what the clinic must show an authority if asked. This article is about software and record keeping habits, not legal or medical advice. Where a rule matters, confirm it with the official body or your accountant.

Registration and licences

Health professionals and clinics are registered with the relevant councils and local government offices, and the exact requirements for your premises and staff can change. We do not quote the rules here. Ask your professional council, your municipality and the Department of Health Services what applies to you, and keep scanned copies of your registration documents in the system so they are easy to produce. The physiotherapy clinic software has a documents area for that purpose.

Patient records: what to keep and why

A sensible patient record contains:

• Name, age or date of birth, phone number and address.
• Referral source, if a doctor or coach sent the patient.
• Dated visit entries written by the therapist.
• Package details, payments and any pending balance.
• Consent or acknowledgement forms your clinic uses.

The content of the clinical entries is decided by your therapists and your professional standards. The software only stores, dates and protects what they write.

Privacy habits that cost nothing

Patient information is personal. Simple habits go a long way: give each staff member their own login, limit notes to therapists and the owner, never share a login at the front desk and log out on shared computers. Do not send notes or reports over WhatsApp groups. If a patient asks for their record, decide who is allowed to release it and note the date and what was shared.

Billing and VAT

Whether a clinic needs to register for VAT and whether specific services are taxable is a question for the Inland Revenue Department and your accountant. The software can be configured for 13% VAT where you are registered, number your bills in sequence and keep a copy of every bill. It does not decide your tax status. Our article on VAT billing software explains how sequential bills and reports help at filing time.

Dates: Bikram Sambat and the fiscal year

Bills and reports in Nepal follow Bikram Sambat. The fiscal year starts in Shrawan, so the clinic's annual figures run from Shrawan to Ashadh. Showing BS next to AD on appointments and bills avoids confusion when a patient quotes a date. Month-end reports should group collection by BS month so your accountant does not have to convert them.

Cash, QR and bank payments

Patients pay by cash, bank transfer or QR. Record the mode on every bill, and match the QR or bank total against the daily collection at closing. Software can show the totals per mode. It does not connect to a payment wallet unless that is agreed and configured as a separate piece of work.

A simple monthly routine

1. Close the month and print the collection report by BS month.
2. List pending balances and contact those patients.
3. Export bills and payments for your accountant.
4. Take a backup copy of the data and store it away from the clinic computer.
5. Review user logins and remove anyone who has left.

Backups and what happens if a computer fails

Clinic data on a single computer is one failure away from being lost. Ask where the software stores data, how often a backup is taken and who can restore it. Keep at least one copy away from the clinic, and test a restore occasionally rather than trusting that it works. If you use paper alongside the system during the first weeks, keep it organised so nothing is missing once you switch fully.

Staff changes and handovers

Clinics see receptionists and assistants come and go. When someone leaves, disable their login the same day and review what they could access. Do not delete their entries, because the history of who recorded what is part of your record. When someone new joins, give them their own login and the role that matches their work, then sit with them for the first few days to confirm that they record attendance and payments the way the clinic expects.

Talking to your accountant

Give your accountant a clean monthly export of bills, payments and pending balances. Ask what format they prefer, whether they want bills grouped by BS month and how they treat advances. Agreeing this once saves hours at every filing time and avoids last-minute corrections when numbers do not match the bank.

Next step: message us on WhatsApp with your current paper forms. We will show how they map onto the patient record, bills and documents area.

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