Reception & requests
Register your patients and enter their service requests.
Integrated management ERP for private clinics
One patient record, from admission to discharge. Every amount calculated at the source.
Prices come from the service catalogue and insurer agreements, every cash desk session closes with its variance, and practitioner fees are calculated on what was actually collected. No re-entry between departments.
In production at Clinique El Djazaïr — Annaba, Algeria
What ERP Med does, in practice
One price, one source.
The catalogue sets the price of every procedure. Reception, cash desk, billing and fees all read the same one.
See the screen : One price, one source.The cashier calculates nothing.
They collect the amount set by the system. At closing, the counted amount is compared with the expected amount, and the variance is recorded.
See the screen : The cashier calculates nothing.Every status is timestamped.
From scheduling to discharge, every change in an admission's status carries its date and time.
See the screen : Every status is timestamped.Fees calculated on collections.
A fee scale per procedure and per role, applied to what was actually collected, session by session.
See the screen : Fees calculated on collections.
The problem
The information exists. It just doesn't flow.
Each department runs its own tools, and management rebuilds the information instead of reading it. Running a clinic shouldn't be fragmented.
01
Scattered information
The record, the invoice and the stay of the same patient live in separate tools.
02
Manual work
Operations still kept by hand, copied from one register to the next.
03
Resource tracking
Hard to know what was consumed, by which department and for which patient.
04
Inventory management
Products and stock movements tracked outside the system, if at all.
05
Fixed asset tracking
The facility's equipment with no single register and no history.
06
Lack of visibility
Management information has to be rebuilt instead of simply looked up.
The solution
Every team has its own workspace. All read the same data.
Reception, care units, the laboratory and the finance chain share a common foundation: no double entry, no discrepancies between departments.
Reception & requests
Admissions
Inpatient care
Laboratory
Cash desk
Billing
Agreements
Practitioner fees
Inventory
Fixed assets
Shared data foundation
- Single patient record
- Service catalogue and prices
- Practitioners and specialties
- Role-based access rights
The software
A patient file's journey, screen by screen.
No mock-ups: the screens below come from the software in production, shown in the order a patient file goes through them.
Part IReception, admission and care
Know where every patient stands, at any moment.
From first contact to discharge: the request, the admission, the stay and the tests all feed a single record.
Reception
The service request, where the journey starts
The patient is registered once, with a permanent ID number. The resulting request then feeds every other module.
- Consultation, laboratory, radiology, care, pathology, scintigraphy and inpatient stays are all entered on the same screen.
- The prescribing physician, the prescription date and the scanned prescription are attached to the request.
- The request's workflow has its own status, separate from its payment status.
Pricing
The amount is calculated from the catalogue
Each service added takes its price from the reference catalogue. The share covered by the insurer and the patient's balance appear on the same screen.
- Payment breakdown: covered by the agreement, net payable by the patient and coverage rate.
- Discounts are entered as an amount or a percentage, with a reason.
- The request total is recalculated with every line added.
Admissions
Every status change is timestamped
Timestamps are automatic: the stay reads like a timeline, with nothing to piece back together.
- Scheduled, admitted, inpatient, operating theatre, back to ward, discharged: each step carries its date and time.
- The admission form brings together identity, planned procedure, care team and floor.
- ID documents and the signatory's undertaking are scanned into the file.
Patient discharge
The stay, itemised line by line
Before the patient leaves, the discharge screen gathers what the stay consumed, what has already been paid and what remains due.
Inpatient care
Every ward works in its own screen
Medical-surgical, maternity, operating theatre: staff confirm the patient's arrival, direct them and assign a bed.
- Staff only see the files of the ward they belong to.
- Bed assignments are recorded, which prevents double bookings.
- Theatre entry and exit are timestamped and flow into the stay record.
Beds and rooms
Every bed and its status, at a glance
Each ward has its own floor plan, showing beds as they are laid out, with their status: free, occupied, reserved or under maintenance.
- One tab per ward — operating theatre, maternity, medical-surgical, paediatrics, intensive care, emergency… — each with its bed counter.
- The plan can be rearranged to match the actual room layout.
- A bed under maintenance is flagged as such on the plan.
Bedside follow-up
The care sheet replaces loose paper
Treatments given, vital signs, consumables, medication and investigations become part of the patient record.
- Blood pressure, heart rate, temperature and urine output are recorded with their timestamps.
- Separate tabs cover consumables, investigations, products and controlled drugs.
- What is consumed during the stay appears on the discharge invoice.
Laboratory
From sample to validated result
The laboratory receives requests, routes each parameter to the instrument that processes it, then enters and validates the results.
- Each parameter is shown with its unit, its source instrument and its reference ranges.
- The workflow runs from “labels printed” to “released”, through biological validation.
- Tests to be repeated have their own dedicated list.
Laboratory
Every parameter goes to its instrument
Dispatching routes each test to the analyser or bench that processes it, with the matching tube number.
- Each instrument gets its own worklist.
- Tube labels are generated by the system from the request.
- Urgent requests are flagged right on the worklist.
Part IIFinancial management
Performed, collected, billed, paid — with no re-entry.
What was done for the patient becomes, step by step, what is collected, billed to insurers and paid to practitioners.
Cash desk
The cashier calculates nothing
They find the request, check the service details and collect the amount set by the system.
- Cash, card, cheque or bank transfer; partial payment is supported.
- Every payment carries a receipt number linked to its request and, where relevant, to its admission.
- The balance due is recalculated with each payment.
Control
Open, count, close
Every payment belongs to a session opened by an identified cashier. At closing, the system compares what it expects with what is actually in the drawer.
- The expected amount is calculated by the system; the actual amount is counted by the cashier.
- The variance between the two is displayed and recorded.
- Each session records who opened it and who closed it.
Agreements and billing
The insurer's share is calculated at the source
Invoices are prepared from what was actually collected and covered, with no manual reconstruction.
- For each voucher: agreement price, share paid by the patient and covered share.
- An insurer receives one invoice for the period, not dozens of separate documents.
- Credit notes and cancellations are shown separately.
Practitioner fees
A fee scale set per procedure, per role
How fees are shared between practitioners and the clinic is configured in the system, service by service.
- Physician, surgeon, surgical assistant, anaesthetist, scrub nurse, dressing nurse, intensivist and radiologist each have their own rate.
- A separate percentage can apply under an agreement.
- Fee scales can be imported from and exported to Excel.
Practitioner fees
From calculation to practitioner payment
Fees are calculated on what was actually collected, one cash session at a time.
- Amount incl. tax, calculation base, role percentage, amount due to the practitioner and the clinic's share.
- Practitioners can review, voucher by voucher, what they are owed.
- A discount granted to the patient is reflected in the calculation base.
The big picture
Activity, read by service category
The summary brings together, for the chosen period, what was collected and what was covered by insurers.
Part IIIManagement and administration
Your rules, configured without technical help.
The reference catalogue that prices every procedure, the agreements you update yourselves, and the dashboards that report on activity.
Reference data
One price, one source
The catalogue sets the price of every procedure. Reception, cash desk, billing and fees all read from it.
- Code, category, type and base price for every service.
- A service can be deactivated without being deleted, or opened to price changes at reception.
- The public price list is imported from an Excel file: add, update or replace.
Agreements
Insurers configured once and for all
Mutual insurers, companies and public bodies are recorded with their own prices and rules.
- Discount rates, billing and payment terms, ceilings and beneficiaries.
- The insurer's full price list is loaded from an Excel file.
- An agreement can be suspended without being deleted: its history stays intact.
Dashboards
The clinic's activity, read rather than rebuilt
The dashboard brings together thirteen views fed by the other modules: finance, activity, production, patients and billing. Each can be filtered by period and shown as bars, lines, pie charts or a pivot table.
Custom dashboards, built around your clinic's needs.
We add the indicators your management wants to track, built on the data already in ERP Med.
The modules
Ten business modules, one shared reference.
Each module covers one area of the clinic and shares the same reference data.
Admissions
Prepare admission forms and track the status of each stay.
Inpatient care
Manage ward arrivals, the operating theatre and beds.
Laboratory
Route tests, enter and validate results.
Cash desk
Collect payments in sessions that are opened, counted and closed.
Billing
Prepare invoices for patients and insurers.
Agreements
Set up your partner insurers and their price lists.
Practitioner fees
Define fee scales per procedure and per role, and track their calculation.
Inventory
Track your products and stock movements.
Fixed assets
Organise the tracking of your equipment and assets.
Dashboards
Revenue, activity, bed occupancy, fees: thirteen views fed by the other modules, plus custom dashboards built around your needs.
Cross-cutting
Our approach
Built around how a clinic actually works.
A patient who moves through several departments, prices that change, insurers with different rules, and teams that should only see what concerns them.
- Simple to use, fast on screen.
- Each role sees only its own screens. Installed on the clinic's local network, the software responds without depending on the internet, and directly produces receipts, admission forms, invoices and lab results.
- Patients are entered only once.
- Their ID number is permanent; the request, admission, stay, cash desk and invoice all reuse the same record.
- Everyone sees only what concerns them.
- Access rights are defined by role, and staff only see the files of the ward they belong to.
- Your rules, without technical help.
- Prices, agreements and fee scales are configured in the software and imported from Excel.
- Information you look up, not rebuild.
- Collections, agreement shares and balances are shown by service category, for any chosen period.
Security & privacy
The questions to ask before entrusting your data.
Health records and financial flows: you need to know who can access them, what is logged, where the data lives and how it is protected. Here are our answers, point by point.
- Who can view patient files?
Access rights are defined by role. Each team works in its own workspace, and ward staff only see the files of the ward they belong to.
- Can we trace what was done, and when?
Every step that affects the patient or money leaves a dated trail:
- Every admission status change carries its date and time.
- Every cash session records who opened it, who closed it, and the variance found.
- Every payment carries a receipt number linked to its request.
- Services and agreements are deactivated, never deleted: history stays intact.
- An audit log records logins, price changes, cancellations and discounts.
- Where is the data hosted?
On a server installed in the clinic itself, backed up automatically every day. It is accessed by authorised clinic staff and, remotely, by our team through a secure connection.
- How is the data backed up?
A full backup runs automatically every day.
- It covers the database and the scanned documents: prescriptions, ID documents, signed undertakings.
- The clinic chooses where the copies are stored, in line with its own backup policy.
- What happens if something breaks down?
Our team is available 24/7 to respond to incidents: by phone, by WhatsApp or on site, depending on the issue.
Case study
Software already in production.
ERP Med is not a mock-up: it is used every day by the teams at Clinique El Djazaïr in Annaba, Algeria.
Clinique El DjazaïrAnnaba, Algeria01
The context
- Type of facility
- Private clinic
- Capacity
- 60 beds and 2 VIP rooms
- Activity
- Over 400 patients a day
- Users
- Over 30
- Departments
- Consultations, medical-surgical, maternity, operating theatre, nursing care, laboratory, radiology, pathology, scintigraphy
- Before ERP Med
- Two separate tools
02
Modules deployed
The clinic uses ERP Med to run its reception, admissions, inpatient care, laboratory, finance chain, inventory and fixed assets.
- Reception & requests
- Admissions
- Inpatient care
- Laboratory
- Cash desk
- Billing
- Agreements
- Practitioner fees
- Inventory
- Fixed assets
03
What changed
Today, the price of every procedure comes from the catalogue and insurer agreements: the cashier collects what the system has calculated, and every cash session closes with its variance. Practitioner fees are calculated on what was actually collected, and every step of a patient's stay is timestamped. Teams use it every day without difficulty, on software that is stable and fast.
Who uses it
The people who use it every day.
The management and the technical team at Clinique El Djazaïr work with ERP Med every day.
Clinique El Djazaïr
Djamal MiziOwner, Clinique El DjazaïrClinique El Djazaïr
Zakaria BoudourTechnical manager, Clinique El DjazaïrDeployment & support
It all starts with your rules.
Deployment starts with your prices, your insurer agreements and your fee scales: that is what then lets the system calculate every amount for you.
The schedule is agreed with you after the analysis, based on the size of the facility and the modules chosen.
- 1
Analysis of your rules
In on-site workshops with management, accounting, heads of department and IT, we map your services and prices, your agreements and your fee rules. You sign off this inventory in writing.
- 2
Configuration
Our team configures the catalogue, agreements and fee scales, and gives each user their role and access rights. You check the configuration against your own cases before go-live.
- 3
Data migration
We migrate data from your current system using Excel or CSV files: patient file, public price list, agreement price lists and fee scales, within the scope defined during the analysis.
- 4
Staff training
On site, each role is trained on its own screens using your configured data: reception, care units, laboratory, cash desk, billing and management. A key user in each department then supports their colleagues.
- 5
Go-live and follow-up
Our team is on site during the first days of operation. It then remains available 24/7 and handles software maintenance and updates.
About
Who builds and supports ERP Med.
ERP Med was founded by Ahmed Imed Eddine Bouzid, a software engineer specialised in artificial intelligence and data science. The software is now in production at Clinique El Djazaïr in Annaba, Algeria, where our team supports it 24/7.
Ahmed Imed Eddine Bouzid
Founder
Software engineer specialised in artificial intelligence and data science.
Frequently asked questions
What clinics ask us before committing.
Where is our data hosted?
On a server installed in your clinic, accessed by your authorised staff and, remotely, by our team through a secure connection. A full backup — database and scanned documents — runs automatically every day, and you choose where the copies are stored.
Can you migrate the data from our current system?
Yes, we migrate the data from your current system. Anything it can export to Excel or CSV can be imported, starting with the patient file, the public price list, agreement price lists and fee scales. The exact scope of the migration — stay history, outstanding balances — is defined with you during the analysis of your rules.
How are our teams trained?
On site, before go-live, role by role: reception, care units, laboratory, cash desk, billing and management. Each team is trained on its own screens, with your services and agreements already configured. We also train a key user in each department, who becomes their colleagues' first point of contact day to day. You receive a user guide for each role, and new staff are trained on site or remotely, as you need.
What support do we get after go-live?
Our team is available 24/7. It responds by phone, by WhatsApp or on site, depending on the need.
Can ERP Med be adapted to our own rules?
Your rules are configured in the software, without technical help: your service catalogue and its prices, your partner insurers and their terms, your fee scales per procedure and per role, and each role's access rights. Prices, agreement price lists and fee scales are imported from Excel. For needs that go beyond configuration, we build custom developments, assessed with you case by case.
What happens if the internet goes down?
Your teams keep working normally: ERP Med runs on the clinic's local network and does not depend on the internet. Only our team's remote access is interrupted during the outage; support remains reachable by phone and on site.
Can ERP Med manage several facilities?
Yes, ERP Med can manage several facilities. How the sites are organised — shared or site-specific reference data, a consolidated view for management — is defined with you during the analysis of your rules.
A demo built on your own cases.
Your services, your insurer agreements and your fee rules, run through ERP Med: judge it on the evidence.