BetaSuite 360 Online ERP

Medical Appointments — Booked, Reminded, Managed

Patient self-booking. WhatsApp reminders. Cancellations. Doctor schedules. Walk-in queue.

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Clinic & Healthcare Management System Features

Patients, appointments, prescriptions, billing and NHIF — all in one integrated system

Electronic Patient Records

Maintain complete, secure electronic health records for every patient — demographics, medical history, chronic conditions, allergies, previous consultations, lab results, prescriptions and documents all in a single searchable profile. Authorised clinical staff access records from any device in the facility. BetaSuite's EHR eliminates the paper file search delays that cost clinicians 15–20 minutes per patient in busy practices and ensures critical health information is always available at the point of care.

Appointment Scheduling

Manage doctor, specialist and procedure appointments from a visual calendar showing each clinician's schedule in real time. Patients book via phone, WhatsApp or your clinic's website. Automated WhatsApp and SMS appointment reminders go out 24 hours and 1 hour before each appointment, reducing no-show rates by 40–60% in most clinic settings. Waitlist management fills last-minute cancellations automatically to maximise daily patient throughput.

Consultation & Clinical Notes

Doctors record consultation notes, diagnosis codes (ICD-10), treatment plans, prescriptions and referrals directly in BetaSuite from a consultation template customised for your specialty. Notes are time-stamped, signed and locked after completion — preventing unauthorised editing. Clinical templates for common conditions speed up note-taking without compromising accuracy. Previous consultation notes are one click away during the current visit.

Pharmacy & Dispensing Management

Manage your clinic pharmacy with stock control, dispensing records linked to prescriptions, and controlled medicine logs. BetaSuite checks drug-drug interactions and allergy contraindications when a prescription is entered, alerting the dispenser before the medication is given. Dispensing records are linked to the patient's record and to stock depletion — ensuring your pharmacy counts are always accurate and your dispensing is auditable.

NHIF & Insurance Billing

Bill NHIF directly from BetaSuite using the patient's NHIF member number, recording all NHIF-eligible services and generating the monthly claim schedule in the format required for submission. Private insurance billing is also supported with patient responsibility calculation, co-pay collection and insurer claim generation. BetaSuite tracks NHIF claim status, payments received and any rejected claims requiring resubmission — eliminating the revenue leakage from uncollected insurance claims.

Lab & Investigation Management

Request laboratory investigations from the consultation and track their status through sample collection, processing and result entry. Lab results are attached to the patient's record and the requesting doctor is notified when results are available. Critical values trigger an immediate alert to the clinical team. Printed result reports include reference ranges so patients can be counselled on their findings at the follow-up appointment.

Patient Billing & Receipts

Generate itemised bills covering consultation fees, procedures, medicines dispensed, lab tests and any other services rendered. BetaSuite supports cash, M-Pesa, card and credit account billing. KRA eTIMS fiscal receipts are generated for all payments. Credit account patients — corporate clients or insured patients — have their bills accumulated and settled monthly against the relevant insurer or employer.

Clinic Performance Analytics

Monitor the metrics that determine clinic profitability and quality: daily patient throughput, average consultation time, doctor utilisation, revenue per consultation, NHIF claim acceptance rate, pharmacy revenue and stock turnover, no-show rate, and return visit frequency. Management dashboards give clinic owners and medical directors the data to make informed decisions about staffing, capacity and service mix — without waiting for month-end accounts.

How BetaSuite Clinic Management Works

From appointment booking to receipt — a smooth, paperless patient journey

1

Patient Books & Checks In

Patients book appointments online or by phone. Reminders go out automatically. On arrival, reception confirms the booking, captures any insurance details and creates the visit record. The patient's history is visible to the clinical team before they even enter the consultation room.

2

Doctor Consults & Prescribes

The doctor records clinical notes, diagnosis and treatment on the consultation screen. Prescriptions are sent electronically to the pharmacy. Lab test requests go directly to the lab system. No paper — no illegible handwriting causing dispensing errors at the pharmacy.

3

Pharmacy Dispenses & Bills

The pharmacist receives the prescription and dispenses from verified stock. Drug interactions are checked automatically. The dispensed items are added to the patient's bill automatically — no separate charge entry required from the pharmacist.

4

Patient Pays & Receives Receipt

Reception presents the itemised bill. Patient pays via M-Pesa, cash or insurance. KRA eTIMS receipt is printed or sent via WhatsApp. NHIF eligible services are processed for the monthly claim submission. All records are complete and auditable.

Frequently Asked Questions

Yes. BetaSuite supports NHIF billing by recording the patient's NHIF member number, identifying all NHIF-eligible services rendered during the visit, calculating the NHIF benefit applicable and the patient co-pay amount. At month end, BetaSuite generates the NHIF claim schedule in the required format for submission to the Social Health Insurance Fund. Claim payment status can be tracked and any rejections are flagged for correction and resubmission.

Yes. Patient data is stored with encryption at rest and in transit on BetaSuite's Neon PostgreSQL cloud database hosted in a secure data centre. Access to patient records is controlled by role — reception staff see demographic and billing information; clinical staff see medical records; pharmacy staff see prescriptions and dispensing records. Every access and modification to a patient record is logged with the user name, timestamp and change details for audit purposes.

Yes. BetaSuite includes a full pharmacy management module with stock control, expiry tracking, dispensing records linked to prescriptions, controlled medicines register and supplier ordering. When a doctor issues a prescription in BetaSuite, it appears in the pharmacy's dispensing queue automatically. The pharmacist verifies and dispenses from the system — the dispensed items are logged against the patient's record and deducted from stock simultaneously.

BetaSuite sends automated appointment reminders via WhatsApp and SMS at configurable intervals — typically 24 hours and 1 hour before the appointment. The reminder includes the date, time, doctor's name and any preparation instructions (e.g. fasting for lab tests). Patients can confirm or cancel by replying to the WhatsApp message. Cancellations update the calendar immediately and the slot can be offered to a waitlisted patient.

Yes. Each doctor or clinician has their own appointment calendar, consultation queue and clinical access profile in BetaSuite. Patients are booked with the specific doctor or specialist they need to see. Referrals between doctors within the same facility are recorded in the patient's record. Management reports show patient volumes, revenue and consultation times per doctor — valuable data for performance review and scheduling decisions.

Yes. BetaSuite generates KRA eTIMS fiscal receipts for all patient payments — cash, M-Pesa and card. The receipts are submitted to Kenya Revenue Authority in real time as required by the eTIMS mandate. This is particularly important for private clinics that may face KRA audit scrutiny. NHIF-covered services are excluded from VAT as medical services; the system applies the correct VAT treatment automatically for each type of service billed.

Yes. M-Pesa STK Push is integrated into the patient billing screen. Reception enters the patient's phone number, the payment prompt is sent and BetaSuite confirms receipt of payment automatically. A receipt is generated and can be sent to the patient via WhatsApp. This is especially useful in busy outpatient settings where reducing the time patients spend at the billing counter improves overall patient flow and satisfaction.

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