Patient records for your clinic, safe and easy to find
Each patient's details, visits, medicines and prescription photos sit in one record, and you can find anyone by name or phone number. Your records stay with your clinic: export them to Excel any time, and nothing is deleted if your plan lapses. Data is stored in India and encrypted.
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What goes into a patient record
Details, visits and medicines in one profile
Each patient has one profile with contact details, condition, medicines and every past visit, with the outcome and your notes for each.
Your own intake questions
Add your own questions to the check-in form. The answers are saved in the patient's record, and everyone in your clinic can see them.
Photos of paper prescriptions
Attach a photo of a paper prescription to a visit. Your front desk can attach photos; only a doctor can remove them.
Signed consent forms
Patients can sign a consent form on their own phone by scanning a QR code. Every clinic can use it, and the wording can be changed to suit your clinic. Signed forms are stored and cannot be edited.
Find any patient quickly
Search by name, phone, condition or medicine
Type part of a name, a few digits of a phone number, a condition or a medicine. Search also looks through notes and past visits. It matches the letters you type and does not correct spelling, so a short search or a phone number works best.
One phone, many family members
Several family members can share one phone number, and each keeps their own record.
How new records get in
Patients add their own details
At check-in, patients scan your clinic's QR code and fill in their own details.
Your old register or Excel sheet
There is no self-serve import button yet. Instead, the Vaidya OS team moves up to 5,000 existing records in for you, free. See how to digitise a paper patient register.
Where your data lives and who can see it
Stored in India and encrypted
Your data is stored in India (Mumbai), encrypted in transit and at rest, and backed up daily. For what to ask any vendor, read where clinic patient data should be stored.
Walled off from other clinics
Each clinic's records are kept apart from every other clinic's at the database level.
Everyone in your clinic sees the same records
Doctors and front desk staff in your clinic see the same patient records. Your front desk can add prescription photos but cannot change a visit. There is no per-doctor privacy setting yet, so give logins only to people who need them. Running several doctors? See clinic software for multi-doctor clinics.
Every edit is logged
Vaidya OS records who changed which patient record, and when. This log is not a screen you can open in the app, and viewing a record is not logged.
Your records stay yours
Export your patient list to Excel any time
One row per patient with name, age, gender, phone, email, condition, outcome, last visit, follow-up date, medicines, remarks and the date added. The export is the patient list, not every past visit, prescription PDF or photo.
If your trial ends or you stop paying
Your account pauses, but your records are kept and nothing is deleted. Automatic WhatsApp reminders pause until you are on a paid plan again. More in what happens to your data if you cancel.
Deleting data
A clinic admin can delete a single patient in the app, which also removes that patient's visits and queue entries. To delete your whole account, contact us and it is done within 30 days.
Prescription PDFs
A prescription PDF is created when you download it and is not stored. The medicines behind it stay in the visit record, so you can download it again.
Thinking of switching from other software? Read switching clinic software with your records.
Record-keeping basics for a clinic
A few practical principles, each tied to an Indian rule or standard:
- Hold records in trust for the patient. India's EHR Standards (2016) treat the information as the patient's and the storage as the provider's.
- Keep indoor-patient records for 3 years from the start of treatment, as the Indian Medical Council regulations of 2002 ask. They set no period for OPD records. See how long to keep patient records.
- Give patients their records within 72 hours when they ask, under the same regulations.
- Keep only the data you need, and erase it when its purpose ends, unless another law requires you to keep it.
- Keep a copy you control. In Vaidya OS, that is the Excel export.
DPDP: what your clinic is responsible for
Under the Digital Personal Data Protection Act 2023, your clinic decides why and how patient data is used, so your clinic is the Data Fiduciary. Software you use processes the data for you, and your clinic stays responsible for it. That is our reading of the Act.
What Vaidya OS helps with
Storage in India, encryption, daily backups, access limited to your clinic, Excel export, deleting a patient, QR consent forms, and a process on our side for handling a data breach.
What stays your job
Clear consent notices for patients, answering patients' requests about their data, and notifying the Data Protection Board and affected patients if there is a breach. The DPDP Rules were notified in November 2025, with compliance phased in over 18 months.
Storing data in India is a choice we made; the Act does not require it of every clinic. This is general information, not legal advice. For ABDM, NMC rules and DPDP in more depth, read EMR vs clinic software.
What Vaidya OS does not do yet
- It is not connected to ABDM and does not create ABHA numbers. Joining ABDM is voluntary for private clinics.
- It is not built for inpatient (IPD) records.
- There is no self-serve file import; the team moves your records in for you.
- The prescription PDF does not print your registration number yet.
- There is no log of who viewed a record, only of who changed it.
Vaidya OS is clinic management software with patient records. See all Vaidya OS features.
Guides
Guides on patient records
Moving off paper
Finding records
Keeping data safe
Common questions about patient records
Pricing, data, setup, security and switching, answered clearly.
A patient record is the clinic's account of a patient's health and care: their details, complaints, diagnosis, medicines, test results and notes from each visit. In Vaidya OS, each patient has one record with their details, condition, medicines and every past visit.
In a clinic, the common types are registration details, visit or consultation notes, prescriptions, test and lab reports, consent forms and bills. Hospitals also keep inpatient records such as admission and discharge summaries. Vaidya OS covers the OPD side: patient details, visits, prescriptions, prescription photos and signed consent forms.
In India (Mumbai). It is encrypted in transit and at rest, and backed up daily. Only people with a login to your clinic can see your clinic's records.
Your account pauses, but your records are kept and nothing is deleted. Automatic WhatsApp reminders pause until you are on a paid plan again.
Yes. You can export your patient list to Excel at any time, with 12 columns including name, phone, condition, medicines, last visit and follow-up date. The export does not include every past visit, prescription PDFs or photos.
Everyone with a login to your clinic, doctors and front desk alike, sees the same patient records. There is no per-doctor privacy setting yet, so give logins only to staff who need them.
A clinic admin can delete a single patient in the app, which also removes that patient's visits. To delete your whole account, contact us and it is done within 30 days.
No software makes a clinic compliant on its own. Your clinic is the Data Fiduciary and stays responsible for consent notices, patient requests and breach notices. Vaidya OS helps with storage in India, encryption, access limited to your clinic, export and deletion.
The Indian Medical Council regulations of 2002 ask doctors to keep indoor-patient records for 3 years from the start of treatment, and to provide records within 72 hours of a request. They set no period for OPD records. This is general information, not legal advice.
Keep records accurate and complete, hold them in trust for the patient, keep them as long as the rules require, give patients their records promptly when they ask, keep only what you need, and keep a backup copy you control.
Yes. There is no self-serve import button yet, but the Vaidya OS team moves up to 5,000 existing records in for you, free.
Yes. Several family members can share one phone number, and each keeps their own record.
Still exploring your options? Read our guides on choosing clinic management software, and on whether your clinic needs clinic software or an EMR.
Keep every patient record in one place.
Try Vaidya OS free for 14 days with your own patients. No credit card needed.
- No credit card
- Cancel anytime
- Your data is exportable
Need help getting started? We'll help you set up your clinic.