Clinic software for small clinics
One doctor, a front desk and a waiting room that fills up without warning. Vaidya OS gives the day a shape everyone can see.
What the day actually looks like
The waiting room argues about turns
Walk-ins and appointments mix, nobody is sure who came first, and your receptionist spends the morning defending the order.
Reception and doctor keep separate notes
The front desk has one register, you have another. Neither is complete, and reconciling them is nobody’s job.
Reminders depend on someone remembering
Calling tomorrow’s patients is a task that gets dropped the moment the clinic gets busy, which is exactly when it matters.
Patients who stopped coming go unnoticed
There is no list of who was due back and never returned, so the clinic loses regulars without ever seeing it happen.
How Vaidya OS handles it
One queue everybody can see
QR self check-in issues a token, so walk-ins and appointments land in a single ordered list. The front desk stops arbitrating and starts working.
One patient record, shared
Reception registers the patient, you consult and prescribe, and it is the same record throughout. Your front desk gets its own login, separate from yours.
Reminders that do not need a person
On a paid plan, appointment reminders and follow-up reminders go out on WhatsApp on their own, from the Vaidya OS business number, so a busy morning cannot cause a missed visit.
A weekly read on the clinic
Patients seen, due and overdue follow-ups and revenue on one dashboard, with a summary in your inbox every Monday morning.
Your first week with Vaidya OS
Day 1: set up the clinic
Enter your clinic name, working hours and the time you usually spend per patient. Print the QR card and put it at the door. See how QR check-in and the queue work.
Day 1: invite your receptionist
Invite them by email with a Front Desk login. They run the queue and register patients from their own phone or computer, and never use your password.
Days 2 to 5: one record from counter to consultation
Reception registers the patient or the patient checks in by QR, you consult and prescribe, and it is one record throughout. See how patient records work.
End of the week: check who is due back
Set follow-up dates as you consult and read the Monday summary. On a paid plan, follow-up reminders go out on WhatsApp. See how follow-ups work.
Who does what
| Task | Doctor | Front desk | Patient |
|---|---|---|---|
| Queue | Sees the queue and calls the next patient | Runs the queue, adds walk-ins | Checks in by QR and gets a token and a likely time |
| Patient details | Sees and edits | Registers and edits patients | Enters own details at check-in |
| Prescriptions | Writes and prints | Can view | Gets a printed or shared copy |
| Reports and settings | Full access | Hidden | No access |
What it does not do
- It does not answer phone calls.
- There is no waiting-room TV display or token printer.
- The patient's token screen does not update itself, and there is no "your turn" message.
- It does not send SMS.
- Automatic WhatsApp reminders run only on a paid plan, not in the free trial.
Guides
Guides for small clinics
- How to choose clinic management software
- How patient follow-ups work
- How QR check-in and the queue work
- If your receptionist is not tech-savvy
- A fair token system for walk-ins and appointments
- Cutting patient wait times
- Reducing patient no-shows
- How patient records work
- Clinic software for solo doctors
- Clinic software for multi-doctor clinics
Everything you want to know before switching
Pricing, data, setup, security and switching, answered clearly.
If they can use WhatsApp, they can use Vaidya OS. They get their own login, so nobody shares yours.
Invite them by email from inside the app. They get their own login, and you can switch it off when they leave.
That is the case it was built for. QR self check-in produces a token queue, so a walk-in clinic gets a clear running order without anyone booking a slot.
No. It runs in a browser on the phones, tablets and computers you already have. Nothing to install and no server in the back room.
It stays yours. Your records are not deleted when you stop paying, and you can export your patient list to Excel whenever you want it.
Yes. Everyone gets a token in the same queue. Patients can add a preferred time when they check in, and your front desk sees it, but it is not a reserved slot: tokens stay first come, first served.
Your front desk adds them from the app, and they join the same token queue as everyone else.
Still exploring your options? Read our guides on choosing clinic management software, and on whether your clinic needs clinic software or an EMR.
Give your clinic a running order that holds.
Start today with check-in and one shared patient record. Automatic reminders and follow-ups switch on with a paid plan. Free for 14 days, no credit card.
- No credit card
- Cancel anytime
- Your data is exportable
Need help getting started? We'll help you set up your clinic.