Notes for owners · Industry-Specific Software Guides
How to Keep Ayurveda Treatment Course and Herbal Medicine Stock Records
Record each course as a list of day-wise sittings with therapy, therapist, room and oil, and hold medicines and herbs by batch with expiry dates. GullySystem’s Ayurveda Clinic Management Software links both, so oil used at a sitting comes off stock.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Record a course as dated sittings
A course is a plan of sittings, not a single entry. Seven or fourteen days are set, and each day is given a therapy. Abhyanga, swedana, shirodhara, pizhichil and kizhi are examples a clinic may list.
Each sitting carries a therapist, a room and the oil, ghrita or herbs named for it. The therapist marks it done with a note. A missed day can shift the rest of the course, and the original dates stay on the record. Therapists see their own list for the day on a phone.
Keep changes and missed days visible
Courses change once they start, because the vaidya may swap a therapy or a patient may miss a day. Record each change against the course and do not overwrite the plan.
Open courses then show the day each patient has reached. The front desk sees who is due today and who missed yesterday. The owner sees courses open, completed and missed.
Decide who may change a course once it has started. Decide also how a missed sitting is treated on the bill.
Hold medicines by batch and expiry
Kashayams, choornams, tablets, arishtams, ghritas and oils are held by batch, each with its expiry date. The oldest batch is offered first at the counter. Anything near expiry shows on a list. Medicines the clinic does not stock are marked as bought outside, and the prescription stays complete.
Each medicine carries its own unit. A choornam may go by the gram, an arishtam by the bottle and tablets by the strip. Reorder levels flag what is low, and supplier orders are raised from that list. Goods received are entered with batch and expiry.
- Medicine name, unit and pack size
- Batch number and expiry date
- Reorder level and usual supplier
- Medicines marked as bought outside
Track raw herbs and in-house preparations
Clinics that prepare their own oils, ghritas and choornams can record the raw herbs bought, with quantity, supplier and date received. A preparation lists the herbs and bases used and the quantity of finished medicine made.
The finished batch gets a number and an expiry date that the clinic assigns. It then joins dispensary or therapy room stock. Oil drawn for a sitting can be traced by patient and by course.
The register stores recipes your vaidya enters. It does not supply classical formulas or judge the quality of a herb.
Decide how closely to track
Not every clinic needs every herb recorded. Some track all of them, others only costly herbs or oils. Decide this before set-up, with the vaidya and the dispensary in-charge, since it sets how much entry work falls on the staff.
Settle how wastage is entered, how batches are numbered and who may change a preparation. Any licence for preparing medicines stays the clinic’s own matter.
A clinic that buys all medicines ready-made and runs no therapy wing can keep a simple stock register for now. The case for software starts when courses and batches grow.
Course and stock check sheet
Each therapy sitting gets its own row: date, patient, therapy, therapist, room, oil and quantity. Beside it, a stock list with batch, expiry and reorder level. Fill in one open course to see whether oil used matches what stock shows.
Open a blank worksheet to printQuestions owners ask
Can oil used at each sitting be tracked per patient?
Yes, where the clinic enters the quantity used at each sitting. The record then shows oil and herb use by patient and by course, which the owner can read against stock.
Do we have to record every herb we buy?
No. The clinic chooses what to track. Some record every herb, others only the costly ones or the oils. How closely you track this is decided with your clinic.