One connected system for appointments, records, billing and stock.
Manage appointments, the OPD queue, patient history, billing, medicine stock and staff rosters on one record. Front desk teams book against each doctor’s actual hours. Doctors see the patient’s earlier visits before the consultation begins. It suits clinics, nursing homes and small hospitals, from a single doctor to several departments.
- Doctors, departments, timings and fees configured before the desk begins booking
- Patient list and current medicine stock migrated from your existing records
- Front desk, doctors, pharmacy and nursing each trained on their own screens
Appointments, the OPD queue, patient records, billing, medicine stock and staff rosters sit on one record. GullySystem sets it up for clinics, nursing homes and small hospitals, around your own doctors, departments and in-house pharmacy. Front desk teams book against each doctor’s actual hours. You decide which departments the Hospital/Clinic Management System, or HMS, opens with.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Appointment booking
Patients book against the doctor’s actual slots by phone or online. Walk-ins receive a token. Returning patients are found by phone number, so a family seen last year is never registered a second time.
- 2
Registration and history
Register new patients once, with vitals and allergies. A returning patient’s visits, prescriptions and reports appear at the desk before the consultation, and nobody has to search the cupboard for a paper file again.
- 3
Consultation
The doctor calls the next token with the history already on screen. Visit notes, the prescription, tests, referral letters and follow-up dates are recorded on the same visit, in the order the consultation ran, so the next doctor reads one continuous story.
- 4
Billing
Consultation, procedures, tests and medicines from the visit appear on one bill. Payment is recorded by cash, card or transfer, with insurance details and advance deposits attached wherever they apply to that patient, and the receipt prints with the doctor’s name.
- 5
Admission and discharge
Allot a bed and build charges against the admission as they occur, from room tariff to dressing and infusion. The final bill at discharge is prepared from the recorded charges, with the discharge summary alongside.
- 6
Follow-up
Reminders go out before the follow-up date. Feedback is requested after the visit. Patients can read their reports on the portal, and vaccination and review dates are no longer left to memory, a diary or a nurse’s sticky note.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
OPD queue and appointment booking
Book patients against each doctor’s timings and add walk-ins with a token. Front staff see who is waiting for which doctor, with triage priority and consulting room beside every token. A doctor’s overrun shows early.
Learn moreElectronic medical records
Keep one record per patient with visits, vitals, notes, reports and the e-prescription written on screen at the visit. Records are searchable by name or phone number, and past allergies stay visible on top.
Learn moreOPD and IPD billing
Bill consultation, procedures, tests and medicines together, with receipts and payment status. Record the insurer or TPA, the policy details, pre-authorisation and the claim status against the bill. Cashless and cash patients are listed apart.
Learn moreBeds, admissions and discharges
See which beds and rooms are free. Admit a patient to one and follow the stay through to discharge, with room transfers, daily room tariff and nursing charges posted to the admission as they happen.
Learn morePharmacy stock and billing
Track pharmacy and consumables stock, from tablets and syrups to cannulas and dressings, with reorder levels, batch numbers and expiry dates, so short-dated strips are sold or returned first. Dispensed items are issued against the bill.
Learn moreDoctor and staff rosters
Plan duty rosters for doctors, nurses and support staff. Shift swaps and cover are recorded in the system, so the night nurse and the duty doctor are known before the shift starts. The ward sister approves a swap on screen.
Learn moreLeave against the roster
Approve leave with the roster in view. Gaps are visible while there is time to arrange cover, and a locum or an on-call doctor can be named against the empty shift, with the cover recorded for the payroll run.
Learn morePatient reminders and messages
Send appointment reminders, follow-up dates and report-ready messages by SMS or WhatsApp. Templates are set in your own wording, and a missed appointment raises a polite call-back task for the front desk, who ring the patient and rebook without opening a register.
Learn morePatient portal and lab reports
Let patients book appointments, read their reports and see their bills online. A login is created at registration. Each patient sees only their own records, never another family member’s file or a neighbour’s results.
Learn moreEquipment maintenance
Track service dates and repairs for medical equipment and the building, such as autoclaves, ECG machines, oxygen lines, suction pumps and standby generators, each with its next service date. Work orders are assigned and followed to completion, with the technician and the date recorded.
Learn moreStaff records and payroll
Maintain staff details, registrations and training. Salaries are calculated from attendance, night duty and shift allowances, so the pay run reads straight from the duty roster and no one retypes night shifts.
Learn moreAccess and audit trail
Give each staff member the screens their role needs. Changes to patient records are logged with who made them and when, so a corrected dosage or a deleted entry can always be traced to a login and a time.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Appointment Scheduling
OPD patients are booked against each doctor’s timings, walk-ins get a token, and the desk sees who is waiting for which doctor.
- Invoice Management
Consultation, procedures, tests and medicines are billed together, with the insurer or TPA, policy details and claim status recorded against the bill.
- Stock Tracking and Alerts
The pharmacy and ward consumables are tracked as stock, each item carrying a reorder level and an expiry date for the store team.
- Leave & Holiday Management
Managers approve staff leave while viewing the duty roster, so gaps show up in time to arrange cover.
- WhatsApp, SMS and Email Notifications
Appointment reminders, follow-up dates and report-ready messages go to patients by SMS or WhatsApp.
- Payroll Management
Staff details, registrations and training are maintained, and salaries are calculated from attendance, night duty and shift allowances.
- Audit Trail
Changes to patient records are logged with the person who made them, giving administrators a history to check.
- Roles and Permissions
Each staff member is given the screens their role needs, from reception to pharmacy to administration.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Tools it connects to.
Each connection is scoped for your own account, one data flow at a time.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Staff Records and Registration Renewals for Hospitals
The module keeps one record per doctor, nurse and support staff member. It holds registration numbers, renewal dates, training and documents, and expiring registrations are listed well ahead of the date, so no licence or registration lapses unnoticed during a busy week.
Learn morePatient Feedback and Review Management
The module sends patients a short message after a visit. Replies are recorded against that visit, so a complaint about the wait or the billing can be read with the token, the doctor and the time of the visit.
Learn moreOnboarding and Training Records for Hospital Staff
The module checks credentials, records mandatory training and grants role-based access. All of it happens before a new clinician or nurse sees a first patient.
Learn morePerformance Reviews for Hospital Staff
The module sets goals for clinical and support staff, records reviews and feedback, and runs appraisals from the duty and training records already kept, so nothing is rebuilt from memory.
Learn moreReporting and Analytics for Hospital Management
Reports cover OPD counts, collections by department, bed occupancy, insurance claims and pharmacy stock, drawn from what the desk and wards already record at the desk, the ward and the pharmacy counter. Nobody compiles them by hand.
Learn moreWard and Facility Task Management
The module assigns cleaning, maintenance and ward tasks to named staff. It shows what is still open on each shift. Each completed task records who did it and when, and the ward sister sees the list at handover.
Learn moreViews by Role in a Clinic Management System
A clinic or small hospital has several groups working on the same patient.
Learn moreIntegrations for Hospital and Clinic Management
The system connects to the channels a clinic already uses for messages, payments, calendars and accounts.
Learn moreOne system, each person sees their part.
For owners and administrators
See the daily OPD count, admissions, collections by department, pending insurance claims and stock to reorder, and compare doctors’ loads before changing the weekly timetable.
For the front desk
View doctors’ available slots, today’s queue by doctor, patient registration and billing at the counter. Move a booked patient to another doctor without losing the token, and tell the waiting room why.
For doctors
See the day’s patient list and each patient’s history and past reports. Record visit notes and prescriptions, and check allergies and earlier dosage on the same screen before writing anything new for the patient, and the follow-up date is set before the next token.
For pharmacists and stores
Monitor medicine stock, batches near expiry, items below reorder level and what was issued against each bill. Schedule-controlled drugs get their own register entry on every dispense, with the patient and doctor named.
For nursing in-charge
See bed occupancy, admitted patients and the duty roster for the week. Plan night cover, handover notes and ward linen needs from one screen, instead of three registers and a whiteboard at the nursing station, with the day’s discharges and admissions listed together.
The numbers the owner asks for.
- OPD count by doctor and by day of the week
- Collections by department and by payment mode, including advance deposits and insurance receipts still pending
- Insurance claims raised, pending and settled, with the pre-authorisation status for each admission
- Medicines expiring in the next month or quarter
- Items below reorder level
- Bed occupancy and average length of stay, by ward and room type
- Patients due for follow-up, vaccination or review this week
Who this is built for.
- Single-doctor and family clinics that have outgrown the appointment register
- Polyclinics with several doctors sharing one front desk
- Nursing homes and small hospitals with a few wards and an in-house pharmacy
- Dental clinics running chair schedules and treatment plans
- Physiotherapy centres booking sessions across therapists
- Groups of clinics under one owner that want one set of patient records
When it is not the right choice.
- A large multi-speciality hospital needing full laboratory, radiology and operation theatre systems will be better served by an established hospital information system with those departments built in.
- If you see a small number of patients a day and your register works, a simple appointment app may be all you need.
- It does not make your hospital accredited. It keeps the records you would show, but the audit is between you and the assessor.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Accounts export
- SMS
- Card and gateway payments
- Google Calendar
Questions owners ask before a demo.
Does it run a token queue for walk-ins?
Yes. Walk-ins receive a token against a doctor and join the same queue as booked patients. The desk and the doctor both see who is waiting, and an emergency can be moved to the front.
Can a consultation be done by video?
No. Visits, notes and bills are recorded for patients seen at the clinic; teleconsultation and an online consultation fee are separate work, not part of this system.
Can patients see their lab reports online?
Yes, through the patient portal. Laboratory and radiology reports added to the patient’s record can be read there, along with appointments and bills. Each patient sees only their own file.
How do accounts reach our accounting software?
Daily collections, bills and receipts are available for your accountant to bring into your accounting software. An export or direct link is added on request, and the format is agreed with your accountant during set-up.
Can patient records be linked to a national health ID or digital health scheme?
No. Patient records sit in your own system and carry no national health ID link today. If a digital health scheme matters to your clinic, say so during scoping, because it is separate work with its own cost.
Can our patient data be moved from existing software?
Usually, yes. If the current system can export patient lists and stock to Excel or a database backup, the data is brought across before go-live. Duplicates, such as one patient entered under two spellings, are listed for the desk to merge.
Does it open on doctors’ phones?
Yes. It runs in a browser, so a doctor can see the day’s list and a patient’s history on a phone or tablet during ward rounds. Prescriptions are written on the same screen, with no paper pad.
Who owns the patient records?
Your clinic or hospital does. GullySystem hosts the records in the cloud, and the proposal describes what a complete handover looks like. Access is limited by role, and changes are logged.
What does it cost?
No price is published. The doctors, the departments and the amount of set-up needed all count towards it; you see a demo first, and the figure follows in writing.
Is it suitable for a large hospital?
Probably not as the main system. It suits clinics, nursing homes and small hospitals. There is no pathology laboratory module, so test orders, sample status and result entry are not kept here. A hospital needing those should look at an established hospital information system.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Written for this trade.
Practical notes on running the business, not product marketing.
Clinic Appointment and Patient-Management Software Guide
A guide for clinics choosing between simple appointment booking and full patient-record software, with role and privacy considerations.
Learn moreTask Management Software for Hospitals: Assigning Work Across Departments
Where hospital work goes missing between departments, how to give every task an owner and a due time, and what to review daily and weekly.
Learn moreBusinesses that use this.
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