Two businesses under one roof
A clinic is two businesses sharing a reception desk. The consulting room sells time, with almost nothing bought in behind it. The pharmacy sells stock, paid for in cash up front and losing its whole value the day it expires.
They fail in opposite directions. A quiet consulting room costs rent and wages. A quiet pharmacy costs money already tied up in cartons no supplier will take back, and you learn which only when a drug order is delayed.
PesaScope keeps them apart. Consultations, dressings and lab tests are services. Drugs are products that leave stock at a buying price you entered. The split becomes a figure, not an argument.
How a clinic runs the day
- Register the patient as a customerA name and a phone number, nothing more — enough to raise a bill and follow a balance, and nothing about their health.
- Bill the visit as servicesConsultation, dressing, injection, lab test — each its own line at the price actually charged, tagged to the clinician.
- Dispense from the pharmacy on the same visitDrugs go out as a product sale, so the stock count drops and the cost of what you dispensed is captured.
- Settle, or send it to the accountCash, mobile money, part-payment, or onto a company scheme's credit. Anything unpaid lands on the debtors list.
What a clinic sets up first
Pick "Medical clinic" at sign-up and this list is already there. Services for the consulting room, products for the pharmacy.
Keep consulting-room services and pharmacy products in separate categories from the start. It is what makes the month-end report worth opening.
A month, with the company accounts counted honestly
UGX 8,400,000 of that billing sat on company schemes, unpaid. The clinic earned nine million and banked about UGX 750,000 — which is why the drug order was late.
PesaScope is not a medical records system
Be clear before you sign up. PesaScope holds no patient records. No chart, no diagnosis, no prescription, no treatment history, no lab result, no file you could hand another doctor. It is not an EMR.
It holds a customer: a name, a phone number, what they were billed for and what they paid. Keep clinical information where it is now, on paper or wherever your regulator expects.
The boundary is deliberate. Clinical data carries obligations this app does not take on. It takes on the half of a clinic that usually goes unrecorded — the money.
Where a clinic's money leaks
- Stock that expiresPesaScope holds no expiry dates and will not warn you before a carton goes off. You write the loss off with 'Expired' as the reason, so you see afterwards what it cost.
- Scheme work nobody invoicesWork billed to a scheme and never followed up is the commonest quiet loss here. Unpaid visits stay on the debtors list.
- Drugs handed over without a saleA tablet given as a favour is stock gone with no record. Recording the movement keeps the count true, whatever you charge.
- Consultations given awayThe doctor sees a staff member's relative and no bill is raised. Fine as a decision, expensive as a habit.
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Questions clinic owners ask
Is this an electronic medical record?
No. PesaScope holds no clinical information at all — no diagnoses, no prescriptions, no results, no patient history. It records what was billed and paid.
Can I store a patient's file or treatment notes in it?
No, and you should not try. The customer record is a name, a phone number and a billing history. Keep clinical records where they are.
Does it warn me before drugs expire?
No. There is no expiry date field and no expiry alert. You can remove expired stock with 'Expired' as the reason, which tells you only afterwards.
Can I bill a company or insurance scheme?
Record the visit against that account as a credit sale; the balance sits on the debtors list until settled, and you can print a dated statement. There is no claim submission or insurer integration.
Does it handle appointments?
No. There is no booking diary or appointment calendar. Clinics here keep appointments on a phone or a paper book and use PesaScope for the money.
Can I see the pharmacy and the consulting room separately?
Yes, if they are set up as separate categories. Reports then split income and stock cost along that line.
Can I stop the receptionist seeing the profit figures?
Yes. Staff can register patients, record visits and take payment while reports stay with the owner.
Set it up in about three minutes
Pick your trade at sign-up and PesaScope loads your starting list for you. Change any price, add what's missing, and record your first sale the same day.
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