Free clinic Excel template for patients, appointments and payments

This free clinic Excel template keeps your patient records, appointments and payments in one file. It is a simple step up from a paper diary or scattered spreadsheets, and it works for a general practice or a dental clinic. Download the clinic Excel template for patients, appointments and payments (XLSX, 10 KB) and start using it today. The patient sheet uses the same columns as Clinic Tek's patient import, so if you move to Clinic Tek later, your patients come with you without retyping.

What is in the template

The file has three sheets, each with three sample rows in which the patient name starts with "Example". The header row is frozen so it stays in view as you scroll, and the file has no formulas or macros.

The file number links the three sheets: you write it once on the Patients sheet and reuse it for every appointment and payment. The Status column on the Appointments sheet takes one of five words: Booked, Confirmed, Arrived, No-show or Cancelled. When the whole team uses the same words, you can filter the sheet at the end of the month and count no-shows in seconds.

How to fill in patient records without duplicates

• One patient, one row: search by phone number before adding anyone, and if the patient is already there, use their file number.
• One phone format: write the full number with the country code and a leading +, as in the samples. The Phone column is formatted as text so Excel keeps the + and any leading zero. On import, Clinic Tek replaces the leading 0 of any number with the +962 country code.
• One date format: write dates of birth as year-month-day, for example 1990-05-12, so day and month never swap.
• Gender on every row: write Male or Female. The import needs a name, phone and gender for each patient; the other columns are optional.
• A 10-digit national ID, or none: the import skips a row whose national ID has a different length, so leave it blank if your ID numbers use another format.
• No cell starting with =, +, - or @ except the phone: the import skips any row that has one, to keep spreadsheet formulas out.

On import, Clinic Tek recognises a patient it already has when the phone number, the national ID, or the name and date of birth match, and skips that row instead of opening a second file. If two family members share a phone, check the skipped rows after the import and add anyone who was skipped by hand.

When Excel starts to hold your clinic back

An Excel file works for a clinic with one doctor and one receptionist. Move to software when you see any of these signs:

• More than one person edits the file at the same time, so versions clash or the same slot gets booked twice.
• Your receptionist spends time every day phoning patients to confirm tomorrow's appointments.
• The doctor needs past visits and prescriptions in the consulting room, and the file does not hold them.
• You add up unpaid balances and the no-show rate by hand at the end of each month.
• The file lives on one computer with no recent backup anywhere else.

For the full comparison, read Excel versus a cloud clinic system.

Move your patient records into Clinic Tek

When you decide to move, the Patients sheet goes across as it is:

1. Delete the three sample rows.
2. Open the Patients sheet and choose File, Save As, then CSV UTF-8. CSV saves only the open sheet, which is what you want: the import refuses a workbook whose other sheets hold data. In Google Sheets, choose File, Download, then CSV.
3. In Clinic Tek, open Patients, select Import file and upload the CSV.
4. Clinic Tek matches the columns from their headers. Check the matches, then select Preview before importing to see how many patients will be imported, which rows will be skipped and why.
5. Select Start import. If any rows were skipped, download them, fix them and upload them again.

Clinic Tek gives every imported patient a new file number and ignores the File no. column, so copy your old number into Notes before saving if you want to keep it. Each imported patient gets an electronic health record for clinics, with visits, prescriptions and attachments in one place.

The Appointments and Payments sheets stay as your clinic's history. Add upcoming appointments to the Clinic Tek appointment scheduler. Patients who have not opted out of WhatsApp messages then get a reminder the day before each visit, with buttons to confirm, cancel or reschedule.

Download the template

Download the clinic Excel template in English (XLSX, 10 KB). It opens in Excel and Google Sheets. To see the software itself before you move, check Clinic Tek pricing and free trial.