Cedar Lane Clinic

Patients, appointments, visit notes, invoices and recalls for a small private clinic.

Download 476 KB11 tables, 17 queries, 7 reports, 5 print templates and 20,811 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Patients.Insurer points at Insurers
Appointments.Patient points at Patients
Appointments.Practitioner points at Practitioners
Appointments.Service points at Services
Visit Notes.Appointment points at Appointments
Invoices.Appointment points at Appointments
Invoices.Insurer points at Insurers
Payments.Invoice points at Invoices
Recalls.Patient points at Patients
Recalls.Service points at Services

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (28 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The VAT or sales tax registration number, printed on invoices. The sample has a placeholder.
Company Number	Short text	The registered company number, where the business is a company. The sample has a placeholder.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The usual rate of VAT or sales tax as a fraction: 0.2 is twenty percent. Lines may carry a rate of their own.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

Insurers

The health insurers whose policies the clinic accepts, and one record called Self-pay for patients who pay for themselves. Every patient points at one of these, so a patient list can always say who pays. (5 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The insurer as it appears on claims and on the patient list. The Self-pay record stands for no insurer.
Kind	Short text	Insurer for a real insurer, Self-pay for the record that stands for paying yourself. Queries use it to tell the two apart.
Address	Short text	The street address claims and statements are posted to.
City	Short text	The town or city of the claims address.
Postcode	Short text	The postcode of the claims address.
Phone	Short text	The claims line the reception desk rings about a claim.
E-mail	Short text	Where claims and questions about them are sent.
Payment Days	Whole number	How many days the insurer takes to pay a claim under its agreement with the clinic. An invoice to the insurer falls due this many days after the visit.
Notes	Long text	Anything reception should know: what a policy usually covers, or that an insurer wants a referral letter first.

Patients

One record per patient registered with the clinic, with contact details, who pays for their care and whether they agree to reminders. (825 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Patient No	Short text, unique	The clinic's own number for the patient, printed on day sheets and letters. It is not a national health number.
First Name	Short text	The patient's first name.
Last Name	Short text, required	The patient's family name. Lists are sorted by it.
Date of Birth	Date	Used to tell two patients with the same name apart and to see who is due a check for their age.
Address	Short text	The street address, for recall letters and invoices.
City	Short text	The town or city.
Postcode	Short text	The postcode, for letters.
Phone	Short text	The number reception rings to confirm or move an appointment.
E-mail	Short text	Where appointment reminders and invoices are sent, if the patient has given one.
Insurer	Points at Insurers, required	Who pays: the patient's insurer, or Self-pay.
Policy Reference	Short text	The patient's policy or membership reference with the insurer, quoted on every claim. Empty for self-pay patients.
Registered	Date	The day the patient first registered. The new patients query counts these by month.
Reminders	Yes/No	Ticked when the patient agrees to reminders and recall letters. Patients without it are rung instead, or not contacted.
Notes	Long text	Practical things reception should know before a visit, such as needing step-free access. Not clinical notes, which go in Visit Notes.

Practitioners

The people who see patients: the doctors, the nurse and the physiotherapists. Reception staff are not here because they do not hold a diary. (5 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	The practitioner's first name.
Last Name	Short text, required	The practitioner's family name.
Known As	Short text, required	The name used on day sheets and letters, such as Dr and the name, or the name and Physio.
Role	Short text	Doctor, Nurse or Physiotherapist. Services say which role gives them.
E-mail	Short text	The practitioner's clinic e-mail address.
Phone	Short text	The practitioner's extension or direct line.
Works	Short text	The days and hours the practitioner sees patients, in words.
Hours per Week	Number	The hours a week the practitioner has for appointments. The diary query measures bookings against it.
Started	Date	The day the practitioner started at the clinic.

Services

What the clinic offers, how long each takes in the diary and what it costs. (14 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The service as it appears in the diary and on invoices.
Kind	Short text	A group of services: Consultation, Follow-up, Health check, Nursing, Vaccination or Physiotherapy.
Given By	Short text	The role that gives it: Doctor, Nurse or Physiotherapist.
Minutes	Whole number	How long the appointment lasts. The diary is kept in quarter hours, so these are multiples of 15.
Price	Currency	The fee for one appointment.
Insurer Pays	Yes/No	Ticked when insurers usually cover the service. Health checks and vaccinations are paid by the patient even when insured.
Recall Months	Whole number	How many months after this service the patient should come back for it, such as 12 for a yearly health check. Empty when there is no recall.

Appointments

Every booking in the diary, past and future, with what came of it. (5,265 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Patient	Points at Patients, required	Who the appointment is for.
Practitioner	Points at Practitioners, required	Whose diary it is in.
Service	Points at Services, required	What the appointment is for, which sets its length and price.
Start	Date and time, required	The date and time the appointment starts.
Status	Short text	Booked until the day, then Attended or No-show. Cancelled when the patient or the clinic called it off.
Booked On	Date	The day the booking was made.
Booked Via	Short text	How it was booked: Phone, Online, At the desk, or Recall when it came from a recall letter or call.
Cancelled On	Date	The day the appointment was cancelled. A cancellation the day before or on the day counts as late.

Visit Notes

A short note written by the practitioner after each attended appointment. In this sample they are invented and kept to everyday words. (4,573 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Appointment	Points at Appointments, required	The visit the note is about, which gives the patient, the practitioner and the date.
Written	Date and time	When the note was written, usually just after the appointment ended.
Reason	Short text	Why the patient came, in a few words.
Note	Long text	What was found and what was done or advised.
Plan	Short text	What happens next: nothing, a follow-up, a test, a course of sessions or a recall.

Invoices

What the clinic charges, one invoice per visit, and for a missed appointment or a late cancellation when a fee is charged. Each invoice keeps the name and address it was made out to, so a reprint reads as the one that was sent. (4,786 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The invoice's number, given in date order and once only, a new run each year: INV-2026-0042. Quote it on claims and payments.
Appointment	Points at Appointments, required	The appointment the invoice is for.
Invoice Date	Date	The day the invoice was raised: the day of the visit, or of the missed or cancelled appointment.
Due Date	Date	When payment is due: 14 days for patients, the insurer's payment days for claims.
Bill To	Short text	Patient or Insurer. An insurer is billed when the patient is insured and the service is one insurers pay for.
Insurer	Points at Insurers	The insurer the claim is made to. Empty when the patient is billed. The insurer's statement lists the invoices that point at it.
Bill To Name	Short text	Who the invoice is made out to: the insurer's name, or the patient's.
Bill To Address	Short text	The street address the invoice went to.
Bill To City	Short text	The town or city the invoice went to.
Bill To Postcode	Short text	The postcode the invoice went to.
Policy Reference	Short text	The patient's policy reference, copied on to a claim so the insurer can match it. Empty on an invoice to the patient.
For	Short text	Visit, Missed appointment or Late cancellation.
Amount	Currency	The amount charged.
Amount Paid	Currency	How much has been paid so far, the sum of the payments against it.
Paid On	Date	The day the invoice was paid in full. Empty while anything is still owed.

Payments

Money received against invoices. An invoice can have more than one payment when a patient pays in parts. Each payment has a receipt. (4,557 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The receipt's number, given in date order, a new run each year: RCP-2026-0042.
Invoice	Points at Invoices, required	The invoice the payment is for.
Paid On	Date	The day the money came in.
Amount	Currency	How much was paid.
Method	Short text	Card, Cash or Bank transfer from a patient, or Insurer for a claim paid by an insurer.
Reference	Short text	The insurer's remittance reference or the reference on a bank transfer.

Recalls

Patients the clinic should ask back: for a yearly health check, a blood pressure review, the autumn flu vaccination or a review after physiotherapy. (752 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Patient	Points at Patients, required	Who to recall.
Service	Points at Services, required	The service they are being asked back for.
Due Date	Date	When the recall falls due.
Reason	Short text	Why, in words for the letter or the call.
Sent On	Date	The day a recall letter or reminder went out. Letters go each Monday for recalls due within two weeks.
Booked On	Date	The day the patient booked in response. Empty while the recall is still open.

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