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.

The everyday tasks of Cedar Lane Clinic, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Book an appointment and send the letter

Open the Patients form and find the patient with the search box, or press New and fill in their name, date of birth, address, phone, Insurer and Policy Reference.
Open the Diary next 14 days query to see whose diary has room.
Open the Appointments form and press New. Choose the Patient, the Practitioner and the Service, type the Start date and time, and set Booked On to today and Booked Via to Phone, Online or At the desk. Status stays Booked.
Open the print template Appointment letter from Print templates, choose the appointment you just made, and press Print, or Save as PDF to e-mail it.

2. Run the day

Print the Day sheet report in the morning: a page for each practitioner and day of the week ahead.
As each patient arrives and is seen, open their appointment in the Appointments form and set Status to Attended. If they do not come, set it to No-show.
After the visit the practitioner opens the Visit Notes form, presses New, chooses the appointment and writes the Reason, the Note and the Plan.
If the patient cancels, set Status to Cancelled and type the Cancelled On date. The No-shows and late cancellations query lists those with a day or less of notice.

3. Invoice a visit and take payment

Open the Invoices form and press New. Type the next Number (INV, the year, and the next number in the run), choose the Appointment, and type the Invoice Date.
For an insured patient on a service insurers pay for, set Bill To to Insurer, choose the Insurer, and copy the insurer's name and address and the patient's Policy Reference into the Bill To fields. Otherwise set Bill To to Patient and copy the patient's name and address. Set Due Date 14 days on for a patient, or the insurer's Payment Days on.
Type the Amount from the service's Price, or half of it for a missed appointment or a late cancellation, and set For to match.
When the patient pays, open the Payments form, press New, give it the next RCP number, choose the Invoice, and type Paid On, Amount and Method. Then add the amount to the invoice's Amount Paid, and type Paid On on the invoice once it is paid in full.
Print the Payment receipt template for that payment, and the Invoice template for the invoice when it is sent.

4. Chase what is owed

Open the Money owed query: the unpaid balance for each insurer and each patient, the largest first.
Print the Invoices due report for the list with days overdue.
Once a month, print the Insurer statement template for each insurer and send it with a covering note.
When an insurer pays, record one payment for each invoice on its remittance list, Method Insurer, with the remittance reference in Reference.

5. Send the recall letters

Each Monday, open the Recall letters to send query: open recalls due in the next 30 days for patients who agree to letters.
Open the Recalls form, find each of those recalls, and print the Recall letter template for it.
Type today's date in Sent On on each recall you sent a letter for.
When the patient books, type the date in Booked On. The Recalls due query lists the ones still open, including patients who do not want letters, for a phone call instead.

6. Look at the month

Print the Takings by month report for money received from patients and from insurers.
Open the Fees by service query to see which services earn the most, and Takings by practitioner if practitioners are paid a share.
Open the Busy days and Busy hours queries to plan staff hours, and New patients by month to see how the list is growing.

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