What is patient tracking software, and how does HekimBis work?
Patient tracking software gathers every contact a patient has with your clinic in one file. HekimBis joins the appointment, arrival, exam note, test result, message, consent and payment on the patient's timeline, and it uses the same data model from a solo practice to a multi-branch clinic.
The trial workspace comes ready with sample data, and no card is needed.
What does patient tracking software track?
Most clinics mean an appointment book when they say patient tracking. What actually needs tracking is the sequence and outcome of every interaction a patient has with you: was the appointment made, did the patient arrive, what did the physician write, which test was ordered, is the balance closed, when is the follow-up. HekimBis keeps the answers in four areas.
Patients and appointments
The patient card filters out duplicate records, and the guardian details and contact preferences stay on the card. Appointments are written to the physician, room and device calendar together; the waiting list, arrival record and no-show reason are tracked in the same place. See Patient management and Appointments and calendar for details.
Clinical record and diagnosis
History, exam note, diagnosis and procedure are written on the physician's screen. A signed record cannot be changed silently; every correction is stored with who made it, when and why. Lab and imaging orders meet their results in the same file. See Clinical record and exam and Imaging and PACS workflow.
Finance and operations
Quotes, charges, partial and installment payments, cash desk opening and closing, physician earnings and stock use are linked to the patient file. A patient with a balance and an upcoming appointment appears on the same screen. See Finance and payments.
Messaging and portal
SMS, e-mail and WhatsApp reminders go out, and service messages such as appointment reminders are classified separately from marketing messages. Patients see their appointment, forms and the results their physician has published in their own portal. See Patient messaging and reminders.
Having these areas in one system changes daily work in concrete ways: the same detail is not typed twice, a test result does not disappear into a folder, and a patient's balance and appointment appear together. A team that copies between separate programs copies the chance of error as well.
Tracking also has a time dimension. A good program does not stop at showing history; it reminds you what needs to happen: a follow-up visit, a pending result, an open balance, an unanswered message, an expiring consent. When these reminders follow a rule instead of someone's memory, the service level stays the same when staff change. HekimBis feeds follow-up tasks, automation rules and reports from the same patient file; see Automation and Reporting.
A patient's day in your clinic
The flow below follows an ordinary polyclinic day from the point of view of the patient, the front desk, the physician and accounting. Each step matches a real state in the product.
The patient confirms the appointment, checks in with a QR code on arrival and appears among those waiting on the waiting-room screen. When the physician calls, the status becomes called; when the patient enters the room it becomes in room, and the exam draft saves itself from that moment. The physician reviews and signs the record and orders tests if needed. The front desk enters the charge, the patient pays, and the system opens a follow-up task for the next visit.
The flow also handles everyday disruptions. When a patient misses an appointment the reason is recorded, and the freed slot is offered to someone on the waiting list for a limited time. A walk-in patient joins the flow directly at the waiting step.
Each step is the input of the next: no exam draft opens for a patient who has not checked in, no charge is approved for an unsigned record, and a follow-up task is created once payment is complete. A new front-desk employee knows what to do by looking at the status on screen, and the physician looks at the patient more than at the monitor. At the end of the day, who came, who did not, how much was collected and who needs a recall can be read without keeping a separate ledger.
Follow-up / recall
- The process is complete here.
All steps
- 01 Appointment (SMS confirmation) (Patient)
- 02 Arrival / check-in (QR) (Front desk)
- 03 Waiting (Front desk)
- 04 Called in (Doctor)
- 05 In the room: draft encounter (autosave) (Doctor)
- 06 Sign and lock (Doctor)
- 07 Test order (if any) (Doctor)
- 08 Charge posted (Finance)
- 09 Payment collected (Finance)
- 10 Follow-up / recall (Front desk)
Alternative path from 01 Appointment (SMS confirmation); it returns to the main flow at 10 Follow-up / recall.
- 01a No-show: reason logged + waitlist offer (Front desk)
Alternative path from 02 Arrival / check-in (QR); it returns to the main flow at 03 Waiting.
- 02a Walk-in arrival (Front desk)
10 Follow-up / recall
Nine criteria for choosing patient tracking software
When you evaluate a program, look at the answers to these questions more than at the demo screens.
- Is the patient file whole?Are the appointment, the clinical record and the payment tied to the same patient identity?
- Record integrityIf a signed record is changed, are the reason and the trail kept?
- Where is the data, and who sees it?Are the hosting location, role-based access and audit trail explained plainly? See KVKK-compliant patient tracking.
- Mandatory national submissionFor facilities in scope, is there e-Nabız data submission with queue management? See e-Nabız integrated software.
- Specialty depthAre there forms and a workspace for your specialty, or only a generic notes field?
- Device connectionHow does your device's data reach the file, and is it verified at manufacturer, model and version level?
- ScaleCan you start with one physician and move to a second physician and a second branch without moving data? See Solutions.
- Contract and exitAre commitment, cancellation and data export terms written down?
- TrialCan you try every flow without real data and without giving a card? See Free trial.
The first three criteria are basics that cannot be added later; the rest gain weight with your type of facility and specialty. In the demo, ask for a scenario from your own day instead of one the vendor prepared: a patient who does not show up, a signed record that needs correcting, a half-paid charge, a wrongly entered identity. However the program handles these four situations is how it will behave in daily use.
We expanded these criteria into a 24-row table: Patient tracking software comparison. There is also a separate guide for evaluating vendors: Software vendors for physicians.
The nine criteria do not carry the same weight for every clinic. For a one-physician practice the scale criterion can stay in the background; for a multi-specialty clinic specialty depth and device connection decide; for a facility within national submission the third and fourth criteria are the ones that eliminate. Set the order of importance with your team and ask the candidate programs in that order.
From a solo practice to a multi-branch clinic
Solo practice
For a physician working with their own calendar, patient files and cash desk, the goal is a simple daily flow. Practice management software and the solo practice solution are arranged for this need.
Clinic and polyclinic
Several physicians, the front desk, the cash desk and stock work together, so role and permission separation matters. See Clinic management software, Polyclinic software and the clinic and polyclinic solution.
Multiple branches
A central call center, permission separation between branches and consolidated reports are needed. See Multi-branch clinic.
Diagnostic center
The diagnostic center solution covers the chain of samples and images from order to report.
The packages (Lite, Pro and Clinic) are supersets of one another; an upgrade is a change of permissions and capacity on the same data and needs no migration. See Pricing for included capacities and current prices; how patient tracking software prices are set is also explained there.
Patient data stays under the clinic's control
Choosing patient tracking software is also deciding where the data sits and who can see it. In HekimBis, health data in the production environment is kept in Türkiye, and access is limited by the user's role, the branch they work in and their care relationship with the patient. Opening, downloading or exporting a sensitive record is written to the audit trail.
The clinic's data belongs to the clinic. A full data export is the same in every package, and a clinic that closes its account can export its records in an auditable way. For details, see Security and data protection and KVKK-compliant patient tracking.
Patient tracking by specialty
Patient tracking is not the same in every specialty. A dentist looks for an odontogram and treatment plan, a psychologist for sessions and scales, a dietitian for measurement charts. In HekimBis the core stays the same and the specialty workspace is added on top of it.
Choose your specialty: Oral and dental health, Psychology, Dermatology, Obstetrics and gynecology, Physical therapy and rehabilitation, Dietitian. See Specialties for the full list.
Frequently asked questions
What is patient tracking software?
It is software that keeps a patient's appointment, arrival, exam, test, messaging, consent and payment records in one file, in time order. It is neither only an appointment book nor only a billing tool; its main value is that the records are connected.
Is there free patient tracking software?
You can try HekimBis free for seven days. No card is requested; the trial workspace runs on sample data and no real patient data is entered. For the backup, KVKK and support costs of free desktop programs, see the free patient tracking guide.
Is it cloud-based or installed on a computer?
HekimBis is cloud-based. No installation or server is needed; you reach it from a browser and the mobile app. See the cloud patient tracking guide for details.
Is it KVKK compliant?
The privacy notice, explicit consent and clinical consent are kept as separate records. Access follows role and care relationship, and sensitive actions are written to the audit trail. Compliance is not achieved by software alone; it also covers the processes of the data controller. The KVKK-compliant patient tracking guide explains this in detail.
Does it support e-Nabız data submission?
For facilities in scope, the mandatory USS and e-Nabız data submission is managed inside the product: submission, receipt and the resend queue are tracked in one place. See the e-Nabız integrated software guide for details.
Can my devices connect?
A local bridge called Edge Connector exists for X-ray, ultrasound, laboratory devices and PACS. Compatibility is verified at manufacturer, model, protocol and version level; files from unverified devices are imported manually and not presented as integrated. See the device connections page.
How much does it cost?
The price depends on the plan, the number of physicians and staff, and add-on capacity. The current list is on the Pricing page; if no list is published, it is sent through the quote form.
Can I move my existing data?
Data moves from CSV and Excel files with a preview, a trial import and reconciliation; running the process again does not create duplicate records. See the data migration page for details.
Related pages
Features
Specialties
Solutions and process
Software guides
- Practice management softwarePractice management software for a solo physician's agenda, files, and billing.
- Clinic management softwareClinic management software for the whole team, operations, and finance.
- Patient registration softwareMatching that prevents duplicates, foreign patient IDs and one file per patient.
- Free patient tracking softwareHow the free trial works and what free software really costs a clinic.