How Golloc Made Hospital Billing 83% Faster Across OPD and IPD

One organisation holds multiple branches, and each branch has its own doctors, staff, schedules, services, billing and inventory. Staff are assigned to branches, roles and modules, within the member limits the organisation has purchased. We chose independent branches under one organisation over separate installations, so a hospital group keeps one set of settings and one audit trail without mixing branch data. The role model prevents a clinical record from being opened by someone who only needs a phone number.

Admins create patient and clinical forms by picking fields, sections, validations and specifications, and they define visit steps per service, department or treatment process. We built configuration instead of fixed screens because hospitals differ too much for one template. Standard consultation content such as SOAP notes, diagnosis, prescription and test orders ships by default, and extra stages are added through the form builder. This prevents the failure where staff abandon the software for paper.

When a doctor creates a medicine, lab, radiology, procedure, referral or billing request, it goes to the relevant department only. Status changes such as accept, start, complete, verify, dispense, transfer and reject are pushed live to the related users. We used real-time push rather than page refreshes because a stale queue at reception or the pharmacy is how a patient ends up waiting without anyone knowing. Targeting by department keeps notifications meaningful instead of noisy.

Lab, radiology and procedure tests are defined with their own fields, specifications, reference ranges and validation rules, and reports are generated from that structure. Technicians move a request through pending, in progress, completed and verified. Authorised staff verify a report before it becomes a final patient record. The hospital's configured letterhead is applied to prescriptions, bills, reports and receipts, so documents look the same wherever they're printed.

A prescription creates a pharmacy request, and allocation records the dispensed quantity and deducts it from the matching stock. Stock is tracked by batch, quantity and expiry. We chose deduction at allocation, driven by the clinical order, over manual register entries, because a manual step is where stock figures and reality part ways. This keeps remaining stock and expiry visibility accurate across branches.

Treatment items such as consultations, medicines, tests, radiology and procedures flow into billing, where GST (global or category-wise) and discount rules by payment type, validity, service or treatment are applied from configuration. The bill shows the original amount, discount, GST and final payable amount. Advance payments can be adjusted against the final bill, with the adjusted and remaining amounts shown. Rules are configured, not coded per hospital, which is why the same billing logic works for hospitals with different tax categories.

A billing user opens the register with an opening balance and tracks collections by payment type: cash, card, UPI and other configured methods. At close, the system compares expected collection with the actual amount and highlights any conflict, alongside opening balance, collections, adjustments and closing balance. The core decision was to surface mismatches at close instead of leaving them for later discovery. An audit log records who performed each action, when, and what changed.

Admins define the ward, room and bed hierarchy, which feeds the bed board. Beds carry five statuses (Vacant, Reserved, Occupied, Cleaning, Maintenance), and reservation-related statuses change automatically at the configured time. Doctors define care teams, request consent, assign tasks and prescribe medicines with dose, frequency, route, quantity, start time and duration. We kept IPD on the same patient record as OPD so that an OPD-to-IPD conversion carries history forward and MLC details can be captured without delaying emergency treatment.