The verdict in three sentences
For a 40-bed clinic in Dubai, the first source of profitability is not medical: it is procedures performed but never billed, which account for 8 to 12 % of revenue. A system covering electronic medical records, insurance claims, pharmacy and cashier costs between 15,000 and 45,000 USD depending on scope (FCFA reference: 8,000,000 to 25,000,000 FCFA). With 5 to 10 % of revenue recovered, payback usually falls between 8 and 18 months.
Budget by functional scope
Clinics do not all need the same tool. A 15-bed day clinic and a 40-bed facility with an operating theatre have neither the same flows nor the same controls.
| Scope (2026 estimate) | Modules included | Budget USD | Timeline |
|---|---|---|---|
| Essential | Reception, patient record, cashier | 15,000 to 20,000 | 3 months |
| Standard | + insurance claims, in-house pharmacy | 21,000 to 30,000 | 4 months |
| Complete | + inpatient, theatre, lab, imaging | 31,000 to 45,000 | 5 to 6 months |
| Hosting and backups | UAE-hosted secure server, daily backup | 270 to 630 per month | Ongoing |
| Ongoing maintenance | Fixes, new insurer rules | 360 to 800 per month | Ongoing |
| Staff training | 25 to 60 users | Included, 3 to 5 sessions | 2 weeks |
In Dubai, health data must stay in the UAE and the system must connect to the DHA's Riayati and NABIDH platforms and to the eClaimLink insurance exchange. These integrations are scoped from day one, not added later.
Where revenue leaks
The finance director sees the shortfall in the accounts, rarely in the detail. Here are the leaks we find most often in private facilities, and what a well-designed system fixes.
| Source of loss | Estimated share of revenue | Software fix |
|---|---|---|
| Inpatient procedures not recorded | 2 to 4 % | Orders linked to the record, automatic billing |
| Consumables and drugs not recharged | 2 to 3 % | Pharmacy dispensing tied to the patient |
| Insurer rejections for incomplete claims | 1.5 to 3 % | Document checks before submission |
| Unclaimed insurer share | 1 to 2 % | Batch claims generated per period |
| Cash discrepancies | 0.5 to 1 % | Daily close per cashier |
| Typical total | 8 to 12 % | Target recovery: 5 to 10 % |
Insurance billing is the most profitable flow to automate: each insurer has its own caps, co-pay rates and deadlines. The system calculates patient share and insurer share at the time of the procedure, not three weeks later.
Mini case study
Omar, CFO of a 40-bed clinic in Al Barsha, reports annual revenue of 3,000,000 USD. A three-month file audit shows 9 % of procedures unbilled or rejected.
- Annual shortfall: 9 % of 3 M USD, i.e. 270,000 USD.
- Target after deploying the Standard scope: recover 6 points, i.e. 180,000 USD a year.
- Investment: 26,000 USD, plus 1,000 USD a month for hosting and maintenance, i.e. 12,000 USD a year.
- Net first-year gain: about 142,000 USD.
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Even if recovery is limited to 3 points, the project pays back in under six months.
FAQ
Does the system keep working during network outages?
Yes, with a local server or offline mode on workstations. Data syncs with the central server as soon as the connection returns, usually in under 5 minutes.
How do payments work for the project?
The project is paid in 3 or 4 instalments by bank transfer or card; African clients can also pay by Wave or Orange Money. Patients can settle invoices by card or mobile wallet at the cashier, with automatic reconciliation.
How is medical data protected?
Through role-based access (doctor, nurse, cashier), a record access log and encrypted backups. The UAE federal health data law requires storage inside the country, which our hosting plan respects.
How many users can we connect?
There is no per-user licence. A 40-bed clinic usually runs 40 to 70 active accounts at no extra cost.
Can existing paper records be migrated?
Yes, through progressive scanning: start with active patients from the last 24 months, often 6,000 to 15,000 files.
Let's scope your project. Tell us your bed count, departments and main insurers: we will price a scope between 15,000 and 45,000 USD with a 4 to 6 month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
