The verdict in three sentences
For an outpatient clinic, the priority isn't an exhaustive system but a 3-lot MVP that first digitizes the administrative patient record and cashiering. Custom ($55,000-120,000) is justified once the clinic runs a pharmacy, stock and several front desks; otherwise SaaS ($40-80/seat/month) starts within weeks. The most visible gain is operational: intake time -40% and the end of cashier queues.
Budget by module (2026)
The ranges below are a 2026 order of magnitude, hosting on a separate line.
| Module | SaaS (seat/month) | Custom (setup) |
|---|---|---|
| Administrative patient record | $40-80 | $18,000-32,000 |
| Cashiering + digital payment | included/option | $10,000-20,000 |
| Pharmacy stock + alerts | option | $15,000-30,000 |
| Booking + SMS reminders | option | $8,000-16,000 |
| Management dashboard | option | $8,000-16,000 |
| Hosting + maintenance | included | $1,000-2,500/month |
In SaaS, 8 seats at $60 = $480/month, i.e. ~$5,760/year before options. Custom for a full scope lands between $55,000 and $120,000 depending on desks and data migration.
MVP prioritization in 3 lots
Launching everything at once blows up budget and timeline. Split the project to bank quick wins.
| Lot | Content | Budget | Timeline |
|---|---|---|---|
| Lot 1 — Foundations | Admin patient record + payment cashiering | $28,000-48,000 | 6-8 weeks |
| Lot 2 — Flows | Booking, SMS reminders, queueing | $16,000-30,000 | 4-6 weeks |
| Lot 3 — Pharmacy & steering | Pharmacy stock, alerts, dashboards | $16,000-38,000 | 5-7 weeks |
Lot 1 alone often justifies the investment: it removes cashier errors and queues. Later lots follow as cash flow and adoption allow.
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Mini case study
Mr. Alvarez, manager of a Miami outpatient clinic (3 desks, 220 patients/day). Before: average intake of 14 minutes, queues and 3-5 cashier errors/day. After Lot 1 (admin record + payment cashiering at $38,000), intake drops to 8.4 minutes (-40%) and cashier errors fall below 1/day. Across 220 patients, 5.6 minutes saved per patient frees roughly 20 cumulative intake hours/day, equal to 2 redeployed agents. The investment is absorbed in under 9 months.
FAQ
Start with SaaS or custom? For a single-site clinic with standard flows, SaaS at $40-80/seat/month starts fast. Custom becomes relevant with a pharmacy, multiple desks and specific dashboard needs.
Can digital payment be built into cashiering? Yes: card and wallet payments integrate into the cashier to collect consultations and pharmacy, with automatic reconciliation. That cuts errors and secures revenue.
What does hosting cost? Expect $1,000-2,500/month depending on volume, backup and redundancy. Regional hosting reduces latency and eases compliance.
How fast is a first result? Lot 1 (admin record + cashiering) deploys in 6-8 weeks and yields a visible gain in the first month on intake time and cashier errors.
Can we skip the pharmacy at first? Yes, pharmacy stock is Lot 3: plug it in once foundations are stable. That avoids overloading the team and inflating the initial budget.
Let's scope your project. Tell us your number of desks, patients/day and whether pharmacy is in scope and we price a 3-lot MVP with budget. 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.
