The verdict in three sentences
For a private clinic of 20 to 80 beds, the main problem is not the medical record but third-party billing: insurers, employer health schemes and mutuals that reject or pay late on incomplete files. Custom software at 15 to 45 million FCFA (€23,000 to €69,000), delivered in 4 to 6 months, typically recovers 5 to 12% of revenue lost, versus 3 to 8 million FCFA a year for imported software rarely fitted to local schemes. The right project starts with admission and billing, then extends to patient records, pharmacy and laboratory.
The figures below come from our West African projects (Dakar reference) and transpose well to Nairobi, where NHIF/SHA and private insurers raise the same issues.
Where a clinic's revenue leaks
A 40-bed clinic often turns over 1.2 to 2.5 billion FCFA (€1.8 to €3.8 million) a year, 50 to 70% through third-party payers. Every badly filled authorisation, every procedure forgotten at discharge and every drug dispensed without entry hits the margin directly.
| Loss source | Paper and Excel situation | 2026 order of magnitude (40-bed clinic) |
|---|---|---|
| Procedures performed but not billed | 3 to 6% of procedures | 40 to 120 million FCFA per year |
| Insurer and scheme rejections | 8 to 15% of claims | 30 to 90 million FCFA tied up |
| Third-party payment delay | 90 to 150 days | Tight cash, bank overdraft |
| Untracked internal pharmacy | 4 to 8% stock variance | 10 to 25 million FCFA per year |
| Lab tests not linked to the bill | 2 to 4% | 8 to 20 million FCFA per year |
| Administrative re-keying | 2 to 3 full-time staff | 7 to 12 million FCFA in salaries |
Custom or imported software: the 2026 comparison
European or North African hospital systems are comprehensive, but their billing modules rarely follow local scheme rules, per-member caps or local authorisation forms. Support is often remote, across time zones.
| Criterion | Imported software | Kolonell custom build |
|---|---|---|
| Initial cost | 2 to 6 million FCFA setup | 15 to 45 million FCFA |
| Annual cost | 3 to 8 million FCFA licence | 2 to 5 million FCFA maintenance and hosting |
| Insurer and scheme rules | Partial, often manual | Rate cards, caps and co-pays configured |
| Works during internet outages | Rarely | Offline mode and sync |
| Mobile money payment | Absent | Built into the cashier desk and patient portal |
| Support | Remote | Regional team, on-site visits |
| Timeline | 2 to 4 months | 4 to 6 months in phases |
Recommended scope, by phase
| Phase | Content | Indicative budget | Timeline |
|---|---|---|---|
| 1. Admission and billing | Patient file, authorisations, quotes, invoices, payer follow-up | 6 to 15 million FCFA | 8 to 10 weeks |
| 2. Patient record | Consultations, prescriptions, reports, imaging | 4 to 12 million FCFA | 6 to 8 weeks |
| 3. Internal pharmacy | Stock, dispensing per patient, expiry alerts | 2 to 8 million FCFA | 4 to 6 weeks |
| 4. Laboratory | Requests, results, link to invoice | 2 to 6 million FCFA | 4 to 6 weeks |
| 5. Dashboards | Revenue by department, payer receivables, rejection rate | 1 to 4 million FCFA | 2 to 3 weeks |
Health data falls under local data protection laws (Senegal's law 2008-12, Kenya's Data Protection Act 2019). We provide secure hosting, encryption, role-based access (doctor, nurse, cashier) and access logs.
Mini case study
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Dr Ndiaye runs a 45-bed clinic with 1.8 billion FCFA in revenue, 60% from third-party payers. He invests 32 million FCFA in phases 1, 3 and 5. Unbilled procedures drop from 5% to 1%, i.e. 72 million FCFA recovered per year, and scheme payment delay falls from 120 to 75 days. With 4 million FCFA of annual maintenance, the investment pays back in about 6 months.
FAQ
Does the software work during internet outages?
Yes. The server can be installed on site with cloud replication, or the app works offline and syncs. This adds 1 to 3 million FCFA depending on architecture.
How are insurers and schemes handled?
Each agreement is configured: coverage rate (often 70 to 80%), caps, excluded procedures. The monthly claims statement is generated automatically, halving rejections.
Can patients pay by mobile money?
Yes, at the desk by QR code and remotely via a payment link (Wave or Orange Money in West Africa, M-Pesa in Kenya). Fees around 1% stay below the cost of handling cash.
How long does staff training take?
Allow 2 to 3 days per role, on site, plus one week of go-live support. Rolling out department by department limits risk.
Can the project be paid in instalments?
Yes, in 4 milestones aligned with the phases, for example 30%, 30%, 25% and 15% at final acceptance.
Let's scope your project. Describe your clinic (beds, departments, third-party share, current tools) and we will price a phased scope with budget and timeline. 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.
