You run a clinic and you want to know, at any moment, who is booked today and when, how much each patient has paid and still owes, who was asked to come back for a follow-up and never did, and how much the clinic earned this month. The free clinic appointments tracker answers these from one appointment book where you log one appointment per row. The template and its page are in Arabic.
The problem it solves
A paper appointment book answers one question: who is booked today. Everything else needs adding up: what a patient who came four times has paid, which visits were an "exam" and which a cheaper "consultation", who you told to "come back in two weeks" and did not, and how many patients missed their slot this month. Mistakes come from a forgotten price, an unrecorded part-payment, or a follow-up lost between pages. The sheet does this every time you open it, and stays simple on purpose: no diagnoses or medical records, only what appointments and billing need.
How it works, step by step
- Write your visit types and prices in Prices.
- Register patients: code, name, phone, first-visit date.
- Add one Appointments row per appointment: date, time, patient code, visit type. After the visit, add the amount paid, the status and any follow-up date.
- The sheet looks up each price, values the attended visits, and works out each patient's remaining balance and next follow-up.
- Read Today's list, Follow-ups and the Summary.
What each sheet does
- Settings: today's date (type =TODAY() to update itself) and a date inside the month to summarise.
- Prices: visit types and prices; changing one changes the amount due on every appointment of that type.
- Patients: visits, due, paid, remaining, last visit, next follow-up and its status: "upcoming", "done" or "late".
- Appointments: the full log, with missed and cancelled rows coloured.
- Today's list: today's appointments in time order, with phone, price and amount paid.
- Follow-ups: late patients, oldest first, with days late.
- Summary: attendance, revenue, what patients owe, split by visit type.
A walkthrough with the sample data
These are sample patients and numbers built into the template, not real people. Prices: exam 300, consultation 150; today is 1 November 2026 and the summary covers October.
- Noha Adel: three visits worth 600, paid 600, remaining zero; next follow-up 15 November, so "upcoming".
- Karim Fouad: due 750, paid 700, so 50 remains: he paid only 100 of a 150 consultation.
- Layla Mansour: follow-up due 4 October, did not come: "late".
- Amr Sherif: follow-up due 16 October, attended on 26 October: "done".
- Heba Roshdy: missed her 22 October follow-up and owes 100 (paid 200 of a 300 exam).
- Yasser Essam: attended an exam without paying, owes 300, and missed his 30 October follow-up.
The Follow-ups sheet therefore lists three patients, oldest due date first. Today's list shows four appointments on 1 November in time order: two at 9:00, then 10:15, then 11:00. The October summary shows 11 appointments: 8 attended, 2 no-shows and 1 cancelled, so the attendance rate is 80% (8 of 10). Attended visits are worth 2,100, 1,700 was collected during the month, and patients still owe 450 in total.
What you get
- Correct patient accounts: the price comes from one table, the balance from the appointments themselves.
- No lost follow-ups: late patients appear on a list you can call from.
- Works in Excel 2016+, Google Sheets and LibreOffice; free; 200 patients, 1,000 appointments.
Using the online version
The template page opens on this worked example. Type in the white cells and the grey ones update at once; add patients and appointments through an entry form. Import your own .xlsx made from this template, export to .xlsx, or download the original file. Your data stays in your browser and is not sent to the server. Open the template page or the template list.
Who it suits, and when it stops being enough
It suits a small clinic or a doctor with one receptionist. Common mistakes: an unregistered patient code (it shows "code not found"), or forgetting the status after the visit, which leaves it "booked" and out of the amount due. If phone booking becomes the job itself, Sehaty lets patients search for appointments by specialty and location and book without a call. Running a pharmacy too? See the pharmacy expiry tracker. To weigh ready-made options, read how to compare business software.
FAQ
How is the remaining balance calculated? Prices of "attended" visits minus everything paid; negative means paid in advance.
When is a patient late for follow-up? When their last follow-up date has passed with no "attended" visit on or after it.
Does it store diagnoses? No, by design.