A Asquarete Technologies
Approve by 17 Oct

Hospital Software Proposal

Prepared by
Asquarete Technologies, Hyderabad
For
30-bed hospital with emergency services
Date
14 October 2026

1.What We Understood

You are opening a 30-bed hospital with emergency services on 1 November. You need simple software that follows the patient's journey:

  1. Reception

  2. Emergency (ER)

  3. Ward

  4. Pharmacy

  5. Billing

Adminoverseeing everything

Treatment and medicines are the main items billed to the patient. You want to start simple, keep costs low, and add more as the hospital grows.

Time is short. With 1 November only a few weeks away, quick decisions and quick sharing of information from your side are essential to go live on time.

2.Phase 1: Ready by 1 November

Reception

  • Register new patients, and find returning patients by name or phone
  • Each patient gets a unique hospital number
  • Optional ABHA (Ayushman Bharat Health Account) number field
  • Collect advance payments and print receipts
  • Payments by cash, UPI, or card, shown on each receipt
  • Mark each patient as self-pay, Aarogyasri, EHS, or corporate

Emergency (ER)

  • Record emergency cases quickly with minimum details
  • Medico-legal case (MLC) register: numbered MLC entries, injury details, and a record of police intimation, with printable copies
  • Add treatments and medicines given in the ER
  • Admit the patient to a ward, or discharge them from the ER
  • Patients treated in the ER and sent home get their own ER bill

Ward

  • See all 30 beds as free or occupied, and who is in each bed
  • Admit a patient to a bed, or shift them to another bed
  • Add daily treatments and services (procedures, doctor visits, etc.)
  • Record lab tests and scans done: either added to the bill with price, or recorded without price when paid separately (for example, at reception)
  • Request medicines from the pharmacy
  • Record medicines brought from outside (shown on the patient record, not billed)

Pharmacy

  • See medicine requests from the ER and ward
  • Mark medicines as issued, with price
  • Issued medicines are added to the patient's bill automatically
  • Unused medicines returned to the pharmacy are taken off the bill

Your current pharmacy stock app continues as it is. We do not replace it in Phase 1.

Billing and Discharge

  • One running bill per patient: bed charges, treatments, medicines, tests, and other charges
  • Bed charges calculated automatically by days stayed, including after shifting to another bed
  • Interim bill at any time
  • Final bill with advance adjusted, and discount (approved by Admin)
  • Refund of any extra advance
  • Wrong entries can be cancelled with a reason (some need Admin approval); the cancellation stays on record
  • Correct GST handling: each charge is marked as exempt or taxable
  • Discharge type: normal, against medical advice (LAMA/DAMA), referred, or death
  • Simple discharge summary, printable
  • Complete patient record printout in one click (for records requests)

Complete Patient Record

  • One screen showing everything for a patient's stay, in order: treatments, medicines, services, tests, bed moves, and payments
  • Reason for admission and final diagnosis recorded
  • Optional doctor name on any entry, as each doctor prefers

Admin

  • Rate list: add or change charges for beds, treatments, services, and radiology anytime
  • Doctor list: add or remove doctor names as your team changes
  • Users: separate logins for Reception, ER, Ward, Pharmacy, and Admin
  • Reports: daily collection, current admissions, discharges, pending dues by payer
  • Change history: every entry records who made it and when; edits keep the earlier version, and nothing is permanently deleted

No limits

  • No limit on the number of patients, admissions, or logins

3.Devices and Offline Working

Which device for which station

StationDeviceWorks without internet?
ER, WardAndroid tablet appYes (see below)
ReceptionPC (browser), or Android tablet appOnly if using the tablet app
Pharmacy, Billing, AdminPC (browser)No, needs internet
Owner / Admin (remote)Phone or laptop, from anywhereNo, needs internet
  • If you want Reception to keep working without internet, Reception must use an Android tablet with our app. A PC browser cannot work offline.
  • The Android tablet app is ready by 20 November. Until then, tablets use the browser version, which needs internet.
  • All devices print on a normal desktop printer (tablets need a Wi-Fi or network printer).

How offline working actually works

  • When the internet is down, only the tablet in use keeps working. It does not connect to other devices during that time.
  • Entries made on that tablet are saved on the tablet itself and sent automatically to the system when the internet returns.
  • Until then, other devices will not see those entries. For example, a treatment added offline on the Ward tablet appears on the bill at Billing only after the tablet reconnects.
  • A few actions always need a connection, to keep billing accurate: bed allocation and transfer, final bill, discount, and discharge.

If the internet goes down

Backup internet: a second connection (a second provider or a 4G router, arranged by the hospital) keeps all PCs working. We strongly recommend having this before 1 November.

Downtime sheet: every few hours, a summary of current patients, beds, and running bills is saved on the reception PC, so staff always know who is where.

Paper forms: we provide simple printable forms for a complete outage, entered into the system afterwards.

4.Your Data and Reliability

The hospital owns all patient and billing data

You can export your full data in a standard format at any time, free of charge

Access is protected by individual logins and role-based permissions

Regular automatic backups are included

The system is monitored 24×7; we are alerted automatically if anything goes wrong

Updates are done at night, so your work is not disturbed

5.Phase 2: Add When Ready

Added step by step, as your hospital grows:

Radiology and lab: orders, results, and reports
Outpatient (OPD) registration and consultation billing
Patient history across visits
Linking with your pharmacy stock
Insurance and government scheme claim support (Aarogyasri, Ayushman Bharat)
Full ABDM (digital health records) integration
Individual logins for doctors and nurses
Record each medicine dose given to the patient (time and nurse)
SMS or WhatsApp bills and reminders
Local server at the hospital, so all devices work fully without internet
More reports: occupancy, revenue by service, and more

The system is built so these can be added without changing what you already use.

Continuous Development

The software keeps improving after go-live. We regularly add improvements and new features, based on your requests and on our own product roadmap. Improvements and small features are included in the monthly fee. Larger new modules (such as those listed above) are available as monthly add-ons, starting from ₹1,000/month.

6.How We Move Forward

  1. You approve this proposal (by 17 October).
  2. We prepare the screen designs for each station: Reception, ER, Ward, Pharmacy, Billing, and Admin.
  3. Design review meeting within 2–3 days of approval, with you and your team (reception, nursing, pharmacy, billing staff). We walk through every screen and take your inputs and feedback. Please bring your rate list and bill format to this meeting.
  4. We build, including your feedback.
  5. Setup, training, and a practice day, then go live on 1 November.

Feedback from the design meeting is included within Phase 1 scope. New features beyond Phase 1 are added later as Phase 2 or through continuous development.

7.Timeline

WhenWhat
By 17 OctYour approval
18 – 20 OctScreen designs shared, and design review meeting with your team
By 20 OctRate list, bill format, letterhead, and device details from your side
21 – 27 OctWe build and set up your system
28 – 30 OctOn-site setup, staff training, and a practice day with sample patients
1 NovGo live with Phase 1
1 – 3 NovDedicated on-call support for your staff
By 20 NovAndroid tablet app with offline working (ER, Ward, and Reception if chosen)
NovemberDaily support in week 1, then weekly check-ins
December onwardPhase 2 features, as you choose

Any delay in approval, the design meeting, or your rate list moves the go-live date by the same number of days.

8.Pricing

Option A: Monthly Plan (recommended)

ItemPrice
One-time setup, training, and tablet app₹45,000 ₹60,000 (special offer)
Monthly fee (software, hosting, backups, support, updates)₹5,000 / month
Or annual plan (pay yearly)₹50,000 / year (2 months free)
  • Price locked for 12 months. No increase during this period.
  • After that, the monthly fee may increase by up to 8% per year.
  • Hosting, backups, updates, and continuous improvements are all included. Nothing extra to pay for servers.
  • As part of this offer, we may list your hospital as a customer and request a short testimonial after 60 days.

Special offer valid for approval by 17 October.

Payment: setup fee on approval; monthly fee paid in advance, starting 1 November.

Option B: One-Time Purchase

ItemPrice
Software license, including tablet app (one-time)₹2,00,000
Cloud hosting and backups₹18,000 / year
Maintenance, updates, and support₹24,000 / year
  • Yearly fees fixed for 12 months, then may increase by up to 8% per year.

Payment: 50% on approval, 50% on go-live. Yearly fees paid in advance.

Web Address

  • Included free: yourhospital.asquarete.com
  • Optional: your own domain, such as yourhospital.in, registered in the hospital's name. The domain is paid at actual cost; we set it up free.

Not Included

  • PCs, Android tablets, printers, and internet connections (arranged by the hospital)
  • Backup internet connection (recommended)
  • SMS or WhatsApp message charges, if added later
  • Phase 2 modules: monthly add-ons starting from ₹1,000/month, when you are ready

All prices exclude GST.

9.Support

Urgent issues (billing or admission not working): phone support 24×7, response within 1 hour

Other issues: phone and WhatsApp support, 9 AM – 9 PM, all days

Dedicated on-call support for the first 3 days after go-live: your staff describe the problem, and we resolve it

Free retraining for new staff

10.What We Need From You

  • Your approval by 17 October
  • Your team available for the design review meeting (within 2–3 days of approval)
  • Rate list: beds, treatments, procedures, radiology
  • Sample bill or receipt format, and hospital letterhead or logo
  • Number of PCs, Android tablets (Android 10 or later, 10-inch recommended), and printers
  • Whether Reception will use a PC or a tablet (tablet needed for offline working)
  • Internet availability at each station, and a backup internet arrangement (strongly recommended)
  • Your own domain name, if you want one
  • One person from your side for setup and training
  • Staff available for training on 28 – 30 October

11.Important Notes

  • This software is an administrative and record-keeping system. It does not give medical advice. All clinical decisions remain with your doctors and staff.
  • A short agreement covering scope, pricing, support, and data ownership will be signed on approval.

12.Next Step

Approve by 17 October, and we will share the designs and schedule the review meeting with your team right away, to have you live on 1 November.

Asquarete Technologies +91 7013548792|admin@asquaretech.co.in|asquarete.com