🏥 Healthcare (Medical Practice / Clinic)

Complete document roadmap – 92 core documents for your medical practice or clinic

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Document Roadmap

R 700

Complete list of 92 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance 14

✔	Document	Purpose
	HLT‑001 – CIPC Registration Certificate (Pty Ltd / NPC)	Proof of company registration
	HLT‑002 – Memorandum of Incorporation (MOI) or Constitution	Company constitution
	HLT‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	HLT‑004 – COIDA Registration	Employee injury cover
	HLT‑005 – Public Liability Insurance	Cover for patient injuries, property damage
	HLT‑006 – Professional Indemnity Insurance (Medical Malpractice)	Mandatory for healthcare practitioners
	HLT‑007 – HPCSA Registration Certificate (Practitioner)	Mandatory for all healthcare professionals
	HLT‑008 – BHF Practice Number Registration	Required for medical aid billing
	HLT‑009 – Business Licence (Municipal) – Healthcare	Required for trading
	HLT‑010 – Health Facility Registration (Department of Health)	For clinics and medical facilities
	HLT‑011 – Radiology / X-Ray Licence (if applicable)	For diagnostic imaging
	HLT‑012 – B‑BBEE Certificate (or affidavit)	For corporate and government contracts
	HLT‑013 – CSD Registration	For government tenders
	HLT‑014 – POPIA / GDPR Compliance Register	Patient data protection

Phase 2: Contracts & Client Docs 12

✔	Document	Purpose
	HLT‑015 – Patient Informed Consent Form (General)	For examination, treatment, procedures
	HLT‑016 – Surgical / Procedure-Specific Consent Form	Risks, benefits, alternatives
	HLT‑017 – Patient Information & Medical History Form	Demographics, allergies, medications
	HLT‑018 – Patient Confidentiality Agreement	POPIA compliance
	HLT‑019 – Medical Aid Claim / Authorisation Form	For billing
	HLT‑020 – Quote / Estimate for Treatment Template	Upfront pricing
	HLT‑021 – Service Level Agreement (SLA) – with Hospitals / Referral Partners	Collaboration terms
	HLT‑022 – Memorandum of Understanding (MOU) – with Other Practitioners	Shared care arrangements
	HLT‑023 – Supplier Agreement (Medical Supplies, Pharmaceuticals)	With vendors
	HLT‑024 – Non‑Disclosure Agreement (NDA) – Staff / Contractors	Patient info protection
	HLT‑025 – Telemedicine Consent Form	For virtual consultations
	HLT‑026 – Minors / Parental Consent Form	For treating children

Phase 3: Human Resources 12

✔	Document	Purpose
	HLT‑027 – Employment Contract – Medical Doctor / Specialist	Permanent staff
	HLT‑028 – Employment Contract – Registered Nurse	Nursing staff
	HLT‑029 – Employment Contract – Practice Manager	Senior staff
	HLT‑030 – Employment Contract – Receptionist / Admin Assistant	Front office
	HLT‑031 – Employment Contract – Medical Secretary / Coder	Billing and records
	HLT‑032 – Independent Contractor Agreement (Locum / Specialist)	Contract basis
	HLT‑033 – Code of Conduct (Staff) – Healthcare Ethics	Patient care, confidentiality
	HLT‑034 – Disciplinary Code & Procedure	HR compliance
	HLT‑035 – Staff Roster (Daily / Shift) – Nursing / Reception	Allocation
	HLT‑036 – Attendance Register (Daily)	Sign‑in / sign‑out
	HLT‑037 – Training Record – BLS / ACLS / CPR	Life support compliance
	HLT‑038 – Health & Immunisation Record (Staff)	Infection control

Phase 4: Operations & Patient Management 14

✔	Document	Purpose
	HLT‑039 – Patient Master File (per patient – clinical records)	All consultations, test results, notes
	HLT‑040 – Consultation / Progress Note Template	SOAP format
	HLT‑041 – Patient Appointment Schedule / Diary	Booking management
	HLT‑042 – Patient Check‑In / Register Log	Arrival, waiting time
	HLT‑043 – Medication / Prescription Log	Controlled substance tracking
	HLT‑044 – Lab / Diagnostic Test Request Form	Bloods, imaging, etc.
	HLT‑045 – Lab / Test Results Log (Tracking)	Received and reviewed
	HLT‑046 – Referral Letter / Request Form (to Specialist)	Patient referral
	HLT‑047 – Discharge Summary / Letter Template	After treatment / hospital
	HLT‑048 – Medical Certificate / Sick Note Template	For patients
	HLT‑049 – Stock / Inventory Register (Medications, Consumables)	Pharmacy / supplies
	HLT‑050 – Medical Waste Disposal Log (Sharps, Biohazard)	Health compliance
	HLT‑051 – Instrument Sterilisation Log (Autoclave)	Infection control
	HLT‑052 – Fridge Temperature Log (Vaccines / Medications)	Cold chain compliance

Phase 5: Health & Safety 14

✔	Document	Purpose
	HLT‑053 – Occupational Health & Safety (OHS) Policy – Healthcare	Practice‑specific H&S
	HLT‑054 – Practice Risk Assessment (Slips, Needlestick, Infectious Disease)	Hazard identification
	HLT‑055 – Infection Control / Prevention Policy (Standard Precautions)	Mandatory for clinics
	HLT‑056 – Safe Work Method Statement (SWMS) – Blood Draw, Injection, Minor Surgery	Task safety
	HLT‑057 – Needlestick Injury Protocol & Log	For staff safety
	HLT‑058 – Incident / Accident Report Form (Patient, Visitor, Staff)	Documentation
	HLT‑059 – First Aid Kit Register (Practice, Vehicles)	Inventory
	HLT‑060 – Fire Extinguisher Inspection Log	Monthly check
	HLT‑061 – Emergency Evacuation Plan (Practice Layout)	Map and drill log
	HLT‑062 – Fire Drill Log	Date, time, attendance
	HLT‑063 – Personal Protective Equipment (PPE) Register	Gloves, masks, aprons, goggles
	HLT‑064 – Hazardous Substances Register (Chemicals, Cleaning Agents)	MSDS on file
	HLT‑065 – Biohazard Spill Clean‑Up Procedure	Blood / bodily fluid spills
	HLT‑066 – Toolbox Talk Register (Staff Safety Meetings)	Monthly topics

Phase 6: Finance & Suppliers 10

✔	Document	Purpose
	HLT‑067 – Invoice Template (Patient / Medical Aid)	Billing
	HLT‑068 – Medical Aid Claim Submission Log	Tracking claims
	HLT‑069 – Supplier Invoice Register (Medications, Consumables, Equipment)	Expense tracking
	HLT‑070 – Payroll Register	Staff wages
	HLT‑071 – Petty Cash Log	Small purchases
	HLT‑072 – Patient Payment History / Ledger	Accounts receivable
	HLT‑073 – Supplier Payment Schedule	Creditors aging
	HLT‑074 – Consultation / Procedure Billing Summary	Revenue tracking
	HLT‑075 – Bank Reconciliation Template	Monthly finance
	HLT‑076 – Medical Scheme Tariff Reference Sheet	Billing accuracy

Phase 7: Equipment & Assets 8

✔	Document	Purpose
	HLT‑077 – Asset Register (Master)	Medical devices, furniture, IT, vehicles
	HLT‑078 – Medical Equipment Maintenance Log (ECG, BP, Autoclave, etc.)	Service records
	HLT‑079 – Device Calibration Log (Sphygmomanometer, Weighing Scale, Thermometer)	Accuracy
	HLT‑080 – Vehicle Log Sheet (if home visits)	Fuel, trips
	HLT‑081 – IT / EMR System Licence Register	Software compliance
	HLT‑082 – Medical Waste Disposal Equipment Log (if on‑site treatment)	Compliance
	HLT‑083 – Backup Generator / UPS Log	Power reliability for equipment
	HLT‑084 – Asset Disposal Form	Retirement of old equipment

Phase 8: Forms & Templates 8

✔	Document	Purpose
	HLT‑085 – Daily Patient Visit Summary (Provider Use)	End‑of‑day log
	HLT‑086 – Patient Feedback / Satisfaction Survey	Quality improvement
	HLT‑087 – Overtime Authorization Form	Staff approval
	HLT‑088 – Leave Application Form	Staff requests
	HLT‑089 – New Employee Induction Checklist (Healthcare)	Onboarding
	HLT‑090 – Supplier Evaluation Form (Medical Supplies)	Vendor performance
	HLT‑091 – Patient Registration Form (New Patient)	Demographics, consent
	HLT‑092 – Termination Checklist	Staff offboarding

📁 File Directory Structure

Healthcare Practice (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI_Constitution.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Professional_Indemnity_Insurance.pdf
│   ├── HPCSA_Registration_Certificate.pdf
│   ├── BHF_Practice_Number.pdf
│   ├── Business_Licence_Healthcare.pdf
│   ├── Health_Facility_Registration_DoH.pdf
│   ├── Radiology_XRay_Licence.pdf (if applicable)
│   ├── B-BBEE_Certificate.pdf (or affidavit)
│   ├── CSD_Registration.pdf
│   └── POPIA_Compliance_Register.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Patient_Consent_Forms/ (general, surgical, telemedicine)
│   ├── Patient_Medical_History_Forms/ (by patient)
│   ├── Confidentiality_Agreements_Patients.docx
│   ├── Medical_Aid_Claim_Forms/
│   ├── Quotation_Treatment_Template.docx
│   ├── SLAs_with_Hospitals/ (by hospital)
│   ├── MOUs_with_Practitioners/ (by practitioner)
│   ├── Supplier_Agreements/ (medical supplies, pharma)
│   ├── NDAs_Staff_Contractors.docx
│   └── Minors_Consent_Forms/
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Medical_Doctor_Specialist.docx
│   │   ├── Registered_Nurse.docx
│   │   ├── Practice_Manager.docx
│   │   ├── Receptionist_Admin.docx
│   │   └── Medical_Secretary_Coder.docx
│   ├── Independent_Contractor_Agreements/ (locums)
│   ├── Code_of_Conduct_Healthcare_Ethics.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Staff_Rosters/ (daily/shift)
│   ├── Attendance_Registers/ (by month)
│   ├── Training_Records/ (BLS, ACLS, CPR)
│   └── Staff_Health_Immunisation_Records.xlsx
│
├── 04 Operations & Patient Management/
│   ├── Patient_Master_Files/ (confidential, by patient)
│   ├── Consultation_Progress_Notes/ (by patient, by date)
│   ├── Appointment_Schedules/ (daily/weekly)
│   ├── Patient_CheckIn_Registers/ (by date)
│   ├── Medication_Prescription_Logs.xlsx
│   ├── Lab_Test_Request_Forms/ (by patient)
│   ├── Lab_Test_Results_Logs.xlsx
│   ├── Referral_Letters_Out/ (by patient)
│   ├── Discharge_Summary_Letters/ (by patient)
│   ├── Medical_Certificates_Issued/ (by date)
│   ├── Medication_Inventory.xlsx
│   ├── Medical_Waste_Disposal_Logs.xlsx
│   ├── Autoclave_Sterilisation_Logs.xlsx
│   └── Fridge_Temperature_Logs.xlsx
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Healthcare.pdf
│   ├── Risk_Assessments/ (needlestick, infections)
│   ├── Infection_Control_Policy.pdf
│   ├── Safe_Work_Method_Statements/
│   ├── Needlestick_Injury_Log.xlsx
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Practice.pdf
│   ├── Fire_Drill_Log.xlsx
│   ├── PPE_Issue_Register.xlsx
│   ├── Hazardous_Substances_Register.xlsx
│   ├── Biohazard_Spill_Procedure.pdf
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (patients, medical aids)
│   ├── Medical_Aid_Claim_Logs.xlsx
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Patient_Payment_History.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Consultation_Billing_Summary.xlsx
│   ├── Bank_Reconciliation.xlsx
│   └── Medical_Scheme_Tariff_Reference.pdf
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Medical_Equipment_Maintenance_Logs/ (by device)
│   ├── Device_Calibration_Logs.xlsx
│   ├── Vehicle_Logs/ (if home visits)
│   ├── IT_EMR_Licence_Register.xlsx
│   ├── Medical_Waste_Equipment_Log.xlsx
│   ├── Backup_Generator_UPS_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Visit_Summary_Template.docx
    ├── Patient_Satisfaction_Survey.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Healthcare_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Patient_Registration_Form.docx
    └── Termination_Checklist.docx

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