For traditional healing clinics & solo practitioners
One system for your clinic’s queue, records, and reports
HatraKu replaces the queue book, the record folders, and the hand-kept cash book with one web app shared by the owner, the front desk, and the patient — from the moment a patient taps register to the moment the revenue report is ready to download.
One working day, from the front door to the next check-up
These six steps are the real sequence inside the system. Each has a clear owner, so no task is left hanging.
01
Patient or front desk
Registration
The patient scans the clinic QR code and registers themselves, or the front desk registers them. Returning patients are simply looked up; new patients fill in their details once and receive a member number.
02
Front desk
Payment confirmation
The patient pays the administration fee in cash at the desk. The moment staff press Confirm Payment, a queue number is issued. Calling order follows payment order rather than sign-up order, which is fair to those already waiting.
03
Front desk or owner
Calling
Numbers are called in order, or picked directly when needed. The waiting-room board shows the number in large type and announces it in Indonesian. Priority and VIP queues have their own number series and call buttons.
04
Owner / practitioner
Treatment & medical record
The practitioner picks the body area on an anatomy diagram, selects a diagnosis, then ticks the procedures performed. Complaints and notes are typed briefly. The record is attached to that day’s visit.
05
Owner / practitioner
Print the consent form
An A4 consent form prints with the clinic letterhead, the diagnosis and procedures already filled in, and signature blocks for the patient and a witness.
06
Owner / practitioner
Schedule the follow-up
Before closing the visit, the practitioner schedules the next check-up. It appears on the patient home screen with a day countdown, and the case card flags patients who are overdue.
Patient categories
Four queue types, with separate fees and numbering
Category
Who it is for
Admin fee
Number format
Choose stage
Follow-up
Existing members returning for treatment
IDR 10,000
T1-01 … T7-27
Yes
New Patient
First-time patients, details entered once
IDR 15,000
T1-01 … T7-27
Yes
Priority
Urgent conditions, treated first
IDR 10,000
P-01, P-02, …
No
VIP
VIP-flagged patients, served earlier
IDR 10,000
V-01, V-02, …
No
Every fee can be changed by the owner in Settings. VIP status can only be granted or revoked by the clinic owner, and every category still passes through payment confirmation before entering the active queue.
What is inside
The modules you get
Six modules working as one system — not six separate apps you have to wire together yourself.
A TV or monitor shows the number being called in large type, the queue behind it, the clock, the clinic logo, and space for a promo video. Calls are announced aloud in Indonesian.
Front desk
Staff screen
One page to register patients, confirm payment, and call the queue. Unpaid registrations stay pinned at the top so none are missed.
Treatment room
Treatment panel
The practitioner opens the patient in treatment, writes the record, prints the consent form, and schedules the follow-up — all from one panel without changing pages.
Patient phone
Patient page
Patients see today’s schedule, upcoming appointments, visit history, treatment history, clinic announcements, and can download their own registration proof.
Automatic documents
Four documents that used to be handwritten
For the patient
Registration proof
A PDF or image for the patient’s phone: queue number, payment status, stage and time, fee, and what to do next. While payment is unconfirmed, it states plainly that the number will follow.
For the clinic file
Treatment consent form
A4 with the clinic letterhead, an information table, body areas, diagnosis and procedures, closing with signature blocks for patient and witness. Reprintable any time from the visit timeline.
For the owner
Revenue report
Excel for further processing, PDF for printing or sending. Contains a summary, transaction detail, and a per-day recap across the selected range.
For the front desk
Queue list & registration QR
A printable daily registration list for the desk, plus a self-registration QR sheet with step-by-step instructions to post in the waiting room.
Access rights
Everyone sees exactly what they need
These limits are enforced by the system, not by hiding buttons — data outside someone’s rights will not open even if they know the address.
Capability
Owner
Front desk
Patient
Register patients for today
Yes
Yes
—
Register for future dates
Yes
View only
—
Confirm payment & call the queue
Yes
Yes
—
Change stage & queue number
Yes
Today only
—
Write records & close visits
Yes
—
—
View patient data & history
Yes
View only
Their own
Revenue reports & analytics
Yes
—
—
Diagnosis master, schedule, fees, clinic identity
Yes
—
—
Manage staff accounts
Yes
—
—
Self-register & track the queue
Yes
Yes
Yes
The manual lives inside the app
The Guide menu holds illustrated walkthroughs per role — staff and owners can read it themselves without calling anyone. Handy when a new person joins the front desk.
Compliance & regulation
Traditional clinics are now held to rules just as serious
Traditional practice is not outside the health system. There are permits to hold, records to keep, reports to file, and patient data to protect. A paper book struggles to satisfy all four.
LicensingPP No. 103 Tahun 2014
The legal basis for traditional health services
Divides traditional health services into empirical, complementary, and integrated care. Empirical services are delivered by Traditional Practitioners (Hatra) using skills or herbal knowledge passed down through generations, and stand as recognised care — not practice outside the health system.
How HatraKu answers it
HatraKu is built for empirical practice: its diagnosis and procedure master follows how a hatra clinic actually works, rather than copying hospital software whose vocabulary does not fit.
LicensingPermenkes No. 61 Tahun 2016
Practitioner registration and a licensed place of practice
Traditional practitioners must hold a registration certificate (STPT) issued by the district health office, and practise in a licensed place.
How HatraKu answers it
Clinic identity — name, address, phone, practitioner — is entered once and then printed on registration proofs, consent forms, and reports. Your paperwork stays consistent when it is inspected.
Traditional practitioners must record the care given to each client, and submit periodic reports to the local community health centre or district health office.
How HatraKu answers it
Every visit is recorded with body area, diagnosis, and procedures. Reports download as Excel or PDF for any date range — no recounting from a paper book as the deadline approaches.
This regulation requires health service facilities to keep medical records electronically, with a deadline of 31 December 2023, and governs their content, storage, and confidentiality.
Whether it binds your particular form of practice is worth confirming: a Griya Sehat delivering complementary care through traditional health workers counts as a health facility, while empirical practice falls under the record-keeping duty of Permenkes 61/2016. The direction of policy is the same for both — paper records are getting harder to sustain.
How HatraKu answers it
Records in HatraKu are electronic from day one, organised per case, with structured body areas, diagnoses, and procedures — not free text that is hard to reread or report on.
Patient dataPermenkes No. 24 Tahun 2022 & UU No. 27 Tahun 2022
Confidentiality and patient data protection
Medical record contents must be kept confidential and opened only by those entitled to. The Personal Data Protection Law also classifies health data as specific personal data, demanding extra care in how it is handled.
How HatraKu answers it
Access limits are enforced by the system, not by hiding buttons: front-desk staff cannot open medical records or revenue reports even if they know the address. Passwords are stored hashed and sessions use time-limited tokens.
Patient dataUU No. 17 Tahun 2023 tentang Kesehatan
A new health law and the move toward integrated data
This law is the sector’s new framework, carries provisions on traditional health services, and pushes toward a health information system whose data connects nationally.
How HatraKu answers it
Because your data is already structured and stored in a database from the start, the clinic is ready when integration is required. Anyone starting from a paper book must first retype years of notes.
This summary is written to be readable by clinic owners and is not legal advice. Rules and their deadlines change, and how they apply depends on your form of practice. Confirm with your district health office before making decisions.
“I used to spend every afternoon settling arguments about who was next. Since the system started issuing the numbers, that friction is simply gone. My front desk no longer stays late counting cash either.”
HH. Dedi JunaidiOwner & traditional practitioner · Klinik Sehat Abadi, Bandung
“The medical records made the biggest difference. A patient came back after eight months, I opened their case, and everything we had done before was right there. No more guessing.”
Charging follows the medical records actually created
There is no fixed monthly licence fee. The HatraKu share is calculated from the records created each time a patient is treated — and you can see the figure yourself any time on the Reports page rather than receiving an invoice you cannot check.
Charged per medical record
Talk to us
rate agreed together
The HatraKu share is calculated from the medical records actually created each time a patient is treated. There is no fixed monthly licence fee, and nothing is charged for visits that never happened.
No monthly licence fee
Counts only the records actually created
The figure appears on your own Reports page
A quote shaped to your clinic
Talk to us
based on your clinic’s scale and needs
The per-record rate is agreed up front, shaped by your visit volume, number of practitioners, and what your clinic actually needs. We talk it through openly before anything is signed.
Discussed openly before any agreement
Written into the partnership contract
Reviewable when your clinic’s scale changes
Why the rate is not printed here
Every clinic differs: visit volume, number of practitioners, and what they actually need are never the same. Putting one number against all of them would make it unfair to some. Tell us your clinic’s scale and we will prepare a quote around it.
Every treated visit produces one medical record, so this figure is also the basis of the calculation. Mention it when you contact us and the quote will match your clinic’s scale straight away.
Add-ons
What you can bolt on when you need it
The six core modules are complete from day one. Everything below is optional — fitted only when your clinic actually needs it, so nothing is paid for in vain.
On request
WhatsApp reminders
Automatic notifications ahead of a patient’s follow-up date, straight to their registered number. Useful for clinics whose patients often forget to come back.
On request
Thermal receipt printing
Queue tickets printed straight from a receipt printer at the desk, no A4 paper needed. Fitted when your clinic already has, or plans to buy, a receipt printer.
Ready to fit
Scheduled backups
Automatic daily database copies, stored off the main server. Recommended for clinics running the system on their own hardware.
On request
Advanced dashboard
Visit-trend and top-diagnosis charts across multi-year ranges, beyond the built-in reports. For owners running more than one branch.
Need something that is not on this list? Mention it when we talk — most of the add-ons above began as a request from a clinic already running HatraKu.
Questions
What clinic owners ask most often
Yes. Legacy patient data is imported from an Excel file during installation, so member history is preserved and member numbers exist from day one. If your records are still handwritten, we help you shape the Excel file first.
No. Everything runs in the browser — the front-desk computer, the patient’s phone, and the waiting-room screen. Patients register by scanning a QR code posted in the clinic.
The system runs on a server, so a connection is required. For clinics with unreliable internet we recommend an on-premise server so the in-room network is enough, or a backup modem. We work this out during setup.
Access control is enforced by the system, not by hiding buttons: data outside someone’s rights will not open even if they know the address. Front-desk staff cannot open medical records or revenue reports. Passwords are stored hashed and sessions use time-limited tokens.
Either on your own server, or on one we provide complete with a domain and HTTPS certificate. The choice is yours — some owners are more comfortable with the server sitting in their own clinic.
There is no fixed monthly licence fee. The HatraKu share is calculated from the medical records actually created each time a patient is treated, so when the clinic is quiet, what you pay is small too.
We do not publish the per-record rate because it is shaped by each clinic’s scale — visit volume, number of practitioners, and differing needs. Get in touch with your rough daily visit count and we will prepare a quote around it.
The figure appears on your own Reports page, computed from the medical records held in your system — not sent to you as an invoice you cannot check. You can open it any time and reconcile it against that day’s visit list.
Four stages: system setup, schedule and fee configuration, patient data migration, then training and hand-holding. Most clinics are fully running within days, and we stay with you through the first days of use.
Insights
Notes from the field
What we have learned from traditional clinics that moved to a digital system.
We can walk you through it with sample data, or set up a trial clinic loaded with your own data so your staff and practitioners can try it before you decide.