Every hospital keeps an OPD register, an indoor patients register and an operation register. Very few keep them in the layout the law actually prescribes, because until March 2024 no Gujarat rule prescribed one, and the registers that ranked on Google were Scribd scans and public-health-department PDFs built for government facilities. The Gujarat Clinical Establishments (Registration and Regulation) Amendment Rules, 2024 changed that: Annexure-10 now sets out the columns, and Rule 15 says how long each register must be kept and, for OPD, that it must be electronic.
This page gives you the four working layouts, the rate-display board (Part A), the Indoor Patients Register (Part C), the Register of Outdoor Patients (Part D) and the Operation Register (Part E), as an editable Word file, an Excel workbook with one sheet per register, and a print-ready landscape PDF. Free, no sign-up. Below the downloads, what each column is for and what Rule 15 expects. Registered outside Gujarat? The columns are generic enough to serve as a sound register anywhere; check your own state's rules for the prescribed layout.
In short
- Annexure-10 prescribes five documents: the rate board (Part A), the laboratory register (Part B), the Indoor Patients Register (Part C, 15 columns), the Register of Outdoor Patients (Part D, 6 columns) and the Operation Register (Part E, 13 columns).
- The Rules allow every register to be kept physically or electronically, with minor modification for the diseases the establishment treats, but Rule 15(3) requires OPD records to be electronic, for at least two years.
- IPD records must be kept at least five years; medico-legal, court and consumer-forum records until the case is finally disposed of.
- The indoor register is not a substitute for case sheets: Annexure-10 says the hospital shall also maintain an individual case sheet for every patient.
- The rate board must show, for ICU and every IPD room type, both the room rent and the average billing per day per person over the previous year, including doctor fees, medicines and diagnostics.
Download the register formats
One pack, four documents: Part A rate-display board, Part C Indoor Patients Register, Part D Register of Outdoor Patients, Part E Operation Register. Column numbers match the Gazette so an inspector can map them at a glance.
- Excel workbook (.xlsx), one sheet per register, header row frozen, thirty blank rows ready to fill; the format most clinics actually keep registers in.
- Word (.docx), landscape A4, editable; add your letterhead and registration number.
- PDF, print-ready landscape A4 for wards that fill by hand.
Free to use and adapt. The layouts follow Annexure-10 of the Rules as published in the Gujarat Government Gazette Extraordinary No. 74 of 13 March 2024; where we have added a row (for example, general ward on the rate board) it is marked as an addition, not a prescription.
What does the Indoor Patients Register (Part C) record?
Fifteen columns, one line per admission, headed by the system of medicine, the hospital or nursing home name and the Clinical Establishments Act registration number:
| Col. | Field | What it is for |
|---|---|---|
| 1–5 | Serial no., name and address, mobile, age, gender | Identity, the mobile number is what reaches the family. |
| 6 | Hospital IP no. | Links the register line to the case sheet, the bill and the discharge summary. |
| 7 | Date and time of admission | Length of stay is computed from this; insurers check it against the bill. |
| 8–10 | Provisional diagnosis, investigations, final diagnosis | The clinical arc of the stay in three cells. |
| 11 | Treatment | Summary, not the drug chart, that lives in the case sheet. |
| 12–13 | Date of discharge; result, cured / same condition / referred / expired | Outcome reporting; the “expired” entries must reconcile with the death register. |
| 14–15 | Additional information; initial of the medical officer | Anything unusual, and accountability for the line. |
The note under Part C is the one to underline: the hospital shall maintain individual case sheets for the patients. The register indexes the stay; the case sheet is the record, and Rule 15(3) wants it kept for five years. For a delivery admission, the discharge summary is the document the family takes home from that case sheet.
What does the Register of Outdoor Patients (Part D) record, and why must it be electronic?
Six columns, serial number, name and address, mobile or contact number if available, age, gender, provisional diagnosis, headed by the system of medicine, the clinic name, the doctor’s name, the date and the registration number. It is the simplest of the registers, and the one with the strictest rule attached: Rule 15(3) requires OPD records to be maintained electronically for a minimum of two years.
That sentence retires the paper OPD register in Gujarat. Print this layout when an inspector asks, by all means, but the record it prints from has to be electronic. The practical reading for a busy clinic is that every consultation entered into practice software is the OPD register, and the layout above is a report from it, not a book beside it.
What does the Operation Register (Part E) record?
One register per operation theatre, the annexure asks you to specify which: maternity, general, ortho and so on, with thirteen columns: number, patient name and address, patient ID, provisional diagnosis, operation or procedure performed, operating surgeon and assistant, anaesthetist, staff nurse who assisted, operation time from and to, operation notes, ward transferred to, additional information, and the medical officer’s initial.
Three columns carry the medico-legal weight. Surgeon, anaesthetist and nurse by nameestablish who was in the room. Operation time from–to is checked against the anaesthesia record and, in a dispute, against the CCTV log. Operation notes in the register are a summary; the full operative note belongs in the case sheet. And beside every line should sit the signed informed consent for that procedure, the register proves an operation happened; the consent proves it was agreed to.
What must the rate board (Part A) show?
Rule 14(c) is specific in a way that catches hospitals out. The board must display the rates charged, and for ICU rooms and every kind of IPD room it must show two numbers: the room rent per day, and the average billing amount per day per person for patients who occupied such rooms over the previous one year, including the cost of all medicines, doctor visit fees and all procedures.
The second number is the hard one. It cannot be invented; it has to be computed from a year of IPD bills by room type. A hospital whose billing system can answer “what did a deluxe-room patient cost per day, on average, last year” can fill the board in an afternoon. A hospital with bills in a drawer cannot fill it honestly at all. The template lists the room types the annexure names, ICU, deluxe, super-deluxe, AC, sharing, with general ward added as our own row.
How do you keep these registers without keeping them twice?
The registers describe events that already happen in the software a hospital runs on: a consultation, an admission, an operation. If the system captures those with the fields Annexure-10 asks for, time of admission, provisional and final diagnosis, result at discharge, who operated and who anaesthetised, then the register is a report you print, the OPD electronic-record rule is met by default, and the rate-board average is a query over last year’s bills rather than a guess.
MedStream works that way: one patient record across OPD, indoor ward and OT documentation, every list and report exportable to Excel or PDF, an audit trail on who recorded what, and nightly off-site backups for the five-year IPD retention. Whatever software you evaluate, ask for the Annexure-10 indoor register printed from a month of test admissions in the demo, and read the full guide to the Gujarat Clinical Establishments Act for the registration, fees and Rule 14 duties these registers sit inside.
From the people who built it
The registers as reports from the record, not books beside it.
In MedStream the consultation is the OPD register, the admission is the indoor register and the OT note is the operation register: Annexure-10 layouts print from what was captured during care, with Excel export, an audit trail and nightly off-site backups behind them. Bring a month of test admissions to a thirty-minute demo and print Part C live.
Questions on this topic
What is the format of an OPD register?
- Under Annexure-10 Part D of the Gujarat Clinical Establishments Rules: serial number, name and address of the patient, mobile or contact number if available, age, gender and provisional diagnosis, headed by the system of medicine, clinic name, doctor's name, date and the establishment's registration number. Rule 15(3) requires the OPD record to be kept electronically for at least two years. The free Word, Excel and PDF layouts on this page follow that annexure.
What is the format of an IPD (indoor patients) register?
- Annexure-10 Part C: fifteen columns, serial number, name and address, mobile, age, gender, hospital IP number, date and time of admission, provisional diagnosis, investigations, final diagnosis, treatment, date of discharge, result (cured / same condition / referred / expired), additional information, and the medical officer's initial, with the note that the hospital must also keep an individual case sheet for every patient. IPD records are kept for at least five years.
What is the format of an operation theatre register?
- Annexure-10 Part E, one register per theatre: number, patient name and address, patient ID, provisional diagnosis, operation or procedure performed, operating surgeon and assistant, anaesthetist, staff nurse who assisted, operation time from and to, operation notes, ward transferred to, additional information, and the medical officer's initial.
Can hospital registers be kept in Excel or software instead of a bound book?
- Yes. Annexure-10 states that each register may be maintained in physical or electronic format with minor modification as needed for the diseases treated, and for OPD, Rule 15(3) actually requires the electronic form. Keep the electronic record and print the prescribed layout when an inspector asks.
What must a hospital's rate board show in Gujarat?
- Under Rule 14(c) and Annexure-10 Part A: the rates charged, and for ICU and every type of IPD room both the room-only rate per day and the average billing amount per day per person for patients who occupied such rooms over the previous one year, including all medicines, doctor visit fees and procedures. The average has to be computed from the previous year's bills by room type.
Do these register formats apply outside Gujarat?
- The prescribed layouts are Gujarat's, under its 2024 Rules. The columns are generic enough to serve as a sound OPD, IPD or operation register in any state, but check your own state's clinical establishment rules for a prescribed format before adopting them as your statutory register.