Quick HMS Price Guide
- Clinic Management System: KSh 500,000 - 1,500,000
- Full Hospital Management System: KSh 2,000,000 - 10,000,000
- Multi-Branch Enterprise HMS: KSh 5,000,000 - 15,000,000+
- NHIF Integration Module: KSh 100,000 - 300,000
- Telemedicine Module: KSh 300,000 - 1,000,000
Kenya's healthcare sector is growing at 10%+ annually, with over 10,000 registered health facilities. Whether you run a small clinic in Eastleigh or a 200-bed hospital in Westlands, a proper Hospital Management System (HMS) is no longer optional — it's how you stay competitive, improve patient care, and get paid faster through NHIF and insurance.
Clinic Management System
Small Clinic / Medical Centre
KSh 500,000 - 1,500,000
Best for: Clinics, dispensaries, dental practices, specialist offices (1-20 staff)
- Patient registration and records (demographics, history)
- Appointment scheduling and queue management
- Doctor consultation notes (SOAP format)
- Prescription management
- Basic pharmacy/dispensary module (stock, dispensing)
- Billing — M-Pesa, cash, card, insurance
- NHIF eligibility check and claims submission
- Basic lab test ordering and results
- Receipt printing and financial reports
- SMS appointment reminders
Timeline: 2-3 months
Full Hospital Management System
Mid-Size Hospital (50-200 beds)
KSh 2,000,000 - 10,000,000
Best for: District hospitals, private hospitals, maternity homes
- Everything in Clinic System, plus:
- Full EMR/EHR with clinical decision support
- Inpatient management (admission, ward, discharge)
- Advanced pharmacy with batch tracking, expiry alerts, reorder levels
- Full laboratory information system (LIS) with equipment integration
- Radiology module (imaging orders, DICOM viewer integration)
- Operating theatre scheduling
- Nursing station workflows
- Multi-insurance support (NHIF, AAR, Jubilee, UAP, Madison)
- Comprehensive financial management (GL, accounts payable/receivable)
- HR and payroll for hospital staff
- Inventory and procurement
- Management dashboards and KPI reports
- Patient portal (results, appointments, bills)
Timeline: 4-8 months (phased deployment recommended)
Module-by-Module Cost Breakdown
| Module | Cost Range (KSh) | Timeline |
|---|---|---|
| Patient Registration & Records | 100,000 - 300,000 | 2-3 weeks |
| Outpatient Management (OPD) | 150,000 - 400,000 | 3-4 weeks |
| Inpatient Management (IPD) | 200,000 - 500,000 | 4-6 weeks |
| Pharmacy Module | 150,000 - 400,000 | 3-5 weeks |
| Laboratory Information System | 200,000 - 500,000 | 4-6 weeks |
| Billing & M-Pesa Integration | 100,000 - 300,000 | 2-4 weeks |
| NHIF Integration | 100,000 - 300,000 | 2-4 weeks |
| Insurance Claims Management | 150,000 - 400,000 | 3-5 weeks |
| Radiology Module | 150,000 - 400,000 | 3-5 weeks |
| Telemedicine/Virtual Consultations | 300,000 - 1,000,000 | 6-10 weeks |
| Patient Portal & Mobile App | 400,000 - 1,000,000 | 6-12 weeks |
For the mobile app component, refer to our mobile app development pricing guide.
NHIF Integration: What You Need to Know
NHIF (now transitioning to SHIF — Social Health Insurance Fund under SHA) processes millions of claims annually. Your HMS needs to:
- Verify member eligibility in real-time at the registration desk
- Submit claims electronically — outpatient, inpatient, maternity, surgical
- Track claim status — submitted, approved, rejected, paid
- Handle SHA transition — the new Social Health Authority system
- Support multiple schemes — civil servants, national scheme, students
NHIF/SHA integration costs KSh 100,000-300,000 depending on the number of claim types and the complexity of your billing workflows.
Build Custom vs Buy Off-the-Shelf
| Factor | Custom HMS | Off-the-Shelf (e.g., AfyaPro, Slade360) |
|---|---|---|
| Upfront Cost | KSh 500K - 10M+ | KSh 200K - 2M setup |
| Monthly/Annual | KSh 50K-200K/year maintenance | KSh 20K-200K/month license |
| Customization | Built exactly for your workflows | Configure within platform limits |
| NHIF Integration | Full custom integration | Usually included (basic) |
| Data Ownership | 100% yours, on your servers | On vendor's cloud |
| Best For | Hospitals with specific needs | Quick deployment, standard workflows |
For a thorough comparison, read our custom software vs off-the-shelf guide. For overall development pricing, see our software development cost breakdown.
- Kenya Data Protection Act 2019: Patient data must be encrypted and access-controlled
- Kenya Health Act: Medical records must be retained for minimum periods
- HL7/FHIR compatibility: Required for interoperability with other health systems
- Audit trails: Every access to patient data must be logged
- Role-based access: Doctors, nurses, pharmacists, billing — each sees only what they need
Frequently Asked Questions
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