🏥 MediTrack Clinic CRM

A lightweight, portable General Clinic CRM built with PHP and flat-file JSON storage — no database required.

MediTrack is a self-hosted clinic appointment management system designed for general healthcare practices. Built for speed, portability, and simplicity — no MySQL, no setup complexity, just drop it on any PHP server and go.

💡 Looking for the Dental version? Check out SmileCare Dental CRM — same philosophy, built specifically for dental clinics.

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✨ Features

• 📅 Patient Booking Form — Public-facing form capturing name, phone, email, date, time, department, patient type, and reason for visit
• 🏥 Department Selection — General Physician, Pediatrics, Cardiology, Dermatology, Orthopedics, ENT, and more
• 🆕 New vs Returning Patient — Patient type tracking with visual badges in the admin panel
• 🔐 Secure Admin Panel — bcrypt-hashed password login with PHP session authentication
• 📊 Dashboard — 4 stat cards (Today, Pending, Completed This Month, Total) in a clean 2×2 grid
• 📈 Department Breakdown — CSS-only horizontal bar chart showing appointment volume per department
• 📋 Appointments Manager — Full list with pagination, date/status/department filters, and detail view
• ⚡ Status Workflow — Inline updates: Pending → Confirmed → Completed / Cancelled
• 🗂️ Flat-File Storage — All data stored in JSON. Zero SQL setup needed
• 🔒 Directory Protection — Auto-generated .htaccess blocks direct access to data files
• 🖥️ Sidebar Layout — Left sidebar admin navigation with charcoal dark theme
• 📩 Automated Notifications — Native PHP mail for confirmations, admin alerts, and 24h cron reminders
• 🛡️ Security Built-In — CSRF token protection and brute-force rate limiting
• 📤 Export Capabilities — Export appointments to CSV or .ics (iCal format)
• ⚙️ Central Configuration — Easy configuration via config.php for timezone, clinic name, etc.

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📸 Screenshots

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🎨 Design System

Token	Value
Primary	Deep Teal #0D6E6E
Accent	Soft Emerald #2ECC71
Background	Warm Gray #F4F6F5
Sidebar	Dark Charcoal #1A2B2B
Success	#27AE60
Warning	#F39C12
Danger	#E74C3C
Font	Plus Jakarta Sans (Google Fonts)
Border Radius	12px (cards, buttons, rows)

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🛠️ Tech Stack

Layer	Technology
Language	PHP (Server-Side Rendering)
Frontend	HTML5, Vanilla CSS, Google Fonts (Plus Jakarta Sans)
Storage	Flat-File JSON (appointments.json, meta.json)
Auth	PHP Native Sessions + bcrypt
Server	Apache / Any PHP 7.4+ host

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🚀 Getting Started

Requirements

• PHP 7.4 or higher
• Apache or Nginx with PHP support
• No database required

Installation

1. Clone the repository

git clone https://github.com/YOUR_USERNAME/meditrack-clinic-crm.git
cd meditrack-clinic-crm

2. Place in your server root

# XAMPP / WAMP → drop into htdocs/
# Live server  → upload via FTP/SCP to public_html/

3. Set up Configuration

Copy the example configuration file and update it with your own credentials:

cp includes/config.example.php includes/config.php

4. Ensure the data/ directory is writable

chmod 755 data/

The app auto-initializes appointments.json, meta.json, and .htaccess on first run.

5. Visit the app

http://localhost/meditrack-clinic-crm/          # Patient Booking Form
http://localhost/meditrack-clinic-crm/admin/    # Admin Login

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🔑 Admin Login

Field	Value
Username	Defined by you in config.php
Password	Defined by you in config.php

⚠️ No default password is provided for security reasons.

1. Copy includes/config.example.php to includes/config.php
2. Generate a secure password hash via terminal:

   php -r "echo password_hash('your_secure_password', PASSWORD_BCRYPT);"

3. Paste the generated hash into includes/config.php as ADMIN_PASSWORD_HASH
4. Set your ADMIN_USERNAME in the same file.

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📁 Project Structure

meditrack-clinic-crm/
├── assets/
│   ├── style.css              # Full stylesheet — teal theme, sidebar layout, badges
│   └── images/                # Screenshots for documentation
├── data/
│   ├── .htaccess              # Auto-generated — blocks direct web access
│   ├── appointments.json      # All appointment records
│   └── meta.json              # Auto-increment ID tracker
├── includes/
│   ├── auth.php               # Session + require_login() middleware
│   ├── config.example.php     # Template for clinic settings & credentials
│   ├── csrf.php               # CSRF token generation and validation
│   ├── mailer.php             # Email sending functions for confirmations & alerts
│   ├── rate_limit.php         # Basic rate limiting for forms
│   └── storage.php            # CRUD functions (JSON-based)
├── admin/
│   ├── login.php              # Split-screen admin login page
│   ├── logout.php             # Session destroy
│   ├── dashboard.php          # Stats grid + department chart + recent appointments
│   ├── appointments.php       # Full list, filters (date/status/dept), detail view, actions
│   ├── patients.php           # Patient management view
│   ├── settings.php           # Admin settings view
│   ├── export_csv.php         # Export data to CSV
│   └── export_ical.php        # Export data to iCal
├── book.php                   # POST handler for booking form
├── cron_reminders.php         # Script to run via cron for 24h email reminders
└── index.php                  # Public patient booking landing page

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🗃️ Appointment Data Schema

Each record in appointments.json contains:

{
  "id": 1,
  "name": "Sara Ahmed",
  "phone": "+971501234567",
  "email": "sara@example.com",
  "date": "2025-07-15",
  "time": "10:30",
  "department": "Cardiology",
  "patient_type": "new",
  "reason": "Follow-up Visit",
  "status": "Pending",
  "created_at": "2025-06-10 14:22:00"
}

Records without department or patient_type (from older imports) load safely — all functions handle missing fields gracefully.

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🔒 Security

• All user input sanitized with htmlspecialchars() before rendering
• Admin password stored as bcrypt hash — never plain text
• data/ directory protected from direct HTTP access via auto-generated .htaccess
• Admin routes protected by session middleware (require_login())

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🗺️ Roadmap

• Email confirmation to patient on booking
• Admin email alert on new submission
• CSRF token protection on all forms
• Appointment reminder via cron job + email
• iCal / .ics export for Google Calendar / Outlook
• config.php for clinic name, email, timezone, and available slots
• Time slot conflict detection per department
• Internal admin notes per appointment
• Multi-clinic / multi-branch support
• Doctor-specific scheduling (assign appointments to a specific doctor)

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🤝 Contributing

Contributions are welcome! Fork the repo, open issues, or submit pull requests.

1. Fork the project
2. Create your feature branch (git checkout -b feature/email-notifications)
3. Commit your changes (git commit -m 'Add PHPMailer confirmation emails')
4. Push to the branch (git push origin feature/email-notifications)
5. Open a Pull Request

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📄 License

This project is licensed under the MIT License.

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👨‍💻 Author

Ahmed Ali

• GitHub: @ahmed-ali-codes
• LinkedIn: linkedin.com/in/ahmed-ali-jawad
• Agency: Ecotrustia Solutions

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🔗 Related Projects

Project	Description
SmileCare Dental CRM	Same stack, purpose-built for dental clinics

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Built with ❤️ for general clinics and healthcare practices that need a clean, reliable, zero-dependency booking system.