A clinic compliance calendar for India: key dates and renewals

A clinic in India carries a handful of recurring compliance duties, and the cost of missing one is rarely the work itself. It is the scramble, the late fee, or the lapsed registration that holds up something else. This is an at-a-glance calendar of what tends to fall due and roughly when, so you can set reminders once instead of reacting each time. The deep detail for each item lives in its own guide, linked below; this page is the map.

One honest caveat up front. Almost every date here varies by your registration, your turnover, and your state. Treat this as a prompt to confirm each due date for your own clinic, not as a fixed national schedule.

The annual rhythm at a glance

Obligation	Roughly when	Who / authority	Notes
GST returns (GSTR-1 and GSTR-3B)	Monthly, or quarterly under QRMP	CBIC / GST portal	Cadence depends on scheme and turnover; due dates set on the portal. Confirm yours.
GST annual return (GSTR-9 / 9C)	Once per financial year	CBIC / GST portal	Applicability and threshold are notified from time to time. Confirm with a CA.
Biomedical waste annual report (Form IV)	Commonly by 30 June	State Pollution Control Board / CPCB	For the previous calendar year. Verify the form and date on CPCB.
Clinical establishment / nursing home registration renewal	State-set renewal cycle	State health authority / local body	Interval varies by state law. Confirm your renewal date.
Drug licence renewal	Its own renewal cycle	State Drugs Control / FDA	Only if you stock or dispense medicines. Confirm the interval.
Medical / professional council registration renewal	Periodic	State Medical Council	Renews on the council's cycle. Confirm with your council.
PCPNDT record-keeping (Form F retention)	Ongoing, with retention period	District Appropriate Authority	Only for clinics with an ultrasound machine. Retain records as prescribed.
Fire NOC renewal	Where applicable, on a cycle	State Fire Services / local body	Applicability and interval vary by premises and state. Confirm locally.
Income tax / financial year end	31 March year-end	Income Tax Department	Books closed for the financial year; filing and audit dates follow. Confirm with a CA.

Read the "roughly when" column as a planning hint, not a deadline. The "confirm" note on every row is the real instruction.

GST returns: the most frequent rhythm

GST is the one that recurs most often, and the cadence is not the same for every clinic. It depends on your scheme and your turnover.

Many smaller clinics with aggregate annual turnover up to five crore rupees can opt for the Quarterly Return Monthly Payment (QRMP) scheme, filing GSTR-1 and GSTR-3B on a quarterly basis while paying tax monthly through a challan. Clinics above that turnover generally file monthly. On top of the periodic returns there is an annual return (GSTR-9, with a reconciliation statement GSTR-9C above a higher turnover), whose applicability and exemption threshold are notified from time to time.

So there is no single GST rule to put on a wall. Pin down three things with your CA: are you monthly or quarterly, what are your exact portal due dates, and does the annual return apply to you this year. The authoritative due dates always sit on the CBIC GST portal. If you want the clinic-specific version of how GST applies to consultations, procedures, and pharmacy sales, start with GST billing for clinics, and our GST calculator helps you sanity-check a line item.

Biomedical waste: the once-a-year report

If your clinic generates biomedical waste, and almost every clinic does, the rules expect an annual report. Under the Bio-Medical Waste Management Rules 2016, that report is filed in Form IV, and it is commonly required by 30 June each year, covering the previous calendar year, the way the rules and CPCB guidance set it out.

Two things to keep straight. First, verify the current form and date on CPCB and with your State Pollution Control Board, because this is administered locally and the requirement can change. Second, the annual report is separate from your day-to-day duties under the same rules: correct segregation, safe storage, and a proper handover to a treatment facility. The full picture is in biomedical waste management for clinics.

Registration and licence renewals: the state-variable cluster

This is where a single national calendar genuinely cannot exist, because these run on state-set cycles.

Your clinical establishment or nursing home registration renews on the interval set by your state's law and authority. Some states run a central-style Clinical Establishments Act regime, others have their own state Act, and the renewal cycle, fee, and process follow whichever applies to you. The mechanics are covered in clinical establishment registration.

If you hold a drug licence to stock or dispense medicines, that has its own renewal cycle through your state Drugs Control or FDA. Let it lapse and you cannot legally dispense, so this is one to diarise early. See the drug licence guide.

Your medical council registration renews periodically on the council's cycle. And if your premises need a fire NOC, its applicability and renewal interval depend on your building and state. None of these three is a fixed national date, so confirm each with its issuing authority and write the renewal month into your calendar the day you receive each certificate.

PCPNDT: retention, not a deadline

If your clinic runs an ultrasound machine, the PCPNDT regime is less a once-a-year deadline and more an ongoing record-keeping duty. Form F must be completed and retained as prescribed, and your registration with the District Appropriate Authority carries its own renewal cycle. The point for this calendar is to keep the records continuously and to know your renewal date rather than to wait for a single annual filing. The detail is in PCPNDT registration for ultrasound clinics.

Year-end: the 31 March anchor

The Indian financial year ends on 31 March, and that date anchors your bookkeeping rhythm whether or not you think of it as compliance. Books are closed for the year, and the income-tax filing and any audit dates that apply to your clinic follow from there. The exact filing and audit deadlines, and whether an audit applies, depend on your structure and turnover, so confirm them with a CA. The practical move is to keep clean, reconciled records through the year so 31 March is a checkpoint, not a panic.

One-time setup versus the recurring upkeep

It helps to mentally split your compliance work into two piles, because owners often confuse them. The first pile is one-time setup: getting the clinical establishment registration in the first place, obtaining a drug licence, registering under PCPNDT before you switch the ultrasound on. Those are projects you do once at the start, and the licenses required to open a clinic in India guide is the right place for that view.

The second pile, the one this calendar is about, is the recurring upkeep that follows every registration you obtained. A registration is rarely permanent. It comes with a renewal cycle, and often with a periodic return or report. The drug licence you fought to get in month one quietly expires on a date a few years later. The biomedical waste authorisation comes with a report every year. GST registration means a return every month or quarter for as long as you hold it. Setting the clinic up is the easy part to remember, because you are paying attention. The upkeep is what slips, because by then you are busy seeing patients.

The practical takeaway: the day a setup task finishes, immediately create its recurring entry. Got the drug licence? Write its renewal date down before you file the certificate away. That single habit converts a one-time win into a tracked obligation, which is exactly what this calendar is for.

How to actually use this

Three habits make the calendar work. First, the day any certificate is issued, write its renewal month into a shared calendar with a reminder set a month ahead. Second, treat GST due dates as a fixed monthly or quarterly slot with your CA, confirmed against the portal. Third, keep your records continuously clean so that when a filing or renewal comes due, the numbers and documents are already there.

If you are setting a clinic up from scratch and want the full sequence rather than the recurring view, the licenses required to open a clinic in India guide walks the one-time registrations, and our printable clinic licensing checklist is a handy companion.

Where Avinya Plus fits

To be plain about it: Avinya Plus does not run your compliance calendar for you. It does not file your GST returns, submit your biomedical waste report, or send you renewal reminders. Those remain the clinic's own responsibility, and you should set your own reminders for each date above.

What it does do is keep the underlying numbers and documents in order so that filing time is faster and cleaner. Your GST billing captures line-by-line tax with HSN or SAC codes on each item, your patient records stay structured and exportable, and a dated audit trail logs who did what. When a return or a renewal comes due, that is the difference between pulling a clean figure in a minute and reconstructing it from memory.

This is general information, not legal, tax, or medical advice. Every date here varies by your registration, turnover, and state, and the rules change. Confirm each due date and renewal cycle with the relevant authority or a qualified professional for your own clinic.