Blog - Page 3 of 4 - smeMetrics

November 23, 2016 By Oliver Nagaya

smeMetrics Training (Day 3) :: Creating your first client

You will need a client on smeMetrics before you can create an appointment, generate an invoice or allocate a payment.

This is simply done by clicking on the Contacts tab on the menu and then the New button.

You will then enter the basic information for the client and click Save.

Thereafter, you select the client and click on the Open button. You can enter further information for the client as follows:

ID number (very important for medical aid claims) – under User Info
Date of birth (very important for medical aid claims) – under User Info
Send reminders to clients informing them of their appointments – under Notifications
Dunning (or follow-up on overdue invoices) – under Notifications
Debt-Recovery – under Notifications
Email address – under Notifications
Mobile number – under Notifications
Responsible person – under Resp. Person
Address info – under Address Info
Postal info – under Postal Info
Medical aid info – under Medical Aid. If you want to submit to medical aid, enable the Submit to Medical Aid option.
Referring doctor info – under Medical Aid.
Next of kin info – under Medical Aid.

Note the following:

The dunning and debt-recovery features can only be enabled for a client, if it has been enabled in the Settings for the account.
If the details for the responsible person are filled in for the client, the invoice will be generated in the name of this person and the invoice will be emailed to them. If you want to send the invoice to the details of the client, don’t enter any information in this section. This is typically used if you’re invoicing to the parent (for a children that’s seeing you) or to a company.
You must enter an ICD 10 code for each client, or else an invoice cannot be generated for the client.

For more information, refer to Section 3.2 of the smeMetrics User Manual.

If you need us to import your existing client information into smeMetrics, email us a spreadsheet of the client information to support@pimetix.com. If you’re using a system currently (like Pastel), there is an export function to get this spreadsheet. We normally take up to 2 working days to get this information imported into your smeMetrics account.

To view a list of our videos (and subscribe to our YouTube channel), you can go to : https://www.youtube.com/channel/UCnvarfSJlHWd5PqvX3gkfSA

November 22, 2016 By Oliver Nagaya

smeMetrics Training (Day 2) :: Configuring your smeMetrics Account

The most important task that you can do once you’ve received your smeMetrics account details, is to update the account with your information. This can all be done in the Settings.

The most important items that need to be updated/created are:

Email for the practice
Phone number for the practice
Address for the practice
Your HPCSA number
Your BHF/Practice number
Your qualifications
Your banking details
The payment terms for your invoices
The invoice notes for your invoices
Email that will be used for your calendar (which will sync your client appointments)
The reports that you wish to be emailed to you
The emails that will be sent by the system to your clients
The types of invoices that you will use on the system

We should have assisted you in some way with this information, but it’s also good that you understand how this works so that you can make changes to your account in future (if you need to).

For more information, refer to Section 3.1 and Section 4 of the smeMetrics User Manual.

If there’s anything else that you need related to this, send us an email to support@pimetix.com.

November 21, 2016 By Oliver Nagaya

smeMetrics Training (Day 1) :: Expectations of smeMetrics

If you have chosen smeMetrics for your practice, thank you. We know that you have lots of options, and we really appreciate that you’ve chosen to use our software for your practice.

So what makes our software different?

For one, it’s very simple to use. We love Apple products, and we designed the software with their philosophy and simplicity in mind. So the software looks deceivingly simple, but is extremely powerful and will accomplish all that your practice needs. We have clients across the medical disciplines in South Africa, and have ensured that it works for their practices.

Secondly, we’re always available. If you’re stuck, you can give me a call, give our support team a call or just send an email to support@pimetix.com. We will respond to each query within 8 working hours and aim to resolve all issues within 16 working hours. If we don’t, our founders get a personal escalation and the issue will get our full attention. We will even help you do your invoicing until you’re 100% comfortable with the software.

Thirdly, our pricing is extremely good. Competitors that have been in the market for many years normally charge a setup and training fee of R5000+ and then a monthly fee of R600+. We charge less than one hour of your time, and by using the software we can assure you that you will save at least 2 hours per month on invoicing, following up on invoices and ensuring that your clients keep their appointments. We also don’t charge a setup fee, training costs or support costs.

Lastly, we’re constantly looking for ways to make the software easier and more powerful for your practice. These features will not cost you anything more and are normally just available when you login to your account.

The way forward for your training…

We use a training series spread over 14 articles, which covers certain features of the software. To be proficient with the software, you need to know how to update the settings, create a client, create your invoice templates, create an appointment, invoice the appointment, allocate a payment for the invoice and follow up on overdue invoices. I will cover each of these in separate emails and reference the User Manual (which you should have received in our initial email to you).

If there’s anything else that you need right now, let us know. We’re really looking forward to helping you through this learning process, and also getting your feedback in terms of whether it’s working or not.

PS. If you want to see testimonials from existing clients, you are welcome to go to https://www.smemetrics.com/category/reviews/

November 11, 2016 By Oliver Nagaya

Payment Collection for Overdue Invoices in smeMetrics

We want to ensure that you collect payment on every single invoice. We have included a payment collection process within smeMetrics to enable this for your private practice.

In order to enable this, we have included the following features in smeMetrics:
1. All emails and correspondence comes from smeMetrics. This has a hidden benefit of ensuring that you can split out your financial from your therapeutic or business relationship with the client.
2. We have a dunning process which sends out payment collection notices for all overdue invoices. Dunning is the process of methodically communicating with customers to ensure the collection of accounts receivable. We use email to communicate these notices. The actual emails sent can be found under Settings and My Mail Templates.
3. We have a mechanism to pass your overdue invoices for debt collection. This is an external solution, and is paid for separately. The reason for this is that debt collection is a specialized function and much more intensive process. We are a software solution provider.

The notice periods for the dunning and debt recovery processes are specified under Settings and My Dunning Process. It is important to note that the time periods are based on the date that the invoice is actually marked as overdue (this is a configuration option for payment terms under Settings and My Invoice Info).

The reason for us including the debt recovery as an option on the software was that we found that many clients needed to use this option anyway. By including it as a status for the overdue invoices, we could track these requests and possibly partner with a similar provider to make this possible. The previous partners that we’ve used charged the service provider 15% of the overdue invoice (if they collected the payment) and an administration fee. However, the service levels were not congruent with our own, and we needed to look for alternatives. We do have good alternatives now and if this is something you want further information on, enter your details below and we’ll send you the relevant information.

September 19, 2016 By Oliver Nagaya

Review from Kelly Glazebrook (Occupational Therapist)

This is a review from Kelly Glazebrook for smeMetrics. Kelly is a registered Occupational Therapist with the Health Professions Council of South Africa (HPCSA). She is currently practising in Johannesburg.

Here’s what Kelly had to say about smeMetrics…

“Good day Oliver

I have been struggling a bit with using the system. I spoke to Kim last week and on Friday we met up to discuss everything.

I just wanted to let you know she was fantastic, she sat with me and explained everything, she was incredibly helpful.

I’m very impressed with your company and the service you offer, I will definitely encourage more therapists to make use of it.

Thank you for everything.”