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Encrypting Invoices on smeMetrics :: Practice Management Software Training

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By now we are all aware that the POPIA regulations have come into effect and that our practices have to be compliant. With the strong emphasis on the protection of personal information we have included the option to encrypt and password protect invoices sent from smeMetrics. 

This function will give your clients the peace of mind that no one else can access their information that is sent via email.

To activate this feature you will need to follow the below steps.

Go to settings/ My invoice info and scroll down to the section called “Encrypt PDF Configuration”

Encrypt Contact PDF’s (i.e. Invoices and Statements) ::
This setting lets the system know that it needs to encrypt all invoices and statements sent out, if this is not checked then invoices and statements will be sent without encryption.

Exclude Medical Aid PDF’s::
It is important to tick this option if you are using encrypted invoices as the medical aid schemes will not be able to open your paper claims if they are encrypted, this setting is just to ensure that the system knows not to encrypt the invoices emailed to the medical aid schemes.

Encrypt PDF Password Pattern ::
You will need to enter the encryption password configuration so that the system knows what the password on the invoices and statement must be set to.

  1. %conFirstName% this will mean that the password to the PDF document is the patients first name. 
  2. %conLastName% this will mean that the password to the PDF document is the patients last name. 
  3. %conContactNumber% this will mean that the password to the PDF is the patients file number as per smemetrics. Eg :: C000012
  4. %conEmail% this will mean that the password to the PDF is the email address that is listed in the notifications section of the patients contact information.
  5. %conCellPhone% this will mean that the password to the PDF is the cellphone number that is listed in the notifications section of the patients contact information.
  6. %conIdNumber% this will mean that the password for the PDF is the patient’s ID number. 

It is important to note that is the chosen variable is empty on the clients contact information that the PDF documents will not be encrypted as the system will have no information to link back to. 

Once you have updated your encryption settings it is vital that you update your email templates so that when your clients receive an invoice or statement that they know how to open the PDF attachments. To update your mail templates you will need to follow the below steps. 

Updating your mail templates ::

Go to settings/ my mail templates and you will need to update a few templates. 

You need to select the template group :: I would advise to simply add a line to the email template advising the client that the PDF is encrypted and that they need to use the password to open the document. Once you have added the line you can save. 

Sending SMS Notifications for Invoices :: Practice Management Software Training

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Clients often mention that they never received an invoice, and didn’t know about the total amount due to the practitioner. This is normally because they didn’t see or recognise the email that was sent from smeMetrics with their invoice. Over and above, the email notification, we have added the ability for you to send an SMS to the client when the invoice is generated.

You can enable this feature by going to Settings and then My Mail Info, and enabling the Send Invoice SMS Notifications option, as per screenshot below.

Customised Communication for Clients in smeMetrics Practice Management Software

Note #1 :: This is dependant on you having prepaid credits

You can load prepaid credits by doing an EFT (to the bank account listed on our website here https://www.smemetrics.com/contact) and sending the proof of payment to support@smemetrics.com.

Note #2 :: You can view and change the SMS that gets sent out

You can view and change the SMS templates by going to Settings and then My Email Templates, and selecting the SMS Templates template group, as per screenshot below. We use a separate template for private rate invoices and for medical aid invoices that are submitted to medical aid on behalf of the client.

Note #3 :: Only 1 SMS is sent and this depends on the hierarchy of communication for the client

Based on the information for the client and the

Note #4 :: For a more detailed video on how this feature works, please watch this training video

Looking for more Practice Management Software Training on smeMetrics

Please contact us on 010-3125850, or send us an email to support@smemetrics.com

Customised Communication for Clients :: Practice Management Software Training

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It is necessary to split the communication from the smeMetrics software into those for a patient, the contact person for the patient and the personal responsible for the account. This scenario is especially applicable of minors,  where the patient is not responsible for the account and in a divorce type scenario.

We have also differentiated between financial and non-financial related communication in the software.

You can set this customised communication for your account in the Mail Info of your Settings, as per the screenshot below.

Customised Communication for Clients in smeMetrics Practice Management Software

For a more detailed video on how this feature works, please watch this training video:

Looking for more Practice Management Software Training on smeMetrics

Please contact us on 010-3125850, or send us an email to support@smemetrics.com

Syncing Client Data in a Multi-Practice Setup :: Client Management :: Practice Management Software Training :: (1)

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Syncing client data in a multi-practice setup is the topic of this practice management software training. A multi-practice is a healthcare practitioner with more than one practitioner and that has the smeMetrics accounts of the various practitioners linked.

This is an important function since it does save time in terms of keeping the client data across the data updated.

Note the following items before we delve into showing you how to do this:
1. You need to know which is the primary account of the multi-practice setup and which is the linked accounts.
2. You will need to create the contact on the linked smeMetrics account, even if it’s just the first name and last name, in order for the client data sync function to work.

On the primary account, you’ll see a Linked Secondary Contact(s) field which would inform you how many linked accounts are linked to this contact.

On the linked account, you’ll see a column on the list of contacts for Linked (which shows whether the contact is linked or not), and Linked Primary Contact which is the actual linked contact in the primary account.



Step 1: Check that you have the contact created on the primary and linked accounts, as per Figures 1 and 2

Practice Management Software Training :: Client Management :: (1)
Figure 1 :: Practice Management Software Training :: Client Management :: (1)

Practice Management Software Training :: Client Management :: (2)
Figure 2 :: Practice Management Software Training :: Client Management :: (2)



Step 2: Link the Contacts


a. Select the contact in the Linked Account, and click Open.
b. In the Linked Primary Contact field, enter the details for the contact and the software will pick up the correct contact in the Primary Account as you’re typing the first few characters (as per Figure 3). Ensure that you select the contact correctly.
c. Click the Save button.
d. Once the contact is saved, you’ll find a new Link button next to the Linked Primary Contact field (as per Figure 4). Click on this button.
e. You can then choose whether you want to sync the data from the Linked Account (ie. child account) or the Primary Account (ie. parent account). We recommend the Parent to Child option, but it will be whichever account you have the most accurate information for the contact.
f. Click the Initialize button and confirm the selection (as per Figure 5).
g. The contact is then synced and it is confirmed as per Figure 6. All changes on either contact (in the Primary or Linked Account) will then be updated on both accounts.

You can link multiple Linked Accounts to the Primary Account.

Practice Management Software Training :: Client Management :: (1)
Figure 3 :: Practice Management Software Training :: Client Management :: (1)

Practice Management Software Training :: Client Management :: (1)
Figure 4 :: Practice Management Software Training :: Client Management :: (1)

Practice Management Software Training :: Client Management :: (1)
Figure 5 :: Practice Management Software Training :: Client Management :: (1)

Practice Management Software Training :: Client Management :: (1)
Figure 6 :: Practice Management Software Training :: Client Management :: (1)

Practice Management Software Training :: Client Management :: (1)
Figure 7 :: Practice Management Software Training :: Client Management :: (1)



Syncing Client Data in a Multi-Practice Setup? Was this Answered Adequately?


Did we answer this topic adequately? We hope so. If we didn’t, please send us an email to support@smemetrics.com and let us know what we’ve missing, so that we can update the content and ensure that it’s a valuable resource for all our clients.



Looking for more Practice Management Software Training on smeMetrics


We publish content to our Facebook Page regularly, which you can find here – smeMetrics Facebook Page



This article was composed and contributed by Oliver Nagaya, one of the founders of smeMetrics.

For more information on practice management software and in particular smeMetrics for your private practice, go to Practice Management Software

Review from Amy Engelbrecht (Occupational Therapist)

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This is a review from Amy Engelbrecht on smeMetrics. Amy is a registered Occupational Therapist with the Health Professions Council of South Africa (HPCSA).

Here’s what Amy had to say about smeMetrics…

“I have found the SMEmetric system a huge help in my private practice. The support I have received from SMEmetrics and its staff has been wonderful. They have helped to import my information to make accounts easy to access, generate and keep track of. Any questions / requests I have had have been dealt with quickly and efficiently. Thank you!”

Displaying Client Outstanding Balance :: Practice Management Software Training :: (2)

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Displaying client outstanding balance is the topic of this practice management software training.

smeMetrics subscribers often ask how they can show a client’s outstanding account balance on an invoice. It is a fairly simple process which involves activating the invoice setting called Enable Total Due For Account.



Step 1: Generating a statement to check a client’s account balance

Go to Contacts (as per Figure 1)

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 1
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 1

Do a Name Search for the Contact (as per Figure 2)

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 2
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 2

Click on the Statement button and check the Statement Closing Balance (as per Figure 3 & 4)

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 3
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 3

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 4
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 4



Step 2: Enable the invoice setting “Enable Total Due For Account

Figure 5 shows a normal invoice, reflecting only the invoice amount as TOTAL DUE FOR INVOICE.

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 5
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 5

Got to Settings > My Invoice Info (as per Figure 6)

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 6
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 6

Enable the setting Enable Total Due For Account by ticking the option box (as per Figure 7)

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 7
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 7

Figure 8 shows an invoice, reflecting the TOTAL DUE FOR ACCOUNT.

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 8
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 8

NOTE: The TOTAL DUE FOR ACCOUNT will only show on an Approved invoice.
In other words, if TOTAL DUE FOR ACCOUNT doesn’t appear on the invoice, make sure that the invoice status is “Approved” (as per figure 9).

Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 9
Practice Management Software Training (2) : Displaying Client Outstanding Balance : Figure 9



Displaying Client Outstanding Balance? Was this Answered Adequately?


Did we answer this topic adequately? We hope so. If we didn’t, please send us an email to support@smemetrics.com and let us know what we’ve missing, so that we can update the content and ensure that it’s a valuable resource for all our clients.



Looking for more Practice Management Software Training on smeMetrics


We publish content to our Facebook Page regularly, which you can find here – smeMetrics Facebook Page



This article was composed and contributed by Oliver Nagaya, one of the founders of smeMetrics.

For more information on practice management software and in particular smeMetrics for your private practice, go to Practice Management Software