smeMetrics

Practice Management Software

Practice Management Training

How to create a quote on smeMetrics

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In this article we will guide you on how to create a quote on smeMetrics. Quotes can be used to indicate how much sessions would cost a parent or if you need to motivate for funding from a medical aid scheme.

Settings

In order to generate a quote you do need to update your system settings. To do this go to settings/my invoice info. You will then need to make sure that the option for “Exclude Future (Consolidated) Invoice” is not ticked. You will also need to tick the option “Enable Pro-Forma Invoices” then click save.

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Creating your Quote.

Now that your settings are correct, you are ready to make a quote. Go to Billing/ Invoices and click on the new button.

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Once you have done that you will enter the name of the patient that you are doing the quote for .

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Note:: If it’s a new patient you will first need to create the contact for that patient.

Add in the line items that you will be billing for, if you are using invoice templates you can pull them in using the dropdown on the right of the screen.

Make sure to future date the invoice so that it becomes a quote

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Note :: Remember that the first line does not have an ICD-10 code you can manually add the code or simply remove the line.

Once you have created your invoice/quote click the save button. Now click on View and you will see that the new invoice has ben created and states Quote at the top. You can then download the quote and email it to the relevant person.

Adding Labels to Clients and Invoices

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We recently released a new feature that allows you add a label to a contact as well as an individual invoice. This feature will allow you to quickly see the type of client, clients’s referral source or reason for non-payment on an invoice.

Enabling Labels

In order to activate labels you need to go to settings/ My Label Info and tick the show labels option. When you add a new label you cannot have spaces between the words so you need to use a dash or an underscore ( eg: PMB-Client, MSA_Depleted)

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Here you will be able to activate the labels as well as add new labels and colour code them to your specifications.

Contact Labels

You can add labels to a contact when you capture their information or as you go, by simply clicking on the +label button once you have selected a contact.

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As you can see you can now at a glance see the type of client when you open your contacts page.

Invoice Labels

This is a powerful tool and helps when you are following up on accounts or need to keep track of how many PMB sessions a client has used ect.

At a glance you can see why an account was not paid or if it came from the clients PMB sessions.

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Adding a label to an invoice is a quick as selecting the invoice and clicking on the + label button. This feature will allow you to see all labels on a clients invoices which helps when you are following up on overdue accounts.

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Adding a new practitioner to your smeMetrics Account

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In this article we will cover how add a new practitioner to your smeMetrics profile as well as how to update and replace an existing practitioner.

smeMetrics has the functionality to add additional practitioners to your profile, allowing the practice owner to have a clear view of what each practitioner has done for the month. Practitioner profiles are a full smeMetrics account linked to the main account. The main practitioner has access to all account but individual practitioners can only see their account information.

Our advanced package caters for up to 3 practitioners in the practice and the professional package caters for up to 10 practitioners in the practice.

To add a new practitioner to your package you will need to click on the below button and fill out the form. Once the team receives the instruction they will create the account.

Add A new practitioner

Changing a previous practitioner’s profile to a new practitioner’s profile.

Sometimes rather than adding a new a practitioner, a practice may want the new practitioner to take over a previous practitioners caseload. In this case you would login to the previous practitioners account from your main smeMetrics account and scroll down to users.

You will create a new user with the new practitioners information and send then the login details for their account.

You will also need to change the password for the previous practitioner to ensure that they cannot access the system.

NB :: The previous practitioners username will remain the admin on the account.

Once you have created the new user profile for your new practitioner you will need to go to settings/ my business info and update the below information in order for the new practitioners information to pull through to the invoices that they generate.

  • Company Name :: Change this from the previous practitioners name to the new practitioner.
  • Contact info :: If this is not standard across the practice you will need to add the new practitioners details into this section.
  • Professional Info :: Change this to the new practitioners name, HPCSA number, Practice number and qualifications.

Adding a User to smeMetrics Account

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smeMetrics allows you to have unlimited users on your account. The users could be your admin person, bookkeeper, debtors clerk etc. In this article we will show you how to add a new users as well what each of the user roles allows the user to do.

Adding a user.

To add a new user go to settings and scroll down to users. This will open the users page. Click on new and follow the below steps.

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  • Create a unique username.
  • Add the users first and last name as well as email address.
  • Select the user role.
  • Create a strong password.

Once you have created the user , you can send the login information to them.

User Roles.

Admin ::
This is the administrator rights on the system. A user with this role can access the system settings and make changes to the settings. This user can also add new contacts, appointments, generate invoices, allocate payments etc. They have full access to everything.

Support ::
This user has limited access to the system. They can see the dashboard, activities, contacts and calendar. They can add new contacts, schedule appointments ect, but cannot invoice or allocate payments. This user type can also add notes but can only see the notes that they added to the system. The only setting they have access to is their own user information.

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Billing ::
This user has more rights than a support user and can access billing. They can add contacts, schedule appointments, generate invoices and allocate payments. This user can also add notes but can only see the notes that they added to the system. Users with billing rights can also access certain settings which will allow them to update invoice, mail, calendar and business settings.

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Supervisor ::
Users with this role type would normally be a locum or temporary staff member. This user type has the same functionality as a user with the support role, the only exception is that they can add notes and read notes that have been created by another user. This is so that if you bring in a locum they can see the patient notes on patients that they treat.

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Invoicing on smeMetrics :: Consolidated Calendar Event

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Demo Video :: Invoicing Process

Its all good and well to have a practice where you are seeing six or eight patients a day, but if you are not invoicing promptly you are not generating revenue. One way to get the funds from medical aids and your patients and into your bank account where it can start earning interest is to increase your invoicing cycles.

Invoicing a consolidated calendar event ::

Access the Calendar menu by clicking on the Calendar tab in the menu bar
Click on the last appointment in the month to open the below pop up.

When choosing to generate a monthly invoice the pop up will look slightly different with a summary of all the uninvoiced events for the month at the bottom. All events specified here will be included in the monthly invoice (which can still be edited in the Invoices tab).

Once you have generated an invoice for the event you will notice that the event color on the calendar has changed to orange indicating that it has been invoiced but not yet paid. 

Clicking on a orange calendar event will open a pop up displaying information about the event which now also includes the Invoice Number linked to the event and the status of the invoice.

Clicking on the Invoice number will take you to the Invoices tab from where you can approve invoices and assign payments

Invoicing on smeMetrics :: Single Calendar Event

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Demo Video :: Invoicing Process

Its all good and well to have a practice where you are seeing six or eight patients a day, but if you are not invoicing promptly you are not generating revenue. One way to get the funds from medical aids and your patients and into your bank account where it can start earning interest is to increase your invoicing cycles.

Invoicing a single calendar event ::

Access the Calendar menu by clicking on the Calendar tab in the menu bar
Click on the appointment to open the below pop up

Please note: If an event is marked as Not completed the Missed appointment rules will apply

You have the choice of creating individual invoices for each appointment or creating one invoice for all the patient’s visits in the month (useful for repeat appointments).

When choosing to generate a single invoice the below pop up will appear. Here you can fill in all the relevant information for the invoice and then choose to generate it.
Please note: If you are not using a template there will only be one item on the invoice at this point in time but it can be edited from the Invoices tab.

If you click Auto Approve the invoice, it will approve the invoice and change the color on the calendar to yellow and the invoice will be in an approved status. Approved invoices are linked to the clients statement and will reflect on the account balance.

If you don’t tick this the calendar event will change to orange on the calendar and the invoice will be in an awaiting approval status. Awaiting approval invoices are not yet linked to the clients statement and will not reflect on the account balance. 

If you click Auto Mail or Auto Claim the invoice will automatically be sent to the client, the scheme or both depending on your settings. Once you have generated an invoice for the event you will notice that the event color on the calendar has changed to yellow/orange depending on the status indicating that it has been invoiced but not yet paid. 

Clicking on a yellow/orange calendar event will open a pop up displaying information about the event which now also includes the Invoice Number linked to the event and the status of the invoice.Clicking on the Invoice number will take you to the Invoices tab from where you can approve invoices and assign payments.