smeMetrics

Practice Management Software

smeMetrics Training

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.

Payment Allocations on smeMetrics :: Bulk Payment

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Demo Video :: Payment Allocations

Assigning a bulk payment on smeMetrics.

Once you have generated your invoices the next step would be to allocate/ assign a Once you have generated your invoices the next step would be to allocate/ assign a payment/s to the invoices. In this guide I will detail how to allocate a payment in order to assign it to multiple invoices. These payments would generally be in the case where the medical aid has paid for a few sessions on one remittance or where a client has paid in an amount to cover a few outstanding invoices. 

Please note :: Invoices need to be in an approved status in order to allocate a payment to the invoice. Unapproved invoices do not reflect in the payment screen or on the clients account statement. 

1 :: Click on Billing, then payments

2 :: Here you will find all your payments. To allocate a payment for a client click on the new button.

3 :: Once you have clicked on the new button the below screen will pop up, enter the client name and the amount paid, the date the payment was received and then the type of payment eg: cash, medical aid or EFT. Click save to create the new payment 

4 :: Once you have created the payment and clicked save you will see that the new payment is reflected in your payments screen. The payment is however in the remaining column as it has not yet been assigned to an invoice.

5 :: To assign the payment to the clients invoices select the payment and click on the edit button to open the below pop up screen.

6 :: All the customer’s invoices that are approved and awaiting payment will be displayed with their current outstanding amount. From here you can choose to allocate funds manually by clicking on the 0.00 amount under the Allocated column and typing in an amount for each invoice or you can choose to Auto allocate by clicking the + next to the remaining amount.

Please note – when selecting auto assign that the system will start assigning funds to the oldest invoices first but you can edit the amounts afterwards.

Example of what the screen looks like when selecting Auto allocate

7 :: If you want to manually assign the payment to specific invoices Eg: from a remittance where the remittance advises which invoices were paid. You need to click the far right-hand column on the line with the invoice number and date and enter the paid amount manually. Once you have entered the amount, press the “enter” key on your keyboard to assign the amount to that invoice/s. 

9 :: Once you are happy with the allocations click on Save to allocate the payment.

Please note :: If the payment has fully settled the invoice/s they will be reflected in green in the column titles “Allocations” 

Please note :: If the payment has not fully settled the invoice/s the invoice/s, the invoice number and outstanding amount will be reflected in red 

Payment Allocations on smeMetrics :: Single Payment

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Demo Video :: Payment Allocations

Assigning a single payment to an invoice on smeMetrics.

Once you have generated your invoices the next step would be to allocate/ assign a payment to the invoice. In this guide I will detail how to allocate a payment directly to the invoice. 

Please note :: Invoices need to be in an approved status in order to allocate a payment to the invoice. Unapproved invoices do not reflect in the payment screen or on the clients account statement. 

1 :: Click on Billing, then Invoices

2 :: All your invoices will reflect here, do a contact search to obtain the relevant client’s
invoices to be able to allocate a payment to the correct invoice.

3 :: Once you have all the clients invoices listed, select the invoice that you wish to allocate a payment to and click on the radio button (little circle) next to the invoice number. Then click on the payment button. 

Adding a new single payment to smeMetrics

4 :: Once you have clicked on the payment button the below screen will pop up.

Assigning a payment to an invoice on smeMetrics

5 :: The paid amount block will reflect the invoiced amount, if you are allocating a payment that is less than the invoiced amount you can change the amount.

6 :: Click on the paid date button and enter the date the payment was made.

7 :: Click on the category button, the below drop down will appear. Select the type of payment that you are allocating and click on save.

selecting the payment type on smeMetrics

9 :: Once you have saved the payment, If the amount is paid in full the invoice status will
change to paid. If not, the invoice status will remain as Approved.

Allocating the credit amount to invoices (Green little Note)

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When your client makes an extra payment or payment received more than the invoiced amount, the payment allocated to invoice and the remaining payment will appear as unallocated credits (little green note) next to the contact under invoices section.

Allocating the credit amount to the invoices:

The green money note appears next to the contact under the invoices section.

smeMetrics :: Allocating the credit amount to an invoice image 1

To allocate the credit you will need to follow the steps below.

Go to billing, then click on invoices.

Search for the contact, then click on the green money note. The below screen
will pop up.

smeMetrics :: Allocating the credit amount to an invoice image 2

Now click on the remaining amount in green, the below screen will pop up. You will see the credit amount in the “Remaining” column on the right hand side of the screen.

smeMetrics :: Allocating the credit amount to an invoice image 3

Now click on the edit button, to open the payment allocations screen as per the below image. Once you have clicked edit all unpaid approved invoices will appear in this section.

smeMetrics :: Allocating the credit amount to an invoice image 4

Click on the plus sign in red at the bottom (under Remaining). This will auto
allocate the credit amount to the oldest outstanding approved invoice/invoices then the
below screen will pop up.

smeMetrics :: Allocating the credit amount to an invoice image 5

Now that the credit has been allocated, click on the save button at the bottom of the
screen and the below screen will pop up reflecting the allocated credits.

smeMetrics :: Allocating the credit amount to an invoice image 6

As you can see the client no longer has an amount in the remaining column.

Demo Video :: Payment Allocations

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.