To create an appointment for a client, click on the Calendar tab, click on a date on the calendar and a dialog will appear requesting further information. You then enter the first few characters of the patient and it should show the details of all patients matching that search. Enter the remainder of the information for the appointment and click Save.

It’s as easy as that!

However, just a few notes to ensure that you’ve done this correctly:

• If you’re planning on using invoice templates (or types of sessions) for your invoice, ensure that an invoice template has been selected.
• The appointment will only sync to your calendar and phone if you updated the Settings correctly (under My Calendar Info).
• If it’s a repeat appointment, you will need an end date for the series of appointments.
• If it’s a new client, click on the ? button. You can then enter the first name and surname for the client, and then update the client thereafter. This is especially useful for new clients where you don’t have their information and they’ve just given you their name and mobile number. You cannot generate an invoice for this new client until all information (especially the ICD10 code) has been completed.

For more information, refer to Section 3.4 of the smeMetrics User Manual.

If there’s anything else that you need right now related to your smeMetrics account, let us know by sending an email to support@pimetix.com

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

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

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.