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smeMetrics Training

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

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

Editing a Paid Invoice :: Practice Management Software Training :: (1)

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Editing paid invoice is the topic of this practice management software training. When an invoice has been allocated a payment, you cannot change the details of the invoice on smeMetrics.

However, there are certain circumstances where you would need to do this. For example, if the ICD10 code was entered incorrect or the medical aid details of the patient are incorrect and needs to be corrected before submitting it to the medical aid.

A common scenario is where the client paid the healthcare practitioner in full and wants to claim back from the medical aid. The medical aid refuses to refund the member/client, because the ICD10 code on the invoice is incorrect. The healthcare practitioner is approached by the client to update the invoice with the correct ICD10 code.

The following procedure will show you how to edit an invoice on smeMetrics where the invoice already has a payment allocated to it.

If payment has already been fully allocated to an invoice, the invoice status reads “Paid” and the Edit button will be disabled. In other words the invoice can’t be edited (as per Figure 1 below).

Practice Management Software Training (1) : Editing Paid Invoice : Figure 1
Practice Management Software Training (1) : Editing Paid Invoice : Figure 1

However, it is still possible to edit an invoice after payment has been allocated, by deallocating the payment from the invoice before editing the invoice.



Step 1: Selecting and Editing the Payment for the Invoice on smeMetrics

  • Go to Billing > Payments
  • Do a name search for the Contact
  • Highlight the payment by clicking the radio button (little circle next to payment number)
  • Click on the Edit button
Practice Management Software Training (1) : Editing Paid Invoice : Figure 2
Practice Management Software Training (1) : Editing Paid Invoice : Figure 2



Step 2: Unallocating the Payment from an Invoice on smeMetrics

  • For the specified invoice, click on the amount in the Allocated column (the coloured column)
  • Change the highlighted amount to 0.00 and press Enter
  • Click on Save once the allocated amount was changed to 0.00
Practice Management Software Training (1) : Editing Paid Invoice : Figure 3
Practice Management Software Training (1) : Editing Paid Invoice : Figure 3
Practice Management Software Training (1) : Editing Paid Invoice : Figure 4
Practice Management Software Training (1) : Editing Paid Invoice : Figure 4
Practice Management Software Training (1) : Editing Paid Invoice : Figure 5
Practice Management Software Training (1) : Editing Paid Invoice : Figure 5
Practice Management Software Training (1) : Editing Paid Invoice : Figure 6
Practice Management Software Training (1) : Editing Paid Invoice : Figure 6



Step 3: Edit the Invoice on smeMetrics

  • Go back to Billing > Invoices
  • The invoice status has changed to “Approved” and the Edit button is active.
  • The invoice can now be edited and the ICD10 code or any other details for the contact, can be corrected.

Editing the Contact Information
1. If you want to edit the details for the contact (such as the medical aid details or the client’s address), you will select the contact, click the Edit button, change the details and click the Save button.
2. You will then go back to the Invoices section, select the Invoice and then click the Edit and then the Save button. This will then automatically update the invoice with the latest information for the contact. You can view/download the invoice to check that the details have been updated.
3. This process works for all contact information, with the exception of the ICD10 code.

Editing the ICD10 Code for the Invoice
1. Although the ICD10 code is stored in the Medical Info section of the contact, you cannot change the ICD10 here in order to refresh the invoice details. You will need to select the Invoice, click the Edit button and change the ICD10 code on each line item of the invoice and then click the Save button.
2. As a hint, also change the ICD10 code for the actual contact if this is a permanent change so that all new invoices will be generated with the correct ICD10 code.

Practice Management Software Training (1) : Editing Paid Invoice : Figure 7
Practice Management Software Training (1) : Editing Paid Invoice : Figure 7



Step 4: Allocating the Payment Back to the Invoice on smeMetrics


Once the invoice has been corrected, the payment can be allocated back to the invoice.
Important Note: Do not create a new payment under Billing > Invoices by clicking on the Payment button.

Select the payment as per Step 1 above, and then following the steps below.

  • For the specified invoice, click on the 0,00 amount in the Allocated column (the coloured column)
  • Change the highlighted 0,00 amount to the invoice amount and press Enter
  • Click on Save once the allocated amount was changed
  • Alternatively, you can also click on the Auto Allocate button to allocate payment to the invoice automatically
Practice Management Software Training (1) : Editing Paid Invoice : Figure 8
Practice Management Software Training (1) : Editing Paid Invoice : Figure 8
Practice Management Software Training (1) : Editing Paid Invoice : Figure 9
Practice Management Software Training (1) : Editing Paid Invoice : Figure 9
Practice Management Software Training (1) : Editing Paid Invoice : Figure 10
Practice Management Software Training (1) : Editing Paid Invoice : Figure 10
Practice Management Software Training (1) : Editing Paid Invoice : Figure 11
Practice Management Software Training (1) : Editing Paid Invoice : Figure 11
Practice Management Software Training (1) : Editing Paid Invoice : Figure 12
Practice Management Software Training (1) : Editing Paid Invoice : Figure 12



If you go to Billing > Invoices, you’ll see that the Status for the invoice has changed to “Paid” and the Edit button is disabled.



Editing Paid Invoice? 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

smeMetrics Training (Day 4) :: Creating your first client appointment

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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