smeMetrics Training

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.

If you have chosen smeMetrics for your practice, thank you. We know that you have lots of options, and we really appreciate that you’ve chosen to use our software for your practice.

So what makes our software different?

For one, it’s very simple to use. We love Apple products, and we designed the software with their philosophy and simplicity in mind. So the software looks deceivingly simple, but is extremely powerful and will accomplish all that your practice needs. We have clients across the medical disciplines in South Africa, and have ensured that it works for their practices.

Secondly, we’re always available. If you’re stuck, you can give me a call, give our support team a call or just send an email to support@pimetix.com. We will respond to each query within 8 working hours and aim to resolve all issues within 16 working hours. If we don’t, our founders get a personal escalation and the issue will get our full attention. We will even help you do your invoicing until you’re 100% comfortable with the software.

Thirdly, our pricing is extremely good. Competitors that have been in the market for many years normally charge a setup and training fee of R5000+ and then a monthly fee of R600+. We charge less than one hour of your time, and by using the software we can assure you that you will save at least 2 hours per month on invoicing, following up on invoices and ensuring that your clients keep their appointments. We also don’t charge a setup fee, training costs or support costs.

Lastly, we’re constantly looking for ways to make the software easier and more powerful for your practice. These features will not cost you anything more and are normally just available when you login to your account.

The way forward for your training…

We use a training series spread over 14 articles, which covers certain features of the software. To be proficient with the software, you need to know how to update the settings, create a client, create your invoice templates, create an appointment, invoice the appointment, allocate a payment for the invoice and follow up on overdue invoices. I will cover each of these in separate emails and reference the User Manual (which you should have received in our initial email to you).

If there’s anything else that you need right now, let us know. We’re really looking forward to helping you through this learning process, and also getting your feedback in terms of whether it’s working or not.

PS. If you want to see testimonials from existing clients, you are welcome to go to https://www.smemetrics.com/category/reviews/