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Clinic Manager Features

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Clinic Manager boasts an extensive array of features perfect for your facility. These features have been developed in conjunction with leading experts in the field to ensure ease of use and efficiency. The following is just a sample of what Clinic Manager has to offer.

  • New Admissions: Easily register patients for the first time with all the necessary details captured in one place.
  • Re-Admissions: Quickly admit patients who have previously been with us, with their records seamlessly retrieved and updated.
  • Pre-Admissions: Allow patients to complete admission steps ahead of time, reducing waiting periods on the day of admission.
  • Medical Aid Validation – realtime validation with major medical aids.
  • Identity  Number Validation.
  • Our daily database backups can be copied to your choice of off-site backup solution, to keep your data safe and secure in case of disaster.
  • Automated Daily Backups – A backup is created when the day-end process runs, ensuring your data is always protected.
    Manual Backup Option – Run a backup at any time with a simple manual option for added flexibility.
  • Off-Site Backup Ready – Daily database backups can be copied to your preferred off-site backup solution, keeping your data safe and secure in case of disaster.
  • Have control over truant patients with our full bad debt management system. Our blacklist facility allows patients that still owe money to be blocked from re-admission.
  • Blacklist Facility – Patients with unpaid balances can be blocked from re-admission, ensuring financial accountability.
  • Flexible Blocking Options – Patients can be fully restricted from admission for any reason, as determined by your clinic’s policy.
  • Supervisor Override – Staff can process an admission with a supervisor’s override password when exceptions are needed.
  • Automated Notifications – Alternatively, patients may still be admitted, but a pre-set list of recipients is instantly notified by email, keeping all stakeholders informed.
  • Clinic Manager provides a full billing system allowing for Fixed Fee or Fee For Service (ward rates, tariffs and stock) Billings to be applied to accounts with ease.
  • Flexible Billing Options – Apply Fixed Fee or Fee-for-Service billing (including ward rates, tariffs, and stock) directly to patient accounts.
  • Pricing Agreements Supported – We cater for agreements with NHN, DHASA, Namaf, Netcare Akeso, Lenmed, and more.
  • Integrated Tariffs & Rates – Easily manage ward tariffs, professional fees, and consumable stock charges.
  • Medical Aid & Scheme Compatibility – Seamlessly apply scheme-specific billing rules and reimbursement structures.
  • Package & Global Fees – Support for bundled or package-based billing for procedures and treatments.
  • Audit & Reporting Tools – Generate detailed billing, reconciliation, and audit reports for full transparency.
  • Credit Control Integration – Aligns with bad debt management and blacklist features for financial protection.
  • Case management controls allow the sending of update, authorisation and account e-mails to medical aids through Clinic Manager.
  • Authorisation Management – Capture and track authorisation requests for admissions, procedures, and treatments.
  • Ongoing Case Updates – Send regular updates to medical aids on patient progress, length of stay, and treatment changes.
  • Account Submissions – Submit billing and supporting documents electronically for faster processing.
  • Length of Stay Monitoring – Track authorised days and request extensions when required.
  • Clinical Coding Integration – Link ICD-10, comorbidities, and CPT coding to cases for accurate submissions.
  • Document Management – Store and attach supporting clinical and financial documents for easy retrieval.
  • Communication Logs – Keep a full history of all correspondence with funders for transparency.
  • Alerts & Reminders – Automated prompts for expiring authorisations or pending updates.
  • Real-Time B2B Integration via Medikredit – For select medical aids, authorisations can be performed instantly within Clinic Manager, with real-time replies, reducing delays and improving patient admission flow.
  • Clinic Manager is fully integrated with EDI vendors MediKredit and SWITCH, allowing for real-time claim submissions and responses.
  • Electronic Data Interchange (EDI) Integration – Submit claims directly to medical aids and funders without manual intervention.
  • Single Real-Time Claim Submissions – Process individual claims instantly for immediate feedback.
  • Real-Time Claim Responses – Receive instant acceptance, rejection, or query notifications from funders.
  • Automated Rejections Handling – Identify rejected claims with clear error codes and resubmit effortlessly.
  • Claim Tracking & Status Reports – Monitor the progress of every submitted claim with full visibility.
  • Remittance Advice Integration – Reconcile payments and remittance advices directly against submitted claims.
  • Compliance with Schemes & Tariffs – Validate ICD-10, CPT, tariffs, and scheme-specific rules before submission to minimise errors.
  • Secure Data Transmission – Ensure claims are transmitted safely and meet all regulatory standards.
  • Real-Time B2B Integration via MediKredit & SWITCH – For supported medical aids, claims can be submitted and processed instantly within Clinic Manager, with real-time replies that speed up reimbursements and strengthen cash flow.
  • Clinic Manager boasts full credit control functionality.
  • Multiple Access Points – Perform credit control actions directly from patient accounts, billing screens, or admissions, giving staff flexibility in workflow.
  • Dedicated Credit Control Panel – A centralised dashboard designed for credit controllers, offering a consolidated view of all outstanding accounts for easy monitoring and action.
  • Ageing Analysis – Track outstanding balances by 30/60/90/120-day buckets for effective prioritisation.
    • Automated Alerts & Flags – Highlight patients with overdue accounts or payment risks during admission or billing.
  • Blacklist & Hold Functions – Restrict or flag patients with bad debt to prevent further admissions without clearance.
  • Supervisor Override – Allow exceptions through secure override controls, maintaining flexibility where clinically necessary.
  • Payment Plan Management – Record and monitor repayment arrangements directly within the system.
  • Credit Notes & Adjustments – Apply authorised corrections to accounts with full audit tracking.
  • Integrated Reporting Tools – Generate daily, weekly, or monthly reports on debtors, collections, and risk exposure.
  • Export & Communication – Send debtor reports or reminders to management, finance teams, or collection agencies.
  • Clinic Manager is fully integrated with both iQest and Surgicom to allow daily automated stock price updates, ensuring your facility is always charging the correct amount for any stock issued.
  • iQest Integration – Automated daily updates for pharmaceutical and medical stock prices.
  • Surgicom Integration – Seamless daily updates for surgical and medical device pricing.
  • Medikredit Namibia Price File – Direct integration for daily updates, ensuring compliance with the latest Namibian price regulations.
  • Manage your patients with ease with our patient management system. All details pertaining to a patient can be captured (either during or post admission) and documents and webcam pictures can be attached to the patient profile.
  • Patient Profile & Record Management: Comprehensive Patient Profiles – Store personal, demographic, medical aid, and next-of-kin details in one secure record.
  • Admission & Post-Admission Updates – Capture and update information at any point in the patient journey.
  • Medical History Recording – Maintain past admissions, diagnoses, treatments, comorbidities, and allergies for complete continuity of care.
  • Document Management – Attach IDs, consent forms, clinical notes, and other supporting documents to patient profiles.
  • Webcam & Photo Capture – Capture and store patient photos for quick, secure identification.
  • Family & Guarantor Links – Connect dependents or guarantors to streamline billing and case management.
  • Audit Trail – Full tracking of changes made to patient records for compliance and accountability.
  • Search & Quick Access – Powerful search and filtering tools make finding patient files effortless.
  • Secure Access Controls – Role-based permissions ensure patient confidentiality and data protection.
  • Patient Communication Features: SMS & Email Notifications – Send appointment confirmations, reminders, and follow-up communications directly from the system.
  • Balance & Billing Reminders – Notify patients about outstanding balances or account updates in real time.
  • Health & Wellness Updates – Share educational messages or care reminders to improve patient engagement.
  • Automated Alerts – Trigger notifications for critical events, such as admission status changes or pending authorisations.
  • Clinic Manager provides a full pharmacy system allowing for the receiving of stock, the management of stock, the issuing of stock, as well as a full stocktake module.
  • Stock Receiving – Capture and reconcile incoming stock seamlessly, including direct integration with Surgicom for supplier-linked updates.
  • Stock Management – Track quantities and movement of pharmaceuticals and consumables in real time.
  • Stock Issuing – Dispense stock to wards, theatre, or patients with automatic posting to billing and patient accounts.
  • Stocktake Module – Perform full or cycle counts with variance reporting for accurate stock control.
  • Retail Pharmacy Integration – Connect with ComputAssist and ProPharm retail systems to ensure smooth stock synchronisation between hospital and retail outlets.
  • Automated Price Updates – Sync with price files to guarantee correct, compliant billing.
  • Batch Tracking – Monitor batch numbers and recalls for full pharmaceutical traceability.
  • Audit Trail – Maintain a complete history of stock movements and adjustments for compliance and accountability.
  • Role-Based Access – Secure dispensing and stock control functions with permissions tailored to pharmacy staff.
  • Clinic Manager provides a full quoting system. Quotes can be printed or e-mailed.
  • Accurate Cost Estimates – Generate quotes based on ward rates, tariffs, procedures, stock items, and services.
  • Patient-Friendly Formats – Quotes can be printed for in-person discussions or emailed directly to patients for convenience.
  • Customisable Inclusions – Add or remove items to reflect specific treatments, procedures, or patient requests.
  • Medical Aid & Private Patients – Create quotes aligned with scheme rates for medical aid members or tailor transparent, all-inclusive quotes for private patients.
  • Version Control – Save multiple revisions of quotes as treatment plans or requirements evolve.
  • Audit Trail – Keep a record of all generated quotes for compliance and financial tracking.
  • Clinic Manager offers over 300 standard reports, giving your facility full visibility and control over clinical, financial, and operational performance.

    • Key Reporting Areas Include:
  • Age Analysis – Monitor outstanding accounts across 30/60/90/120-day categories.
  • Credit Control Reports – Track debtor activity, bad debt exposure, and payment trends.
  • Audit Trails – Review all system activity for compliance and accountability.
  • Debtor’s Control – Analyse balances, payments, and collection effectiveness.
  • Billing Analysis – Gain insights into billing trends, revenue streams, and service utilisation.
  • Fixed Fee vs Fee-for-Service – Compare performance across different billing models.
  • Patient Stay Analysis – Evaluate average length of stay, occupancy, and utilisation metrics.
  • Operational & Clinical Reports – Access real-time data to support decision-making across departments.

    • Custom & Ad-Hoc Reporting
  • In addition to the 300+ prebuilt reports, Clinic Manager empowers facilities to create their own custom reports:
  • Ad-Hoc Queries – Generate on-the-fly reports for management meetings or audits.
  • Export Options – Output reports in multiple formats (Excel, PDF, CSV) for deeper analysis or distribution.
  • Dashboards & Visuals – Build interactive dashboards to track KPIs in real time.
  • Role-Based Access – Control who can design, view, or export custom reports to maintain data security.

    • Management Reporting
  • For leadership and executives, Clinic Manager provides tailored reporting to support strategic decision-making:
  • Financial Performance Reports – High-level insights into revenue, expenses, and profitability.
  • Departmental Summaries – Compare performance across wards, theatres, pharmacy, and outpatient services.
  • Key Metrics – Monitor occupancy rates, average length of stay, and case mix.
  • Trend Analysis – Identify growth opportunities and spot early warning signs from historical data.
  • Board-Ready Reports – Generate professional summaries for presentation at management and board meetings.
  • Scheduled Reporting – Automate daily, weekly, or monthly report delivery to executives by email.
  • Our robust security system is fully compliant with the POPI Act and allows for multi-factor authentication, ensuring your data is protected at all times. Parts of the system can also be restricted for certain users, ensuring that each department or staff member at your facility can only access the functionality related to their daily tasks.
  • Screen Access Limits – Control access at a granular level so staff can only view the screens relevant to their roles.
  • Role-Based Restrictions – Departments and individual staff members are restricted to functions tied to their daily tasks, reducing risk and improving accountability.
  • Password Policies – Enforce strong password requirements that meet or exceed industry standards.
  • Multi-Factor Authentication (MFA) – Add an extra layer of protection beyond passwords to prevent unauthorised access.
  • POPI Act Compliance – Fully compliant with the Protection of Personal Information Act, safeguarding patient confidentiality and sensitive data.
  • Audit Trails – Track all user activity across the system for transparency and regulatory compliance.
  • Data Encryption – Protect sensitive information both in transit and at rest.
  • Session Management – Automatic timeouts and session controls to minimise unattended workstation risks.
  • Clinic Manager boasts numerous SMS and e-mail functionality, allowing for messages or documents to be sent to patients, staff or doctors upon admission (or at any time during a patient’s stay). Need a survey sent out after a patient is discharged? Not a problem.
  • Admission & Discharge Notifications – Keep patients and families updated with admission confirmations or discharge alerts.
  • Account & Balance Alerts – Notify patients about outstanding balances, payment confirmations, or deposit requests.
  • Authorisation & Case Updates – Send real-time updates to medical aids, doctors, or patients regarding case progress.
  • Custom Patient Messaging – Share health tips, wellness campaigns, or facility updates with targeted groups of patients.
  • Automated Notifications – Trigger SMS or email alerts based on system events, such as pending authorisations, overdue accounts, or credit control actions.
  • Secure Communication Logs – Maintain a record of all sent messages for accountability and compliance.
  • Flexible Delivery Options – Choose between SMS, email, or both, depending on patient preference.
  • We maintain and update tariff changes as provided by the NHN, DHASA, LenMed and NetCare, ensuring your facility is always up-to-date with the latest negotiated prices.
  • Automated Tariff Updates – Regularly maintain and update tariff changes as provided by NHN, DHASA, LenMed, and NetCare.
  • Seamless Integration – Updated tariffs flow directly into billing, reducing errors and manual adjustments.
  • Multi-Scheme Compatibility – Apply different tariff structures depending on the medical aid or scheme rules.
  • Historical Tariff Tracking – Retain past tariff versions for reference, auditing, and backdated claims.
  • Consistency Across Modules – Ensure tariffs are reflected correctly in admissions, quoting, billing, and claim submissions.
  • Revenue Protection – Eliminate underbilling and safeguard against rejected claims caused by outdated tariffs.

Can't find the feature you need?

Clinic Manager is a completely customizable solution designed for hospitals and clinics. The features listed on our website only scratch the surface of what the platform can do.

To see the full power of Clinic Manager and get a comprehensive overview of its features, please contact us to schedule a demo.

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