Switching to GreenNotes
Moving your practice to GreenNotes. We bring your data with you.
Most of the work in switching is setting up your practice, bringing current patients across and enrolling for claims. GreenNotes Clinical starts the day you sign up; billing and claims follow once enrolment is complete. We import your clinical data for you, free and with a fast turnaround, and regenerate back-dated invoices so outstanding accounts come with you.
The short version
Seven pieces of work, and who does them.
Timings depend on your practice. Where they depend on something outside your control, the table says so.
| Task | Who | How long |
|---|---|---|
| Start GreenNotes Clinical | The practice owner | Minutes: the account and 14-day trial activate on sign-up |
| Set up the practice and invite the team | Practice owner or manager, in the web portal | Depends on the size of the team and how much you customise |
| Bring current patients across | Your front desk, with the tools below | Gradual, if you add patients as they are seen; quicker with intake forms and the scanner |
| Import your clinical data | GreenNotes, from the export you send us | Fast turnaround, free of charge |
| Import outstanding billing | GreenNotes, from your billing export | Back-dated invoices regenerated for open accounts |
| Set up Billing and Medical Aid Claims | Your practice, with GreenNotes assisting enrolment | Depends on claims enrolment and provider verification |
| Train the team | Your team, with tutorials, webinars and support | Depends on your team; tutorials and webinars are free |
1 · Clinical setup
Account, team and practice settings.
Sign up in the web portal at app.greennotes.co.za with Google, Apple or email. The practice is activated immediately with a 14-day free trial of GreenNotes Clinical, and a demo patient helps you find your way. Then sign in on the iOS or Android app, or keep working in the browser. Step-by-step guide.
Invite your team from the practice settings in the portal. Team members join with an invite code and get per-feature permissions (patients, consultations, notes, letters, tasks, calendar, intake and consent). Admin staff seats on Clinical are free.
Configure the practice: patient and consultation fields, practice branding and letterhead, custom intake forms and consent templates. Connecting a Google or Outlook calendar is optional.
Set up WhatsApp and SMS: use the GreenNotes WhatsApp number, or connect your practice’s own WhatsApp Business number, for appointment reminders, billing notices and sending documents such as consents, scripts and letters.
2 · Patients and records
Your records, imported for you.
Current patients. Add patients as they book or arrive. Send remote intake forms so patients complete their own details before the visit. In the mobile apps, the document scanner reads a photo or PDF of an ID, medical-aid card or chart and proposes the patient details for you to check before saving. With Medical Aid Claims, a FamCheck can add a member’s dependants as patients in one step.
Historical records. Export your clinical data from your current system and send it to us. Our import service brings it into GreenNotes for you, free of charge and with a fast turnaround. Check the imported records once they are in.
3 · Billing and claims
Enrolment first, then the first claim.
Choose your products in a demo. GreenNotes Billing is priced per seat for each team member who works in Billing. Medical Aid Claims is a Billing add-on with per-seat and usage fees. Live Pricing (Medprax) is an optional practice-wide subscription. There is no free trial of Billing.
Complete claims enrolment. Claims need enrolment, a verified provider, and claims permission for each staff member who submits them. GreenNotes assists with enrolment. You will need your practice number: see the BHF practice number guide.
Set up invoicing: your cash price list, reusable macros for common item combinations, overdue notices for statements, and who may capture payments, adjust fees, write off balances or approve refunds.
Using a billing bureau? Send a link request with the bureau’s join code. Once the bureau accepts, it assigns staff to your practice on free seats, at no cost to you.
Bring outstanding accounts across. Our billing import service automatically regenerates back-dated invoices from your billing export, so balances still owed can be followed up in GreenNotes Billing. Agree how claims already submitted from your previous system will be finished.
4 · Training and support
Help while your team learns.
- Video tutorials for intake forms, AI notes, letters, the calendar and custom fields.
- A guided tour inside the web portal.
- Free live demo webinars for Clinical and for Billing, several times a month, with questions answered live.
- Email support at help@greennotes.co.za, answered within one business day during South African office hours (Monday to Friday).
- On the Practice plan: custom onboarding, tailored deployment and a dedicated account manager.
5 · Your data on the way out
Know how you leave before you arrive.
Any time: export patient records, letters and consents as PDFs with your practice header; export billing data and reports to Excel.
When a subscription ends: your records stay available read-only for six months, with a bulk export in a commonly used, machine-readable format. After that, or earlier if you ask in writing, they are deleted from active systems within 30 days, and from backups within 180 days.
If a trial ends without a payment method: the subscription is suspended, but existing records remain available to view and export.
The commitments are in the Data Processing Agreement (section 12) and the Privacy Policy.
Responsibilities
What we do. What your practice does.
| Area | GreenNotes | Your practice |
|---|---|---|
| Account, trial and subscriptions | Activates the account; manages subscriptions in the portal | Chooses products and seats; keeps a payment method in place |
| Practice setup | Provides fields, branding, letterheads, permissions, intake and consent templates | Configures them and decides who can do what |
| Patient information | Provides patient records, the document scanner and remote intake forms | Captures and checks patient details; obtains consent |
| Clinical data import | Imports your clinical data into GreenNotes, free of charge, with a fast turnaround | Exports the data from the previous system and sends it to us; checks the imported records |
| Billing data import | Regenerates back-dated invoices for outstanding accounts | Supplies the billing export; reviews the regenerated invoices and balances |
| Claims enrolment | Assists with enrolment and provider verification | Supplies practice and provider details; assigns claims permission |
| POPIA | Acts as operator under the Data Processing Agreement | Remains the responsible party: consent, Information Officer, PAIA manual, retention |
| Leaving GreenNotes | Six months of read-only access and a bulk export | Exports what it needs within that period |
Questions
Good questions. Straight answers.
Can GreenNotes import my records from my current system?
Yes. We offer a free, fast-turnaround service that imports your clinical data into GreenNotes: export your records from your current system and send them to us, and we bring them across for you. For billing, our import service automatically regenerates back-dated invoices, so you can keep managing accounts that are still outstanding.
How do I get current patients into GreenNotes quickly?
Add patients as they book or arrive. Send remote intake forms so patients complete their own details before the visit. In the mobile apps, photograph an ID, medical-aid card or chart and the document scanner proposes the patient details for you to check. With Medical Aid Claims, a FamCheck can add a member’s dependants as patients in one step.
How long does it take to switch?
Clinical can start the day you sign up: the account and the 14-day trial activate immediately. Billing and claims take longer because claims enrolment and provider verification have to be completed first; GreenNotes assists with enrolment. Importing your clinical data is free and has a fast turnaround.
What happens to claims and balances in my old system?
Our billing import service automatically regenerates back-dated invoices for your outstanding accounts, so you can follow them up in GreenNotes Billing from day one. Agree in your billing demo how claims already submitted from your previous system will be finished.
Can I get my data out of GreenNotes if I leave?
Yes. During your subscription you can export records, letters and consents as PDFs and billing exports and reports to Excel. When a subscription ends, records stay available read-only for six months with a bulk export in a commonly used, machine-readable format, and are then deleted.
What happens when the free trial ends?
With a payment method in place, the Clinical subscription can move to paid access. Without one, it is suspended: existing records remain available to view and export, while new records, edits and AI need an active subscription.
Does a larger practice get help with onboarding?
Yes. The Practice plan includes custom onboarding, tailored deployment and a dedicated account manager. Any help beyond the standard setup is agreed with you in advance.
Talk it through
Tell us what you use today.
Start the Clinical trial to see the record for yourself, or book a demo to plan your data import, billing and claims enrolment.