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Before you record your first patient visit, take the time to configure your workspace correctly. The details you enter here — your clinic name, locations, insurer schemes, and team roles — flow through to every invoice and claim Sigma generates. Getting them right upfront means your claims go out clean, your payments reconcile accurately, and your team members have access to exactly what they need to do their jobs.

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Clinic Details

Your clinic details are the foundation of every document Sigma produces. Navigate to Settings → Clinic Profile to enter or update the following:
  • Clinic name — enter your registered trading name exactly as it should appear on invoices and insurance claims
  • Country — Sigma uses this to apply the correct regulatory context and date/currency formatting
  • Physical address — the primary address of your clinic or head office
  • Contact number and email — the contact details insurers and patients will see on billing documents
Your clinic name and address are printed on every invoice and included in every claim submission. If these details are incorrect, insurers may reject claims due to payer or provider mismatches. Update them before you submit your first claim.

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Locations

If your clinic operates across more than one site, add each location as a separate entry in Sigma. Navigate to Settings → Locations and click Add Location for each site. For each location, provide:
  • Location name (for example, “Main Branch” or “North Campus Clinic”)
  • Physical address
  • Contact number
Once locations are configured, billing records and claims can be attributed to the specific site where care was delivered. This is especially important for multi-location clinics that report revenue by site or submit claims under location-specific provider numbers.
If your insurer requires a separate provider number for each location, add it to the location record so Sigma can include it automatically on claims submitted from that site.

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Insurer Schemes

Add every medical aid scheme and private insurer your clinic bills before you register patients. Navigate to Settings → Insurer Schemes and click Add Scheme for each payer. For each scheme, enter the following:
  • Scheme name — the full name of the medical aid scheme or insurer as it appears on patient membership cards
  • Payer ID or scheme code — the unique identifier your insurer requires on claim submissions
  • Claim submission address — the electronic or postal address where claims are sent
Once schemes are saved, you can link individual patient records to their membership. Sigma uses those links to pre-fill scheme codes, membership numbers, and payer details when you prepare a claim — eliminating manual lookups and reducing the risk of rejected submissions.
Submitting claims with an incorrect payer ID or scheme code is one of the most common causes of insurer rejection. Verify each scheme’s details directly with your insurer or scheme administrator before going live.

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Team Accounts

Invite your staff to Sigma before you begin recording patient visits. Navigate to Settings → Team and click Invite Member. Enter each team member’s work email address and assign them a role. Roles control which modules and data each person can access:
  • Admin — full access to all modules, including user management, scheme configuration, revenue dashboard, and system settings across all locations
  • Billing Staff — invoice creation and management, claim preparation and submission, and remittance recording
  • Claims Staff — claim submission and status tracking, rejection review, and resubmission workflows
  • Finance — payment reconciliation, remittance advices, outstanding balance reporting, and financial exports
  • Reception — patient registration and encounter creation; no access to financial reports or claim details
  • Clinician — read access to encounter records relevant to their patients; no access to billing or financial data
Each team member receives an invitation email and sets their own password. Never share login credentials between staff — Sigma’s audit log records actions by individual user, so shared accounts make it impossible to trace who made a change.

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Testing Your Setup

Before you go live with real patients, run a test patient through the complete billing cycle to confirm that your workspace is configured correctly.
1

Register a Test Patient

Create a patient record with a placeholder name (for example, “Test Patient — Training”). Assign them to one of your configured insurer schemes and enter a test membership number.
2

Record a Visit and Generate an Invoice

Open the test patient record, start a new encounter, and attach a sample charge from your fee schedule. Finalise the encounter and confirm that an invoice is generated with the correct line items, scheme code, and clinic details.
3

Prepare a Claim

From the test invoice, click Prepare Claim and verify that Sigma pulls through the correct scheme code, payer ID, and patient membership details automatically. Check that all required fields are populated before you would submit.
4

Confirm and Clean Up

Once you’ve confirmed the data flows correctly, delete or archive the test patient record so it doesn’t appear in your live patient list.
If any scheme codes, payer IDs, or clinic details appear incorrectly during your test, return to the relevant settings section to correct them before processing real patient data.
If you need help configuring your workspace, the Sigma onboarding team will walk through your clinic’s workflow with you step by step. Contact hello@sigmaconnect.org to schedule a setup session — most clinics are fully configured within a single day.

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Next Steps

Quick Start

Return to the Quick Start guide to record your first patient visit, invoice, and claim.

Billing

Learn how to manage fee schedules, billing rules, and invoice workflows at scale.

Claims

Dive into claim lifecycle management, rejection handling, and resubmission workflows.

Payments

Understand remittance matching, partial payment handling, and reconciliation reporting.