Creating a Quote

If a patient does not have any previous quotes clicking on the Quotes section of their record will automatically open to the Quote Creation screen. Otherwise, a new quote can be created by clicking the button, filling out the New Quote Form, and clicking .

Filling out the New Quote Form

When filling out the quote it is generally best to start at the top right and work down the form.  

1. First, select the provider who will be completing the procedure if your practice has multiple providers. This will affect many options in the quote such as available procedures, facilities, and pricing based on the configuration for each provider.
2. Select the appropriate Quote Template from the dropdown. This will impact the appearance of the quote including the text at the top and bottom of the quote as well as the confirmation items listed in any linked appointments.
3. If the quote should only be valid for a certain number of days ensure the correct number is entered. A defaulted expiration date is entered based on the selected quote template. If the quote does not expire enter a value of 0.
4. Procedure Lines – New quotes have one procedure line added by default.  Additional lines can be added by clicking the icon. Any blank lines are automatically removed when saving the quote.
   1. Adding a procedure – Click in the black space to activate the Procedure line and select the procedure to be quoted. A listing of pre-configured procedures is available by either typing a partial procedure name and selecting it from the resulting search results or clicking on the icon. However, procedures can be manually entered by not selecting an entry from the list. When manually entering procedures, it will be necessary to enter all pricing, duration, and supply information.
   2. If quoting a procedure on the provider’s procedure list the cost will automatically be entered. However, it can be overridden by clicking in that cell and typing in the correct price.
   3. A discount can be added either by a % or a total amount.   A discount reason can be selected from a pre-configured list of options.
      1. To remove a % discount or discount reason select the blank option at the top of the drop-down lists.
   4. A service or procedure can be removed from the quote by clicking the  icon.
5. Supply Items – Procedures can be configured to automatically include surgical supplies, products, packages and other inventory items.  They can also be manually added, removed, or modified similarly to services and procedures.
   1. Add a new item by clicking the blue  icon to the right of Supplies. In the description box type the name of the item.
   2. The price and quantity can be modified by clicking into the respective boxes.
   3. A supply item can be removed by clicking the  icon.
   4. When a quoted procedure is completed any attached inventory items will be removed from inventory.
   5. Packages that are added as supply items are available to the patient either at the completion of the procedure or after the first payment is applied to the quote based on a setting in the package configuration.
6. The location of the procedure should be the location the procedure will be performed.
7. The Duration of the surgery. This can be loaded automatically based on the provider and procedure combination.
8. Facility Fee – the amount charged to use the surgery facility. This can be calculated automatically based on the provider, location, duration, and a pre-configured fee schedule. This can be configured to be billed separately or combined with the provider’s fees.
9. Consultation Credit – If patients are charged a consultation fee that is later credited towards their surgery the credit amount can be entered here. This can also be pre-configured based on the selected Quote Template.
10. Anesthesia Type – The Type of Anesthesia to be used
11. Anesthesia Group – The anesthesiologist to be used.
12.  Anesthesia Fee – The amount charged by the Anesthesiologist.  This can be calculated automatically based on the anesthesia group, duration, and a pre-configured fee schedule. This can be configured to be billed separately or combined with the provider’s fees.
13. Scheduling Fee – If enabled, the scheduling fee box will display the deposit required to schedule an appointment.  By default, the quote template can be configured to calculate a deposit based on a specified percentage of the quote.  Otherwise, the dollar amount can be entered on an individual quote basis. If a scheduling fee has been specified there will be an additional option to bill the patient the specified amount when checking out. See Billing a Quote for more information.
14. Message – Any patient specific information that should be included on the printed quote
15. The total amount billed to the patient is indicated. This will include Facility and Anesthesia fees even if billed to the patient separately.