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Invoicing accepted quotes

The quote's own card on the Quote page; the patient's portal; Settings, Fees and quotes, Quote invoicing.

Where the organisation has Invoice accepted quotes automatically switched on, a quote the patient accepts is invoiced without anybody pressing anything. A patient accepting in their portal is recorded as accepted straight away; a quote marked accepted in Fedelsoft is found within five minutes. Invoicing waits for a quiet period after the patient's latest acceptance, two hours unless the organisation has changed it, so a patient accepting several quotes in one sitting is weighed up once.

The invoice comes from the organisation where the treatment is done: the operation's hospital, or otherwise the place the quote is for, whichever organisation wrote the quote. A practice's quote for an operation at a hospital, with the surgeon's, anaesthetist's and hospital's fees on it, is invoiced by the hospital, which collects the whole and passes on the surgeon's and anaesthetist's fees as it does for any of its invoices. It is that organisation's switch, quiet period and team that apply, and the patient hears from it.

A quote with nothing surgical on it is invoiced in full, and the invoice is emailed to the patient with a way to pay and put on their portal. A surgical quote is invoiced for the hospital's deposit only: the operation's invoice is made from the quote and the deposit is asked for, exactly as a booking coming off provisional asks for it. Where the operation already has an invoice, that invoice is used only if it already bills this quote, or has no procedures on it yet. One that bills another quote, or carries procedures entered by hand, is left as it is and the quote is not invoiced: its card says Not invoiced and why, the booking form marks it Not invoiced under Use this quote, and a person decides there whether to bill this quote on that invoice instead, or leaves it. A surgical quote with no operation date yet waits, and its deposit is asked for once the operation is dated. A deposit is never asked for twice. An expired quote, a declined one and one already invoiced are never invoiced automatically; quotes already accepted on the day it was switched on are left alone.

Quotes do not go alongside one another unless Allow other quotes alongside this one is ticked on them, which can be done on the quote's card until it is sent. Where a patient has accepted more than one quote and any of them is unticked, nothing is invoiced: the patient is emailed, and asked on their portal, which they meant. With two quotes they choose Both, Replace or Not sure; with three or more they tick the ones to go ahead with, all of them ticked to begin with. The same happens when a quote is accepted after another has been invoiced, and the invoice already sent stays as it is until they answer. Each answer acts at once and is written on the patient's record with the time.

Both invoices each quote. Replace, or a choice of some, marks the quotes not chosen Declined and voids their invoices; anything paid on them moves to the invoice of the quote going ahead. Where that comes to more than the invoice owes, the rest is kept as the patient's credit and the team is given a task. Where the quote going ahead has no invoice yet, because it is surgical and not yet dated, the money is held as credit for it and goes onto its invoice when the deposit is asked for. Not sure gives the team a task to contact the patient.

With no answer, the patient is reminded after three days and the team given a task after seven, unless the organisation has changed either. The task goes to the people named under Contact the patient in Settings, or, where nobody is named, to those told of bookings; it is one task on each of their lists, done for all when one of them finishes it, and each is sent a notification in Fedelsoft.

Once a quote the patient accepted in their portal goes ahead, after the quiet period or once they have answered which of several quotes they meant, Fedelsoft does the booking work it can and gives a task only for what a person has to arrange. A surgical quote is put on a booking form: the one already carrying the same procedures, or the patient's one empty booking form still to come, or a new one. It never goes on a form carrying another operation, since a patient may have operations in stages, and where it cannot tell which form to use the task says so. Then, unless the operation is dated and a second pre-operative consultation, held or booked, falls at least seven days before it, the admins are given Book surgery date and second preop, with whichever part is already in place left out. Without a date, the task gives the earliest day surgery can be booked, seven days after the second consultation. A quote with nothing surgical on it gives Book treatment, only where the patient has no appointment to come with that organisation. Where nothing needs booking, no task is made.

These tasks go to the people named under Admin tasks in Settings, Quote invoicing, at the organisation where the operation or treatment takes place, or, where nobody is named, to those told of bookings. It is one task for all of them, done when any of them completes it, and it opens on the patient and the booking form. Fedelsoft writes the patient's acceptance onto the quote itself, at the package they chose, whether or not the organisation invoices accepted quotes automatically. Only if that write fails is anybody given Record quote acceptance: open the quote and press Accept, at the package the task names.

When a patient accepts a quote by telephone, by email or in person, record it on the quote's card: Accept, or Accept Standard, Accept Enhanced or Accept Ultimate where the quote offers packages, pressed twice. The quote is then accepted at that package and locked, it is written on the patient's record, and where invoicing is switched on its quiet period starts as if the patient had accepted it in their portal.

On the quote's card, a question still waiting lists its quotes with a tick each; Proceed, pressed twice, goes ahead with those ticked and marks the rest Not proceeding, voiding their invoices the same way. Reinstate puts a quote marked Not proceeding back, to be weighed up again. Invoice, pressed twice, invoices an accepted quote at once by the same rules, and refuses one already invoiced. Where that invoice has been voided, the quote is no longer counted as invoiced: Invoice takes up the invoice now on the operation, made from the right quote, or makes one. The card says what has happened to the quote; where invoicing stopped part way it says why, and Try again picks it up once it is put right.