Help / Clinics and appointments

Quotes

On the appointment, under Quotes; and the Quote page itself.

When a patient accepts a quote, in the portal or recorded by staff, they are sent one email in the organisation's letterhead to say it is recorded and what happens next. It is sent once for each quote.

A patient who has had a first consultation, with a letter and a quote from the same surgeon, is invited by email to book a second consultation ten days after the later of the two, for the surgeons an organisation has switched this on for. It is sent once, at ten in the morning, in the surgeon's name and the organisation's letterhead, and not to a patient who has a second consultation, an operation or a booking form, or has decided on the quote. A patient can be left out: on their record, under Settings, tick Do not send the second-consultation invitation, and untick it to restore it.

A quote that has gone to the patient is revised by the people who may send it: whoever made it, the surgeon it is for, and anyone who holds quote access in Fedelsoft (a Director, IT Support or the Quotes menu). Revise and Reinstate are on the page for them and not for anyone else, who can still read the quote. Flag, at the foot of the quote, says what is wrong with it: the surgeon is given a task (or, where the quote names no surgeon, the organisation's Directors are), the flag is listed on the quote for everyone to see, and the surgeon clears it once the quote is put right.

Where the patient's organisation has the patient portal, the Send card says whether the quote is on the patient's portal. A quote is on the portal, for the patient to read and accept, only once it has been sent or shared; one still being written is not, and nor is a provisional one. Share to portal puts it there without an email: like Send, it marks the quote Submitted, so from then on it is revised rather than changed, and the patient is emailed to say there is a new quote in their portal. Where the patient has never been invited to the portal, the same press invites them instead, and they find the quote there. The first press says what will happen, with the address an invitation goes to and anything their portal will show that may surprise them, such as money outstanding; the second press does it. The card then says the quote is on their portal and when they were told.

Send has a To box and a Copy to box. Leave To empty for the patient's own address, and put one or more addresses in Copy to, separated by commas. A quote already sent has Send again, to the patient or another address; it goes as a fresh email and leaves the quote as it was. Every send is written on the patient's record.

A quote built from a patient's own record belongs to the patient and to no appointment, which is how somebody is quoted outside a clinic. An appointment's Quotes section lists those under "On the patient, not on an appointment", so a quote meant for that visit is visible rather than missing, and Attach puts one on the appointment you are looking at. The ones that still stand are shown and the lapsed ones fold under Expired, judged the same way the quote itself says it is valid until: the set's own validity date, or ninety days from the quote. A set holds a quote for each hospital, so it counts as still standing while any of them does. Attach works on a lapsed one too. A quote already on another appointment is not moved from there; open that appointment instead. Attaching is written on the appointment's log. Opening one of those quotes from the appointment brings you back to the same appointment.

A quote is built from the practice's own price schemes, and the page never works out a price on its own: every figure is the scheme's. A finished quote can be read back later without being changed.

The quote page opens on the quote itself. Across the top, under the patient's name, every quote on the set is a tab with its hospital, its total and whether it has been sent, and the one you are on is marked; New quote, the last tab, starts another on the same set, for another hospital or other procedures. Creating a quote opens it straight away.

On a quote that has not been sent, Add a procedure searches the price list and puts what you press straight onto the quote at that hospital's price; One-off adds something that is on no price list, with its three fees. Every fee on every line can be pressed and typed over, and the red remove asks on the line itself, turning red and saying Remove?, and takes it off on a second press.

The Discount card says what discount is on the quote, in words. Start from the practice's scheme fills in the procedure, anaesthetic and hospital columns; set any of them to a percentage off, a sum off, a figure it comes to or a capped percentage, then Apply, which shows what the quote would become and writes it on the second press. Recommended applies the organisation's own multiple-procedure discount. A discount applied this way is remembered, so when a procedure is added, taken off or repriced it is worked out again on the new lines. A discount typed in as a figure, or set before this, stays as it is when lines change, and the card says so; it also says what share that discount took off each fee, read from the quote before its lines changed or from the quote it revises, and Recalculate takes the same share off the lines as they are now, after which it follows them. Remove discount takes it off.

An item the organisation sells separately and never quotes, such as a supplement sent to the patient on its own, is not offered on quotes at all: the search does not find it, a procedure's packages do not put it on the set, a revision does not carry it over, and adding it by hand is refused with a reason. Quotes already written keep what is on them.

On a quote that has not been sent, each line in the quote's own table has a Patient can box: Fixed, Included or Optional. A fixed line is part of the quote and cannot be removed; an included line is on when the patient first sees the quote and they may remove it; an optional line is off and they may add it. Tick Procedure on the lines that count as procedures, which is what a multiple-procedure rule in a discount scheme counts. The package items on the quote set show under the lines as Extras the patient can add, optional and off until one is chosen. The bin beside one takes it out of this quote's choices only, which works even when another quote on the set has already been sent, and it is listed under Taken out of this quote with Put back to bring it back. The discount is chosen in the Discount card and nowhere else: under the table the card only says which scheme prices the choices, and shows the total as the patient first sees it and the lowest and highest they can reach. Where the patient has choices, a scheme picked in the Discount card stays a scheme, so it prices every choice, the quote's own discount and total are the ones the patient first sees, worked out on the lines that are on and not on optional lines that are off, and Save works the discount out again when what is on changes. Each change shows its totals at once, and Save keeps them. A quote that has been sent has none of this, because a sent quote is never changed in place.

Under each line, in grey, are the rules that touch it: that it needs another line, is needed by one, or cannot go with one. Open Rules and wording on a line to see them in full, to remove one, and to add one: a line can need another line or cannot go with it, and you can give a reason, which is what the patient reads where a line is held back. A new rule is for this quote only, because This quote only is ticked and the button says Add for this quote; untick it and the button says Add for every quote, and the rule then applies on every quote at the organisation that holds both items, including quotes already sent. Adding a rule, a text or taking an item out keeps any Fixed, Included, Optional, Procedure or scheme change you have made and not yet saved; Save is still what keeps them. The other-line box starts blank, and a finished rule leaves the form empty again. Straight after adding a rule, Undo takes it away again in one press. An organisation's rule can also be switched off for one quote with Not here, or removed for everyone with Remove, which asks twice. It follows the items: if a procedure family is approved, changed or undone later, the rules and texts carry on applying to whichever procedure each item then belongs to, and go back with it if the family is undone. Add refuses a rule that would leave the patient nothing they can choose. Rules and wording also holds what this adds and what the patient loses without it. The patient sees what a line adds while it is not in their quote, and what they lose without it only in a box when they untick it, which they must confirm. They save as you leave the box, for this quote, and for every quote too where Use for every quote is ticked.

The patient's name at the top of the page opens their record, where the record is yours to open, and Back on the record brings you back to the quote.

Discount, on a new quote, chooses the practice's own policy for a list of procedures done in one visit, and shows in plain words what it means before anything is priced with it. The schemes themselves are written in Settings, under Discount schemes, and the link is there for whoever may write them.

Searching under Procedures and items finds a procedure by its name, its code or its note. A procedure that comes in several versions, such as a breast reduction priced by breast size, is one row with the number of choices under it. Press it and its choices open beneath: Bilateral or Unilateral first where it has both, then the size or other choice for that side. The choice you press goes on the quote at its own price, with the side in its name and the choice in grey under it. Searching for one of the choices, such as gigantomastia, finds the whole procedure. Anything else is one row per procedure, with any note that tells two alike apart shown in grey under the name.

On a new quote, Hospital comes first, above the procedures, and lists the places on your own contact card where you have practising privileges. Choose one and every item the search offers shows its price there beside its name, and each item you have chosen shows its price there on its own line, with the procedure, anaesthetic and hospital fees under it and the total at the foot; until one is chosen no price is shown. Choose more than one and each gets its own column. Once items are chosen, a place that can price none of them is no longer offered, though one you have already chosen stays. A place your card marks inactive is not offered; to quote there again, mark it active on your card.

A chosen item with no price at an institution says so on its line, with boxes beneath it for the three fees: Apply uses them for this quote, and with the tick left on also saves them as that item's price there for every future quote. Create stays unavailable until every line has a price. What a discount scheme does to each fee, and any line with no operating time, are shown under the items for each institution.

A quote opened from the patient's record has a way back to it at the top.

Every line needs an operating time, because the anaesthetist and hospital fees are worked out from it. Each chosen item shows its operating time beside its name, so a nought nobody meant is visible without opening the procedure. A line without one stops anything priced by time, and the page names that line under the items, links its name to the procedure's own settings, and offers a box for its time in minutes. Saving writes the time to the procedure, so every future quote has it, and the prices are worked out again at once; on a one-off line typed in by hand the time stays on that line. A quote is never less than its dearest procedure costs on its own, and where a reduction would take it below that, the workings say so.

The procedure, anaesthetist and hospital fees are changed separately, each under its own heading in the Discount card. For any of the three you can take a percentage off, take a sum off, say what that fee is to come to, or take a percentage off up to a ceiling. The first press of Apply works it out and says what the lines come to, what would come off and what the quote would become, and nothing changes until you press again; change a figure after that and it is worked out and shown again first. On a quote already made, choosing a scheme under Discount scheme fills in the three fees from it and shows what the quote would become: a percentage, a sum or a figure in the scheme is carried across as itself, and anything else, such as a fee kept between two figures, as what that fee comes to on this quote. Change any of them before pressing Apply. Apply writes one line carrying all three, so every procedure still shows what it costs and the reduction is visible as its own line, on a quote with one procedure as much as on a quote with several. Recommended does the same thing from the scheme chosen under Discount scheme, or from the organisation's own recommendation where none is chosen, and says what it would do first in the same way. Any of them replaces whatever was on the quote rather than adding a second reduction, because every procedure keeps its own price and the reduction is always measured from that. A figure you type is the figure you get, even on a quote with one procedure on it; a figure worked out for you by Recommended is never taken below the dearest procedure's own price, and the workings say so when that happens. A procedure's name on the quote opens the procedure's own page, where its prices for every future quote are set. Any single figure can also be changed by hand: press a procedure, anaesthetic or hospital fee on any line, a discount line included, type the new figure and press Enter or click away, and only that fee on that line changes. Escape leaves it as it was. This changes this quote alone, never the price list.

Under the lines, the quote's own row gives the procedure, anaesthetic and hospital totals, each after the discount, beside the quote's total. On a quote that has not been sent, each of the three totals can be pressed and typed over: type what that column is to come to, such as 700 for the anaesthetic, press Enter or click away, and the discount is worked out to make it so. The other two columns keep the discount they had. A column cannot be made to come to more than its lines do before any discount; change a line's fee for that. The discount it sets is remembered like any other applied on the Discount card, and worked out again when lines change.

A line with a variant chosen on it, such as an adjunct to the procedure, shows the variant on its own row beneath it with its three fees, which are the variant's own as they stand today. They are part of every total: the columns, the quote's total, its packages, the PDF and email the patient receives, the tabs across the top, the appointment's Quotes section and the patient's Quotes tile all give the same figure for the same quote. The variant's fees are not discounted, so a column cannot be typed below what its variants come to; they are set on the procedure's own page.

A line can be taken off an unsent quote with the red remove beside it, on a second press. The reduction already on the quote stays what it was and is spread again across what is left, because it is a figure somebody meant.

WHO A QUOTE IS FOR. Under the patient's name at the top of the quote page, a line says who the quotes in this set are for. A quote you build is in your own name unless the set names a practitioner, so where you are building a quote for a surgeon, press Choose, type part of their name and press it: everybody with practising privileges at the practice is offered. The set then names them, every quote made in it afterwards is theirs, any quote in it not yet sent is changed with it, and the hospitals offered are the places that practitioner operates. Change does the same later. Once a quote in the set has gone to the patient the line says the practitioner is kept; revise that quote to make one for somebody else. The change is written on the patient's log.

A quote is changed by whoever made it, by the practitioner it was made for, or by anybody who holds quote access in Fedelsoft. The same rule covers every press on a quote: changing the fees, taking a line off, deleting it, emailing it and revising it. On somebody else's quote the controls that would change it are not drawn, and the page says whose it is so you know who to ask.

An appointment has an Invoices section of its own. It lists what has already been invoiced from that visit, with the total, what is still owing and what each invoice is for, and underneath, under Other invoices for this patient, the patient's other invoices newest first, paid ones included, so whether a consultation has already been invoiced and paid can be seen without leaving the appointment; any of them opens from its number. Invoice for this appointment makes a new one and opens it ready to add items. It is made out to the patient on the appointment, under the organisation the appointment belongs to, and recorded against you and against that visit, so it appears here, on the patient's record and on your own. An appointment can carry more than one, which is what you want when a visit is part self-pay and part insured. The invoice page has a way straight back to the appointment, so you can raise it with the patient still in the room and carry on. An appointment with no patient on it has nobody to invoice, and the section says so rather than offering a button that refuses.

A quote waiting on somebody's confirmation is provisional and is not sent to the patient. The quote page says who it is waiting on, the surgeon, the anaesthetist or the hospital, and offers Confirm in place of the email button; Confirm marks each of them confirmed at once, and the email button appears. Anyone who can edit the quote can confirm it. Until it is sent, Unconfirm puts it back exactly as it was before. Both are written on the quote's log with your name and the time.

A PRACTITIONER’S OWN DISCOUNT FOR SEVERAL PROCEDURES fills in the Discount For Multiple Procedures for you. Where the practitioner whose quote it is has set one (Settings, Enquiries and applications, Combinations, When there is more than one procedure), a new quote of theirs with more than one procedure comes with it already filled in: the dearest procedure stays at its full price, and the percentage set for the procedure, anaesthetic and hospital fees comes off the procedures after it. The Discount card says so in words, and it is changed, replaced or taken off like any other discount, until the quote is sent. It follows the lines while they change. A recommended fee or a practice scheme chosen on the new quote is used instead of it, and a quote that already has a discount, and every quote already made, is left exactly as it was. Adding a second procedure to a quote that has no discount fills it in in the same way.

A quote can be changed until it is sent to the patient. Emailing it to them marks it Submitted, and from that moment its prices are fixed: the discount button and the email button are gone, and the quote reads as a record of what the patient was told. As soon as it is sent the page goes to the email as it went, so you can read what the patient received; Back brings you to the quote, and a sent quote keeps Open the email for later.

A quote opened as a document, from the patient or an appointment, has Edit or duplicate under its heading, which opens it in the quote builder where it is changed, duplicated or revised. To try another version of a quote that has not been sent, press Duplicate on its page. It asks once, naming the patient, and then opens a new quote carrying the same lines at the same prices, in its own quote set, ready to change. The original is left exactly as it was, still unsent and still open to change, and nothing is marked Superseded. A quote that has gone out is not duplicated; it is revised.

To change a quote that has gone out, press Revise. It asks once, naming the patient, and then opens a new quote carrying the same lines at the same prices, in its own quote set, ready to change and send. The original is kept and marked Superseded, and the new quote says which quote it revises; its packages and its discount go with it. A superseded quote cannot be changed, sent, accepted or turned into an invoice, in Fedelsoft or on the patient's own page, and it no longer appears to the patient at all. Revise the newest quote in the chain, not an older one. The revision goes on the same appointment as the quote it replaces; a quote made from the patient's record is on no appointment, and when it is revised from inside an appointment the revision goes on that one, so the appointment lists it under its own quotes.

A superseded quote can be put back with Reinstate, on the quote itself, when the patient decides to go ahead with it after all. The first press says what will happen and names any newer quote it would replace; the second does it. The quote becomes the live quote again, marked Submitted, with its own number, lines, prices and packages, and every newer live quote of the patient's for the same procedures is marked Superseded: its revisions, and any other quote carrying the same operation, or the same treatment where there is no operation on it. Quotes for anything else are left alone. Reinstate refuses, and says which quote is in the way, where one of those newer quotes has already been accepted or invoiced. To record the patient's acceptance, press Accept on the reinstated quote. Each quote then says who reinstated or superseded it and when, as a superseded quote says who revised it and when, and both are written on the patient's record.

A revised quote, or any other quote the patient has accepted, goes onto an operation that already exists with Use this quote on the operation's booking form, under Procedures and costs, so no second operation is made. For each invoice on the operation it names the quote the invoice bills now, with its date and total, and lists the patient's other accepted quotes that are not billed anywhere. The first press shows which quote replaces which, what the invoice will say and the money; the second writes it. The invoice keeps its number and its payments, bills the new quote's lines in place of the old, and is linked to the new quote and no longer to the old. The change is written on the operation's log. Only an accepted quote is offered, and the control is not drawn on a cancelled or past operation. An accepted quote marked Not invoiced was left there because the operation's invoice bills another quote, or procedures entered by hand: Use this quote bills it on that invoice instead, or it is left as it is. Its card on the Quote page says the same, with Use this quote taking you to the booking form.

A quote nobody has sent can be deleted from the quote itself, with Delete at the foot of it, or in the appointment's Quotes section, on a second press that names it: an empty one goes altogether, one with lines goes to the recycle bin and leaves every list. Deleted from the quote itself, the page goes back to the quote set, which no longer shows it. A quote that has been sent, decided or accepted has no Delete, and one an invoice has been raised from refuses.