Estimates can be created to provide the client with an estimation of cost for a particular procedure that is recommended for the patient. Estimates are linked to a patient and are similar to visits where the required charges are listed and stored for future reference. If an estimate is accepted by the client, it can be transferred to a full visit without re-entry. An estimate print out is similar to an invoice but is clearly labelled as an estimate and show a potential price range for the service.
Estimate Screen Layout
Accessing Estimates for a Patient
Navigate to the patient record that you want to add an Estimate for.
Click the Estimates button from the Ribbon Bar.
The Estimates button is also available on the Visit Screen.
If the patient has previous Estimates linked to their record, the button will display with an orange background.
Clicking this button will navigate to the most recent
Estimate for the patient.
If the patient has no estimates, a blank Estimate screen will be displayed.
List Estimates for a Patient
To access previous estimates for a patient, click the List Estimates button
Select an Estimate from the list to view its details. If an estimate has not been transferred to a visit, the yellow icon is displayed.
Adding and Editing Estimates
Adding an Estimate
- Navigate to the Estimates screen for the patient.
- Click Add New Estimate.
- The Date and Doctor default to the current session, but can be edited if required.
- Enter a title for this estimate for easy identification at a later stage, e.g. “Neuter With Diagnostics”
- If you are running the Recall Manager module, you can select a Recall to be added after saving this estimate. This gives you an opportunity to follow up on the estimate with the client. Select the recall and due date.
- Select an Estimate Template if applicable. You can preview the charges on the template if required.
- Click Add Estimate
- The estimate will now open in Edit mode so any additional charges can be added.
- History & invoice Text can also be entered which will be transferred when the Estimate is transferred to a Visit.
- Click Save.
If you’re running the “Performance Pack” module, you will be warned about any Standards of Care options that have not been satisfied by the charges on the Estimate.
Edit an Estimate
To edit an estimate:
- Navigate to the Estimate and click Edit.
- Edit the text as required.
- To add charges, click the Add Charge or Find Charge button and select the required items, procedures or bundles.
- Click Save to save the changes.
Transferring Estimates to Visits
When a client is happy with an Estimate, it can be transferred to a Visit record.
All charges, history and invoice text will be transferred to the Visit.
To transfer an estimate:
- Navigate to the Estimate and click Transfer.
- Click Save to save your changes and then click Transfer.
There are 3 options for how the Estimate should transfer into a Visit.
This will add a complete new Visit for the patient and apply the text and charges from the Estimate.
New Consult for Incomplete Visit
This will add a new consult, making a multi-treatment Visit record.
This will apply the text and charges into an existing Visit. If the visit already has text, the Estimate’s text will be appended to the bottom. The charges from the Estimate will also be appended to any that already exist on the Visit. These may be complete or incomplete Visits for the patient.
The estimate will be transferred and you the resulting Visit will be displayed.
If the estimate contains any items with labels attached, the labels will be printed as the transfer is occurring.
An estimate that has been transferred will display a summary.
Transferring an Estimate When Adding a Visit
When adding a new Visit, any un-transferred Estimates for the patient are listed and can be selected directly without having to navigate separately into the Estimates work area.
Previewing & Printing Estimates
Navigate to the Estimate. Click Preview or Print from the toolbar.
Emailing an Estimate to a Client
An estimate can be emailed to a client for them to review. Emailing an estimate will save the Estimate as a PDF and attach it to the email.
- Navigate to the Estimate.
- Click Email from the toolbar.
- Select the client email address to send the email to and a Template to fill in the Subject and Body Text.
- Click Send to send the email with the Estimate attached.
The standard ‘Send Email’ screen will be displayed.
You can also manually enter text.
A record of the email will be logged to the Client Communication History.
Duplicating and Deleting Estimates
Duplicating an Estimate
In some situations, variations on a single Estimate may be required to show the client what particular inclusions are available. To make this easier, an Estimate can be duplicated for a patient and then edited as required.
To duplicate an Estimate, navigate to the Estimate and click Duplicate from the toolbar.
This will create a new Estimate for the patient which can be edited. The duplicated Estimate will default to today’s date.
Deleting an Estimate
To delete an estimate, navigate to the Estimate and click Delete from the toolbar. You will be asked to confirm before the deletion occurs.
If an Estimate has been transferred to a Visit prior to being deleted, the Visit will not be deleted. Any recalls added by the Estimate will be removed.
h. Estimate Templates
There are certain types of procedure that are commonly performed and are the basis of many estimates that are created. To make it quicker to create these estimates and to ensure consistency in your standards of care across all members of staff, Estimate Templates can be created which are available to choose when adding a new Estimate.
Estimate Templates can be configured to be available for all clinics or for a particular branch clinic in a multi-clinic setup. The templates for the clinic will be available whilst logged into that clinic.
To convert an Estimate into a Template, edit the Estimate and click the ‘Template’ checkbox. Ensure the Estimate has a meaningful title as this will be displayed as the Template Name when adding Estimates.
Prices for items on the estimate will be recalculated using the date of the Estimate. This allows for any price changes & updates to be reflected in the Estimate.
When adding a new Estimate, a recall can be added to the patient. This acts as a reminder to follow up with the client regarding the recommended treatment for the patient.
When adding an Estimate, select a recall from the list and confirm the date for the follow up call.
Configure a default Estimate Recall
To configure a default recall to apply, which will automatically populate when adding an Estimate, navigate to any Estimate screen and click Settings from the toolbar.
When adding an Estimate, the recall option will be populated with the configured recall. It can be edited or deleted as required for a particular Estimate.