This article covers frequently asked questions about estimates.
DEFINITIONS
An estimate is the approximate price for products to be used and services to be performed during a patient visit. Often a client (or potential client) will contact your practice for information on the estimated cost of a procedure before bringing a pet in. Using the Neo estimate features, you can estimate the cost to the client.
Use procedure templates in estimates to ensure consistency when entering notes and products in your practice. Regular visit types can be configured as templates with notes, products, and diagnostics so they are automatically added to an estimate when selected. You can add multiple procedure templates to an estimate, and they can be edited as needed.
Note: If you used linked items, canned estimates, groups, or templates in your previous practice management software, you'll need to set up procedure templates to have similar functionality in Neo.
To learn more, see Add a procedure template.
SETUP
The [signature] form variable can be added to the bottom of the estimate to enable electronic signature capture.
See Add a billing message to a statement, invoice, or estimate for more information.
Messages can be added to the bottom of the estimate by updating the __quote__ form.
To learn more, see Add billing message to a statement, invoice or estimate.
Go to Administration > Procedure Templates to create procedure templates. Templates ensure consistency when recording notes and products in estimates during patient visits. Procedure templates can include notes only, products only, or both products and notes.
To learn more, see Add a procedure template.
You can designate a user as a provider in Administration > User Management.
To learn more, see Add and manage users.
USAGE
If you need to create an estimate for patient visits, like emergencies and procedures, you can start the estimate from the patient appointment. Single-click the appointment to display the popover card, then click Create Estimate.
If you need to create an estimate outside the appointment workflow, click the New Estimate button on the right side of the page when viewing the patient record.
To learn more, see Create or update an estimate.
If you’d like to present your client with a low and high estimate range, you can edit either the low or high quantity or price for each product, as needed. Note that editing the quantity will automatically update the corresponding low or high price.
If your estimate has no range (all low and high quantities and amounts are equal for each product line), the estimate will only print the high range.
To print an estimate with a range, at least one product line's low quantity or amount must be different from it's high quantity or amount.
The high range quantities and prices are converted to a consultation converted from an estimate.
You can enter any information in the estimate Descriptions box that will make it easy for you and other staff to identify the estimate when viewing the Estimates tab. For example, the name of the procedure or surgery; and /or the patient problem or diagnosis.
Estimate descriptions can be seen when viewing either the Estimates tab or the estimate details..
In the Procedure Templates area of the estimate, select a template in the list; for example, Dental Prophylaxis.
To learn more, see Create or update an estimate.
Clients can sign estimates when the [signature] form variable has been added to the _quote_ template. Once a form has been signed it can be printed; emailed; and saved to the patient Files tab.
Note: Only one signature can be captured per form.
See Create or update an estimate for more information.
The appointment status will update to In Progress when you either:
- Convert the estimate to a consultation.
- Start the consultation from the appointment.
Estimate can be reprinted or emailed from the patient Estimates tab.
To learn more, see Reprint or email an estimate.
After saving the estimate, click the drop-down arrow next to the Print button, and then click Print Estimate. The invoice will open in a new tab. Click Print to reprint the estimate or click the send email link to send the estimate to the email address listed on the client’s record.
To learn more, see Reprint or email an estimate.
Estimates can only be deleted if their status is pending. To delete an estimate, click the trash can button next to the estimate on the patient Estimates tab. If the estimate has already been converted to a consultation, you must delete the consultation first: this will revert the estimate status back to pending.
To learn more, see Create or update an estimate.
Converted estimates cannot be deleted. To revert the estimate status back to pending, you must first delete the converted consultation.
To learn more, see Create or update an estimate.
To change an estimate back to pending status, you must delete the draft consultation that was created when you converted the estimate.
To learn more, see Create or update an estimate.
Estimates display in the Estimates tab until they are deleted.