Create or update an estimate

If you need to create an estimate for patient visits, like emergencies or procedures, you can start the estimate right from the patient’s appointment. If you need to create an estimate outside the appointment workflow, you can start the estimate when viewing the patient record.

Estimates are saved to the patient record with a status of pending and can be updated, as needed. After your client accepts the estimate, you can convert it to a consultation. While not required, it is recommended you convert an estimate to a consultation:

  • ensures the estimate cannot be edited after the client has agreed to the products and services you presented to them.
  • saves you time from having to reenter products and services on the consultation by transferring all the items from the estimate.

Depending on the visit type, you can use procedure templates to ensure the correct products and services are quickly and efficiently added to the estimate.

Permissions: Edit Consultations

Create an estimate from an appointment

Prerequisite: Patient appointment exists on schedule. See Create an appointment for more information.

Note: Creating an estimate from an appointment does not update the appointment to In Progress until the estimate has been converted to a consultation.

  1. Click Schedule.
  2. Locate the patient appointment and single click on it.
  3. Click the patient’s name to open the appointment card.
  4. Click Create Estimate.
  5. From the Provider drop-down list, select or verify the provider.
  6. Optional. In the Description box, enter a description for the estimate. For example, the name of the procedure being performed or the problem/diagnosis being treated.
    Note: The description will be visible on the patient Estimates tab.
  7. In the Procedure Templates area, select a template in the list; for example, Dental Prophylaxis. If your practice doesn't use procedure templates, go to step 9.
    Note: See Add a procedure template for more information.
  8. In the template window, preview the template and click Add Lines to Consultation. Any products, services, or diagnostics that are linked to the template will populate the consultation.
  9. Enter or complete any notes for the estimate. You can use the formatting tools to update the note.
  10. Optional In the Master Problem List box, search for and select the problem. You can also add a new problem. These terms are supplied by the American Animal Hospital Association.
  11. In the Product/Service area, search for and select the product or service.
  12. Update the provider, quantity, and price information as needed.
    Tip: Update the low and high quantities or prices to create a range for the total estimate amount.
  13. Repeat steps 11-12 as needed.
  14. Optional. Apply any discounts, as needed.
  15. Click Save.

Create an estimate from a patient record

  1. Search for and select the patient.
  2. Click the Create Estimate button.
  3. From the Provider drop-down list, select or verify the provider.
  4. Optional. In the Description box, enter a description for the estimate. For example, the name of the procedure being performed or the problem/diagnosis being treated.
    Note: The description will be visible on the patient Estimates tab.
  5. Optional. In the Procedure Templates area, select a template in the list; for example, Dental Prophylaxis. If your practice doesn't use procedure templates, go to step 7.
    Note: See Add a procedure template for more information.
  6. In the template window, preview the template and click Add Lines to Consultation. Any products, services, or diagnostics that are linked to the template will populate the consultation.
  7. Enter or complete any notes for the estimate. You can use the formatting tools to update the note.
  8. Optional In the Master Problem List box, search for and select the problem. You can also add a new problem. These terms are supplied by the American Animal Hospital Association.
  9. In the Product/Service area, search for and select the product or service.
  10. Update the provider, quantity, and price information as needed.
    Tip: Update the low and high quantities or prices to create a range for the total estimate amount.
  11. Repeat steps 9-10 as needed.
  12. Optional. Apply any discounts, as needed.
  13. Click Save.

Update an estimate

Only pending estimates can be updated.

Tip: Estimates created from an appointment can easily be updated from the appointment. Just locate the appointment on the schedule, single-click the appointment, and click the View Estimate button.

  1. Search for and select the patient.
  2. Click the Estimates tab.
    Note In the Status column, the status is Pending for estimates that have not been converted to a consultation.
  3. In the (number) column, click the estimate number to open a pending estimate.
  4. Make any changes to the estimate, as needed.
  5. Click Save.
  6. If you are ready to print or email the estimate, click the Print button. Then click Print Estimate.
    Note: 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.
  7. Optional. If the Signature box is available, the client should sign their name.
    Note: The client can sign their name using the mouse, touch screen, or tablet stylus.
    Tip: If your form does not have a date stamp, the client can write in the date in the Signature box.
    • Optional. Click the Clear button to erase the current signature and re-sign.
    • Click the Accept button.
      Note: Clicking the Accept button protects the document from further edits. This action cannot be reversed.
  8. Optional. Click Print, Save in Files, or Email at the top of the window.
    Tip: We recommend you print or email the signed document before clicking Save in Files. Documents cannot be emailed within Neo from the Files tab.

Convert an estimate to a consultation

Tip: We recommend converting an estimate to a consultation after you have made final updates and, if applicable, the client has electronically signed the estimate. 

An estimate can only be converted to a consultation once; and more than one estimate cannot be converted to a single consultation.

  1. Search for and select the patient.
  2. Click the Estimates tab.
    Note: In the Status column, the status is Pending for estimates that have not been converted to a consultation. For estimates that have been converted, the status is Converted.
  3. Locate a pending estimate. Then in the No. (number) column, click the estimate number to open the estimate.
    Tip: Review the estimate descriptions, as available, to find the estimate you want to convert.
  4. Review the estimate and make any changes, as needed.
  5. Click the Convert to Consultation button.
  6. You are now viewing the consultation. Make any changes, as needed.
    Note: The high quantities and prices of the estimate range are converted to the consultation.
  7. Save the consultation, or if the visit is complete and the patient is ready to go, select the Is this invoice ready to be paid? check box and close the invoice.

Delete an estimate

An estimate can only be deleted if it is in pending status.

  1. Search for and select the patient.
  2. Click the Estimates 
    Note: In the Status column, the status is Pending for estimates that have not been converted to a consultation. For estimates that have been converted, the status is Converted.
  3. Click the Trash Can button on the row of the estimate you want to delete.
    • Click OK to delete the estimate.
    • Click Cancel to keep the estimate.

Note: For converted estimates only, you must delete the associated draft consultation before deleting the estimate. To open a consultation that was converted from an estimate, click the link to the consultation in the status column.