Accessing Estimate Guide
To access the estimate guide, please do the following below:
Navigate to a Patient's Estimates tab in order to start a new estimate. This can be quickly done from the 3 dot menu on the patient information bar or patient registration if they are checked in. Otherwise the tab can be accessed at the top of the patient's chart.
The patient does not need to be checked in to create a new estimate as long as they have previously checked in for a visit in Instinct.
When viewing a patient’s estimate screen for the first time, a new estimate will be created automatically. The name of the estimate defaults to the current date/time and can be edited in the Estimate Name field. We suggest changing the name of the Estimates to help you locate them more easily.
If the patient already has items on their invoice, current invoice charges can also be added or removed from an estimate by toggling Start With Current Invoice Total and new estimates can be created by clicking + New Estimate.
Take Note:
Estimates can be created for patients who are not checked in (as long as the patient has had a previous visit in Instinct). If the patient has never had a previous visit, you can temporarily check them in to the OTW Board to create an Estimate.
Using an Estimate Template
To use an Estimate Template, please do the following steps below:
Navigate to the Estimate screen for a Patient.
Search for keywords and select the corresponding template.
Estimate Templates appear under the Templates header, while Product Groups are displayed under the Groups header.
Adding Items to an Estimate
To add items to the Estimate, please do the following items:
Use the search field to add individual items via Product Name or PIMS ID, and use the associate drop down boxes to quickly add Exam, Ward, and Hospitalization charges.
Any Products with a default Frequency, Quantity, or Low/High (set in Admin) will be added to an estimate with the same defaults. To rearrange the line items according to your preference, simply drag & drop.
Low or High Quantity and Amount
When a line item is added, the AMT LOW and AMT HIGH is calculated by the QTY and UNIT you are estimating for. Alternatively, you can manually set a different quantity or amount range on the estimate.
Manually changing the LOW QTY and HIGH QTY automatically calculates the new AMT LOW and AMT HIGH dollar amount. Once a LOW and HIGH number has been entered, the FREQ, QTY, AMT LOW, and AMT HIGH columns will be locked for editing and you’ll need to remove the line item and add again if you want to adjust them.
Manually changing the AMT LOW and AMT HIGH will also lock the row preventing any changes to other calculation fields.
You are now able to enter a number greater than the high quantity or amount fields. For instance, if you wanted to provide an estimate for radiographs to be included on the low end only, you can do that without receiving an error message.
You can also do this with your price fields as well!
When declining a line item with edited QTY LOW/HIGH fields the amounts are preserved.
Estimated Taxes
Any applicable taxes will automatically be calculated and displayed on the low and high estimate totals.
Automatic Charges and Estimate Duration
If an order is added to an estimate with an Automatic Charge associated with it, both the original order and the automatic charge will show on the estimate. Similar to the Treatment Sheet, you are not able to add just the automatic charge to an Estimate and would have to order the item that has the automatic charge linked to it for it to appear on the Estimate.
Take Note:
Please keep in mind the low and high price is dependent on the Frequency, Quantity, and the Estimate Duration.
This duration button will default to Duration Once which is useful for outpatients or same day procedures, but if you are making a hospitalization estimate, you can set this for the duration of the hospital stay and Instinct will provide a financial range on your Estimates.
Patient Safety Warnings
Dosing calculators, Patient Safety Warnings, and Plumb’s information are available for each medication product on the estimate when clicking the Quantity field. The dosing calculator is hidden on the estimate screen for any medications that charge by strength.
Editing/Removing Items on an Estimate
To remove an item from an Estimate, please do the following steps below:
Simply click the corresponding checkbox next to the item name and select Remove at the bottom of the screen. Removing a Product with an Automatic Charge(s) will only remove the Product from the Invoice, and the associated Automatic Charge(s) must be removed separately.
Line item names are editable which allows the flexibility to add a miscellaneous product code to the estimate for procedures or products that are not currently in the system. Renaming the miscellaneous product assists in conveying the exact procedure, treatment, or medication to the client. Click on the orange check box to confirm the changes made to the item label.
For diagnostics or procedures you may or may not need, simply change the AMT LOW price to $0, and keep the AMT HIGH price as is. The client will be informed of the price if you do decide to move forward with that item.
If the low/high QTY or price of a Product is manually changed on the estimate, the row will lock and you will no longer be able to enter or edit the quantity or frequency for this product. In order to edit the quantity or frequency, this Product must be removed and re-added to the estimate. If your Estimate is empty, you can easily delete it by using the 3-dot menu in the top right corner.
The Delete option will be greyed out if the Estimate has any line items.
After removing all of the line items, you’ll be able to delete the estimate.
Declining Items on Estimate
If a client declines an offered service, that line item can be marked as Declined. There are two ways to decline an item:
Check the box to the left of the item and click the Decline button.
Drag and drop the item into the Declined Items section at the bottom of the Estimate.
Take Note:
Drag and drop is only possible once at least one item has been declined.
How to Undo a Declined Item
Check the box to the left of the item and click the Undecline button.
Drag and drop the item out of the Declined Items section.
After Declining an Item
The Declined Items section defaults to expanded view but can be collapsed by clicking the up/down button. The number of declined items will always display to the right of the section header.
Once declined, line items will not be editable. You will need to Undecline an item in order to make changes. Declined items will not be displayed when generating a Tx Sheet or an Invoice from the Estimate. Declined items will display on the printed Estimate, but the cost of the declined item will be omitted.
You can also print completed/approved Estimates from the Invoice screen.
Estimate Sidebar/Current Visit
The estimate sidebar is located towards the left side of the Estimates screen and includes all current and previous estimates for the selected patient.
The Current Visit estimate is labeled with an asterisk (*) and typically, the most recent completed estimate is the current visit estimate. If multiple estimates are marked with an asterisk (*), this means these are associated with separate visits.