Quote templates allow you to quickly and consistently provide your patients with a detailed quote outlining the expected cost of their procedures, how much they can expect to get back from Medicare and/or their Health fund, the expected out of pocket costs, and any other relevant information they may need to know
Although most practices will have a default quote template configured in Genie, you may want to add additional templates or edit your existing templates. This article is designed to help you understand how to modify and create quote templates in Genie.
Before you begin
It's important to keep in mind that quote templates are Merged Letter templates (the golden pages icon). When you view a quote template via the Merged Letters window, you're viewing the template. When you view a quote letter through the Procedure window, you're viewing a letter based off that template.
If you want to edit the contents of a quote template – that is, if you want to make a change that will apply to all future letters based off this template – you need to access the template through the Merged Letters window. Any changes you make to a quote via the Procedure window will only apply to that specific quote.
All of your Quote templates in Genie can be located in the Merged Letters window. To add a new Quote template, the process will be very similar to adding any new Merged letter template, with a few important changes. You can open the Merged Letters window by clicking the golden pages icon in the Appointment Book, Patient List, Demographics window, Clinical window, Account Holders window or the Address Book.
Start by clicking the Merged Letter button, just under the Add Template heading on the right-hand side of Letter Templates window.
Clicking Merged Letter will open a blank Merged Letter template. You can then proceed to add in the desired information for your Quote Template. Some common things you may want to look at including may be:
- Your practice Letterhead;
- References for the relevant Procedure information;
- References for the relevant Patient Information;
- Financial disclosure information;
- Pre-payment information;
If you have an existing quote template that's already been configured with practice letterhead and references to procedure and patient information, you can highlight this template in the Letter Templates window and select Duplicate.
If you're not familiar with adding and customising letter templates in Genie then you may want to have a read of our Customising Letter templates article before proceeding.
On top of adding the above information, there are a few specific changes you'll need to make that are only applicable to Quote Templates.
Firstly, you'll need to ensure Genie knows this letter template is going to be used for quoting. You can do this by ticking the Use for Quotes checkbox at the top of the Merged Letter Template.
You'll also need to make sure the Quote template is able to reference the specific financial information for each quote. Unlike other references within your letter templates, the financial information for your quote is not referenced using Fields or Expressions. Instead, there are two specific macros that will reference the financial information for your quotes.
The first is the XXX macro. The XXX macro inserts the estimation of surgical fees, including the item numbers, a description of the item numbers, the fee and the expected rebate. The XXX reference can be inserted by simply typing 'XXX' where you want this information to appear. When creating your template, this macro will appear as 'XXX,' however when you open the template via the Quote window the following information will populate.
The second is the ZZZ macro. This macro is used if you want to generate a quote that won't show the patient's expected Rebate, and subsequently their expected out of pocket cost. Again, when creating your template, this is only going to show ZZZ; however, when you open the template via the Quote window the following information will populate:
After you've added in all the relevant information you should find the template looks something like this.
Once you're happy with your new Quote template you can give the template a meaningful name, attach a category if required and Save the template using the Save changes to the template icon in the top left of your window
In v9.3.7 of Genie and above, there is now a new drop-down for quote actions where you can create new templates. To read more about the different options in this window and what they mean, please see our Patient Payments powered by Ezidebit article.
If you're already in the Quote window, and want to add a new Quote template, click on the Quote Actions drop-down menu, then navigate to Print Quote > Add Template...
If you are running Genie v9.3.6 and below, instead of the window above you will see the Select Template drop-down as shown.
Once you have selected ‘Add Template’ from the Select Template option, you will be prompted to give the template a name.
Upon entering a title and clicking OK, the quote template window will automatically open.
When created through the Quote window, the new template will already contain some basic information. These include:
- The Practice Letterhead;
- The patient details (Name and Full Address);
- The procedure details (Procedure name, Surgeon and Procedure date);
- The Quote information.
On top of this default information you can add any additional information required using both free text and the and any relevant references using the Fields and Expressions tab. For more information about Fields and Expressions, refer to the What are fields/expressions? article.
When populating a new Quote template directly from the quote window, before saving the template you'll need to replace the relevant financial information with the appropriate quote macro.
Replace this section of the quote with ‘XXX’ as shown below.
Save the template using the Save changes to template icon . If you don't replace the actual quote information with the 'XXX' reference, you'll encounter the following prompt:
If you have an existing quote template you want to make changes to, this will need to be done via the Merged Letter Template window. To edit an existing quote template, start by opening the Merged Letter template window by clicking the golden pages icon (in the Appointment Book, Patient List, Demographics window, Clinical window, Account Holders window or the Address Book), and then double clicking on the Quote template you want to edit.
Make the required changes in the letter writing window. It's important to remember your template will need either the XXX or ZZZ macro to ensure the relevant financial information can be pulled into the template. Once you've finalised your changes, you can Save the template using the Save changes to template icon .