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Creating a Treatment Estimate

Using Price and Quantity Ranges

Marking Estimate Items as Declined by the Client

Printing or Emailing a Treatment Estimate

Using a Treatment Estimate on a Consultation

Introduction

Treatment estimates can be used to communicate treatment costs to animal owners before beginning procedures or when additional treatments are needed over a more extended hospital stay. Treatment estimates can be easily changed into actual invoice items.

You can also create estimate bundles to be used as templates for the most commonly used estimates.

Creating a Treatment Estimate

1. Add a new treatment estimate.

You can start creating a treatment estimate in several places in Provet Cloud:

• Consultation page: Under the General info section, select the plus button on the Estimates row.
• Client and patient page: Select New > Estimate in the top right-hand corner of the page.
• Clients & Patients > Estimates tab: Select the New estimate button in the top right-hand corner of the page.
• Dashboard: Select Tools > Estimate in the top right-hand corner of the page.
• Appointment entries: Open an appointment in the calendar and select the Create estimate button.
• Existing estimate page: Select Create copy in the top or bottom left-hand corner to copy an existing estimate and use it as a template for a new estimate.

Once created, an estimate draft is saved automatically.

2. Fill in the estimate basic information.

Depending on where you started from, some information may be automatically filled in for the estimate, for example, client, patient, veterinarian, and appointment/consultation. In addition, you can add the following information:

• Title: Optional but useful in finding the estimate later.
• Notes: You can add any optional notes. If you want to include the notes on the estimate printout, select Print notes on cost estimate. The note text is added in addition to a possible agreement text defined in the print settings.
• Preference time: You can select a date and time that are used to apply possible discounts and department rates on the estimate. Select Update existing items to update already added items. 
• Appointment/consultation: To connect the estimate to a patient's specific appointment or consultation, select the appointment or consultation from the drop-down list. The connected estimate is shown on the consultation page and you can select treatment items from it to the consultation.

3. Add the estimate items.

You can add treatment items, such as procedures, medicines, foods and supplies to the estimate. You can search for all available items using the search field or add different items separately using the + buttons (1). You can also use predefined item or estimate bundles if available.

Before finalising the estimate, you can still edit and delete the added items. To edit an item, select the blue pen button (2) and modify the information in the fields. Select the green checkmark button (3) to save your changes or the x button (4) if you want to cancel your changes. To delete an item, select the red delete button (5).

Depending on the department settings, you may be able to use price and quantity ranges for items on the estimate instead of a fixed price or quantity and mark items as declined by the client before finalising the estimate. You can also print or email the estimate to the client.

4. Finalise the estimate.

When you are ready, select Finalise estimate. Note that after an estimate has been finalised, it can no longer be edited. 

Finalising the estimate is optional but recommended when an agreement has been reached with the client. When electronic signatures are used, finalising is required.

Next steps:

• If you created the estimate for a specific consultation, you can go back to the consultation from the Consultation button on the estimate page.
• If you created the estimate for an appointment, you can start the consultation from the Mark as arrived button.
• You can also start a new consultation for the selected client and patient from the New consultation button.

Using Price and Quantity Ranges

Sometimes the cost of procedures such as operations cannot be fixed before the procedure has been completed. In this case, you can show the cost of the procedure as a range on the treatment estimate.

To enable this function, go to Settings > General > Department > Department Settings and select Enable price and quantity ranges on treatment estimates.

To use a price or quantity range on a treatment estimate:

1. Find and add the item on the estimate.
2. Select the blue pen button on the item row to edit the item.
3. Add the minimum and maximum prices or quantities in the Min and Max fields.
4. Select the green checkmark button to save your changes.

Marking Estimate Items as Declined by the Client

If you want to have clients review the estimate items before finalising the estimate, you can mark items as declined by the client. Using this option, you can keep track on items the client has not approved. 

This option is available if it has been enabled in the department settings.

To mark an estimate item as declined by the client, select the x button (1) on the estimate row. Declined rows are shown in red. Declined rows are printed on the estimate PDF, but they are not included in the estimate sum. You can undecline items using the checkmark button (2).

Printing or Emailing a Treatment Estimate

To print a treatment estimate, select the Print button in the top or bottom right-hand corner of the page. The treatment estimate opens on a separate tab from where you can print it. The printout may include an agreement section defined in the settings.

To email a treatment estimate, select the Email button in the top or bottom right-hand corner of the page. The email may include a text defined in the settings, but you can also add your own additional message or use a template if available.

Using a Treatment Estimate on a Consultation

1. Open an estimate linked to the consultation.

When a consultation has a treatment estimate linked to it, the estimate is shown on the consultation page under General info and in the sidebar. To use the estimate, select the estimate link. 

2. Copy items from the estimate to the consultation.

In the Copy estimate items dialogue, select the items you want to copy to the consultation (1).

If necessary, you can adjust the item quantities and prices (2). You can edit the prices directly in the Price field or use a percentage in the Percentage change field (for example, enter -50 for a 50% price reduction).

When ready, select Copy (3). The copied items are shown on the consultation page under Treatment items and will be included on the invoice.

Depending on the department settings, the percentual use of the estimate and a warning when less than the defined percentage limit is left of the estimate sum may be shown in the sidebar (4).

See Also

Using E-signatures With Cost Estimates