Add an appointment once and Quilia takes it from there. The client is told about it, gets reminded before the visit, and is asked how it went afterward. What they tell Quilia lands on the case, so your team knows whether they went without making a call.
Ways an appointment gets added
- Your team, in the portal: on the case's Treatment tab, under Appointments, select Add Appointment. See Adding an Appointment for a Client.
- Your team, from Filevine or another case management system: in the CaseConnect extension, select +, then Add Doctor Visit.
- The client, in the Quilia app: with Add Appointment, or Add Next Appointment after a visit.
- The client, by text: they can tell ℚ, their digital case assistant ("I see Dr. Lee on Tuesday at 3"), and ℚ adds it to the case.
When your team adds one
When someone at your firm adds an appointment in the portal, the client gets a notification: New appointment added. If the app can't reach them, it comes as a text instead, asking them to reply yes if it's right or say what's off.
That message waits until between 8 a.m. and 8 p.m. in the client's time zone, and only goes to clients who have joined Quilia. Appointments added from the CaseConnect extension don't send it yet, but they get every reminder below.
Before the visit, the client can tap Add to Calendar on the appointment to put it in their phone's calendar.
When appointment reminders go out
| When | What the client gets |
|---|---|
| 2 days before | "[Provider] in 2 days." A reminder, and a nudge to update the app before the visit. |
| 2 hours before | "Heading to [Provider]?" One tap opens the visit details and directions. This one is always sent as a text too: "All set? Reply yes or tell me if you need help." |
| 1 hour after | "How did your visit go?" It opens the after-visit check-in below. |
These go out as app notifications, and as texts when the app can't reach the client. A few things to know:
- Times follow the client's time zone. The 2-day reminder waits for 8 a.m. to 8 p.m.; the other two go out on time.
- Change an appointment and the reminders move with it. Cancel it and they stop. They also stop if the case is closed or your firm's client messages are paused.
- An appointment with a date but no time gets the 2-day reminder only.
If a client is still treating but has no next appointment on the calendar, Quilia also asks them about it, at most once a week.
The after-visit check-in: did the client go?
After the visit, the client's appointment asks What happened? They choose:
- I attended this appointment
- I did not go
- It was canceled
- I rescheduled this appointment
- I was released from treatment (shown when there's no next appointment with that provider)
From the same screen they can add notes about the visit, Add Next Appointment, do a Physical Check-in for pain, Log missed work, Log mileage, and upload anything the provider gave them. Clients can also just reply to the text and tell ℚ what happened.
Their answer shows on the case right away. In the Appointments table on the Treatment tab, the status changes to Attended, Missed, Canceled, Rescheduled or Released.
If your firm has Send client activity to your CMS turned on, the update also goes to your case management system as a note.
Released from treatment
When a client says they were released, Quilia marks that provider Complete for the client (the other option is Treating), in the Treatment column of the case's providers.
Quilia stops asking about next appointments with that provider, and later asks the client to rate them.
Your case team sees the release in the client activity emails, and in your case management system if client activity is sent there. That is a good moment to start requesting bills and records.
Visit recognition
Clients can turn on location in the Quilia app so it notices when they visit one of the providers on their own case. Only the providers on their case with a verified address count. Nothing else is tracked.
On an iPhone, the app watches for those visits in the background. On Android, it checks each time the client opens the app. Either way, the client sees a card on their home screen, "Did you go to [Provider] on [date]?", and one tap on Yes, I went records the visit.