Medical providers are at the center of most injury cases. Quilia collects provider information from several places and then works on it in the background, every day, so the doctors and clinics on your cases have the right names, addresses and NPI numbers without your team looking them up.
The Providers setting
The Providers switch on Settings → Features shows the Providers section in your portal sidebar. It is there for firms that track medical providers. Firms in practice areas that don't, such as family law or bankruptcy, can turn it off to hide the section. Only admins can change it, and you select Save at the bottom of the page after changing it.
Where provider information comes from
- Your clients: clients add the doctors and clinics they visit in the Quilia app.
- Documents: when a client uploads medical documents or a provider's business card, Quilia reads the provider's details from them.
- Your case management system (CMS): providers come in with your cases, and for Filevine, CasePeer and Clio, Quilia also imports your firm's provider contact list.
- Your firm: your team can add providers in the portal. See Adding Your Preferred Provider List.
What Quilia does to keep it accurate
Each of these runs automatically on a schedule. None of them sends anything to your clients.
NPI numbers
- Finding NPIs: every hour, Quilia looks up providers that don't have an NPI yet in the national NPI registry (NPPES), matching them by phone number, and fills in their NPI and specialty. New providers from a CMS import are looked up right away.
- Re-checking NPIs: every week, Quilia re-checks stored NPI numbers against the registry. If an NPI has been deactivated, the provider's "NPI verified" badge is removed.
Names
- Name cleanup: every night, Quilia reviews providers added in the last two days. It fixes how the name is written and the provider type, and takes entries that are not really providers (such as insurance companies) out of the directory. Providers that someone has edited by hand are left alone.
Addresses and contact details
- Address standardization: every hour, addresses are checked against the U.S. Postal Service so they have the correct street, city, state and ZIP code.
- Missing addresses: every day, Quilia searches for an address for providers on your cases that have a name and a city or state but no street address.
- Website and email: every few hours, Quilia looks up the website and email address of providers on your cases that don't have them yet.
Duplicates
- Automatic merging: every day, Quilia merges providers that are clearly the same, meaning a nearly identical name plus the same phone number or address. It then removes any provider your firm's list now shows twice.
- Reviewed merges: after that, the possible duplicates that a simple rule can't settle are reviewed one by one. Only the clear cases are merged or ruled out. The rest stay as they are.
Connecting providers across Quilia
- Shared directory: every night, each provider on your firm's list and on your cases is linked to one shared record in Quilia's provider directory, so a fix made once reaches every place that provider appears.
- Doctors and their clinics: every day, an individual doctor is grouped under the one clinic they clearly work at (for example, the only clinic with the same phone number or address). Both records stay. This only groups them for display.
- Matching to your list: every night, providers that clients or your CMS added to a case are matched to your firm's provider list when exactly one provider on the list has the same name and phone number. Anything less certain waits for your team (see below).
Your CMS
- Weekly refresh: every Monday, Quilia re-imports the provider contact lists of firms connected to Filevine, CasePeer or Clio. Only new providers are added, and the new addresses are then standardized.
- Writing client-added providers back: for Clio, Filevine, Salesforce, Litify and CasePacer, the Settings section of your integration page has a Write client-added providers back switch. When it is on, a provider your client adds in the app is also added to the case in your CMS. Go to Settings → Integrations and select Manage next to your CMS to find it.
Provider outreach
- Email checks: before Quilia emails a provider about their listing in the Quilia directory, it checks that the address is deliverable and skips addresses that belong to records, lien or billing companies.
Reviewing and fixing providers in the portal
Select Providers in the sidebar to see your firm's providers. You can search the list, and select Add Provider to add one.
To fix a provider, select their name to open their page, then select Edit Provider.
When providers are waiting to be matched to your list, an Unmatched button with the count appears at the top of the Providers page. Select it to open Unmatched Providers and match or dismiss each one.
For Filevine, see also Filevine: Exporting Medical Providers.