When a medical practice that treats your clients joins Quilia, the updates you usually chase by phone, fax and email start coming to you on their own. Their appointments land on your client's calendar. Their bills, payments and lien updates land on your client's case in Quilia and in your case management system. Nobody on your team has to ask.
Quilia emails your firm's admins when it happens, with a count of how many of your clients that practice treats. This article explains exactly what the practice can do, where each update goes, and what the practice can never see.
The practice only works with clients it confirms
A practice does not get a list of your clients. When it joins, it sees only that a firm on Quilia has a client who may be its patient, with the name hidden. To unlock that client, the practice has to enter details from its own records, such as the patient's last name or full phone number and their date of birth, and those details have to match your case. Until the practice confirms a client this way, it sees nothing about them.
Once confirmed, the practice sees what it needs to match the client to its own chart: the client's name, date of birth, phone number, date of injury and your firm's name. That is all.
Every update is previewed first
Before a practice sends anything to your case, Quilia shows the practice exactly what your team will see, word for word, and the practice chooses to send it or cancel. The practice is told the update will go to your case log and, if your firm has one connected, to your case management system. Quilia never tells the practice which case management system you use.
A practice can turn off the preview for one kind of update at a time (for example, payments) once it is comfortable with what gets sent.
Appointments go on your client's calendar
When a practice shares an appointment for a confirmed client, it shows up in three places. It goes on your client's calendar in the Quilia app, it goes on your client's case in the Quilia Portal, and it gets an entry in the case's activity log naming the practice. If the practice moves or removes the appointment, those places update and the activity log says so.
This is the only thing a practice sends that your client sees. If your firm syncs appointments to the calendar in your case management system, the appointment goes there the same way as any other appointment on the case. Otherwise it reaches your case management system as a note.
Bills, payments and liens come to your firm only
Everything else a practice sends is for your firm, never your client. When a practice updates what it billed, records a payment, approves a lien reduction or changes the status of its lien, the update is added to the activity log on that client's case. It is also sent to your case management system as a note, the same way other case activity reaches it.
A practice can also share medical records, a bill or another document. The file is attached to its entry on the case, and your case management system gets it in the case's documents, along with the note.
Your client is never shown these updates and is not notified about them. They also do not count as your client's own activity in Quilia, so they do not change when your client was last active or show up in "your client did" summaries.
Invite a provider yourself
You don't have to wait for Quilia to reach a practice. On Providers in the Quilia Portal, sort by Cases to put the providers you work with most at the top, and click Invite next to one that has an email address.
The practice gets a short email from you, with a link to claim its free listing, and its replies come to you. After you send it, the button shows Invited with the date, so nobody on your team invites the same practice twice. A practice that has already claimed its listing shows On Quilia instead.
What the practice cannot do
A practice cannot see any client it has not confirmed with its own records. It cannot read your case file, your documents, your notes, your messages with your client, or anything about the other providers on the case. It cannot change anything on your case except the appointments it shared itself.
Nothing from your case goes back to the practice on its own. The only things a practice receives from your firm are what your team chooses to send, such as an answer when a practice asks for a case status update.
Questions
If you have a question about a practice on one of your cases, or want to know what a practice has sent, open the client's case and check its activity log, or contact our support team.