When a law firm on Quilia adds your practice to a client's case, that patient is linked to your listing. You don't see their name yet. To protect the patient, they stay hidden until you confirm them with details from your own records. Once you do, the patient joins your list, and you choose which of your updates reach the firm's file.
Why confirm your patients?
Confirming a patient is how you stop calling the firm for updates, and how the firm stops calling you. After you confirm someone:
- You see who they are. Their full name, date of birth and phone number, the firm handling their case, and which of your listings they're on.
- The firm gets your bill, if you share it. When you update the amount billed, record a payment or approve a reduction and share it, a note with the new balance lands in the firm's file. Their staff stop calling your billing office to ask what's owed.
- Visits reach the patient's calendar. A visit you share shows on the firm's case and on the patient's calendar in the Quilia app. Visits are the only thing the patient ever sees.
- Files go straight to the firm. Bills and medical records you share go into the firm's file. No fax, no email chain.
- You decide what's shared. Every kind of update has its own setting, and anything you don't share stays with your practice.
Each update you share lands as a short note on the patient's case in Quilia, and from there in the firm's case management system when they use one. It isn't a message, and the patient never sees it. Only visits you share show in the patient's app.
Before you start: verify your practice phone
Patients are matched to your practice through the phone number on your listing, so Quilia checks that the number is yours first. If you haven't done this yet, your Dashboard and Cases pages show Verify your practice phone.
- Click Verify phone.
- Enter your practice phone number, or use the one Quilia suggests from your listing, and click Send verification code.
- Enter the 6-digit code from the text message and click Verify and unlock.
The code is sent by text message, so the number has to be able to receive texts. If your practice only has a landline, contact us below and we'll help you verify another way.
Step 1: Open your Cases page
Sign in at directory.quilia.com and click Cases. At the top, a box reads Law firms list N of your patients on Quilia. Each row shows the patient's initials, the last four digits of their phone number, which of your listings they're on, and the law firm.
Step 2: Confirm a patient
Click Confirm on a row. Quilia asks for something only someone who treats the patient would know:
- If the firm has a phone number for them: their full phone number and date of birth.
- If there's no phone on file: their last name and date of birth.
Look the patient up in your own system, enter what you have, and click Confirm and link. The patient is linked to the firm's case, and the firm gets a short note that you confirmed them (unless you turned that off under Sharing).
If the details don't match, the patient stays hidden. Check your records and try again, or ask the firm to confirm they have the right phone number.
Not your patient? Click Not my patient and the row is removed from your list.
Confirm everyone at once
Have a patient list? Click Import your patient list and upload an Excel file or CSV, or paste the rows in. Every patient whose phone number matches is confirmed in one step.
Step 3: Work the case
Click a confirmed patient's name to open their page. From there you can:
- Update Bill & payments: what you billed, any reduction, and each payment as it comes in.
- Add Visits, and share them with the firm and the patient.
- Share bills and medical records under File sharing.
- Keep your own Notes and set a date to follow up. Notes stay with your practice.
Choose what the firm sees
Click Sharing on any patient's page to set what firms see for every patient at once. Each kind of update (bill updates, payments, reductions, lien status, visits, patient confirmations and referrals) can be set to Ask each time, Always share or Never share. Patient confirmations are Always share or Never share, since confirming always links the patient. The setting applies to your login, across every firm.
Common questions
Why can't I see the patient's name before I confirm? The firm shared the case with your practice, not with everyone who claims a listing. Asking for details from your records proves you treat the patient before any of their information is shown.
Does confirming send anything to the patient? No. Confirming adds the patient to your list and links them to the firm's case, and the firm gets a short note. Only visits you share show in the patient's app.
A patient I treat isn't on the list. Their attorney may not use Quilia yet, or may have listed a different practice. Add them yourself with Add patient on the Cases page, or import your patient list. You can track the bill, payments and visits for every personal injury patient here, whoever their attorney is.