Most practices already track their personal injury patients in a spreadsheet: who they are, which firm has the case, what was billed and what has been paid. Import that sheet once and every row becomes a case in Quilia, with a running balance, a payment history and a place for follow-ups. It works for every firm you work with, whether or not the firm uses Quilia.
Before you start
You need a claimed listing. If you haven't claimed yours yet, start with Claim your listing.
Your spreadsheet needs a header row, so the first row names each column. Any column names work. Quilia reads these columns when they are there:
- The patient: full name (or first and last name in separate columns), date of birth and phone.
- The firm: law firm name, the contact who handles your files, and the firm's email and phone.
- The lien: the date the lien was signed, amount billed, reduction, amount paid and status (treating, billed, settled or paid).
- Visits and notes: first visit, last visit and any notes.
Only the name is required. Leave out anything you don't track.
Step 1: Open the import
Sign in at directory.quilia.com, click Cases, then click Import spreadsheet.
Step 2: Paste or upload your sheet
In Excel or Google Sheets, select the whole sheet, including the header row, and copy it. Paste it into the box and click Continue.
Or click Upload file and choose the file. CSV and Excel files both work. You can import up to 5,000 patients at a time.
Step 3: Check each column
Quilia matches each of your columns to the right field and shows an example value from your sheet next to it. Look down the Goes into column and fix anything that's off. Pick Don't import for a column you want to leave out.
To match your columns, Quilia looks at your header names and the format of each column, never at the patient details in it.
Step 4: Import
Below the columns, Quilia previews your patients as they will be saved. When it looks right, click Import (the button shows how many patients). Start over takes you back to paste a different sheet.
When it finishes, Quilia tells you how many patients were added and how many new firms joined your list. Click See your cases to open them.
What the import does with each row
- Each patient becomes a case on your Cases page, with the bill, reduction and status from your sheet.
- Each firm joins your Firms list. A firm you haven't added yet is created with the contact, email and phone from your sheet, so you can send it a status request right away.
- Paid becomes a payment. The amount in your Paid column is recorded as one payment, so the balance is right from day one. Record new payments as they come in.
- First and last visit become visits on the patient's page, marked as imported.
- Notes become the first note on the patient's page.
- Duplicates are skipped. A row with the same name and date of birth, or the same name and phone, as a patient you already have is left out, so importing an updated sheet doesn't double anyone.
If a firm on Quilia has already linked one of these patients to your practice, and your practice phone is verified, the import confirms that patient for you instead of adding a second copy. Read Confirm the patients law firms send you for what that adds.
Get your data back out
Your data stays yours. On the Cases page, export downloads an Excel file with each patient's firm, lien signed date, billed, reduction, paid, owed, status and next follow-up. The Firms page exports each firm's cases, billed, paid, owed and average lien age.
Common questions
Do the firms on my sheet need to use Quilia? No. Every firm on your sheet is added to your Firms list either way, and you can track and follow up on all of their cases.
Can I add one patient without a spreadsheet? Yes. Click Add patient on the Cases page and enter the name, date of birth, phone and firm.
Will my patients be told I imported them? No. Importing sends nothing to your patients. Your cases are private to your practice and the coworkers you invite.