Quilia is your practice's attorney portal: the easiest way to share records and updates with the attorneys on your patients' cases. It's also where you keep your personal injury ledger. Medical lien management in Quilia means every lien in one place: what you billed, what you agreed to take off, what you've been paid and what each firm still owes you, for every firm you work with, on Quilia or not.
If your patients are in a spreadsheet today, start with Import your patient list.
The Cases page
Sign in at directory.quilia.com and click Cases. Each row is one patient's case. The money columns are:
- Lien signed: the date the patient signed your lien (letter of protection).
- Billed: what you billed for the case.
- Reduction: what you agreed to take off the bill. Type a dollar amount, or a percent of the bill: in the table, click $ next to the box to switch it to %. Quilia saves a percent as dollars.
- Paid: the total of the payments you've recorded for the case.
- Owed: what's still coming. See below.
- Status: Treating, Billed, Settled or Paid.
- Follow up: the next date you set to follow up. It stands out once it's due.
You can edit Billed, Reduction and Status right in the table, or on the patient's page. The Firm update column shows the latest answer from a firm you sent a status request. For a firm on Quilia that keeps its cases current, it also shows whether the case is open or closed, straight from the firm's system.
At the top of the page, Owed to you adds up what every patient still owes, next to your total Billed, Reduced and Paid.
How Owed is worked out
Owed is Billed minus Reduction minus Paid, and never less than zero.
A case marked Paid owes nothing, even if the numbers leave a balance. Marking a lien paid closes it: whatever is left of the bill isn't coming. Use it for a lien paid in full, or one you've written off.
On the patient's page
Click a patient's name to open their page.
- Bill & payments: click Edit to change the bill, the reduction, the lien status, the Lien signed date and the Settled on date, then click Save. Marking a lien Settled or Paid fills in today as the settled date if there isn't one.
- Payments: click Record payment and enter the Amount and Date Received, with a Check Number and a Note if you have them. Each payment adds to Paid.
- Notes: add a note when you call the firm or send a bill, and set Follow up on to a date. That date shows in the Follow up column. Check it off when it's done.
If the patient is confirmed on a Quilia firm's case, saving a new bill, reduction, payment or status can also send the firm a short update with the new balance. Your Sharing settings decide whether it asks, always shares or never shares. Read Confirm the patients law firms send you.
Totals by firm
Click Firms to see every firm you work with, with its Cases, what it Owed you and its Avg age. Click a firm's name to open its page. The top of the page shows:
- Open cases: cases with that firm not marked Paid.
- Billed, Reductions, Paid and Owed: added up across every case with that firm, paid ones included.
- Avg. open lien age: how old that firm's open liens are, on average, in months. For each case not marked Paid, Quilia counts the calendar months since the lien was signed (or since the case was added, if there's no Lien signed date), averages them and rounds to a whole month.
- Overall reduction: all the reductions as a percent of everything billed to that firm.
Below the totals, Cases at this firm lists that firm's open cases. Turn on Include paid to see paid cases too. The switch only changes the list, never the totals above it.
A firm with a high Avg. open lien age or a big Owed is the one to chase first. Send it a status request to update every open case at once.
Common questions
Why does a paid case show nothing owed when the numbers don't add up? Marking a lien Paid closes it, so Quilia treats the rest of the bill as not coming. Change the status back if you're still expecting money.
Do firms see my balances? Only what you share. Firms on Quilia get the updates your Sharing settings allow. Firms not on Quilia see what you billed on a status request you send them, and nothing else.
Does my records system fill in these numbers? Not today. Quilia doesn't read billing from a connected records system. Enter amounts on the patient's page, or import a spreadsheet of your balances.