Creating quotes

Depending on your operational requirements there are two options for creating a quote. You can use Hugo Systems or Xero to create a quote.

Before quotes can be created, ensure that the associated quote settings and configurations have been added for your organisation.

Once configured, quotes can be created for patients in two ways:

• ad-hoc quotes, not associated with a patient report
• report quotes

Creating ad-hoc quotes

To create an ad-hoc quote for a patient:

1. go to the patient’s reports dashboard

2. click on the clock icon in the left side menu:

   

3. select the Treatment Code and ICD-10 Code for the quote

   Learn more about setting up Treatment Codes & ICD-10 Codes here

4. click Adjust fees if you would like the fees to be different from those configured in the quote’s treatment and ICD 10 codes, or click Accept if you don’t need to make any changes

   For quotes where the fees values are left empty, the fees configured for the selected treatment code and ICD 10 code will be used to calculate the final values

   See our documentation on adjusting quote fees for more information on overriding the fees used in the settings

5. review the quote

   

Creating / synchronising report quotes

A report’s quotes are closely related to the treatment codes and ICD 10 code that have been selected for the report. If the treatment codes for a report change, Hugo Systems will prompt you to synchronise the quotes before you may submit the report.

To synchronise a report’s quotes with its treatment category:

1. find a patient with an in-progress report
2. visit their reports dashboard
3. click the report’s title to go to the report’s summary page
4. scroll down to the report’s Treatment Category section, and make some changes to the treatment codes:
   • add new treatment codes
   • remove existing treatment codes
   • change the ICD 10 code
5. once done editing the treatment category, scroll to the patient information section of the report near the top of the page; the report will display a warning that its quotes are not synchronised
6. click synchronise the quotes
7. confirm the changes

Synchronising a report’s quotes involves the following:

• any quote where its treatment code is different to the treatment codes in the treatment category will be deleted
• any quote that doesn’t have an ICD 10 code will be assigned the ICD 10 code of the treatment category
• a new quote will be generated for any treatment code in the treatment category that doesn’t already have a quote with the same treatment code. The treatment category’s ICD 10 code will be used for the new quote

Once the report’s quotes are synchronised, you may manage them in the same manner as ad-hoc quotes.

Note: The date of a report quote is determined by the following rules:

• for an in-progress report, the quote date is the date that the quote was created, i.e. when the report’s quotes were synchronised with the treatment category
• when a report is submitted, each quote’s date is updated to the date when the report was submitted

Xero Quotes

Note: To activate Xero Quotes you must first setup your Xero integration as well as give the user Xero permissions.

To create a quote using Xero, navigate to a patient’s personal information page.

1. Select the menu item Quotes.
2. Click View Xero Quotes
3. Select the items and quantities you would like to quote on.
4. Click Create Quote

You can view the quote in Xero by clicking Open Quote in Xero. Make sure you are logged into Xero and have permissions to view quotes.