Treatment quotes for clinics, built from your own price lists
The clinic keeps its own price lists in Medical Solutions and builds each patient's treatment quote from them: a numbered A4 PDF with the clinic's logo and contact details, ready to print or to send to the patient.
The Albanian screens call the document an ofertë, and in Albanian it is often called a preventiv too. It suits any specialty that gives patients a written estimate before treatment.
Price lists in lek, euro or dollars
It starts with two steps. First you name the services you offer, once, in Albanian and, if you like, in English, Italian, French and Spanish. Then you create your price lists, each in its own currency, which is chosen when the list is created and never changes.
A list is named after the people it applies to: standard prices, an insurance company, patients from abroad. You can duplicate a list to start another with the same prices, archive one you no longer need and set one as the default. Clinics in Kosovo can keep their prices in euro from the start.
A list does not accept a price of zero. A service with no price on a list stays blank, so no quote ever promises free treatment by mistake.
How a quote is made
Choose the patient, the price list and the document language, then add the treatments and how many of each. The prices come from the list by themselves. If you want, set the date the quote is valid until and add notes for the patient.
The patient does not need a record yet. A name is enough, and it is worth adding the phone number too: when their record is opened later with the same name and number, the quote attaches to it by itself.
If the treatments were ticked on an appointment in the calendar, the visit appears under the 'From the calendar' tab with its quote already made up. You check it, add anything missing and issue it. Each visit has one quote.
What the quote shows
The document is one A4 page with the clinic's letterhead at the top: logo, name, address, phone and email. Below it come these parts:
- the quote number, in the form OF-year-number, and the date it was issued
- the date it is valid until, when you set one
- the patient: name, date of birth, address and phone
- the treatments, with quantity, unit price and the total for each line
- the total and your notes
- a line at the foot saying it is a price quote, not a fiscal invoice, and that the treatment may change after examination
An issued quote does not change
The treatment names, prices, currency and the patient's and clinic's details are copied at the moment of issue. If you later change a price, rename a service or archive a list, issued quotes stay as they were, and the PDF downloaded a year later shows the same figures in the same language.
If a price changes while the quote is being written, the software does not issue it. It shows you the new total and waits for you to check it.
An issued quote cannot be edited: a mistake is corrected with a new quote. The wrong one can be deleted, but its number is never given out again. The series keeps a gap, and the deletion is written to the activity log.
In five languages, for patients from abroad
The document language is chosen for each quote: Albanian, English, Italian, French or Spanish. The title, the column headings, the name of the currency and the line at the foot appear in that language, and the amounts are written the way that language writes them. Treatment names come from the translations you gave your services, and any you left empty print in Albanian.
This helps clinics that treat patients from abroad, as in dental tourism: the patient gets an estimate they can read themselves, in euro or dollars when the list is in that currency, and has time to read it before deciding.
A quote is not a fiscal invoice
A quote is an estimate of the treatment, and the document says so at the foot of the page. Medical Solutions does not issue fiscal invoices for patients: you invoice the treatment through the fiscal system your clinic already uses.
Common questions
Can I give a quote to someone who has no record at the clinic yet?
Yes. A full name is enough to issue it. If you add the phone number too, the quote attaches to the patient record when one is opened with the same name and number, and its figures are not touched.
What happens to older quotes when I change my prices?
Nothing. Each quote keeps the prices it was issued with. The change applies only to quotes you issue after it.
Can I give one patient a discount without changing the price list?
Yes. You can change the price on a line for that quote only, for example for a discount agreed at the desk. The list stays as it was, and one click puts the line back to the list price.
Does the patient see the name of the price list I used?
No. The document shows only the currency. The list's name, such as an insurance company's, is kept on the quote so the clinic can tell later which list the price came from.
How do I correct a quote that went out with a mistake?
Issue a new quote with the right details. You can delete the wrong one, but its number is never given to another quote, so two documents never share a number.
Try it in your clinic
14 days free, with no credit card. To carry on, choose 1, 3, 6 or 12 months and pay once: nothing renews automatically.