Estimates can be created within a SOAP or directly from the patient profile. This guide will help you understand the different methods, approval options, and features available for managing estimates efficiently in Shepherd.
Estimates offer a seamless way to outline potential costs for treatments, prescriptions, and services, whether you are preparing for an upcoming appointment or finalizing a treatment plan in real-time. Shepherd's estimate features also supports three different client communication and approval methods - electronically, in-person, or manually.
Where Can New Estimates Be Created From?
Understanding where and how new estimates can be created will help you choose the best method that aligns with your patient care workflow and client communication needs. The right estimate creation method also ensures smooth client interactions and efficient treatment approval.
Estimates can be created in two ways:
From the Patient Page - either from the action menu or the main estimate tab
From within a SOAP
Creating an Estimate from the Patient Page
This method is ideal for creating estimates ahead of an appointment, or for future recommended care. You can share these estimates in advance electronically, allowing clients to review recommended treatments and provide an approval signature.
Navigate to the Patient Profile: Search and open the patient chart that you want to create a new estimate for
Start a New Estimate:
Click on the three dots action icon in the upper left-hand corner of the patient page, then select Add Estimate from the menu
Alternatively, you can begin a new estimate from directly within the main estimate tab of the patient page by selecting +Estimate
Add Items and Save: Use the provided search bar to add treatments, products, medications, vaccinations, and services as needed. Once you’ve added all necessary items, don't forget to select Save.
Request Approval: After saving, you’ll see options to share the estimate with your client for approval in advance. Approval is required to transfer items from an estimate to the patient’s SOAP treatment plan or Rx.
Creating an Estimate within a SOAP
Creating an estimate from a SOAP allows for quick, real-time estimate creation during the patient’s visit, making it suitable for immediate approvals or last-minute additions to the treatment plan. Estimates created within a SOAP cannot be transferred to different SOAPs for future use.
Navigate to the patient’s SOAP: Begin a new SOAP or navigate to an existing active visit
Add an Estimate: In the SOAP Summary section, select Add Estimate
Alternatively you also have the option to import a previously created patient page estimate directly to the SOAP - imported estimates cannot be unimported from a SOAP
Add Items to the Estimate: If you started a new estimate, use the provided search bar to include treatments, products, and services relevant to the patient’s visit
Save and Present for Approval: Once the estimate is ready, don't forget to save it. You can present the estimate to the client immediately for approval or access it later for further adjustments if needed
Transfer an Estimate into the Treatment Plan: Once an estimate is approved, click Add Products to Plan or Rx to transfer the items to the treatment plan of the SOAP
Client approval or manual approval is required to transfer items from the estimate to the treatment plan or Rx section in SOAP
Import an Estimate to a SOAP
If you've created an estimate in advance or for future recommended care on the patient profile and now need to import that estimate into an active SOAP, you do so either from the Patient profile estimate table, or from within the SOAP directly.
From the Patient Profile
If you are on the Patient profile, you can import an estimate into an active SOAP by navigating to the Estimates tab and then selecting the three-dot action icon located at the right of any estimate row. Next, select the Import to SOAP option. If you are not seeing this option available, ensure the estimate is not already in use by another SOAP, by reviewing the Imported to SOAP status column.
The estimate will import into an active SOAP by default. An active SOAP must be available to import an estimate.
From within the SOAP
Estimates can also be imported from within the SOAP. Navigate to the initial Summary tab of the SOAP and locate the Estimates section. Next, you'll appreciate an Import Estimate search bar. Clicking within this field will display any available estimates for import. An estimate can only be imported to a single SOAP.
How to Reverse an Accidental Import
If you've imported an estimate into a SOAP and there was an error so you need to remove the estimate, you can utilize the reverse import action to remove the estimate. This action is not available for Locked SOAPs, or if the estimate has been approved or transferred into the treatment plan already.
You can initiate the reversal of the import from 3 key areas:
From the Patient profile + Estimates tab
From the SOAP Summary tab + Estimates Section
From the SOAP Summary tab + Within the Estimate
You'll appreciate a reverse arrow icon or a Reverse Import action option if the capability is available.
Estimate Approval Options
Estimates in Shepherd offer three different approval methods: eSignature, in-person signature, manual approval.
Send for eSignature
Estimates can be shared with clients through a URL link to request a remote electronic signature or eSignature. The estimate link can be shared via email or manually shared via SMS with your client. This approval method is best if you are requesting estimate approval in advance of a visit, or if the client is not available in person to provide an estimate signature. This method is also useful if you do not have a mobile workstation device but want to utilize electronic estimate workflows with your clients.
Once an estimate is saved, select 'Send for eSignature' to utilize this workflow.
Request In-Person Signature
Alternatively, while you are still able to capture an electronic signature using a clinic workstation device, the in-person signature method directly opens a signature box without requiring the sharing of any accessible links.
Once an estimate is saved, select 'Request Signature' to utilize this workflow.
Manual Approval
Estimates can also manually be approved or declined by your staff if a client signature is not possible.
Once an estimate is saved, select 'Manual Approve/Decline' to utilize this workflow.
Reviewing Estimates
The Estimates tab of the patient page offers a centralized view of all estimates related to the patient. Here, you can preview past estimates, review active estimates, and create new estimates in one place. The tab also allows you to organize and track signed estimates over time, making it easy to reference past approvals.
Customizing your Estimate
Managing Min and Max Quantity Ranges
The min and max quantity fields in estimates accept a ‘0’ value, allowing you to set an open-ended range without restrictions. This flexibility enables more accurate treatment estimates without needing multiple versions.
Min/max fields also support setting independent min/max ranges for static bundles, allowing for more tailored estimates.
Adding Prescriptions (Rx) to an Estimate
To add prescription items to an estimate:
Search and add the prescription medication as you would for any other treatment or service
Select the Rx toggle located to the right of the item's name within each the item row
Items within static bundles can also be marked as Rx independently.
Items marked as 'Rx' will transfer to the Rx tab of the SOAP once the estimate is approved and added to the SOAP plan, while non-Rx items will transfer to the Plan (P) area for final administration confirmation.
Estimate Presentation
Shepherd has a few estimate presentation behaviors to be familiar with.
Discounts
If no discounts are included or present on the estimate, any discount related fields will be hidden on presentation to your clients. These fields will still remain visible to your internal team within the Shepherd user interface in case they are needed for any manual discount adjustments.
Default Item Presentation
If an item or product is marked to not include on invoice or estimate print within your main admin product settings, the item will be visible within the user interface for your internal team, but the item will not include within the rows presented to your client. In order to be able to default indicate an item should be internal presented only, it must have a $0 selling price. This is useful if you include any items for inventory or record management purposes only, but does not need to be further discussed or specified.
Reverse
Finalizing Your Estimate Workflow
In summary, Shepherd offers two flexible options for creating estimates—directly from the patient page, or within a SOAP. Choose the method that best fits your workflow, and use approval options to keep clients informed and engaged. Shepherd’s tools make it easy to track and manage treatment plans effectively, whether you're preparing estimates in advance, creating them during a patient visit, or managing them from the patient profile.