Requoting or Upgrading Client Package Using Quotes and Contracts

Requoting or Upgrading Client Package Using Quotes and Contracts

Requoting / Client Package Upgrades

There are some cases when there's a need to update or upgrade the client's care plan package. Naturally, this can be done directly under the client's profile. However, if there are several items that needs to be updated and if it needs client approval (verbally or signed document), it is better to do this under the Quotes and Contracts section of the Management Portal. This page will give you a more wholistic view of the client's existing package and all computations are done in a single page to give a clearer picture about the client's budget allocations.

Quotes can have different status depending on the stage of the deal. But once it changed to "Accepted" or "Accepted Verbally", all values in the quotes will automatically reflect to the Client's profile. The following sections will be updated automatically to align with the new quote upon accepting the quote:
  • Care plan: If there is an end date populated for the current recurring schedule, it will reflect in the care plan. If there are any new services added in this quote along with the package upgrade, they will also be updated to the care plan section on the profile page.
  • Funding sources: The end date of the current funding source will be updated and the new funding source will be added to the profile page. 
  • Fee items: The end date of the current fee items will be updated and the new fee items will be added to the profile page. 
  • Ad hoc booking: Updates to any future ad hoc bookings will be reflected on the profile page.

Important Warning

To avoid conflict and to maintain data integrity, any changes made to the funding sources, care plan or fee items directly from the client's profile page will trigger the cancellation of all existing "Draft" or "Open" quote related to that client. This is because the items in the existing quotation are not recent anymore and may conflict on what was saved in the profile. A new quote will need to be created again so that it can pull the latest changes from the client's profile.

How to Use Quotes and Contracts for Requoting

1. When an existing client becomes eligible for a package upgrade, click "Create quote/contract" icon  from the client's profile page



2. The quote module will pull all the existing data from the client's current care plan, funding sources, fee items and future ad hoc bookings. However, the access to edit those items will be limited. For funding sources and fee items, only end date is editable. For recurring services, end date, start time, duration and some other details are editable.





3. When upgrading the package for a client, user should put an end date for the previous package, fee items and recurring services (If needed), so that the whole care history of the client is trackable in the system. After placing the end date for the previous funding sources, click on the "+" button to add the new upgraded package. 



4. Here's an example of a package upgrade: End date was placed under the previous HCP Level 1 package, and add a new Level 2 package:



5. Same applies to Fee items:


6. Similar to the ones above, the existing recurring services can be replaced by new ones by putting an End Date to it.  Adding new set of services can be done by clicking the "+" button. 





7.  Make sure that the status of the quote was properly set before saving the changes. Save the quote by clicking the "Save" button at the bottom of the screen.   


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