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Staff workflow reference

QuickIntell workflow manual

Five practical workflows for eligibility, authorization, clinical documentation, coding and payment posting. Find the starting screen, required review, exception path and completion check for each task.

Adapted from QuickIntell training manual §§01, 02, 03, 04 and 08, with EHR handoff guidance from §23. This is a public workflow reference, not a complete tenant-specific operating procedure. Screen labels, permissions, payer channels and available write-back depend on your configured release and organization. Confirm those details with your administrator before processing live records.

Manual §01 · QuickRCM

Eligibility

For front-desk staff and eligibility specialists. Explore QuickRCM

Before you start

Use your authorized practice account. Confirm the patient, current coverage record, intended service date and rendering provider before running a check.

Steps

  1. Open RCM → Eligibility and choose + New Check. Select the patient by name or MRN, then verify that the selected record belongs to the intended patient.
  2. Check Member ID, Payer, Subscriber Relationship, Service Date and Provider NPI. Correct inaccurate coverage data at its source before submitting the check.
  3. Choose the relevant service type and select Run Check. Open the Response Viewer and read the returned coverage status, effective dates and benefit details in their service and network context.
  4. Save the reviewed result. If your configured workflow uses Save & Notify Front Desk, confirm that the result reaches the intended appointment or staff work queue. Do not assume an EHR update from a request being sent.

If something goes wrong

ERROR is a failed check, not evidence of inactive coverage. Read the rejection, correct a member or subscriber mismatch where confirmed, and retry only after addressing the cause. Route persistent payer failures to your operations team; do not classify the patient as self-pay from a transport error.

Completion check

The result is linked to the correct patient and service date, the response was reviewed, and any unresolved coverage question has an assigned owner. Use the payer response in context; a check is not a promise of reimbursement.

Manual §02 · QuickAuth

Prior authorization

For authorization specialists and surgical schedulers. Explore QuickAuth

Before you start

Confirm the payer's requirements for the planned service. Have the patient, provider, requested service, dates, units and supporting documentation ready in your approved workspace.

Steps

  1. Open Prior Auth Queue, filter to draft, and open the intended patient row in PA Detail Page. If no draft exists, use your organization's authorized new-request workflow.
  2. In Overview, verify patient and payer details, procedure and diagnosis fields, ordering provider, service dates and units. Use Clinical Documentation → Attach Document for missing supporting records.
  3. Select Validate and resolve field-level errors. Review the packet and obtain any required approval before selecting Submit Authorization. Keep the Submission Receipt and tracking number.
  4. Monitor the returned status and Last Polled timestamp. A submission receipt or in_review status is not an approval. For an approval, check the approved service, units, effective dates and reference against the planned encounter.
  5. Where permitted and configured, use Sync to EHR and verify the resulting authorization details in the actual appointment. Otherwise, use the practice's approved handoff and record its completion. Track expirations in Renewal Calendar.

If something goes wrong

If portal automation requires manual completion, use the approved portal session, retain the payer's confirmation, and record it with Mark as Submitted / Vendor Reference. Do not submit the same request again through QuickIntell after completing it in the portal. For denied or partially approved requests, read the decision and current payer instructions before using the Appeals Workspace.

Completion check

A payer decision or pending follow-up is recorded with its reference and owner. Scheduling staff can see the actual authorized scope or unresolved issue; submitting a packet does not clear the service.

Manual §03 · QuickScribe

Scribe: draft, review and handoff

For clinicians and authorized documentation staff. Explore QuickScribe

Before you start

Confirm the correct patient and encounter in Patient Context. Follow your organization's approved recording-consent process and patient preferences before capturing audio; use its alternative documentation workflow if recording is declined.

Steps

  1. Open the Scribe queue, select the appointment or New Recording, and recheck the patient context. Start Recording only when the required consent and permissions are in place; end the recording when the encounter capture is finished.
  2. Wait for processing, then open the draft in Note Editor. COMPLETED means the draft is ready to review, not that a clinician has attested it or that the EHR contains it.
  3. Review the note against the encounter. Correct transcription errors, unsupported statements, medication details and laterality as applicable. Do not attest content merely because the draft appears fluent; use Flag for Quality Review for a problematic draft.
  4. An authorized clinician reviews the final version and uses Attest and the review confirmation before Sign and Send in the configured workflow. Preserve the version history and use the approved amendment process for changes after attestation.
  5. Verify the intended downstream handoff separately: the coding work item, EHR note or approved manual transfer. Read-only chart access does not establish note-write permission. Use the restricted-writeback instructions below if the note cannot be sent through the configured connector.

If something goes wrong

If PROCESSING is stuck, open View Logs and identify whether transcription or note drafting failed. Use the corresponding authorized retry rather than deleting the job to clear the queue. If an attested note has no expected coding job, ask the administrator to inspect the pipeline handoff; do not create duplicate documentation to force it through.

Completion check

The correct clinician has reviewed the final note, and the intended destination contains the correct version or has a clearly assigned pending handoff. Draft generation, attestation and EHR transfer are three separate checks.

Practice Fusion: when note write-back is unavailable

First ask the integration owner whether this practice has an authorized, configured note-write path. Chart-read access and successful draft generation do not prove that permission. The following clipboard handoff is an operating checklist for practices that have approved it, not a claim that every Practice Fusion connection requires it.

  1. Complete the QuickScribe review above. Identify the final clinician-reviewed version and the intended patient, encounter and note date before copying any content.
  2. On an approved workstation, open that exact encounter in Practice Fusion. Use your practice's approved SOAP or free-text note workflow. Confirm the destination before transferring the reviewed text; do not paste into another patient's chart, a public form or an unapproved application.
  3. Compare the destination note with the reviewed source. Check that all intended sections transferred, formatting did not change meaning, and stale or duplicate text was not introduced. A clipboard action does not preserve an electronic signature or automatically attest the destination note.
  4. Have the authorized clinician complete the EHR's review and signing process. Reopen the saved encounter to confirm the note and its status, then record completion in your approved work queue so another worker does not repeat the transfer.
  5. If the encounter is wrong, locked, already signed or contains a conflicting version, stop and use the practice's correction or amendment process. Do not overwrite an existing signed record or retry the whole handoff blindly.

Practice Fusion documents separate SOAP sections and a simple free-text note format in its charting guide. That vendor documentation explains note formats; it does not verify QuickIntell connector permissions. For an enabled API write-back, follow the configured EHR Integration action, inspect the Sync log acknowledgement and verify the destination record instead.

Return to Practice Fusion integration

Manual §04 · QuickCode

Medical coding review

For authorized coders, cdi specialists and coding managers. Explore QuickCode

Before you start

Start with the correct encounter and attested note. Apply current coding guidance, payer requirements and your organization's review policy; this software guide is not coding advice for a particular patient.

Steps

  1. Open the QuickCode worklist and filter by assignment, status or specialty. Select the encounter to open AI Coder detail page and confirm that the SOAP note pane shows the intended attested version.
  2. Review the suggested E/M, diagnosis, procedure and modifier fields against documentation. Confidence indicators do not replace review. Resolve blocker chips and edit or reject unsupported suggestions.
  3. For CLARIFICATION_REQUIRED, read the question and documented context. Where provider input is needed, use Send to Provider via CDI. Review the returned answer before Reprocess with Answers; do not infer missing clinical facts.
  4. Open Scrub and inspect each finding. Correct the underlying issue and run the check again. A warning requires disposition under your policy; do not bypass a failure merely to meet a deadline.
  5. Accept only the reviewed lines, then use Send to Claim Editor when the required checks are complete. Confirm the destination work item and any configured EHR update. Coding acceptance is not the same as claim submission or payer acceptance.

If something goes wrong

Keep unresolved documentation questions assigned in the clarification workflow. Use manager escalation for a justified exception and preserve its reason; do not treat an automated suggestion or scrub result as a credentialed review.

Completion check

Reviewed codes are supported by the encounter, open findings have an appropriate disposition, and the claim-editor handoff is confirmed without duplicate submission.

Manual §08 · QuickERA

Paper EOB to payment posting

For payment posters, ar managers and reconciliation analysts. Explore QuickERA

Before you start

Use a document your organization is authorized to process in its approved Payment Posting workspace. Check whether the remittance has already been received or posted before importing a paper EOB or PDF.

Steps

  1. Open Payment Posting → New Manual Payment to enter the EOB-to-ERA workspace. Upload the source PDF there, not through a public website contact or report form.
  2. Review the extracted claim lines beside the original PDF. Correct misread payment amounts, adjustment codes, claim references and check numbers. A successful extraction is not approval to post.
  3. Select Validate and address its findings. After review, use Send to inbox. Identify the resulting ERA Inbox entry by source MANUAL_EOB; the converted record is derived from the EOB, not a new payer-issued remittance.
  4. Review the match summary and confirm each intended claim and payment total before the authorized posting action. Work unmatched, partial or held items through Payment Posting → Exceptions rather than forcing a match.
  5. Confirm the posted result and any downstream failures. In Reconciliation Dashboard, compare the bank deposit, remittance payment and posted-payment records for the same batch, accounting for adjustments and settlement timing before closing it.

If something goes wrong

Escalate an uncertain claim match to the AR manager. For a pipeline failure, inspect the failed step and existing posting state before an authorized retry; do not re-upload and repost the whole EOB to fix one downstream failure. Leave unexplained reconciliation differences open with an owner.

Completion check

The source document, converted remittance, reviewed claim matches and posting records can be traced together. The batch is reconciled or the remaining variance is explicitly assigned; conversion alone does not mean cash is posted.

Need help with a workflow?

Start with your organization's administrator for permissions, patient-record corrections or an active job failure. For a QuickIntell workflow question, contact the QuickIntell team with the module name and a non-sensitive description. Do not include patient information or credentials.

For implementation scope, see the Integration Map. For procurement and pilot planning, use the AI RCM evaluation toolkit.