Quilia is your practice's attorney portal: the easiest way to share records and updates with the attorneys on your patients' cases. Here's what leaves your practice when you use it, who sees it, and how to turn any of it off. For how Quilia protects data overall, read HIPAA at Quilia.
What leaves your practice
Nothing leaves on its own. Only what you choose goes out:
- Files you share yourself from a patient's page. Read Share a file with an attorney.
- Updates you choose to share on patients confirmed on a Quilia firm's case: bill updates, payments, reductions, lien status, visits, patient confirmations and referrals. Each kind has its own setting under Sharing: Ask each time, Always share or Never share.
- With your records system connected under Integrations, only what you choose to send from it, such as documents filed under one category and completed visits. Each has its own switch, and every switch starts off.
Your notes stay with your practice. Importing a spreadsheet sends nothing to anyone.
Who sees it
- The law firm on that patient's case. A firm on Quilia gets what you share on the patient's case, and in its case management system if it uses one. No other firm sees it.
- The attorney you email, for a firm that isn't on Quilia. The email names the patient so they know which client it's for, and its secure link works for 30 days. To open it, they enter a code Quilia sends to that same address, so a forwarded email can't open your patient's file. Anyone who can read that inbox can get the code until the link closes, so send it only to the attorney's own address.
- Not the patient. Patients never see documents, bills, payments or your notes. Visits you share show on the patient's calendar in the Quilia app. Visits from a connected records system are sent after they happen, so the patient sees them as past visits.
- Your team. Everyone you invite works all of your practice's patients. Read Add your team to Quilia.
When a law firm lists your practice on a client's case, that patient stays hidden from you until you confirm them with details from your own records. Read Confirm the patients law firms send you.
Connected records systems: Quilia only reads
When you connect your records system under Integrations, Quilia only reads from it. It never adds, changes or deletes anything: not your charts, your schedule or your settings.
It looks up only the patients on your Cases page, one at a time, matching each by last name and date of birth. If that matches more than one chart, Quilia doesn't guess, and nothing is sent for that patient.
The business associate agreement
Quilia handles your patients' records whenever you share them, so your practice and Quilia sign one business associate agreement (BAA). It covers everything you share through Quilia: files you share yourself and anything sent from a connected records system. An owner or admin signs it once, from Integrations or as the first step of connecting a records system. Once it's signed, the page shows who signed and when, and Read the agreement opens your signed copy.
In plain words, the agreement says Quilia:
- Only touches records for patients who are on a law firm's case with your practice, and only sends them to that patient's firm.
- Uses no more than it needs to do that.
- Has read-only access to a connected records system, and you can turn it off at any time.
- Tells you in writing within 10 business days if something goes wrong, such as a breach.
- Keeps a log of which records went to which firm and when, and gives it to you within 10 business days if you ask.
- Returns or destroys your records within 30 days if the agreement ends. Records already sent to a firm belong to that firm's file.
Either side can end it with 30 days' written notice.
Your release policy still applies
Quilia doesn't decide whether you need a patient's authorization before sending records to their attorney. Your practice's own release policy applies, just as it does to a fax or a letter. If you're not sure what it requires, ask your compliance contact.
Turn anything off
- Updates: click Sharing on any patient's page and set a kind of update to Never share.
- Documents or visits from your records system: on its page under Integrations, turn off the switch for what you don't want sent. Nothing new is sent after that.
- A connected records system altogether: click the power button at the top of its page, then Disable. Nothing is deleted.
- A team member: an owner or admin clicks Remove on their row under Team.
What's already been shared stays with the firm. Quilia can't pull a file back from a firm's case, and an emailed link closes on its own after 30 days.
Common questions
Do I need the patient's authorization before I share? That's your practice's call under its own release policy. Ask your compliance contact.
Can the patient see their bill or my records? No. The only thing a patient sees is a visit you share, on their calendar in the Quilia app.
Can Quilia change anything in my records system? No. A connected records system is read-only to Quilia.
Can I take back a file I shared by mistake? Not from Quilia. Contact the firm and ask them to remove it. A link you emailed closes after 30 days.