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From Prime 16 Online User's Manual
Created page with "=Clients= The Clients record tracks basic applicant/client information together with Clients information (income, assets, and expenses). ==Add== To Add a new Clients record..."
 
 
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==Add==
==Add==


To Add a new Clients record, from the Main Menu, choose Add-->Applicant-->Clients.
To Add a new Clients record, from the Main Menu, choose Add-->Client.


==Edit==
==Edit==


To Edit an existing Clients record, from the Main Menu, choose Search-->Applicant-->Clients.  Use the search screen to find the appropriate Clients entry and open it.  You can also open associated Clients entries from other locations, such as Callback and Client records.
To Edit an existing Clients record, from the Main Menu, choose Search-->Clients-->Client.  Use the search screen to find the appropriate Client entry and open it.  You can also open associated Client entries from other locations, such as Callback and Eligibility records.


==General Clients Entry==
==General Clients Entry==


===Problem, Case Number, Staff, Date open, Name===
===Heading===


The first section of the Clients entry holds the problem type (code), a unique assigned case number, staff person, the date the Clients entry was started, and the applicant's name.
The first section of the Clients entry holds:


[[File:Screen Recording 2020-08-07 at 2.06.36 PM.mov]]
#Date Open
#Case Number
#Critical Date
#Reason for Critical Date Entry (R)
#Intake Type
#Case Type -- various selections may show additional fields:
##Rejected -- Reason Rejected
##PBI -- Volunteer Lawyer Assignment
#Title
#Client Name


===Applicant Information===
[[File:Screen Recording 2020-08-11 at 12.20.50 PM.mov]]


The second section holds information about the applicant.  This section contains the following items:
===Client Information===
 
The second section holds information about the client.  This section contains the following items:


# Non-adverse Spouse Name
# Non-adverse Spouse Name
# Address
# Address and whether it can be considered safe
# Phone
# Zip Code (pressing the City/State button will enter the City, State, and County based on the zip code)
# Gender
# Living Arrangements
#Birth date
#City
# Adults and Children
#State
# Citizenship check and status
#County
#Legal Issue County
#Legal Issue County
#Office
#Phone and whether safe
#Unit
#Work Number and whether safe
# Know about
#Cell Number and whether safe and okay to text
# Checked on Earned Income Tax Credit
#Phone comments
 
#Notation for no phone
[[File:Screen Recording 2020-08-07 at 2.10.54 PM.mov]]
#Safe Email Address
 
#Internet Access
===Income Assets Information===
 
The third section holds income and assets information.  This section contains the following items:
 
#Income Entries (and total)
#Asset Entries (and total)
#Expense Entries (and total)
#Means Test Notation and the Agency used to make that determination
#Whether you asked about future income
#Poverty percent calculation and net percentage
#Whether the person fits within Extended Clients guidelines
#Checkmarks to indicate whether the applicant is LSC Eligible, Program Eligible or the Reason the Applicant was Rejected
 
[[File:Screen Recording 2020-08-07 at 2.34.33 PM.mov]]
 
Once an Clients record is saved, Income, Asset, and Expense Entries may be made by clicking on the appropriate button:
 
====Income Entries====
Income entries will store:
 
#The source of the income
#The amount of the income
#The period of the income


So, if every week a person gets $550 in income from Employment, the entries would be:  
[[File:Screen Recording 2020-08-11 at 12.25.57 PM.mov]]
Source: Employment
Amount: 550
Period: 52 - Weekly


Enter the Source, Amount, and Period and press Save.
===Case Problem===


Previous entries may be edited or deleted as necessary.
The third section holds information about the legal problem in the case. This section contains the following items:


(Note--the total in the Clients form may not update until the Clients record is saved [and thereby refreshed].)
#Problem Code
#Special Problem Code -- breakdown of the main problem code
#National Index Code -- LSC indicated problem code


[[File:Screen Shot 2020-08-07 at 2.36.49 PM.png|200px]]
[[File:Screen Recording 2020-08-11 at 12.30.34 PM.mov]]


====Asset Entries====
===Demographics===
Asset entries will store:


#The asset (name)
The fourth section holds demographic information about the applicant.  This section contains the following items:
#The value


Enter the name and value and press Save.
# Social Security Number
# Birthdate
#Age
#Current Age -- this is figured by the system automatically after saving
#Gender
#Race
#Race 2 -- a second race category
#Hispanic
#Citizenship Verified
#Status -- Citizenship status
#Language
#Speak English -- how well they speak English
#Interpreter -- whether an interpreter is necessary
#Marital Status
#Number of Adults
#Number Children
#People helped in this case -- defaults to Adults + Children
#Veteran in Household
#Veteran -- which branch is represented
#Disabled
#Income Source
#Total Monthly Income


Previous entries may be edited or deleted as necessary.
[[File:Screen Recording 2020-08-11 at 12.36.02 PM.mov]]


(Note--the total in the Clients form may not update until the Clients record is saved [and thereby refreshed].)


[[File:Screen Shot 2020-08-07 at 2.41.10 PM.png|200px]]
===Assignment===


====Expense Entries====
The fifth section holds assignment information.  This section contains the following items:
Expense entries will store:


#The source
#LSC Eligible -- whether the clients situation and case are LSC Eligible
#The amount
#Priority/Emergency -- whether there is a priority or emergency in this case
#The period
#Referred By -- what agency referred the client
#Know about -- how the client came to know about your services
#Office -- which office is assigned to handle this case
#Unit -- which unit (if any) is assigned to handle this case
#Clinic -- what clinic handles this case
#Advocate -- the primary staff person responsible for this case
#Cocounsel -- a secondary staff person responsible for this case
#Intake Worker -- the person who gathered information on this client and case
#Funds -- the funds used to provide services
#Per cent -- the percentage used in this case
#Funds 2 -- a second fund used to provide services
#Per cent 2 -- the percentage used in this case of the second fund


Enter the Source, Amount, and Period and press Save.
[[File:Screen Recording 2020-08-11 at 1.02.36 PM.mov]]


Previous entries may be edited or deleted as necessary.
===Program Information===


(Note--the total in the Clients form may not update until the Clients record is saved [and thereby refreshed].)
The sixth section holds program information.  This section contains the following items:


[[File:Screen Shot 2020-08-07 at 2.44.02 PM.png|200px]]
#Special Program Code 1, 2, 3
#Last Activity
#Last Note
#Last Time Entry
#Last Calendar Entry Date
#Master Case


===Conflict Information===
[[File:Screen Recording 2020-08-11 at 1.05.54 PM.mov]]


The fourth section holds conflict information about the applicant.  This section contains the following items:
===Closure===


# Conflict entries
The seventh section holds closure information.  This section contains the following items:
# Notation indicating whether conflicts have been checked


Add adverse parties using the "Add adverse parties" section.  Adverse parties already entered will show above that at the top of this section.
#Reviewed and Ok'd for closure
#Total hours
#Outcomes -- moved to Context Menu to follow formatting of pages generally
#Reason Closed
#Date Closed
#Case Result
#CSR Reportable
#Deselect
#Proof of Representation
#Expense
#Attorney Fees
#File Destroy Date
#Checkboxes to track various other items:
##Major
##Group
##Good Story
##Impact
##Contested
##Class Action
##Unduplicated Service
##Fee Generating
##Followup
##Packet Given Out
##Domestic Violence


[[File:Screen Recording 2020-08-07 at 2.50.47 PM.mov]]
[[File:Screen Recording 2020-08-11 at 1.10.35 PM.mov]]


==Use of the Form==
==Use of the Form==
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The context menu is shown to the left.  The items shown in a context menu will change depending on many factors, including whether the current record is saved.   
The context menu is shown to the left.  The items shown in a context menu will change depending on many factors, including whether the current record is saved.   
[[File:Screen Recording 2020-08-07 at 3.32.12 PM.mov]]


The context menu has additional items available that relate to the entry, including:
The context menu has additional items available that relate to the entry, including:


# Activities
# Activities
## Time -- make a new time entry[[File:Screen Shot 2020-08-06 at 3.39.27 PM.png|50px]]
##Time -- add time
## Calendar -- make a new calendar entry[[File:Screen Shot 2020-08-06 at 3.39.50 PM.png|50px]]
##View Time -- view associated case time entries
##Internal Message -- create a new Internal Message[[File:Screen Shot 2020-08-07 at 1.22.02 PM.png|50px]]
##Case Notes -- add or view case notes (including notes from time entries and other locations)
## Clients Notes -- create a Note[[File:Screen Shot 2020-08-07 at 3.38.03 PM.png|50px]]
##Calendar -- add a calendar item
##View Calendar -- view associated case calendar entries
##Internal Messages -- send an internal message related to this case
##View Legal Advice -- view advice that may be pertinent
#Additional Input
#Additional Input
##Other Services -- create an Other Service record[[File:Screen Shot 2020-08-07 at 1.27.21 PM.png|50px]]
##Conflicts -- check conflicts; add adverse parties; add client alias; review conflict entries
##Document Tracking -- add or open files associated with the record[[File:Screen Shot 2020-08-07 at 3.39.40 PM.png|50px]]
##Other Services  
##Litigation -- add LSC-required entries for litigation, including type, parties involved, etc.
##Trust -- add trust account entries for this case
##Family -- add family members associated with this case
##Interview -- perform an interview and save responses
##Referrals/Handouts -- note the referral or handouts given to the client
##Special Programs -- track special items related to this case
##Document Tracking -- track documents related to this case
##Duplicate -- duplicate the client entry
##Contacts -- add and review contacts associated with this case
##Project Management -- (not currently implemented)
#Printing
#Printing
##Form Letters -- print a form letter[[File:Screen Shot 2020-08-07 at 3.40.35 PM.png|50px]]
##Print Client Intake -- print the client intake form
## Print -- print the record[[File:Screen Shot 2020-08-07 at 3.42.53 PM.png|50px]]
##Form Letters -- print a form letter
##Print Multiple Selected Items -- choose one or more items and press "Print Selected Items" to create those items
#Compliance and Errors
##Error Check -- perform an error check on the data entered in the case file
##LSC Compliance -- review compliance requirements
##Funding Code Check -- automatically determine whether the funding code assigned is appropriate and see what other selections may be better
#Related Intake
#Related Intake
##Callback -- Create or Review a Callback record
##Eligibility -- review an existing or create a new Eligibility record
##Client -- Create or Review a Client record
##Online Intake -- review an Online Intake record (if any)
##Online Intake -- review an associated Online Intake record (if any)
##Callback -- review an existing or create a new Callback record
##Add new -- save the current entry and start a new record
#Communication
#Conflict Checks
##Send Text
##All Adverse and Applicant -- check all entries at once
##Send Email
##Conflict Check -- a basic conflict checker
##Review Texts
##All Phones -- check the phone number across multiple tables
##Alternate Names -- check for alternate names
##Conflict Entry -- add a new entry for applicant or show whether conflict entry already exists
##Search Conflict -- simple conflict search screen
##All People -- check for the applicant's name across multiple tables
#Compliance and Errors
##Error Check -- perform an error check on the entry to show known and checked errors
#Difficult People
#Difficult People
##Add Difficult Person -- add the applicant as a difficult person
##Add Client as Difficult Person
##Search Difficult Person -- search the Difficult Person table for entries
##Search Difficult Person
##Add Non-Client Difficult Person -- add someone else as a Difficult Person related to this record
##Add Non-Client Difficult Person
#Master Case
##Open Master Case -- if this case is associated with a master case
##Search for Master Cases
##Display Members -- if this case is associated with a master case, show all cases associated with it
##Make this Case a Master Case
#Unlock Record
#Unlock Record
##Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another
##Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another


===Save/Stay and Save/Close===
===Save/Stay and Save/Close===
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The Save/Close button will save the record and then close to the Main Menu/Home Screen.
The Save/Close button will save the record and then close to the Main Menu/Home Screen.


If an error is encountered in the save, a message should appear at the top of the form in red notifying you of the problem.
If an error is encountered in the save, a message should appear at the top of the form in red notifying you of the problem.  You may also receive another warning about errors in the case and asking whether you want to continue on in spite of those errors.  Some errors (those shown in red at the top) you cannot avoid.


==Relationship to Other Records==
==Relationship to Other Records==


Using selections in the Content Menu, you can create associated records, including Callback, Client, Conflict, Internal Messages, Time, Calendar, Difficult Person, and Other Services.  In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.
Using selections in the Content Menu, you can create associated records, including Callback, Eligibility, Conflict, Internal Messages, Time, Calendar, Difficult Person, and Other Services.  In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.

Latest revision as of 23:00, 7 December 2021

Clients

The Clients record tracks basic applicant/client information together with Clients information (income, assets, and expenses).

Add

To Add a new Clients record, from the Main Menu, choose Add-->Client.

Edit

To Edit an existing Clients record, from the Main Menu, choose Search-->Clients-->Client. Use the search screen to find the appropriate Client entry and open it. You can also open associated Client entries from other locations, such as Callback and Eligibility records.

General Clients Entry

Heading

The first section of the Clients entry holds:

  1. Date Open
  2. Case Number
  3. Critical Date
  4. Reason for Critical Date Entry (R)
  5. Intake Type
  6. Case Type -- various selections may show additional fields:
    1. Rejected -- Reason Rejected
    2. PBI -- Volunteer Lawyer Assignment
  7. Title
  8. Client Name

File:Screen Recording 2020-08-11 at 12.20.50 PM.mov

Client Information

The second section holds information about the client. This section contains the following items:

  1. Non-adverse Spouse Name
  2. Address and whether it can be considered safe
  3. Zip Code (pressing the City/State button will enter the City, State, and County based on the zip code)
  4. Living Arrangements
  5. City
  6. State
  7. County
  8. Legal Issue County
  9. Phone and whether safe
  10. Work Number and whether safe
  11. Cell Number and whether safe and okay to text
  12. Phone comments
  13. Notation for no phone
  14. Safe Email Address
  15. Internet Access

File:Screen Recording 2020-08-11 at 12.25.57 PM.mov

Case Problem

The third section holds information about the legal problem in the case. This section contains the following items:

  1. Problem Code
  2. Special Problem Code -- breakdown of the main problem code
  3. National Index Code -- LSC indicated problem code

File:Screen Recording 2020-08-11 at 12.30.34 PM.mov

Demographics

The fourth section holds demographic information about the applicant. This section contains the following items:

  1. Social Security Number
  2. Birthdate
  3. Age
  4. Current Age -- this is figured by the system automatically after saving
  5. Gender
  6. Race
  7. Race 2 -- a second race category
  8. Hispanic
  9. Citizenship Verified
  10. Status -- Citizenship status
  11. Language
  12. Speak English -- how well they speak English
  13. Interpreter -- whether an interpreter is necessary
  14. Marital Status
  15. Number of Adults
  16. Number Children
  17. People helped in this case -- defaults to Adults + Children
  18. Veteran in Household
  19. Veteran -- which branch is represented
  20. Disabled
  21. Income Source
  22. Total Monthly Income

File:Screen Recording 2020-08-11 at 12.36.02 PM.mov


Assignment

The fifth section holds assignment information. This section contains the following items:

  1. LSC Eligible -- whether the clients situation and case are LSC Eligible
  2. Priority/Emergency -- whether there is a priority or emergency in this case
  3. Referred By -- what agency referred the client
  4. Know about -- how the client came to know about your services
  5. Office -- which office is assigned to handle this case
  6. Unit -- which unit (if any) is assigned to handle this case
  7. Clinic -- what clinic handles this case
  8. Advocate -- the primary staff person responsible for this case
  9. Cocounsel -- a secondary staff person responsible for this case
  10. Intake Worker -- the person who gathered information on this client and case
  11. Funds -- the funds used to provide services
  12. Per cent -- the percentage used in this case
  13. Funds 2 -- a second fund used to provide services
  14. Per cent 2 -- the percentage used in this case of the second fund

File:Screen Recording 2020-08-11 at 1.02.36 PM.mov

Program Information

The sixth section holds program information. This section contains the following items:

  1. Special Program Code 1, 2, 3
  2. Last Activity
  3. Last Note
  4. Last Time Entry
  5. Last Calendar Entry Date
  6. Master Case

File:Screen Recording 2020-08-11 at 1.05.54 PM.mov

Closure

The seventh section holds closure information. This section contains the following items:

  1. Reviewed and Ok'd for closure
  2. Total hours
  3. Outcomes -- moved to Context Menu to follow formatting of pages generally
  4. Reason Closed
  5. Date Closed
  6. Case Result
  7. CSR Reportable
  8. Deselect
  9. Proof of Representation
  10. Expense
  11. Attorney Fees
  12. File Destroy Date
  13. Checkboxes to track various other items:
    1. Major
    2. Group
    3. Good Story
    4. Impact
    5. Contested
    6. Class Action
    7. Unduplicated Service
    8. Fee Generating
    9. Followup
    10. Packet Given Out
    11. Domestic Violence

File:Screen Recording 2020-08-11 at 1.10.35 PM.mov

Use of the Form

Expanding/Collapsing Sections

Sections (other than the top section) may be expanded or collapsed to display or hide the information within those sections. This can help with viewing the screen.

To expand a collapsed section, click on its header. To collapse an expanded section, click on its header. Multiple sections can be expanded at the same time.

Context menu

The context menu is accessed by clicking on the Context Menu icon at the top left of the record.

The context menu is shown to the left. The items shown in a context menu will change depending on many factors, including whether the current record is saved.

The context menu has additional items available that relate to the entry, including:

  1. Activities
    1. Time -- add time
    2. View Time -- view associated case time entries
    3. Case Notes -- add or view case notes (including notes from time entries and other locations)
    4. Calendar -- add a calendar item
    5. View Calendar -- view associated case calendar entries
    6. Internal Messages -- send an internal message related to this case
    7. View Legal Advice -- view advice that may be pertinent
  2. Additional Input
    1. Conflicts -- check conflicts; add adverse parties; add client alias; review conflict entries
    2. Other Services
    3. Litigation -- add LSC-required entries for litigation, including type, parties involved, etc.
    4. Trust -- add trust account entries for this case
    5. Family -- add family members associated with this case
    6. Interview -- perform an interview and save responses
    7. Referrals/Handouts -- note the referral or handouts given to the client
    8. Special Programs -- track special items related to this case
    9. Document Tracking -- track documents related to this case
    10. Duplicate -- duplicate the client entry
    11. Contacts -- add and review contacts associated with this case
    12. Project Management -- (not currently implemented)
  3. Printing
    1. Print Client Intake -- print the client intake form
    2. Form Letters -- print a form letter
    3. Print Multiple Selected Items -- choose one or more items and press "Print Selected Items" to create those items
  4. Compliance and Errors
    1. Error Check -- perform an error check on the data entered in the case file
    2. LSC Compliance -- review compliance requirements
    3. Funding Code Check -- automatically determine whether the funding code assigned is appropriate and see what other selections may be better
  5. Related Intake
    1. Eligibility -- review an existing or create a new Eligibility record
    2. Online Intake -- review an Online Intake record (if any)
    3. Callback -- review an existing or create a new Callback record
  6. Communication
    1. Send Text
    2. Send Email
    3. Review Texts
  7. Difficult People
    1. Add Client as Difficult Person
    2. Search Difficult Person
    3. Add Non-Client Difficult Person
  8. Master Case
    1. Open Master Case -- if this case is associated with a master case
    2. Search for Master Cases
    3. Display Members -- if this case is associated with a master case, show all cases associated with it
    4. Make this Case a Master Case
  9. Unlock Record
    1. Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another

Save/Stay and Save/Close

The Save/Stay button will save the record and stay in it. This will allow you to continue to edit the record or add associated entries using the Context menu (such as call from caller, and calls to caller).

The Save/Close button will save the record and then close to the Main Menu/Home Screen.

If an error is encountered in the save, a message should appear at the top of the form in red notifying you of the problem. You may also receive another warning about errors in the case and asking whether you want to continue on in spite of those errors. Some errors (those shown in red at the top) you cannot avoid.

Relationship to Other Records

Using selections in the Content Menu, you can create associated records, including Callback, Eligibility, Conflict, Internal Messages, Time, Calendar, Difficult Person, and Other Services. In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.

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