DMS Solutions Version Page 1 of 9

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1 DMS Solutions Version Page 1 of 9

2 Table of Contents Table of Contents...2 Fee Alerts When Scheduling an Appointment for a BK Pre-Filing Session...3 Charging Bankruptcy Fees at Time of Scheduling...3 Check Enable Bankruptcy Client Status in Personal Information...4 Printing Counseling Documents for Bankruptcy Clients...5 Printing Bankruptcy Certificates from the EOUST s Website...5 Marking Attendance After a Bankruptcy Session/Education Has Completed...5 Recording the Bankruptcy Outcome Information...6 Recording Bankruptcy Test Scores & Certificate Numbers...6 Charging Bankruptcy Fees & Recording the Bankruptcy Trustee Region...7 Applying Client s Bankruptcy Fee Payment...7 Problem Scenarios To Be Aware of in the Fees Screen...8 Bankruptcy Counseling Activity Reporting...8 DMS Solutions Version Page 2 of 9

3 Fee Alerts When Scheduling an Appointment for a BK Pre-Filing Session In the Appointment Details window shown below, when a service type is selected that has a fee attached (like BK sessions), a message like shown below appears reminding your staff member to tell the consumer that this service type requires a fee to be paid at the time of the appointment. Charging Bankruptcy Fees at Time of Scheduling After the Bankruptcy session has been scheduled, the scheduler can then create the Fee Charge: Go into the Results/Misc tab and check the Fee Charge box on the lower left. The remaining fields are not required and will be completed by the counselor at the close of the counseling session. This is much faster than creating a NEW FEE in Counseling Client>Results>Fees tab. DMS Solutions Version Page 3 of 9

4 Check Enable Bankruptcy Client Status in Personal Information While the counselor is updating information in Counseling Client>Personal Information on a bankruptcy client, don t forget to click on the last tab labeled Bankruptcy (N) tab. You ONLY do this on bankruptcy sessions and education! 1. Check the Enable/Disable Bankruptcy Client Status. 2. If you have a court CASE NUMBER, add this. You may not get this until later, but this can be keyed here later. 3. If you know the referring LAWYER name, you can search for the lawyer with the square binocular button. Key at least 2 characters of last name. If you key 2 percent signs (%%) for the last name, this will list all lawyers you have in your database. 4. If you find the referring lawyer in your look-up, double click on that row to bring the lawyer back to the client s file. 5. If you DO NOT find the lawyer, close the Lawyer Search screen, then click the square N button to create a new lawyer. DMS Solutions Version Page 4 of 9

5 6. At minimum, complete the lawyer s first and last name. You wish to key the law firm the lawyer works in the Key Word field at the bottom of this screen. Complete address lines, phones, faxes and addresses if these are available. 7. Click the OK button to save and add the new lawyer to the client s record. 8. This all that you can complete from this screen. The Details section at the bottom is updated later in this document. Printing Counseling Documents for Bankruptcy Clients 1. Once the Counseling session is finished, the counselor should print (or ) the standard counseling forms that are printed from the Counseling report folder. Some agencies have had CPR prepare special Bankruptcy packets. 2. The NFCC also provided agencies with suggested Bankruptcy documents that should be prepared for each Bankruptcy client. To support this, CPR also created 3 Bankruptcy forms and put them in the Bankruptcy report folder. You are not required to use these documents. Bankruptcy Counseling Client Budget (Uses the bankruptcy budget template) Bankruptcy Counseling Assets and Liabilities Bankruptcy Counseling Client Summary Counselors will also want to print a listing of debts from Counseling folder. NOTE: You may use either your standard counseling documents, or you can use those that are in the Bankruptcy report folder. Printing Bankruptcy Certificates from the EOUST s Website All U. S. bankruptcy certificates must be printed from the following web-site: Marking Attendance After a Bankruptcy Session/Education Has Completed After a BK counseling session (or BK Debtor Education) has been completed, it is necessary for the counselor to indicate that the client attended. You will change the status of the appointment from PE/Pending to CO/Counseled. 1. If you are in the Counseling Client record, click on the Results group on the left. 2. Now click on the Appointment History tab. 3. Locate today s PE appointment date row and double click on it. DMS Solutions Version Page 5 of 9

6 4. This should make the Appointment Details screen appear. This is where this appointment was scheduled originally. Note: If you so choose, you could save and close the Counseling Client, then go to the Appointments gray bar. Next open up today s appointment schedule in your location. Find your client s white box in the schedule and double click on it. This is a longer method, but it works too! 5. In the upper right corner, find STATUS. It should show PE. Drop down the list and choose CO. Proceed to the next step. Recording the Bankruptcy Outcome Information 6. Click on the tab called RESULTS/MISC. 7. Drop down the possible RESULTS and choose BKC. You must always choose the BKC outcome result for all bankruptcy sessions or education!!! 8. The RESULT DATE will default to today s date, but you can change it. 9. Choose the Result COUNSELOR name from the dropdown. 10. Choose a single PRIMARY CAUSE OF FINANCIAL PROBLEM from the dropdown. Recording Bankruptcy Test Scores & Certificate Numbers 11. If appropriate, complete the Applicant PRE-TEST SCORE and/or POST-TEST SCORE. 12. Complete the Applicant s EOUST CERTIFICATE number. 13. If appropriate, complete the Co-Applicant PRE-TEST SCORE and/or POST-TEST SCORE (if appropriate). 14. Complete the Co-Applicant EOUST CERTIFICATE number (if appropriate). DMS Solutions Version Page 6 of 9

7 Charging Bankruptcy Fees & Recording the Bankruptcy Trustee Region 15. If someone else in your organization charges and collects the bankruptcy fees and not the counselor, this check box will already be checked and a fee charge will have already been created. If the counselor is to charge the fee, check the CHARGE FEE box if this is enabled for this client s service type. This will create a NEW FEE entry in Counseling Client>Results>Fees tab. 16. In the lower left corner, choose a BANKRUPTCY TRUSTEE district from the drop down. You should only see the districts that your agency is approved to do Bankruptcy counseling in. Applying Client s Bankruptcy Fee Payment The following procedure is for the staff who will be collecting the money from the bankruptcy client. 1. Open this client in Counseling Client. 2. Go to the Results section and click on the Fees tab. 3. The Fees grid will appear. If you see this service type s Bankruptcy charge type already created with no payment, double click on this row. If the Bankruptcy Fee has not been charged yet, click on the NEW FEE button at the top. This launches the following Fee screen. DMS Solutions Version Page 7 of 9

8 4. Today s date will be the default TXN DATE. 5. The CHARGE TYPE should show the word APPOINTMENT in it. 6. The bankruptcy appointment date, time, service types and status should appear in the APPOINTMENT box. 7. Drop down the PAYMENT TYPE listing and choose the appropriate payment method. Note: Additional payment types can be added by CPR when requested through Track Record. 8. Change the CHARGED amount if necessary. 9. Key a PAID amount. The OWED will calculate the fee amount remaining. 10. If appropriate, key a WAIVED amount. Again the OWED will calculate with the fee amount remaining. 11. The DESCRIPTION field can be used to record the serial number from the money order, or bank name/check number, etc. It is optional. 12. Click the SAVE button. This will update this fee transaction on the Fee Grid. See below. Problem Scenarios To Be Aware of in the Fees Screen CHANGING A FEE ITEM WITH PAYMENTS-At this time, you are permitted to change a fee item created previously whether it is paid off or not. Use caution as you will be trying to balance fees collected for a date range with Operating bank deposit slips. NSF COUNSELING FEES-Sometimes an agency will accept a personal check for a fee and it is returned NSF. Currently we do not permit you to key a negative PAYMENT in this screen. Some agencies have had a new Charge Type added called NSF PAYMENT. They create another fee item using the NSF PAYMENT charge with no payment or waive amount. Bankruptcy Counseling Activity Reporting The following bankruptcy reports have been made available to all CPR Agencies. If you do not have one of these reports and wish to have it, please open a new Track Record requesting the specific report name. It would be wise to also add Bankruptcy reports to your EOM Checklist too. Bankruptcy Lawyer Fees.rpt-Specify all lawyers, or a specific lawyer name and a date range of counseling fees charged to bankruptcy clients. Clients who are not charged a fee DO NOT appear on this report. The following 3 reports are very similar in parameters, process and format. You do not need to run all three. DMS Solutions Version Page 8 of 9

9 Appointment Counseling Fees by Location.rpt-Reports fees collected from appointment clients in an appointment date range. Specify all or specific counseling locations, all or specific counselor names, all or specific service types. Fees Received.rpt- Reports fees collected from appointment clients in an appointment date range. Specify all or specific counseling locations, all or specific counselor names, all or specific service types. Counseling Fees.rpt- Reports fees collected from appointment clients in an appointment date range. Specify all or specific counseling locations, all or specific counselor names, all or specific service types. Bankruptcy Certificate Report.rpt-Reports bankruptcy certificate numbers associated to applicants and coapplicants counseled in a range of dates. Bankruptcy Certificate Plus Report.rpt-Reports the same information as Bankruptcy Certificate Report plus it adds interview method, fees charged, collected, waived, owed and the payment type. This report does use legal size paper. Bankruptcy Certificate Plus Exportable Report.rpt-This report is identical to Bankruptcy Certificate Plus Report, but has better column appearance for exporting to Excel or other applications. This report does use legal size paper. DMS Solutions Version Page 9 of 9