Kemp s Case Works, Inc. Prime Case Management System Version

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1 Kemp s Case Works, Inc. Prime Case Management System Version Today Tab A Daily Worksheet for Staff and Management introduces more time-saving features and makes Prime easier to use. The Staff Worksheet will allow staff to run frequent or management recommended reports and look at their open cases, calendar schedule, list of critical dates, caseload, open or close eligibility slips, cases, callbacks, etc. The password protected management sheet allows management to look at everything from an office standpoint. PRIME Version 12 Improvements - Page 1 of 14

2 A Future Period pull-down on the Today s Calendar/Tickle Tab has been added, allowing users to display their future calendar events of 3 days, one week, two weeks, one month, 90 days, six months, and one year. Quick Start Tab This new Tab puts all the basic functions of Prime in one location and makes training individuals easier. From one screen, you can now Add, Search, Report, and Get Help on several of the main tables in Prime, including Eligibility, Client Intake, Calendar, PBI Lawyer, Time Keeping, etc. Call Back Tab An In Use Indicator has been added to Call Back Search Screen, in addition to Eligibility and Client Search Screens. An advocate can now see if anyone else is using a Callback record by looking at the first column on the Search Screen. If a red exclamation mark appears there, the record is in use and shouldn't be entered. An internal message can then be sent to staff member using the record. Upkeep Tab Track Your Changes, located on the Upkeep Tab, includes a table to track your changes, a form to make entry easy, a printout of the form, and comprehensive reports of the changes made. It also provides tags for the types of changes done, dates when your changes were made and tested, and a place to document these changes. Policies and Procedures displays, in a tree view, all the policy questions and decisions that the Database Administrator should answer. They can add policies and procedures, assign a person to be responsible for the policy, indicate a planned implementation date, and mark it as completed. The policy decisions can be printed out and given to staff for reference. PRIME Version 12 Improvements - Page 2 of 14

3 Input Screens On Contacts, Subject Codes are now linked with Contacts, allowing contacts to be given a specialty. On Conflicts, detailed information on the Adverse Party and the Attorney representing the Adverse Party can now be stored. On Lawyers, Canned Notes has been added to Lawyer s Notes Tab. Search Screen Improvements A Report Preview uses a Search Screen to search, preview, and/or run 458 reports built into Prime. Report Tree View is like the Report Preview but gives you a tree view of all the reports in Prime. The branches are the Table Names and if you click on a branch, such as ttime, sub-branches expand, holding the names of all the reports under that table. You can click on a Report Name to preview it and if it s the Report you need, just select Run Report. PRIME Version 12 Improvements - Page 3 of 14

4 The In Use now auto refreshes on the Search Screens. Within 60 seconds, the search screen refreshes which cases are currently in use and updates the red exclamation mark Other Search Screen Improvements include the ability to read and edit Case Notes without going into a case; quickly finding all the cases from your caseload, your unit, your office, cases you are cocounsel on, and cases you are the intake person on; fill out a Case Closure form, find a list of Critical Dates on cases, etc. Client Intake Intake Page 1 The Duplicate System has been revised and allows the copying of existing client data with the option of also copying eligibility and case notes. You can choose other values to substitute in the new record (e.g., problem code and advocate) so that the record will be created with that new information making the record immediately ready for use. If you have a need to duplicate only certain fields, or want to duplicate fields beyond the standard duplicate method, you can choose your own fields from the clients table. County of Legal Issue can now be tracked. The LSC Problem Codes can now be divided into 100 subdivisions, making them more flexible. You can have 100 types of landlord/tenant problems, 100 types of divorces, etc. Project Management has been revised for easier use. Not only does it help plan and schedule complex projects, build teams, and manage costs, but it also captures knowledge and allows you to learn from past experiences. You can import tasks, problems, budget, etc. from previous projects to manage your current project. A project can be linked to Cases or Other Services. PRIME Version 12 Improvements - Page 4 of 14

5 You can also generate reports and charts on projects, including a GANTT Chart showing Tasks with Start and Projected End Dates. Conflict Check Conflict now has a separate Tab on Clients, Eligibility, and Callback Form letters can now be sent to Adverse Parties by clicking on the Details and Letters button. For checking Conflict, a 2-Way Prior has been added to check if client or adverse were the same on other cases. Alternate Names is a search process for error checking matches for first and diminutive first names. For example, Bob will check for Robbie, Robert, Rob, etc. PRIME Version 12 Improvements - Page 5 of 14

6 Intake Page 2 Prime takes into account the changes required by LSC in reporting PBI cases, Volunteer Lawyer Activity, Veteran status, and other new requirements. Funding Code Check allows the administrator to combine up to 57 different criteria for each funding code, by setting up simple or complex conditions to ensure proper entry of funding codes assigned to cases. It will suggest funding codes, with their priorities, that apply to the current case. A report analyzes cases for a period set by the user, to insure that they have the correct funding codes entered. There is also a report that shows time keeping slips that have funding codes different than the one on the Client Intake. The Improved Interview System makes Client Intake easier and allows efficient and thorough interviews. The system comes with a set of questions and advice that are linked to Words, Problem Codes, Special Problem Codes, and National Index Codes but you can add your own. Many of the questions also have programmed prompts, depending upon the client s answers. PRIME Version 12 Improvements - Page 6 of 14

7 Intake Page 3 For Form Letters, you can now change any or all text in the letter without exporting it to Word. When the user generates a letter, instead of clicking on Print Preview button, the user clicks on the Edit Full Letter button. This brings up the full letter in a form window where any text can be added, moved, cut, etc. The full text of the letter is stored in Case Notes rather than just the text that was added. Under Form Letters, you now have a letter notifying the Client that they missed their appointment with the PBI Lawyer. Form letters has been added to Law Firms, allowing you to send a letter to the Law Firm from either the Client Intake or Law Firm Intake. PRIME Version 12 Improvements - Page 7 of 14

8 PBI Cases can be tagged to a specific Law Firm. In the past, if a Lawyer changed firms, the new firm would get credit for the case handled; now a case can be attributed to any firm. Case Notes Continuous Case Notes now display in a Full Tab. The original screen comes up in a read mode, allowing notes to be read immediately. Buttons allow users to Read Notes, Add Notes, and Edit Notes. Each choice fills the Full Tab. The larger area means that fonts can be increased in size for those who want or need them bigger. In addition to Canned Notes, you now have Canned Questions that are linked to the problem code OR a scrollable list of all questions. Special Programs A Help button has been added for creating Special Programs. Multiple Main Benefits Special Program allows you to track multiple main benefits; also includes a complex report totaling persons helped, monthly benefits, etc. The Newsletter Special Program allows advocates to enter information into a form about significant cases and this information is then used to generate a newsletter about the cases handled by the Office. A Special Program was added to track Litigation Expenses. It allows multiple expense slips per case, much like the Multiple Main Benefits. Time Keeping Time Keeping now allows you to track and report on Travel Expenses. When you exit a Client Intake Case, a stored procedure automatically adds up all the time records for that case and adds it to the Chours field for Time Keeping. A Lunch button has been added to Time Keeping that automatically adds a lunch break time record for the day. Advocates can now enter Multiple Time Sheets. They can either choose a range of dates or a list of dates. There is also a choice that allows Weekends to be included or excluded from the list. PRIME Version 12 Improvements - Page 8 of 14

9 A Staff Member Time Sheet can now be printed out from the Time-Day Tab and signed. It allows one of four different pay periods to be chosen (weekly, every two weeks, bi-monthly, and monthly). The form can be modified to show leave time. Reports Added A Report has been added that counts self-help documents given to clients. More than 200 Reports in Report Packs A E have been added to Prime. Referrals to outside agencies can now be tracked from Call Back and Client Intake in a report that counts Referrals to Different Agencies. Calendar Events PRIME Version 12 Improvements - Page 9 of 14

10 On the Calendar Intake Form, you now have a third Tab called Set for Multiple People. This Tab allows a single calendar slip to be set for multiple people with a single entry and allows multiple slips to be entered at one time for multiple people. If you put entries in Critical Date, it now creates Calendar Events. Miscellaneous Deleted Records are now saved in holding Tables. When a user deletes one or more records, those records are first transferred or backed up to a holding table and can then be deleted from there. Document Management Advocates can add documents of general interest to the list of documents or brief bank, without having them relate to a particular case. Document Management allows you to load your case files into Prime for easy storage and retrieval, view documents within the cases utilizing a tree structure with folders and subfolders, and classify a case s documents for use in a Brief Bank. PRIME Version 12 Improvements - Page 10 of 14

11 You now have the ability to send and receive from within Prime using your organization s IMAP/SMTP. You setup the from the Staff Member Intake Form. PRIME Version 12 Improvements - Page 11 of 14

12 Optional Add-ons Optional Online Client Application System (Add-on Feature) Applicants can apply for assistance online and save an office time and money. The office avoids having to do an interview and type in the information. PRIME Version 12 Improvements - Page 12 of 14

13 The data goes into Prime s SQL Table, called Screening X, where the information can be screened for conflicts, etc. The Optional Online PBI/Volunteer Lawyer Portal allows private bar attorneys the ability to register to help your organization. Judicare and pro bono attorneys can manage their cases from virtually PRIME Version 12 Improvements - Page 13 of 14

14 anywhere with an Internet Connection, including entering time spent on a case, adding case notes, and closing a case. Attorneys can also review waiting cases and accept one or more of them. The Optional Attorney Fees and Costs Special Program tracks information concerning receiving attorney fees on a case; judgment, payment, collection/garnishment, release and satisfaction information, multiple payments, collection and release items, etc. PRIME Version 12 Improvements - Page 14 of 14