Home

v5 - Prevail

1. 54 Requesting the Initial Set of Records from a Medical Provider sess 55 Requesting an Updated Set of Records from a Medical Provider sss 56 f erai o 58 Adding a Cost ENUEY ccs you sn aindiuaba ven sinnssincasuslpsacvnin sda chose vans vattlene EA Ereren A E ar KoE Eenok uaaneny ai Eesi EY 59 Adding a Fee ENUY essri 60 Addinga Time ENY ct A SUE r E KEEN SeNi EE 61 ii Table of Contents continued Claims Processes Tab 5 ne gene nne eae cheb see Sis wh E Seca tee EH Os 62 Creating a New Claim on the Claims T2 aisi thins e uet suuncnateaichsninpiihinedaimioceinativeialins 63 Updating the Status of a Claim on the Claims Dali stessiasicisnassccantaiisroninenaina eer clt 64 Disabilities T db ossocsesbs rbd canara na ia a a eats Mou e a a E eiea ak NND ELO MUN 65 Adding Ailments to Disability InfortabiOtieessesirackorket esr ent ethtb ya Fr tduk ertt ep enk eb rper H XE EE RUE IrR KEEN 66 Emiployment Work T3buoscestteibenietudetu dde cadtpte oben afe es eneses t co eeen eresas ian 67 Adding an Employment Work Entry dosasstisttub qi vc O aad S Daptaped d OtrN qup OK p NN Los MD RE 67 lees irre Ta m avisei res 69 Adding Demands and OPES ansis nieis pU tn EM DU M nu pU M RR NN PUE 69 Adding LIENS T C S 70 Damages TID fW E 71 A
2. 8 Click on the Appearance tab within the Text Field Properties window 9 Select 8 from the Font Size drop down list 10 Click Close 11 Repeat steps 4 10 of this procedure for each merge field that you need to add to this form 12 Click the Close Form Editing button in the upper right area of the Adobe window 16 Creating Prevail Merge Document Templates from Adobe PDF Files continued Step Task 13 Click File and then choose Save As from the drop down list 14 Save the file with your desired filename in the appropriate folder e g Generic Social Security Personal Injury within the Prevail Docs folder located on your Prevail server drive 15 Close Adobe Acrobat 16 Open the folder in which you saved the new PDF merge template 17 Right click on the white space within the list of folder contents Then scroll down to New and left click on Text Document A file named New Text Document appears in the list of folder contents 18 Rename the New Text Document with the same file name that you gave the PDF template without the pdf extension 19 Close the folder contents window Deleting a Merge Document Template If there is a document template in the Document Designer that you do not need you may delete it For example if a form becomes obsolete and you replace it with an updated version you may need to delete the old on
3. 2 Highlight the Rolodex type that you want to edit 3 Enter any necessary changes in the appropriate fields 4 Click Save Deleting Rolodex Types Follow these steps to delete a Rolodex type Note Certain Rolodex types are set up as defaults that you will not be able to delete Call Prevail Tech Support for assistance in deleting these Rolodex types 1 Click on Administration on the main menu and select Rolodex Setup 2 Highlight the Rolodex type that you want to delete Click Delete 11 Creating Merge Document Templates in Prevail One of Prevail s most powerful time saving features is its document creation and management capability Prevail speeds up the document process by doing the data entry work for you The only thing you have to do is select the letter or form to merge With a few mouse clicks you ll be merging documents saving time and being more productive than ever before Prevail 5 is compatible with Microsoft Word 2000 2002 XP 2003 and 2007 and Corel Word Perfect Suites 9 X4 14 Before you can start merging documents one of these word processors must be installed on the machine that is running Prevail This chapter will help guide you through modifying existing forms and letters creating new forms and letters and merging documents with matters To create new merge document templates you may either build one from scratch or modify an existing templa
4. Compensation The Process Builder not only tracks the steps of a claim on the Claims tab also known as the Processes tab when you re working in matters other than Social Security but also encompasses document generation history tracking and automatic calendaring features Remember Prevail comes pre loaded with a Social Security process Here are some examples of other situations in which you might want to create and implement a process e an administrative process with multiple deadlines and critical dates preceding the actual trial date each by a fixed number of days Once you create and define the steps of this process it would allow you to input the trial date and back fill all of the other dates and set automatic reminders for them e a checklist of tasks that always need to be completed in the processing of a particular type of case where you want Prevail to track specific tasks for different staff members and track when the tasks are completed Questions to Consider as You Create a Process The Process Builder is based on the understanding that there are certain repeated patterns that occur in any type of law or administrative process based on pre determined rules As you consider the steps and levels that you need to include in a process you re building ask yourself these questions e What happens next e Does a document need to be generated as a result of this step e Does an appointment need to be scheduled as a resul
5. b enter the employer s information in the Rolodex Entry window and click Save You ll return to the Rolodex search window and the employer will now display in the list of results c double click on the employer s name in the list of results 5 If desired enter the appropriate information in the remaining fields in the New Employment History window e Occupation the type of work the client performed e Title the official title the client held e Start Date beginning date of employment e End Date ending date of employment if not currently working for this employer e Current Employer click in the checkbox if the employer is the claimant s current employer e Salary may be entered as an hourly weekly or annual rate e Work Load your office should decide how to classify work load Many of our clients use terms such as sedentary light duty full duty etc e Duties enter a brief description of the client s duties at this occupation e Detail enter more detailed information about the client s position with this particular employer 6 Click Save 68 Negotiation Tab Note The Negotiation tab appears only when you re working in a Personal Injury or a Workers Compensation matter Negotiations tab buttons file dt Adminstration Toot averte Reports Options Windows Hep HiMen F Rolde E calender chot Merge Document gf Set Query
6. field and selecting the date from the calendar display 14 Enter the amount of the payment in the Bill field 15 If desired enter detailed notes about the payment in the text field at the bottom of the New Payment Entry window 16 Click Save Note You may return to an existing damage entry at any time to apply a payment Simply double click on the damage entry on the Damages tab and follow steps 9 16 in the Adding Damages Entries procedure Strategy Tab During the course of a case attorneys obtain information that may be useful in the future as they prepare their overall strategy for winning The Strategy tab is a useful tab for recording notes about this strategy To enter strategy notes on this tab simply start typing You ll notice that the window turns yellow when you start making changes When you re finished either click Save to save the updated information or click Cancel if you don t want to save your changes Generating an Intake Questionnaire for a New Prospect The Intake Questionnaire is a new feature in Prevail 5 It allows you to follow a user defined script of questions see Creating a New Intake Questionnaire on page 18 for the steps that Administrators in Prevail should follow to create a questionnaire template as you take a call from a prospective new client When you complete the questionnaire Prevail will automatically create either a prospect or a matter dep
7. button in the tool bar at the top left of the screen 2 Select Any Part of Matter Title from the Search Type drop down list 3 Enter a character string from your client s name last or first or Social Security number in the Search Criteria field 4 When the list of matching matters appears double click on the matter you are searching for 5 Click on the Attach button which is located in the page name area above the matter tree on the left side of the screen A search wizard appears 6 Enter a character string from the party s last first or middle name in the Search Criteria field A list of matching entries appears 7 Review the list of matching entries e Ifan entry appears for the party you want to attach to the matter SKIP TO STEP 12 of this procedure e Ifan entry does not appear for the party you want to attach to the matter CONTINUE TO STEP 8 of this procedure 8 Click the green button to the right of the Type drop down list in this window A new Rolodex entry window appears 9 In the Rolodex entry window select the Rolodex type first and then enter any other information you have about the party you want to attach to the matter 10 Click Save 11 You will be returned to the list of matching entries and the Rolodex entry you just created will now appear in the list of matching entries 32 Attaching Other Parties to a Matter c
8. e Task Assigned select a user to have the task assigned to e Task Subject enter instructions for the task that will automatically appear on the selected user s task list For example if you generate a request for medical records you might make the subject of the subsequent task Did we receive requested medical records e Process select the process step that you would like the matter to automatically advance to when this document is merged for a particular matter 6 Enter hard codes text that will never change in the letter regardless of which matter you are working in in the letter 7 Insert merge fields in your document using these steps a Position the cursor in the document where you would like to insert the merge field b Locate the appropriate merge field in the Document Designer by expanding the categories of possible fields When you locate the desired field double click on it to insert it in your document Note To insert an automatic date field use the Merge Date field code not the Date field code The Merge Date field is located in the Insert Codes group in the list of available field codes in the Document Designer 8 IMPORTANT Click Save at the top of the Document Designer window Do not use the Save or Save As functions within your word processing program 9 Close the Document Designer window 15 Creating Merge Document Templates from Adobe PDF
9. If you need to update any information about any of the parties listed in the matter tree you don t need to return to the Rolodex to do so You may simply make the change s in the necessary field s on the Matter tab and click Save in the upper right corner Prevail will update the information in this matter as well as in any other matters to which the party is attached arid in the Rolodex History Tab Reports Qptons Windows Help file de ooh Favor fisse yl Rolodex See Qe Mese Document gj Set Query Photo None Map itt Message DT us v lt a History Tab buttons The History tab is one of the most important screens in Prevail Regardless of what matter you re working on this tab can answer the age old question What s going on This page contains a complete chronology of everything that has taken place in the current matter regardless of who did it or where in Prevail it was done Anything that takes place in Prevail has the ability to automatically copy to the History tab including documents merged scheduled and cancelled appointments and scheduled and completed tasks While the system makes many entries automatically you can also make History entries manually For example you may use the History tab to record notes from phone calls e mails copy files saved outside of Prevail which may include documents photos videos etc copy e mails from Microsoft Outlook copy SSA exhibit CDs or to sca
10. Next Step Step drop down list at the bottom of the Edit Step window Note If a step doesn t have a definite next step in other words there is more than one possibility for what may take place next in the process you may leave this field blank 24 Close the Process Builder window after you have finished setting up each step in the new process 27 Creating a New Auto Fill Process There may be times when you have a checklist of steps to complete and all of these steps are based on a single date in Prevail terms an anchor date For example when you receive a notice of hearing or trial you might want to use this hearing or trial date as the anchor date and have automatic reminders set up in the days leading up to the hearing or trial You will need to follow a slightly different set of steps to create an auto fill process in Prevail Follow these steps to create a new auto fill process Step Task 1 Click on Administration from the main menu and then click on Process Builder A Process Builder window appears Click on New Process at the top of the window Enter a name for the new process in the Subject field Select the law type in which you ll use the new process from the Law Type field Check the Auto Fill box ON Oo Hm w n Click Save amp Close at the top of the window Prevail returns to the Process Builder win
11. e clicking on the drop down arrow next to the Due Date field and selecting the date from the calendar display 8 Enter the amount of the bill damage in the Bill field 9 e If you don t have a payment to apply to the new damage entry click Save You have finished setting up the new damage entry e If you have a payment entry to apply to the new damage entry click on the Add button in the Damage Payments section at the lower half of the New Damage Entry window A New Payment Entry window appears Continue to step 10 of this procedure 10 Attach the payer in the Provider field a click on the paper clip to the right of the Provider field b search for the payer s name in the Rolodex c if the payer s name appears in the list of search results double click on it to attach it to the damage entry or if the payer s name does rot appear in the list of search results click on the New button at the top of the Rolodex search window to add the payer to your Rolodex and then double click on it to attach it to the damage entry 72 Adding Damages Entries continued Step Task 11 Enter the payer s account number in the Account field 12 Enter a brief description of the payment entry in the Subject field 13 Enter the payment date in the Payment field by e manually entering the date or e clicking on the drop down arrow next to the Payment Date
12. Files As a new feature in Prevail 5 if you have Adobe Acrobat 9 0 Standard or Professional or Adobe Acrobat 6 0 8 0 Professional installed on your computer you ll be able to create Prevail merge document templates directly from Adobe PDF files This feature is particularly helpful when you obtain forms from a government agency s e g Social Security Administration state workers compensation office website Such forms are usually only available in PDF format Follow these steps to create a Prevail merge document template from an Adobe PDF file Step Task 1 Open the Adobe PDF file that you want to use as a Prevail merge document template 2 Click on Forms and select Add or Edit Fields from the drop down list 3 If you see the following screen click No Add or Edit Form Fields DRE Currently there are no form fields in this PDF Do you want Acrobat to detect LI form fields for you Click the Add New Field button in the upper left area of the Adobe window and select Text Field from the drop down list 5 Use your mouse to drag the new text field into the appropriate position in the form 6 Double click on the text field to open the Text Field Properties window 7 On the General tab within the Text Field Properties window type the merge field label exactly as it appears in the Prevail Document Designer including the brackets e g SS Claimant First Name in the Name field
13. Security matter You won t see this tab if you re working in any other type of matter List of Disability Information E meas 105 00545 Me ames TE TE TERT file dt Adminstration Toot Favores Reports Qpbens Window Help fione Gj motoder E calendar QA Chot Merge Document g Set Query Photo None buttons List of Claimant s Description of Disabilities Disabilities tab You ll record information about the claimant s disabilities and the client s description of his or her disabilities on the Disabilities tab Record objective information facts and details backed up by medical evidence in the Disability Information section top half of the screen and record subjective information a description of the claimant s disabilities in his or her own words in the Claimant s Description of Disabilities section bottom half of the screen Button Purpose Detail After highlighting a specific entry in the Disability Information list top half of the screen click this button to switch back and forth between displaying and hiding detailed notes that have been entered about the entry Previous or Next Click these buttons to move to the previous or next matter in your database Add Click this button to add an entry to the Disability Information list to the matter Delete After highlighting an entry in the Disability Information list cl
14. call with an insurance company adjuster you may choose to enter the amount of time you spent on the phone call Note If you make a Time entry Prevail automatically creates a corresponding time entry in the matter s ledger 6 If desired enter a cost associated with the entry in the Cost field Note If you make a Cost entry Prevail automatically creates a corresponding cost entry in the matter s ledger 7 If desired you may create a follow up task for a user by entering a date in the Due Date field Note The Start Date for the task is the current date 8 If desired choose a user from the To drop down list The follow up task will appear on the selected user s task list beginning on the Due Date you selected Note If you set a Due Date but do not select a To user Prevail automatically defaults to sending the task to the Case Manager s task list The follow up task will also appear on the Events tab for the matter 9 Enter a brief description of the History entry in the memo field Note Be as specific as possible in your description since you want other users to be able to quickly ascertain what s happening in the case 48 Adding History Entries continued Step Task 10 If desired you may attach a file from an outside source using the File field a To attach a file i click on the paper clip button to the right of the File field ii navigate t
15. information If a piece of information is that important you certainly don t want it buried three pages deep in notes or over on the History tab which the user may or may not be looking at when he or she pulls up the matter This is the time to use a Sticky Note in the matter When you pull up a matter that has a Sticky Note attached the Sticky Note window will pop up in front of the page and you won t be able to view what s underneath it without first clicking the Save button Attaching a Sticky Note to a Matter Follow these steps to attach a Sticky Note to a matter Step Task 1 Open the matter to which you d like to attach a Sticky Note Note See Matter Search on page 41 for instructions on how to navigate to a specific matter 2 Click on Tools from the Prevail main menu and then click on Sticky Note 3 Click Add Sticky Note A New Sticky Note for Matter window appears 77 Attaching a Sticky Note to a Matter continued Step Task 4 Enter the message for the Sticky Note in the window Note It s a good idea to put your login name or initials and the current date on any Sticky Note you create This way other users will know how recent the information is and who put it there 5 Click Save Adding More Information to an Existing Sticky Note Follow these steps to add information to an existing sticky note rather than create a new one Step Task 1 Ope
16. leave the matter title as is Otherwise e if the appointment relates to a different matter click on the Matter button and search for the correct matter Double click on it when it appears in the list of results e if the appointment doesn t relate to any of your matters simply uncheck the checkbox by the Matter button 38 Creating an Appointment continued Step Task 19 If there are any Rolodex entries that you would like to attach to the task follow these steps a Click on the Contacts button A Rolodex search window appears b Change the Search Type drop down list to Any Part of Rolodex Title c Enter any character string from the contact s first middle or last name in the Search Criteria field d Scroll through the list of results and double click on the appropriate contact s entry You will be returned to the New Appointment window with the party attached as a link that you can double click to open the contact s Rolodex entry window 20 Enter any specific details or instructions about the appointment in the Details field 21 e Ifthis appointment is a non recurring task skip to Step 21 of this procedure e If this appointment will recur you may set up a recurrence schedule for the appointment by clicking the Recurrence button at the top of the window When the Task Recurrence window appears set the cycle of recurrence for the appointment Click OK after
17. like to generate 2 Depending on which report you choose to generate you may see a window prompting you to enter information such as a name or case number to limit the results that the report will display e If you do not want to limit the results to a specific case number date range employee login client name etc simply click on OK in the window without entering information in any of the fields e If you want to limit the results that will display in the report enter the appropriate case number date range employee login client name etc in the fields provided and then click OK IMPORTANT NOTE If you specify a name for which to run the report you must capitalize the first letter of the name just as the name appears in that person s Rolodex entry If you specify a certain employee login you must enter that employee login in ALL CAPS just as it appears on the Prevail login screen 4 You may choose to Save E mail or Print a report after it is generated e To save a report click on Save at the top of the report window Then browse to the appropriate location to save the file e To e mail a report to another user in your office click on the E mail drop down list at the top of the report window and choose the appropriate user to receive the report Note In order for a user s e mail address to appear in the drop down list you must have an e mail address entered for that user in their employee setup loc
18. saved on the matter s History tab Previous or Next Click these buttons to move to the previous or next matter in your database Add Click this button to add a new time cost or fee entry to the matter Delete After highlighting the entry in the list to delete click this button to delete the ledger entry Ledger Tab continued Button Purpose View After highlighting a specific entry in the list of ledger entries click this button to view the detailed time cost or fee entry window Alternatively you may double click on a Ledger entry to open it Adding a Cost Entry Follow these steps to create a new cost entry Step Task 1 Click on the Add button on the Ledger tab A New Ledger Entry window appears Click on the Type drop down list and choose Fee Click on the Category drop down list and select a category for the new entry Enter a description of the new entry in the Subject field Click on the Attorney drop down list to select the appropriate attorney for the entry ON OF m W NY Enter the amount of the cost in the Amount field Z Enter the date you billed the client for reimbursement in the Billed Or field Note You may enter the date manually or use the drop down arrow to display a calendar from which you may pick the date 8 Enter the invoice on the bill that you sent to your clie
19. set the appointment as an all day event set an end time for the appointment using the End time drop down list 12 If you would like to receive a pop up window reminding you of the appointment a specific amount of time prior to the appointment click on the Remind Me box and select a reminder timeframe from the Remind Me drop down list 13 e If you are the only person at your firm involved in the appointment move to Step 19 of this procedure e If other Prevail users at your firm are also involved in the appointment click on the Recipients button A Select Resources window appears 14 Highlight the name of the appropriate party in the list on the left side of the window Note To select multiple names in the list at the same time hold down the Ctrl key on your keyboard while clicking on the appropriate names 15 After you have highlighted all of the appropriate names click the Select button in the middle of the window The names you selected will appear in the list on the right side of the window 16 If you want to remove any names from the list of selected resources on the right side of the window highlight the name s on the right that you want to remove and click the Remove button in the middle of the window 17 Click OK 18 The Prevail calendar assumes that the appointment you are creating relates to the matter that you currently have open in Prevail If this is correct
20. specific place at a certain time Examples of appointments include a hearing deposition or meeting with a client Creating a Task Follow these steps to create a new task in your Prevail calendar Step Task 1 Click on the Calendar button on the toolbar 2 Click on the arrow to the right of the Add button at the top of the window A drop down list will appear with three choices Appointment Task or Phone Message 3 Click on Task from the drop down list A New Task window appears 4 Enter a subject for the task in the Subject field 34 Creating a Task continued Step Task 5 Click on the Priority drop down list and select High Medium or Normal 6 Click on the Type drop down list and select E mail Phone Message Phone Call or Research depending on the type of task you are setting up 7 Click on the arrow to the right of the Due Date field and a calendar appears Select a due date on the calendar or check the No Due Date box if there is no specific due date for the task 8 Click on the arrow to the right of the Start Date field and a calendar appears Select a start date on the calendar Note The Start Date is the date the task will begin appearing in the responsible party s Prevail task list 9 If you would like to set a Reminder Date Time for the task click in the box to the left of the Reminder Date field and then clic
21. the box that says Employee is active Click Save in the upper right corner of the User Preferences window Click on the red X delete button on the left side of the User Preferences window Click Delete to confirm that you want to delete the employee d o OF A Close the User Preferences window Chapter Three Administration Menu Several features in Prevail are reserved for users with an Administrator security setting Other users will not see the Administration menu when logged into Prevail Administrators will use this menu to accomplish a variety of tasks within Prevail such as creating modifying merge document templates creating modifying Rolodex types and modifying user definable lists Rolodex Types ii ENT eee a Figose New Delete seve cancel done Dec mg Type ALJ Typeisa n Client Opposition Adjuster Law Type v Active Type X aome Tab Captions Field Captions Custom Field Captions Client 2 Tabs with blank captions will not be visible Client 3 Custom Tab 1 Custom Fields 1 Court pas Custom Tab 2 Custom Fields 2 Defendant Employer Custom Tab 3 Custom Fields 3 Federal District Court Insurance Company Investigating Agency Rolodex Type Information Related to Matters Prevail is pre loaded with numerous Rolodex types e g SS Claimant Medical Provider Adjuster that you choose from when setting up a new
22. to create a new fee entry Step Task 1 Click on the Add button on the Ledger tab A New Ledger Entry window appears Click on the Type drop down list and choose Time Click on the Category drop down list and select a category for the new entry Enter a description of the new entry in the Subject field oO Ww nN If desired click on the Attorney drop down list to select the appropriate attorney for the entry 6 Enter the date you billed for this entry in the Billed On field Note You may enter the date manually or use the drop down arrow to display a calendar from which you may pick the date Z Enter your firm s invoice in the Invoice field 8 If desired enter any notes relevant to the entry in the text field at the bottom of the window 9 Click Save Adding a Fee Entry continued Step Task 10 When you receive payment against a particular ledger entry in the future double click on the entry in the Ledger tab Then click in the Reconciled On checkbox and enter the date you received payment or click on the drop down arrow to display a calendar from which you may choose the payment date Note When you receive a payment in addition to reconciling the original entry you may choose to create a negative entry on the Ledger tab in order to have an accurate balance due displayed at the bottom of the Ledger tab
23. 2 17 2001 Demand 525 00000 12 5 2000 Ofer 510 00000 Negotiation Information Lien Information You ll use the Negotiation tab to record offers and demands that are made as you attempt to settle a case out of court You ll also use this tab to track any liens that are held against a potential settlement Adding Demands and Offers Follow these steps to add a demand or offer entry to the Negotiation tab Step Task 1 Click on the Add button in the upper right area of the screen A New Negotiation Entry window appears 2 Choose the date the demand or offer was made from the Date drop down list by e manually entering the date or e clicking on the drop down arrow and selecting the for the entry 3 Enter a brief description of the entry in the Subject field Note Many clients choose to enter the amount of the demand or offer as part of the Subject line so that it is easily visible on the Negotiation tab 4 If the demand or offer is final click in the checkbox for Final 5 If desired enter detailed information about the entry in the text field at the bottom of the window 69 Adding Liens Follow these steps to add a lien entry on the Negotiation tab Step Task 1 Click on the Add button in the Lien Information section of the tab lower half of the screen 2 In the lien entry window enter a brief description of the lien in t
24. 5 of this procedure 5 Click on the green New button at the top of the Rolodex entry window 6 Enter as much information as you have about your client in the Rolodex entry window 7 At the bottom of the Rolodex entry window under Create Prospect Matter select the e Prospect Type PI Plaintiff SS Claimant WC Claimant etc e Case Type and e Incident Date if applicable 30 Creating a New Prospect continued Step Task 8 Click Create Prospect A matter window will appear Note If you want to create a matter immediately rather than creating a prospect to activate later click on Create Matter instead of Create Prospect 9 You may add other information on the right side of the matter window as needed Activating Prospects as Matters Follow these steps to activate a prospect as a matter Step Task 1 Click on the Search button in the Prevail toolbar The matter search window appears 2 Change the Search Type drop down list to Any Part of Matter Title 3 Make sure that the Matter Prospect drop down list is set to Matters and Prospects or Prospects Only so that prospects will appear in the list of search results 4 Enter any character string from your client s first middle or last name in the Search Criteria field 5 Double click on the appropriate name in the list of results to open the Prospect 6 Click on the Status drop down a
25. 7748032 M 6850732523 Ey My Documents H Microsoft Office Word 97 20 WordPerfect X4 Document 27 kB B Sd My Computer My Network Places 6872299306 PV 4 a wj a Microsoft Office Word 97 20 Microsoft Office Word 97 20 21KB B 25K Details w ELE Microsoft Office Word 97 20 20 KB 80 Extract Files continued 5 When the window appears displaying the extracted files you may wish to copy the folder to a flash drive CD or any other form of media After you have saved the folder to whatever media you choose delete the client s folder of extracted documents from the C APREVAIL CLIENT folder 81 82 Chapter Nine Reports After you get your office up and running with Prevail and you re inputting lots of valuable information into the program you ll want to be able to analyze this data in a meaningful way For example you may want information readily available regarding monies due lists of open matters case status reports etc You ll use the Prevail Reporter to gather such information from your Prevail database Numerous reports are built into the software but if you need a report that doesn t already exist customized reports are available by contacting Tech Support at reports prevail net Running Reports Follow these steps to run a Prevail report Step Task 1 Click on Reports on the Prevail main menu and go to the appropriate folder and report that you would
26. As you proceed through negotiation and a possible trial you ll want to ensure that your settlement is sufficient to cover the damages that your client has incurred Adding Damages Entries B NewDamage ey oo ih cars i 2 71 Adding Damages Entries continued Follow these steps to add a damage entry or payment against a damage entry Step Task 1 Click on the Add button in the upper right area of the screen A New Damages Entry window appears 2 Attach the provider in the Provider field a click on the paper clip to the right of the Provider field b search for the provider s name in the Rolodex c if the provider s name appears in the list of search results double click on it to attach it to the damage entry or if the provider s name does rot appear in the list of search results click on the New button at the top of the Rolodex search window to add the provider to your Rolodex and then double click on it to attach it to the damage entry Enter the account number for the provider in the Account field Enter a brief description of the bill damage in the Subject field Select a damage type from the Type drop down list ON Cci co Enter the starting date of service for the provider in the From field and the ending date of service in the To field 7 Enter the due date of the bill in the Due Date field by e manually entering the date or
27. PREVAIL 5 Learning to Use the Prevail Case Management System 2008 Practice Technology Inc 1312 East Robinson Street Orlando FL 32801 Phone 407 228 4400 Fax 407 228 4414 www prevail net Table of Contents Chaptertne TueloleridUE sisinya ean mene DR maU MUERE MED UN ae 1 Main Matter Screen scio ere e RP o REL possess dp Eee pe AREE A PUES de Pop SE es xo eo e Re Ve VERRE 1 Chapter Two butal SETUP ries thease daca ei 3 Adding Your Firm tothe iie no dim UND 3 Adding Other Branch Locations of Your Firm to the Rolodex sse 4 Setting Up User Accounts MEUM UN Y 5 Deleting User ACCOUTIESL e oai DEO pct ea ee a eal ada E ea TeSa EE ETRE vats 7 Chapter Three Administration Menu s esesessesseississrestesesessssinresissestntesisennenrenenesseninnenessenentenees 9 Rolodex Types sisean s eer ne eE NEES ASEA REE ENEAS EAEE EEEE EASE RAER 9 Creating New Rolodex Types gene Seen eo eee Pee ieia ee eea ee Ln Ob DR 9 Editing BRolodbx TY pessier cette seas s aea CM Pado QUE IRA Fide up Dat MM Dus du RM RUP QUEEN ED 11 Deleting Rolodex Types errearen eran ar tener DE I SES mane nee ener ne meron E rv UU de 11 Creating Merge Document Templates in Prevallasidcosid tacib ui ta ptu d nea uas ce Uo du EUR 12 Creating a New Merge Document by Modifying an Existing Document 12 Creating a New Merge Document Template from Scratch sse 14 Creating Me
28. Prevail also automatically enters that employer s information on the Employment Work tab During the attachment procedure you have the opportunity to input employment information such as dates of employment or you can simply attach the employer and return to the Employment Work tab later to add other details Follow these steps to manually add entries to the claimant s employment history Step Task 1 Click on the Add button on the right side of the screen A New Employment History window appears 2 Click on the paper clip button which is located to the right of the Employer field A Rolodex search window appears 67 Adding an Employment Work Entry continued Step Task 3 Enter any character string from the employer s name in the Search Criteria field Note Sometimes you may not know the specific employer s name You may simply know the occupation that your client has held at various places over the years If this situation applies you ll still need to attach an employer to the client Simply use Step 4 below to create or use an existing Rolodex entry for an employer with the name Unknown Employer 4 e If the employer appears in the list of results double click on the employer s entry to attach the employer to the matter e Ifthe employer does not appear in the list of results then a click on the New button at the top of the window A Rolodex Entry window appears
29. Rolodex entry You may modify this list by adding changing or deleting entries from the Administration Rolodex Setup menu Creating New Rolodex Types Follow these steps to create a new Rolodex entry type Step Task 1 Click on Administration from the main menu and then select Rolodex Setup 2 Click on the type called Rolodex in the column on the left side of the Rolodex Setup window 3 Click on Clone at the top of the Rolodex Setup window Creating New Rolodex Types continued Step Task 4 Enter a name for the new Rolodex type in the Type field by typing over Rolodex CLONED 5 Select whether the new Rolodex type represents your firm s client or the opposition Note If the new Rolodex type doesn t represent your firm s client or the opposition or could possibly be either leave both boxes unchecked 6 If the Rolodex type will only apply to one specific law type select the appropriate type from the Law Type drop down list 7 If desired select the appropriate Active Type Note The Active Type is the default role that the party will fill when you attach it to a matter 8 Click on the Field Captions tab to view the phone number types already associated with this Rolodex type 9 Review the Phone fields and decide if you need to change any of the Phone Fields If you would like to make any changes enter the new field names you would li
30. S cereum pa eere siete exi d ep prEX I bats SERERE R EE E 31 Closing or Deleting Prospects or MUeES aa isti Didi ti ivgui vinnie deci tna SURE equidad 31 Attaching Other Parties to a Matter 5siecunsis usu npeitr n ip unbe Shed pnkic puces eu REALE NOE Rp RH DU UU 32 Chapter Five Calendar A 34 Creating MUR Vs Em 34 Creating an ADDODmLDUmbblb sees e once eai Ere iter pu iv oi n E E bau Hp DUM SaR i UNS ER MEER ienne D 37 Microsoft Qu tlook SYNC NN M 39 Chapter Six Matter amp Rolodex Searches wiccias demain ceitidcat iene cd td Ld UMEN 41 Matter and Rolodex Searches Bs essa cscetanen siecyntdatcdonassdtegsasuataccapnedenideintiunspsh equae Rae Monks bsp i a ERR EE in 41 Matter SETEDI S ve usi d nte vases ca tates beef cati tn og sce bitur UU PER OO RUD RUN 41 E40 ale op ato lb alg Reem ee eee ae ore bia uae bif Ao tied ee maitre an eee ee ree da 42 Deleting Rolodex ENIES NE 44 Chapter Seven Tabs amp BUtONS siens itid essensie renei a deux ranean rE EE RM E RENEE RENE 45 late oa TAI E c E E 45 Matter acca UC e eA E E S a 46 Flist ry Tab sisena e EA E AS TEE E E ps A ER S 47 Adding History FETC cassie nnt 48 Generating a Merge Document for a Matter uaa naitre sit cock iaa beptu c idle bh ge sott pha ded nnd 49 TPG ccs cts op E ened uot cites dabunt ie DU cee 51 Events Mic me 52 h si BI Ez o Tc
31. SS Gard Medical E i 1 i See ea Ce i P Tab buttons List of medical record entries 54 Medical Tab continued There are several buttons located in the top right portion of this tab The table below describes the purpose of each of these buttons When you click on You will this button Details see detailed medical records that you have input about the entry that is highlighted in the list Export export data to a comma delimited csv file Previous move to the matter tab main screen of the matter that is alphabetically just prior to the matter you are currently viewing medical information for Next move to the matter tab main screen of the matter that is alphabetically just after the matter you are currently viewing medical information for Add see anew medical record entry window See Adding a Medical Record below for more details about adding a new record Delete delete the medical record that is currently highlighted in the list View open the medical record entry window for the record that is currently highlighted in the list From this window you can make additions or deletions to the record or delete the record entirely Note You can also view the medical record by highlighting and double clicking on it from the list of medical records Requesting the Initial Set of Records from a Medical Provider As previously menti
32. To create a payment entry follow steps 1 12 above as appropriate and simply make the Amount negative by typing a sign in front of it Note Some Prevail users choose to enter a fee estimate when they know that a fee is due but are unsure of the exact amount To do this create a new entry using the procedure above and assign the category Fee Estimate For instructions on how to create a fee category see Modifying Lists in the Databank on page 24 Then when you receive the fee award notice re open this Ledger entry and modify the Amount and Category fields Adding a Time Entry Follow these steps to create a new time entry Step Task 1 Click on the Add button on the Ledger tab A New Ledger Entry window appears 2 Click on the Type drop down list and choose Time 3 Click on the Category drop down list and select a category for the new entry Enter a description of the new entry in the Subject field 5 If desired click on the Attorney drop down list to select the appropriate attorney for the entry 6 Enter an hourly rate for the time entry Note If you have an hourly rate already set up in your Prevail Employee setup for the selected attorney this hourly rate will automatically display 7 Enter the number of hours spent in the Hours field Note If you are entering the ledger entry as you are actually performing the task you may clic
33. aire for a prospective client or e previous questionnaires that have not been completed will appear in the list of results in the lower half of the window Double click on any of these entries to open the saved questionnaire and pick up where you left off 3 Enter the information in the questionnaire as prompted 4 Before Prevail automatically creates a prospect or matter it will prompt you to either confirm which existing Rolodex entry to attach or create a new one for the prospect and for any Contact question types that you created e Double click on the contact s name in the Questionnaire window to open the Rolodex search window e Ifa matching entry already exists in the Rolodex double click on it to attach it to the newly created prospect or matter e Ifa matching entry does not already exist in the Rolodex click on New and Prevail will automatically create a new Rolodex entry 74 Generating an Intake Questionnaire for a New Prospect continued 5 Click Finish The new prospect or matter appears 75 76 Chapter Eight Tools Sticky Notes r Sticky Note for Adams William v Stevens Jack E Although there are a number of places in Prevail to track notes there are occasions when a particular piece of information is so important in a particular matter that you don t want anyone in your firm to do anything in that case without knowing and acknowledging that piece of
34. area of the Medical tab 2 Click on the paper clip button the second button located to the right of the Specialty field A Rolodex search window will appear with the search already filtered to only look for medical providers 3 Enter any character string from the medical provider s last or first name 4 Double click on the appropriate medical provider s entry in the list of results which will return you to the medical record entry window with the provider attached 5 Enter the reason for treatment with this medical provider e g spinal adjustment in the Subject field 6 Refer back to the records that you already have in your possession from this medical provider to determine the new From date For example if the To ending date on the prior set of records was 11 1 2008 you ll want to make the From date on this new entry 11 2 2008 so that you don t have overlapping dates 7 Enter the date that your client stopped treating with this medical provider in the To field Note If treatment is ongoing you can enter present or ongoing in the To field 8 Choose the date that you requested records from this medical provider in the Records Requested field 9 Click Save 10 After you receive records from this provider at a later date follow steps 4 5 from the Requesting the Initial Set of Records from a Medical Provider procedure on page 55 to enter the necessary informa
35. ated under the Administration gt Employees menu in Prevail e To print a report click on Print at the top of the report window 83 84 Chapter Ten Prevail Control Panel You ll want to always ensure that your Prevail 5 is running the latest update to the program Otherwise you may miss out on new features that are constantly being added This is where the Prevail Control Panel comes into play You ll also use the Control Panel to maintain your database files The first time that you use the Prevail Control Panel you ll be prompted for a Security Key before being allowed access This Security Key is printed on a sticker affixed to the back of your Prevail CD envelope Be very careful when entering your Security Key as it is case sensitive and must be input correctly in order to proceed A typical Security Key consists of ten alphanumeric characters Note Some features in the Prevail Control Panel such as downloading updates require that all Prevail users in your firm be logged out of Prevail Updating Your Version of Prevail When a Prevail update is available you ll see a message on the Prevail login screen stating A Prevail 5 update is available If you see this message make sure all users including yourself are logged out of Prevail Then follow these steps to download the update Follow these steps to download Prevail updates Note You may download Prevail updates from any workstation you do not hav
36. ay take a while in some cases as long as 20 minutes for a large database and all users must be logged out of Prevail while this utility is running Step Task 1 On your Windows desktop click on Start gt All Programs gt Prevail gt Control Panel 2 When the Prevail Control Panel login screen appears use your regular Prevail login and password 3 A message will confirm that all users are logged out of Prevail or will indicate which users are still logged in and need to log out before moving forward with this procedure Click on Pack amp Reindex at the top of the window 5 When the Pack amp Reindex utility completes close the Prevail Control Panel window 89 90 Chapter Eleven Extras As you ll soon discover there are numerous extra features that you ll enjoy as work more in Prevail This chapter provides an overview of those features Grid Layout Throughout Prevail many screens have a grid layout i e the screen layout appears as a table with columns and rows of information This layout is a useful feature as it allows you to filter sort and or group the entries on the page For example if you are working through your task list and want to filter your view to display only High Priority tasks you can do so by applying a filter Or if you re working on the History tab and want to quickly find a particular document entry you can use a filter to make your search mu
37. ces for the next step will be filtered to include only those steps that belong at the chosen level Click on the appropriate step from the list of steps at the bottom of the window 5 Edit the Entry Date amp Time field at the top of the window as necessary Important Note It is extremely important to enter the date printed on the actual notice from the SSA particularly in the case of a denial notice since Prevail will automatically calculate your Statute of Limitations SOL date based on this entry date Prevail will schedule statute warning tasks on your task list accordingly 6 If the step results in a statute of limitations e g the step involves a denial of benefits by the SSA the statute warning task will default to the Case Manager s task list Note If a Case Manager is riot assigned to the matter the statute warning task will default to the current user s task list If you want the statute warning task to appear on a different task list choose the appropriate user from the Responsible drop down list 7 Click Save amp Close Note It is possible to set fields on the Matter tab e g Case Status to automatically update when a step is entered on the Claims tab Please call our training department for instructions on how to establish this link between the Claims tab and the Matter tab Disabilities Tab Note The Disabilities tab only a ears when you re workin in a Social
38. ch faster The grid layout exists in the following key areas of Prevail e History e Calendar Task List and Appointment List views e Home tab My Statute List Messages Upcoming Appointments Upcoming Tasks e Events e Ledger e Negotiation where applicable e Damages where applicable e Medical e Disabilities where applicable e Employment where applicable Note You may apply multiple grid settings at the same time For example you may choose to first filter on a particular column and then sort in date order 91 Grid Layout continued Filtering Grid Entries ols Favorites Reports Options Windows telp S Eseni Y Chot Merge Document Set Query ii Photo None P Map it Menag M impot ssaco QZ rind Filter indicator When you are in any area of Prevail that contains a grid layout you will see a drop down arrow for each column header when you hover over it To apply a filter simply click on the drop down arrow for the column you wish to filter by and choose the appropriate selection The filtered view will display To clear a filter and return to the full display click on the X in the lower left of the window or click on the drop down arrow for the column header again and choose All Sorting Grid Entries You may also sort entries within a grid layout To apply a sort based on a particular column e g date click on the column header label the word itself not t
39. cument Preval Document Request tor settiement papers trem w comp 31 2 3900 Document Medical Records Medical Records Kathman records and narrative thru 1 13 01 21 13 2001 Document Preval Document Ltr requesting med recs from Dr Kashmman 3 15 2008 DEMO DEMO 1 12 8 2000 Document Cie Review LE A K g LI ic Je OF Hatery By default tabs in Prevail do not display the notes or detail that you input within a particular entry In order to see these notes you must double click on the entry to open it and see all notes However you may choose to display the notes detail as part of the regular grid view In order to display notes in the grid click on the Options button in the upper right area of the grid and make sure that Notes is checked Daily Backups of Your Prevail Data It is extremely important that you backup your Prevail data daily In order to do this you ll need to save a copy of your PREVAIL_SERVER folder to an external device such as a USB external hard drive The size of your database will determine the capacity that you will need for your backup device To backup your data browse to your X PREVAIL_SERVER folder where X represents the drive on which your Prevail server is installed Right click on the folder and click on Send To Choose the appropriate device for backing up your Prevail data 95
40. d Have you treated for alcohol and or drug abuse within the past three years Currency Use this question type to automatically format the response as currency For example you might ask a prospective client What is your average weekly wage e Create Prospect Create Matter Use this question type to prompt the Intake Questionnaire to automatically create a prospect or matter You would typically assign one of these two question types to the final question in the Intake Questionnaire e Note You must assign one of the following question types to the final question in your questionnaire e Terminate Questionnaire e Create Prospect e Create Matter 5 Enter the question you would like to ask in the Prompt field in the lower right area of the window 6 For each question you may choose to save the response in a pre determined field on the Matter tab for the case in Prevail For example if you ask What is the onset date of your disability you might choose to save the response to this question in the Onset Date field on the Matter tab If you wish to save the response to a question in a Matter field e change the Save Type drop down list from Don t Save Results to Matter Fields and e select the appropriate Matter field from the Save Matter Field drop down list 7 Click Save in the upper right area of the window when you have finished setting up the Intake Questionnaire 20 Intake Quest
41. d Rei t dpa uM UR uM NE PR RR SM UE 9 Gad L yout t 91 Printing TU enc ant oe Eea REAT 94 Viewing Notes Detail aseo vce qui neni aeons nas ede sonia bat uH 95 Daily Backups of Your Frey ail Dass ation atus Ob naan ncionoiidathunesasntaatebiomnncansmndeannuneds 95 Chapter One The Interface Prevail is known for its simple point and click user interface Although Prevail Version 5 looks different the feel and ease of use remain the same The interface is better organized and important conformity features keyboard equivalents new menus and new buttons have been added Main Matter Screen Refer to the diagram below and the table on the next page to understand the seven parts of the interface Title Bar Tab Header m Toolbar Prevail 5 08 00001 Doe John v KEJ 41 Chat conot Doe Uhr v so 79 2008 orans sano z A E aooo o a a LANDERS LAW FIRM Lr LS C2 Sy d Matter jl 2 I Z Drag a column header here to group by that column 123 Main Street PI Plaintif Mr John A Doe Lv M Chapter Two Initial Setup The Rolodex is the backbone of the Prevail system Plaintiffs claimants defendants medical providers insurance companies government agencies opposing counsel referral sources and any other contacts you can think of all reside in the Rolodex Each unique party has only one entry in your Rolodex Then you can attach each of these part
42. dding Damages TIES M 71 Singet EY TAD M 73 Generating an Intake Questionnaire for a New Prospect rera reetrae rnnt teta 73 Chapter Eights TOOLS c E 77 telete SNo Kei E E E E aman tng eases bie E E 77 Attaching a Sticky Note to a M abbr csxs sss sssvasnviostnsnesedaciusaduasosnsnspsieybewinivnseina EHE ule conn SE e ENS redes 77 Adding More Information to an Existing Sticky Dote i rea teas epis re ipe pe cea kid 78 Deleting vs Closing a DBoky NOTE Gu ucoccibibus nieht ovi PH POR Een Ee Pisa uiis bU rd teil 78 lsrisg udi Mer RERE 78 Chapter Nines JOGDORDSLosossesdidutisnser tei nde r E cit SE d dune HR M PUn A 83 Running Reports cuo snaxddsaess tust qM E DD DR AM bide NE ba MR M MET E M UEM ae 83 Chapter Ten Prevail Control Pameel scssssssssshessnzedasepenantbestascnsssiecstuenvenvaus union desvucualpeneavsersvacthuepnedeileounve 85 Upd ting Your Versimmok Pre Vel assmiriisitornr mnisi iiin eiri Mrd s but dcn PR UA ID 85 Repairing Field insciis 0 MP 86 Deleting Unused Rolodex Entries ish reor Har rrEP UP E EA PUR RE Hep DRE RA pra kel es EFL PAIN SEP RYE tevri ses oti 86 Reassignine Esnployelibounssomdodtinted ash ccna e ou scl aca NU EN IDE MN M E 87 Pack SC DUX cedit ut bts ctp erm eee tee OnE ul US cud iE N etu DU ee D M E 88 iii Table of Contents continued Chapter Blevent TX 35 oodd M Rp U
43. dow 7 Click on the new process in the list of processes in the top half of the window 8 In the bottom half of the window under Steps amp Rules click Add Step A New Step in Process window appears 9 Choose the sequence for the new step in the Order field For example the first step in the process is order 1 the second step is order 2 and so on 10 Entera name for the level the step belongs to in the Level field A level is a group of related steps For example in Social Security levels might be application appeal etc Hon reconsideration 11 Choose step from the Type drop down list 12 Enter a description of the step in the Subject field 28 Creating a New Process continued Step Task 13 Enter the number of days prior to the anchor date that you would like the reminder to appear on your task list in the Perform this Rule field IMPORTANT If you are setting up a process that works backwards from a set anchor date for example a trial preparation process with the trial date as the anchor date you must enter this number as a negative number e g if you want the reminder to appear 60 days prior to the anchor date enter 60 On the other hand if you are setting up a process such as an intake process you ll need to enter the number of days as a positive number 14 Click Save amp Close 15 Rep
44. dra LANDERSLEGAL COM Follow these steps to set up a Prevail user account NOTE You must have an Administrator security setting in Prevail in order to add edit or delete user accounts Step Task 1 Click on Administration from the main menu and then select Employees A User Preferences window will appear 2 Click the button at the top of the User Preferences window Setting Up User Accounts continued Step Task 3 Enter a login name for the employee Note Prevail defaults to all caps for user names regardless of how you input them 4 If desired enter a password for the account If you do not want a password for the account you may leave this field blank 5 Select a Security level for the user The most commonly used security levels are e Administrator full privileges on Prevail or e Power User all privileges except for access to the Administration menu and functions 6 Complete the following fields as applicable e Salutation e First name e Middle name e Last name e Suffix e Initials used when generating merge documents Note You may choose to complete the remaining fields in this window e g nickname Social Security number birth date but many of our clients choose not to include this personal information 7 Choose an employee type from the Type drop down list Note You must choose a type that contains that phrase Case Ma
45. e if the new one is saved with a different filename Follow these steps to delete a merge document template from the Document Designer Step Task 1 Click on Administration and then click on Document Setup The Document Designer window appears 2 Highlight the merge document that you want to delete 17 Deleting a Merge Document Template continued Step Task 3 Click the red X button at the top of the document designer window 4 Click Delete to confirm that you want to delete the merge document template Intake Questionnaire The Intake Questionnaire is a powerful new feature in Prevail 5 It allows you to design a custom flow chart of questions and scripts to use while interviewing a prospective new client You may create multiple questionnaires and select the appropriate questionnaire to use based on the law and case type of the prospect You may also set the Intake Questionnaire to automatically create new Rolodex entries a new prospect or a new matter after completing the set of interview questions After Prevail creates a prospect or matter upon completing a questionnaire the program also saves the questionnaire in its entirety all questions and answers as a text file on the History tab Creating a New Intake Questionnaire There are no records to display 18 Creating a New Intake Questionnaire continued Follow these steps
46. e to run the update from your Prevail server The update will apply to all workstations regardless of which PC you use to download the update Step Task 1 On your Windows desktop click on Start gt All Programs gt Prevail gt Control Panel 2 When the Prevail Control Panel login screen appears use your regular Prevail login and password 3 A message will confirm that all users are logged out of Prevail or will indicate which users are still logged in and need to log out before moving forward with the update 4 Click once on Update at the top of the Control Panel window The download will start automatically 85 Updating Your Version of Prevail continued Step Task 5 When the download is complete you will see a message at the bottom of the Control Panel window indicating that your Prevail database is locked At this point click on Unlock Database at the top of the Control Panel window 6 Close the Prevail Control Panel window All users may now log into Prevail Repairing Field Name Errors When you run the operation to repair field name errors Prevail rebuilds the full name Rolodex fields This process should repair any full name field that may be incorrect Follow these steps to repair field name errors Note Users may continue to work in Prevail while this utility is running Step Task 1 On your Windows desktop click on Start gt All Programs gt Prevail gt Con
47. e toolbar 2 Click on the arrow to the right of the Add button at the top of the window A drop down list will appear with three choices Appointment Task or Phone Message 3 Click on Appointment from the drop down list A New Appointment window appears 4 Enter a subject for the appointment in the Subject field Click on the Location drop down list and select a location for the appointment Enter a room location in the Room field Select an appointment type from the Type drop down list o I NI ay vo Click on the arrow to the right of the Start Date field and a calendar appears Select a start date on the calendar that appears 37 Creating an Appointment continued Step Task 9 e Ifthe appointment is an all day event check the box for All Day Event The start time will automatically set to the Start of Day and End of Day preferences set up in your user preferences which default to 9 00 A M and 5 00 P M For more information on changing your Start of Day and End of Day times see Setting User Preferences on page 21 e Ifthe appointment is not an all day event set a start time for the appointment using the Start Time drop down list 10 Click on the arrow to the right of the End Date field and a calendar appears Select a end date on the calendar that appears 11 Unless you have already
48. eat steps 8 14 of this procedure for any additional steps that you need to create 16 Close the Process Builder window after you have finished setting up each step in the new process Editing an Existing Process In addition to creating new processes from scratch you may also modify existing processes to suit your needs Step Task 1 Click on Administration from the main menu and then click on Process Builder A Process Builder window appears 2 Click on the process that you want to edit in the list of processes in the top half of the window 3 Click on Edit the button with a pencil icon at the top of the window 4 Make any necessary changes to the Subject or Law Type and click Save amp Close Note Remember to keep the Auto Fill box unchecked 5 To edit individual steps or rules within the process click on the step you want to edit in the lower half of the window to highlight it 6 Click on Edit in the lower half of the window to edit the step 7 Make any desired changes to the step 8 Click Save amp Close 29 Chapter Four Building Matters What s a matter In Prevail lingo it s a case It may be a case for a new or existing client or for a potential client hereinafter referred to as a Prospect Matters and Prospects open or closed have the same functional capabilities It contains all of the related pa
49. emoved from your calendar the Events tab and the History tab On the other hand if you cancel the appointment it will remain on the calendar and Events tab with a strikethrough notation and an entry for a cancelled appointment will be made automatically on the History tab We recommend that you only delete an appointment if you created it by mistake so that you can retain a record of cancelled appointments View After highlighting a specific entry in the list of appointments or tasks click this button to view the Appointment or Task window for the entry Note You may also right click on an appointment or task on the Events tab to quickly cancel delete or complete it 53 Medical Tab The Medical tab contains a list of all medical providers attached to a matter as well as detailed treatment information including reason for treatment dates of service dates medical records copies were requested and received and payment information recorded as a cost or damage entry When you attach a medical provider to a client on the Matter tab Prevail automatically creates an entry for that provider on the Medical tab as well Here is a display of the Medical tab The lower part of this tab displays a complete list of all medical records that have been entered in the system for the matter m RSEGLE o x i r Tools Favorites Reports Optons Windows Help f Pirate Blot taeda Yona Merge Document Sot Gay i aee Map menams S
50. ending on how your Administrator sets up the Intake Questionnaire script and certain parties e g referral source medical providers may already be attached to the prospect matter saving you the time of attaching these parties after the prospect matter is created Also fields on the Matter tab e g education or military information may already be populated for you depending on the script Prevail saves the full text of the completed Intake Questionnaire on the History tab for the new prospect matter 73 Generating an Intake Questionnaire for a New Prospect continued Questionnaire Seat aot for operas matera by ateng soarch caera n thie field Ede Matters can also be filtered using the Law Type drop down control and selecting a Law Type After you have finished typing the results will be displayed in the grid at the bottom Double click on a matter to load it or select the matter you want to display and click the Finish button You will not be able to click the Finish button without having at least one matter displayed The search criteria can be any part of the case number or matter title Search Criteria Search Type Questionnaires Type Case Type Author Created Follow these steps to generate an Intake Questionnaire when you receive a call from a prospective client Step Task 1 Click on the Questionnaires button in the Prevail toolbar 2 e Click on New to start a new questionn
51. ete the following document property fields as desired e Category how the document will be classified on the History tab when merged for a matter e Time and Time Category enter the amount of time in hours that an employee will spend each time the document is merged for a matter Prevail will automatically enter a time entry in the ledger for this matter e Cost and Cost Category enter the cost that your firm will incur each time this document is merged for a matter Prevail will automatically enter a cost entry in the ledger for this matter e Task Start Prevail will automatically enter a task on the selected user s task list each time this document is merged for a matter For example if you select 30 for this field Prevail will begin showing a task on the selected user s task list 30 days after the merge document is generated for the matter e Task Due the due date for the task that Prevail will automatically generate when the merge document is generated for a matter e Task Assigned select a user to have the task assigned to e Task Subject enter instructions for the task that will automatically appear on the selected user s task list For example if you generate a request for medical records you might make the subject of the subsequent task Did we receive requested medical records e Process select the process step that you would like the matter to automatically advance to when this document is merged for a particu
52. ex Searches In Prevail you may search your matters or your Rolodex entries Matter Search Follow these steps to search for and navigate to a specific matter Step Task 1 Click on the Matter Search button located near the upper left corner of your screen 2 Specify the search criteria you would like to apply to the search e Search Type choose either Any Part of Matter Title to enter any character string from the matter title such as a character string from your client s last name first name or Social Security number or Matter List which will display a list of all matters e Law Type you may search all law types or specify a certain one e g Social Security Personal Injury e Matter Prospect you may search both matters and prospects matters only or prospects only e Open Closed you may search open and closed matters prospects open matters prospects only or closed matters prospects only s Matter Search Wizard 41 Matter and Rolodex Searches continued Step Task 3 If you chose Any Part of Matter Title as your Search Type enter any character string from the matter title in the Search Criteria field If you chose Matter List as your Search Type scroll through the list of matters to find the correct one 4 After you have located the correct matter double click on it to navigate to that matter Rolodex Search A matter search allow
53. f related steps For example in Social Security levels might be application reconsideration appeal etc 11 Choose step from the Type drop down list 12 Enter a description of the step in the Subject field 13 If desired check the Win or Loss checkbox to indicate whether this step represents a win or loss for you Note If the step doesn t represent a win or loss you may leave both of these boxes unchecked 14 e If there is a follow up task that should result from this step enter the number of days after this step takes place that the task should be due in the Set Statute to Run field e If there isn t a follow up task that results from this step leave the Set statute to run field blank 15 e Ifthere is a follow up task that results from this step enter the number of days ahead of the task due date that you would like the task to start appearing in your task list For example if the task due date is 60 days after this step you might enter 10 in the Set a statute warning task field to start seeing the task in your task list 10 days prior to the due date e If there isn t a follow up task that results from this step leave the Set a statute warning task field blank 26 Creating a New Process continued Step Task 16 If you entered a follow up task enter a description of the follow up task in the Set statute subjec
54. folder you will have easy access to these files and can carry them with you to work with even when you don t have access to Prevail Or you may wish to save the extracted files to a CD to provide to your client upon completion of the case Extracting a file simply creates a copy of the file and it does not affect the copy saved on the History tab Please note that any modifications you make to extracted documents will not copy into Prevail when you return to Prevail If you make any changes to the files after you extract them you will need to save the revised file under a different filename Then when you return to Prevail either e return to the original History entry from which the file was extracted and replace the old file attachment with the modified file that you saved under the new filename or e create a new History entry and attach the new file Follow these steps to extract files from the History tab Step Task 1 Navigate to the History tab for the appropriate client 2 Click on Tools gt Extract Files The following window appears iz Extract Files Select the file s you would like to extract and then click Extract ubject Notice of doctor depo duces tecum 1818342014 wpd Request for settlement papers from w comp PV amp DOC Client Demand Conference Ltr 5872233306 doc Ltr requesting med recs from Dr Kashman Pv 4DOC LOP to Medical Provider 1962326852 wpd Medical authorization 1825106366 wpd Ini
55. ge x Statute Years Statute Warning Rolodex Type The Prevail Databank is the home of all of the lists that reside in various parts of the program The Databank is essentially a list of lists For example the Databank allows you to control the list that contains all of your choices for appointment types e g training meeting Note Not all lists are user definable Some of the lists that reside in Prevail are definable only by our technical support staff If you have questions about a list that you do not see in the databank please call Tech Support Location of User Definable Lists in Prevail This table explains where the various user definable lists are located throughout Prevail List Where the list is located in Prevail Ailment Disabilities tab Social Security matters only Appointment Calendar appointment entry window Case Status Matter tab Case Type Matter tab Cost Ledger tab Damage Damages tab Personal Injury and Workers Compensation matters only 23 Location of User Definable Lists in Prevail continued List Where the list is located in Prevail Employee Administration gt Employees Fee Ledger tab History History tab category selection Image Calendar appointment entry window Language Rolodex entry window Location Calendar appointment entry window Prefix Rolodex entry window Priority Calendar task entry wi
56. he Subject field 3 Enter the date of the lien in the Date field either by typing the date or choosing it from the drop down calendar 4 Attach the lienholder in the Provider field a click on the paper clip to the right of the Provider field b search for the provider s name in the Rolodex c if the provider s name appears in the list of search results double click on it to attach it to the lien entry or if the provider s name does not appear in the list of search results click on the New button at the top of the Rolodex search window to add the provider to your Rolodex and then double click on it to attach it to the lien entry 5 Enter a policy number insured amount and paid amount in the appropriate fields 6 If a lien notice has been received check the Received notice box 7 Enter any additional details as desired in the memo field in the lower half of the lien entry window 8 Click Save 70 Damages Tab Note This tab appears only if you re working in a Personal Injury or Workers Compensation matter Toots favorftes fleports Qptons Windows telp T esenim Qomi Mentem jj setao Pte None Pept Apres Damages tab EEE buttons List of Damages entries You ll use the Damages tab to record special damages such as medical bills lost wages pain amp suffering and property damage as well as payment history against any of those damages
57. he Document Designer window appears 2 Click on the New button at the top of the Document Designer window 3 Enter a Document Title and choose a Document Category for the new document 4 Click Finish Your document displays in your word processing program and the Document Designer displays a list of available merge fields 14 Creating a New Merge Document Template from Scratch continued Step Task 5 Complete the following document property fields as desired e Category how the document will be classified on the History tab when merged for a matter e Time and Time Category enter the amount of time in hours that an employee will spend each time the document is merged for a matter Prevail will automatically enter a time entry in the ledger for this matter e Cost and Cost Category enter the cost that your firm will incur each time this document is merged for a matter Prevail will automatically enter a cost entry in the ledger for this matter e Task Start Prevail will automatically enter a task on the selected user s task list each time this document is merged for a matter For example if you select 30 for this field Prevail will begin showing a task on the selected user s task list 30 days after the merge document is generated for the matter e Task Due the due date for the task that Prevail will automatically generate when the merge document is generated for a matter
58. he drop down arrow Each time that you click on the column header label the entries will reverse their sort order based on that column 92 Grid Layout continued Grouping Grid Entries You may group entries within a grid layout as well For example you may group the entries on the History tab according to their type rather than having all of the entries displayed in order of their entry To apply a grouping within a grid click on the appropriate column header and hold your left mouse button down while dragging the column header up to the shaded area just above the grid Green arrows will appear to help guide you Release your left mouse button and the entries in the grid will then be classified in groups Click on the sign next to any of the group names to expand the group and show all entries in that particular category To remove a group setting and return to the normal view drag the column header back to its original position 93 Grid Layout continued Saved Filters in History and Ledger If you have a particular grid setting that you use often on the History or Ledger tabs you may choose to save that particular view That way you don t have to repeatedly apply the same settings each time that you visit Follow the procedures above for filtering sorting and grouping grid entries to configure the display as desired Then click the Filter button in the upper right area of the grid Click C
59. ick this button to delete the entry View After highlighting an entry in the Disability Information list top half of the screen click this button to view the disability entry window for the entry Note Alternatively you may open the disability entry window by double clicking on the item in the Disability Information list 65 Disabilities Tab continued Button Purpose Save Click this button to save any changes you make to the Claimant s Description of Disabilities section lower half of the screen Cancel Click this button to cancel any changes you make to the Claimant s Description of Disabilities section lower half of the screen Adding Ailments to Disability Information The top half of the Disabilities tab is reserved for ailments specifically diagnosed by a medical provider To insert an ailment in this section click on the Add button at the top of the Disabilities window Then complete the fields in the Disability window with the following information Field Description Ailment Choose the appropriate ailment from the drop down list Our pre loaded list of ailments contains approximately 180 ailments If you would like to add other options to the list follow the steps outlined in Modifying Lists in the Databank on page 24 Severity Your office should choose how you would like to classify the severity of an ailment Many offices choose to use a scale of 1 5 with 5 being most
60. ields directly to the zip code field 9 Enter your five digit zip code in the zip code field The city and state fields will automatically populate after you enter your zip code Adding Your Firm to the Rolodex continued Step Task 10 Press the Tab key once and Prevail takes you to the city field e If the city name is correct press the Tab key without making any changes Prevail moves you to the state field e If the city name is incorrect type the first letter of the correct city name and the name of the correct city will appear Press Enter when the correct city name displays Then press the lt Tab gt key to move to the state field 11 Press the Tab key to move from the state field to the phone number field and enter your firm s phone number using numbers only no dashes or other characters are needed 12 Press the Tab key to move to the Fax field and enter your firm s fax number using numbers only 13 Click Save Adding Other Branch Locations of Your Firm to the Rolodex Although your firm like any other party should only have one entry in your Rolodex you will need to set up an individual entry for each branch office physical location of your firm If your firm has only one location you may skip this procedure Follow these steps to set up individual Rolodex entries for each of your firm s branch offices Step Task 1 Click on Ro
61. ies to as many matters as you like in whatever role the situation requires In later chapters you ll learn how to add parties to the Rolodex and attach them to the matters but your first task is setting up your own firm s Rolodex entry Adding Your Firm to the Rolodex The very first Rolodex entry you ll need to enter is for your own firm Prevail pulls the information for your merge documents from your firm s Rolodex entry Note If your firm has more than one office repeat the following steps for each office Follow these steps to add your office to your Rolodex if your firm Step Task 1 Click on Rolodex on the toolbar Change the Search Type to Any Part of Rolodex Title Type ABC in the Search Criteria field A list of matching Rolodex entries appears Select Branch Office from the Type drop down list Enter the name of your firm in the Office Company Firm field 2 3 4 Double click on the Rolodex entry for ABC Law Firm P C 5 6 7 Tab to the Address field and enter your firm s address Note If your firm has a suite number you may enter the suite number on the first address line with the street address or you may use the second address line for the suite number Just be sure to set a standard that will be used by everyone in your office 8 After entering your street address press the Tab key and you will skip over the city and state f
62. ionnaire Example Below is a screen shot of an example Social Security Intake Questionnaire A Case Type Initial Intake Question Social Security All Case Types t9 How did you find out about aur office amp Billboard f Former client ul Who specifically ff Radio ad qf Television ad What is the onset date of your disability Have you treated for drug and or alcohol abuse in the past three years No il Who is your primary care doctor fA Welcome to our office You have now been set up as a client in our system Sf Yes fa am sorry but our office will be unable to represent you in this matter Thank you for calling Save Typ ont EG Results Rolodex Typ S re V Incident Date Setting User Preferences You have the ability to change various aspects of Prevail s display for different users in your firm Follow these steps to modify Prevail user preferences Step Task 1 Click on Administration from the Prevail main menu and then click on Employees The User Preferences window appears 2 In the list on the left side of the window click on the user whose preferences you want to modify 3 Click on the Contact tab on the right side of the User Preferences window to modify any basic information about the user e g address phone number 21 Setting User Preferences continued Step Task C
63. ist a list of matters for which you are the assigned Lead Attorney or Case Manager with Statute of Limitations SOL dates upcoming within the next sixty days Note Since Social Security matters do not have a specific incident date on which a SOL is based Social Security matters do not appear in My Statute List Instead statutes that occur within the life cycle of a Social Security matter will appear on your Prevail calendar in your task list e My Messages a complete list of messages that other Prevail users have sent to you e My Upcoming Appointments a list of your appointments upcoming in the next seven days e My Upcoming Tasks a list of your tasks upcoming in the next seven days Matter Tab Here is a display of the Matter tab Matter Tree mitaten Too Favonter Reports Options The Matter tab is the first tab you ll see when you navigate to a specific matter On the left side of this tab you ll see the matter tree which is a list of all of the parties attached to a matter The first line of the matter tree is the matter title i e case title Underneath the matter title you ll see a list of all parties involved in the case in any role e g claimant defendant plaintiff insurance company medical provider SSA office 46 Matter Tab continued On the right side of the screen you ll see detailed information about the matter itself or the party that you have highlighted in the matter tree
64. k Describe your disability e Number Use this question type to enter a numerical response For example you might ask How many dependents do you have e Pick Use this question type to enter a multiple choice question For example you might ask How did you find out about our office as a Pick question with Selected choices including former client billboard radio advertisement or television commercial e Script Use this question type to enter a defined script that you would read to the prospective client e Selected Use this question type for each choice in a list of options under a Pick question type For example underneath the Selected question How did you find out about our office you could enter several Pick question types such as former client billboard radio advertisement and television commercial Note The Selected question type is only available for insertion under a Pick question e Text Use this question type to prompt for a brief text response For example you might ask a prospective client Which body parts are affected by your injury 19 Creating a New Intake Questionnaire continued Step Task 1 e Terminate Questionnaire Use this question type if the questionnaire should be cont terminated without further processing based on a certain response For example you might want to terminate a questionnaire if a prospective client replied Yes when aske
65. k on the arrow to the right of the Reminder Date field Choose a reminder date from the calendar that displays and enter a reminder time in the time field 10 e Ifyou are the only person at your firm responsible for completing the task move to Step 15 of this procedure e f other Prevail users at your firm are also involved in the task click on the Recipients button A Select Resources window appears 11 Highlight the name of the appropriate party in the list on the left side of the window Note To select multiple names in the list at the same time hold down the Ctrl key on your keyboard while clicking on the appropriate names 12 After you have highlighted all of the appropriate names click the Select button in the middle of the window The names you selected will appear in the list on the right side of the window 13 If you want to remove any names from the list of selected resources on the right side of the window highlight the name s on the right that you want to remove and click the Remove button in the middle of the window 14 Click OK 35 Creating a Task continued Step Task 15 The Prevail calendar assumes that the task you are creating relates to the matter that you currently have open in Prevail If this is correct leave the matter title as is Otherwise e if the task relates to a different matter click on the Matter button and search for the c
66. k on the clock icon when you start the task and click on it again when you finish the task Then Prevail will automatically calculate the amount of time spent and populate the Hours field 61 Adding a Time Ent continued Step Task 8 The Amount field will automatically populate Simply review the amount to make sure it is correct 9 Enter the date you billed for this entry in the Billed On field Note You may enter the date manually or use the drop down arrow to display a calendar from which you may pick the date 10 Enter your firm s invoice in the Invoice field 11 If desired enter any notes relevant to the entry in the text field at the bottom of the window 12 Click Save 13 When you receive payment against a particular ledger entry in the future double click on the entry in the Ledger tab Then click in the Reconciled On checkbox and enter the date you received payment or click on the drop down arrow to display a calendar from which you may choose the payment date Note When you receive a payment in addition to reconciling the original entry you may choose to create a negative entry on the Ledger tab in order to have an accurate balance due displayed at the bottom of the Ledger tab To create a payment entry follow steps 1 12 above as appropriate and simply make the Amount negative by non typing a sign in front of it Clai
67. ke to use in the Phone and Alternate Phone fields as necessary For example if this new Rolodex type is for an individual you might choose to define the Phone field captions as home work cell pager and fax 10 Each Rolodex Entry window contains several pre defined tabs i e pages that contain various information about the entry These tabs include Alternate Contact Notes and Attached Matters Prevail also allows you to create up to three additional custom tabs for any new Rolodex types that you create e If you do not want to create additional tabs you may skip this step You may return to this procedure at any time in the future if you decide to set up custom tabs e If you want to create an additional tab s for your new Rolodex type follow these steps a Click on the Tab Captions tab b Enter the name s you would like to assign to your custom tabs c Click on the Custom Field Captions tab d For each field that you would like to add to your custom tab s choose whether the field will be a Text Date Number or Logical true false field and enter the caption for each field you want to add 11 Click Save 12 Repeatsteps 2 11 for any additional Rolodex types that you want to create 10 Editing Rolodex Types Follow these steps to modify a Rolodex type Step Task 1 Click on Administration on the main menu and select Rolodex Setup
68. lar matter 4 Click Save 5 Highlight your new document in the list and click Open Your document displays in your word processing program and the Document Designer displays a list of available merge fields 13 Creating a New Merge Document Template by Modifying an Existing Document Template continued Step Task 6 With your word processing document window and Prevail Document Designer window open beside each other insert merge fields in your document using these steps a Position the cursor in the document where you would like to insert the merge field b Locate the appropriate merge field in the Document Designer by expanding the categories of possible fields When you locate the desired field double click on it to insert it in your document Note To insert an automatic date field use the Merge Date field code not the Date field code The Merge Date field is located in the Insert Codes group in the list of available field codes in the Document Designer 7 Modify any other text in the document as desired 8 IMPORTANT Click Save at the top of the Document Designer window Do not use the Save or Save As functions within your word processing program 9 Close the Document Designer window Creating a New Merge Document Template from Scratch Step Task 1 Click on Administration and then click on Document Setup T
69. lick on the Preferences tab on the right side of the User Preferences window to change any of the following General Preferences e whether to display the user s appointment list task list or calendar view day week or month when he or she first logs in to Prevail e whether the user is prompted for confirmation i e Are you sure you want to exit Prevail each time he or she closes the program e which word processing program Microsoft Word or Corel WordPerfect the employee uses Calendar Preferences e whether to display week numbers e whether to enable task and appointment alarms warnings when a task or appointment due date is approaching e the start and end times for the user s work day e time blocks 15 20 30 or 60 minutes for the user s calendar e which days of the week and in which order to display these days Appearance e color choices for different screens in Prevail 5 Click on the Notes tab on the right side of the User Preferences window to enter any miscellaneous information about the employee 6 Click Save in the top right corner of the User Preferences window after you have made all necessary changes in all tabs Information Preferences and Appearance of the User Preferences window 22 Databank Data Bank EE Pdose New 3 Deete save cancel w Pd Search Description ___ Type i oe Subject Color vj Ima
70. lodex on the toolbar 2 Change the Search Type to Any Part of Rolodex Title 3 Type any character string from your firm s name in the Search Criteria field A list of matching Rolodex entries appears 4 Double click on the Rolodex entry for your firm The Rolodex entry for your firm appears 5 Click the Clone button at the top of the Rolodex entry window 6 Delete the word CLONED from the firm name in the Office Company Firm field and give this branch office a unique name different from the name you gave to your other branch office For example you might designate this office as Downtown Office Adding Other Branch Locations of Your Firm to the Rolodex continued 7 Repeat steps 7 13 from the Adding Your Firm to the Rolodex procedure above to finish setting up the Rolodex entry for this branch office Setting Up User Accounts Note Only users with an Administrator security setting in Prevail may add delete or modify user accounts User Preferences EARS 1 mor ETE c ET TREE Middle ee al Eg Name Cc EEIE rm 77 4 M 24 1987 987 TAIE pe mee a Office Paralegal Case Manager lt v Manager LANDERS LAWFIRM LAW ee Professional Title B Number 0 00 Date Hired Date Released S eese Address Home Phone 2802 Abbey RD 214 797 9145 Business Phone City Zip Code ume SC e Email san
71. ms Processes Tab Note This tab is labeled Claims when you re working in a Social Security matter and it s labeled Processes when you re working in any other type of matter Since Social Security matters follow essentially the same path regardless of jurisdiction Prevail has a built in process for Social Security matters For all other matters e g Personal Injury Workers Compensation you ll need to build the steps using the Process Builder For more information on creating and modifying processes using the Process Builder see Process Builder on page 25 For the purposes of this section we ll limit our discussion to the built in Social Security process that you ll see when you re working in a Social Security matter 62 Claims Processes Tab continued client ie dt Administration Jools Favortes Report Qptons Windows Help fesses Gj notodes E Calendar chet Merge Document gj Set Query E Photo None Papi Message D tme ssa CD Find List of open Daaa SIT EE claims for this o 22008 Intel Pending Z R A 2008 Ital Pendrg Acknowledged Z 8 2008 Recon Ragued Subeitea List of claims steps completed or in process for this claim Prevail can store up to three claims simultaneously on the Claims tab It s not uncommon to have one claim at the Appeals Council level and then re file at the initiallevel Prevail will track both clai
72. ms simultaneously The claim descriptions of the claims will appear in the narrow window on the left side of the screen When you click on a claim description in that window the corresponding history for that claim will be displayed on the right side of the screen Creating a New Claim on the Claims Tab Follow these steps to create a new claim on the Claims tab Step Task 1 Click on the Add button on the left side of the screen A New Process for Matter window appears 2 Enter a description of the claim in the Subject field Note You may simply enter Claim 1 Claim 2 etc or you may enter a more specific description of the claim e g SSD Claim Filed on 7 22 2008 3 Choose Social Security from the Process drop down list 4 Click Save amp Close The new claim now appears in the list of claims on the left side of the screen 63 Updating the Status of a Claim on the Claims Tab Follow these steps to update the status of a claim on the Claims tab Step Task 1 Click on the appropriate claim in the list of claims on the left side of the screen 2 Click on the Add button on the right side of the screen A Select Next Step window appears 3 Choose the appropriate level e g Initial Application Appeals Council from the Level drop down list in the middle of the window Note By choosing the appropriate level your list of choi
73. n Windows Help fesses Gj rotodes E calendar Yoho Merge Document ij Set Query s ii Photo None SP Map tt A Message D C impotssaco QD Find List of all appointments related to the matter regardless of user List of all pending i e incomplete tasks related to the matter regardless of user 52 Events Tab continued This table explains the purpose of each of the buttons located in the Appointments and Tasks sections of the Events screen Button Purpose Detail After highlighting a specific entry in the list of appointments or tasks click this button to switch back and forth between displaying and hiding details that have been entered about a specific appointment Previous or Next Click on these buttons to move to the previous or next matter in your only located in database the Appointments top half of the Events screen Add Click this button to add a new appointment or task to the matter The new appointment or task will also automatically appear on your calendar Delete After highlighting the entry in the appointment list you want to delete click this button to delete the appointment or task The appointment or task will also automatically be removed from your calendar Note In Prevail there is a difference between deleting or cancelling an appointment If you delete an appointment all traces of it will be r
74. n documents such as medical records directly into Prevail In order to scan directly to Prevail your scanner must be TWAIN compatible Note Manual entries are numbered in the order in which they are entered not necessarily in the order in which the events occurred 47 Adding History Entries Prevail generates many History entries automatically including new appointments or tasks merged documents ledger entries etc You also have the ability to manually create History entries Follow these steps to add a History entry Step Task 1 From the History tab click on the Add button in the upper right area of the screen A New History Entry window appears 2 Enter a subject for the entry Note Enter a subject that is fairly detailed to make searching in History more powerful The Subject drop down list contains the same choices as the Category drop down list You may choose to use one of the drop down choices and then add more detail to the end of it 3 If desired change the Type to reflect the type of History entry you are creating Note Matter History is the default Type 4 If desired change the Entry Date and Entry Time of the entry Note The Entry Date and Entry Time default to the current date and time 5 If desired enter the amount of time you spent on the task in the Time field For example if the entry is for time spent on a phone
75. n the lower half of the window 43 Deleting Rolodex Entries In order to delete a Rolodex entry you must first detach that entry from any matters to which it is attached Follow these steps to delete a Rolodex entry Step Task 1 Click on Rolodex Search 2 Search for the appropriate entry and double click on it in the list of matching results to open the entry 3 In the Rolodex entry click on the Attached Matters tab located at the bottom of the Rolodex entry window at the far right A list of all matters to which the party is attached will appear 4 Double click on the first matter in the list of attached matters 5 Click once in the party s name in the matter tree on the Matter tab 6 Click on the Detach button located just above the matter tree a paper clip icon with a red X 7 Click on Detach to confirm that you want to detach the party from the matter 8 Return to the Rolodex entry and repeat steps 4 7 for each matter listed on the Attached Matters tab 9 After you have detached the party from all matters return to the Rolodex entry for a final time and click on Delete at the top of the Rolodex entry window Chapter Seven Tabs amp Buttons After you create your first matter you will see several tabs at the bottom of the matter main screen Most of these tabs are matter specific e g the information they contain pertains to the specific matter in
76. n the matter to which you d like to attach a Sticky Note Note See Matter Search on page 41 for instructions on how to navigate to a specific matter Click on Tools from the Prevail main menu and then click on Sticky Note Click Cancel and the existing Sticky Note will appear Add the necessary information to the existing Sticky Note O1 H o0 rn Click Save Deleting vs Closing a Sticky Note After a user has created a Sticky Note for a matter the Sticky Note will continue to appear until someone deletes it If a user simply closes a Sticky Note the Sticky Note will re appear the next time a user navigates to that matter To close a Sticky Note click on the red X in the upper right corner of the Sticky Note window To delete a Sticky Note permanently click on Delete at the top of the Sticky Note window Extract Files The Extract Files feature in Prevail 5 automatically creates a folder within your C PREVAIL_CLIENT folder that contains selected files that have been attached to a client s History tab entries such as merged or scanned documents or attached files Prevail creates a folder with the matter title as the name of the folder for each matter in which you use the Extract Files feature The attached files can be of any format such as documents pictures 78 Extract Files continued PDF files HTML files etc After extracting the file attachments into a separate
77. nager for any employees who fill this role in any matters and you must choose a type that contains the word Attorney for any employees who fill this role in any matters These rules are due to the way Prevail pulls information for merge documents For this reason it is helpful to select the type Attorney Case Manager for all employees who serve as the attorney or case manager in any matters 8 Choose the appropriate office location from the Branch Office drop down list Note If your office has a single location your office name is the default and you won t need to change it 9 Complete the Professional Title field with any professional designations e g Esquire Attorney at Law PhD that are relevant for the user 10 Complete the remaining fields on the tab as desired 11 Click Save 12 Repeat steps 2 12 for each user account that you need to add Deleting User Accounts NOTE Before you delete a user account use the Reassigning Employees feature in the Prevail Control Panel to reassign the former employee s matters appointments and tasks to another user See page 87 for instructions on using this feature Then follow these steps to delete a user account Step Task 1 Click on Administration gt Employees 2 Click on the employee s name in the list on the left side of the User Preferences window 3 On the right side of the User Preferences window uncheck
78. nd choose Activate Matter to activate the Prospect as a Matter The Tab Header will now identify the case as a matter instead of a prospect e g Open Social Security Matter Information instead of Open Social Security Prospect Information Also a case number is automatically assigned to the newly activated matter Closing or Deleting Prospects or Matters Closing a prospect or matter does not remove it from your system It simply changes the Tab Header to say closed instead of open e g Closed Social Security Matter Information instead of Open Social Security Matter Information IMPORTANT Before you can permanently delete a prospect or matter you must first close it To close a prospect click on the green Status drop down and choose Close Prospect To close a matter click on the green Status drop down and choose Close Matter Closing or Deleting Prospects or Matters continued After you have closed the prospect or matter you may then delete it by once again clicking on the green Status drop down and selecting either Delete Prospect or Delete Matter Attaching Other Parties to a Matter After you have set up a matter you ll need to attach additional parties to it Follow these steps to attach additional parties to a matter Note Use these steps to add parties to a matter immediately after creating it or at any point in the future of the matter Step Task 1 Click on the Matters
79. ndow Suffix Rolodex entry window Task Calendar task entry window Task Status Calendar task entry window Time Ledger tab Title Rolodex entry window Modifying Lists in the Databank Follow these steps to modify any of the lists contained in the Prevail Databank Step Task 1 Click on Administration from the main menu and then click on Databank 2 Choose the list that you want to modify from the Type drop down list 3 e To add an entry to the selected list click New at the top of the window and enter a description of the new entry in the Description field Then click Save e To delete an entry from the selected list highlight the entry that you want to delete and click Delete at the top of the window Then click Yes e To modify an entry in the selected list highlight the entry that you want to modify Then enter the new description in the Description field and click Save 4 When you re finished making additions deletions and or modifications click Close at the top of the Databank window 24 Process Builder The Process Builder is a powerful tracking feature which allows you to pre program an expected sequence of events based on a set of rules which you define Prevail comes with a pre defined claims process for Social Security matters and you may create processes for other law types e g Personal Injury Workers
80. nt in the Invoice field 9 To enter the name of the party you paid in the Pay to the Order of field click on the paper clip icon to the right of the field to open a Rolodex search window Then search for the party in the Rolodex and double click on the appropriate name in the result list to attach to the Ledger entry If the party doesn t yet exist in your Rolodex click on the New button at the top of the Rolodex search window to create a new Rolodex entry 10 Enter your firm s check in the Check field 11 If desired enter any notes relevant to the entry in the text field at the bottom of the window 12 Click Save 59 Adding a Cost Entry continued Step Task 13 When you receive payment against a particular ledger entry in the future double click on the entry in the Ledger tab Then click in the Reconciled On checkbox and enter the date you received payment or click on the drop down arrow to display a calendar from which you may choose the payment date Note When you receive a payment in addition to reconciling the original entry you may choose to create a negative entry on the Ledger tab in order to have an accurate balance due displayed at the bottom of the Ledger tab To create a payment entry follow steps 1 12 above as appropriate and simply make the Amount negative by typing a sign in front of it Adding a Fee Entry Follow these steps
81. o the file s location on your computer and iii double click on the file to attach it to the History entry b To attach an entire folder of files i click on the file folder button to the right of the File field ii navigate to the file folder s location on your computer and iii double click on the file folder to attach it to the History entry c To attach an email i click on the envelope button to the right of the File field i highlight the appropriate email in your email folders that are displayed and ii click Attach to History d To attach a scanned document when a TWAIN compliant scanner is attached to your computer i click on the scanner button to the far right of the File field ii highlight the desired scanner and click Select and iii scan the document 11 Click Save in the New History Entry window to save your new entry to the History tab Generating a Merge Document for a Matter After a Prevail user in your office with Administrator security rights has created templates for more information on template creation see Creating Merge Document Templates in Prevail on page 12 other Prevail users in your office will be able to quickly and easily generate merge documents for matters 49 Generating a Merge Document for a Matter continued Follow these steps to generate a merge document for a matter Step Task 1 Click on the Merge Document button on the Prevail
82. oned in this section when you attach a medical provider to a client on the Matter tab the medical provider will also appear on the Medical tab As you re attaching the medical provider you will see a window prompting you to input the reason for treatment subject dates of service from and to dates and records requested received dates At that point you will probably only be able to complete the reason for treatment and dates of service 55 Requesting the Initial Set of Records from a Medical Provider continued When the time comes to request an initial set of records from a provider follow the steps below to update that provider s entry on the Medical tab Step Task 1 Double click on the appropriate provider s entry on the Medical tab Make sure that the subject and from and to dates are completed Note If treatment is ongoing you may choose to simply type present or ongoing in the to date field 2 Enter the date that you are requesting records in the Records Requested field 3 Click Save 4 When you receive the initial set of records follow these steps to input the appropriate information e enter the Records Received date e if necessary update the from date For example if you originally entered the word present or ongoing you ll want to look through the records and determine the last date of service referenced in that particular set of records e if you had to pay for the c
83. ontinued Step Task 12 Inthe matter tree on the right side of the window highlight the name of the matter or party you want to attach to Note In Prevail you cannot attach a Medical Provider Referral Source or Employer to a matter You must attach such parties directly to a claimant by highlighting the claimant s name not the matter title in the matter tree 13 After you have selected the appropriate party to attach to choose how the party relates to the matter from the Add As Type drop down list Note The Add As Type defaults to the Rolodex type that you selected for the party you are attaching but you can change it as needed For example if you set the party up as a SS Claimant in their Rolodex entry but they are the Referral Source in this matter simply change the type in the Add As Type drop down list This change will not affect the party s Rolodex type it only changes how the party is attached to this particular matter 14 Click the Attach button in the lower right corner of this window 33 Chapter Five Calendar Appointments tasks what s the difference Allow us to explain A task is a to do of sorts You may have a deadline for completing the assignment but it doesn t involve a specific location or time Examples of tasks include Follow up on medical records request or File Request for Reconsideration An appointment on the other hand involves being at a
84. opies of the records enter the amount you paid in the Bill field and check the box that says Add to Costs alternatively if your client had to pay any amount to this provider you may enter that amount in the Bill field and check the box that says Add to Damages Cost entries will automatically transfer to the Ledger and Damages entries will automatically transfer to the Damages tab in personal injury and workers compensation matters e entera summary of the records in the Detail area e if you have a TWAIN compatible scanner you may scan the records into Prevail by clicking on the scanner button in the upper right area of the window Upon completion of the scan the scanned image will be saved on the matter s History tab 5 Click Save Requesting an Updated Set of Records from a Medical Provider If you need to request a later set of records from a provider who is already listed on the Medical tab you ll need to create a new entry for that medical provider on the Medical tab In other words don t attach the medical provider again on the Matter tab and don t modify the provider s existing entry on the Medical tab 56 Requesting an Updated Set of Records from a Medical Provider continued Follow these steps to add a new entry for a medical provider on the Medical tab when you re preparing to request an updated set of records Step Task 1 Click on the green Add button in the upper right
85. orrect matter Double click on it when it appears in the list of results e if the task doesn t relate to any of your matters simply uncheck the checkbox by the Matter button 16 If there are any Rolodex entries that you would like to attach to the task follow these steps e Click on the Contacts button A Rolodex search window appears e Change the Search Type drop down list to Any Part of Rolodex Title e Enter any character string from the contact s first middle or last name in the Search Criteria field e Scroll through the list of results and double click on the appropriate contact s entry You will be returned to the New Task window with the party attached as a link that you can double click to open the contact s Rolodex entry window 17 Enter any specific details or instructions about the task in the Details field 18 e lIfthis task is a non recurring task skip to Step 18 of this procedure e If this task will recur you may set up a recurrence schedule for the task by clicking the Recurrence button at the top of the window When the Task Recurrence window appears set the cycle of recurrence for the task Click OK after setting all details for the recurrence 19 Click Save 36 Creating an Appointment Follow these steps to create a new appointment in your Prevail calendar Step Task 1 Click on the Calendar button on th
86. reate Filter from Current View Enter a name in the Filter Name field and click Save The next time you need to quickly apply the current display settings click the Filter button and then click on the name of the appropriate filter To return to the regular grid view click on Filter and choose to remove the filter Printing Tabs Use this button to print the entire screen hara man mape pm rf nO Defendant sdeseqed Use this button to deci E print this 1 EAD I E particular section Pace Apartment 8 Ton RITU A Mount Dora P 7794 132 Cot 0039 3000 amp 17 Prevail allows you to print entire tabs or particular sections of tabs On each tab within the program you ll see a Print Screen button in the Prevail toolbar at the top of the screen Click on this button to print a screenshot of your entire view Alternatively you may print individual sections of a tab On each tab section you ll notice a Print button Click on this button to print only that specific section of the tab 94 Viewing Notes Detail Prev 5 01 19679 Chandler n fie fdt Adminitaton Tools favontes Parateeeseaeen F Rolodex search E Questionnaires Z7 Power Search E Calendar i Cut Merge Document ProtecNone Messe DU print Screen J 72 View 9 rre E Options A Drag a column header here to group by that column Options 2014 2009 Document Release of All Claim
87. rge Document Templates from Adobe PDF Files eee 16 Deleting a Merge Document Templat us sicud ED r pecoris bri lese A porte en ebu E loudness 17 Intake Questionnaire 5 cte stet ee te e WE EE E EE ERO Leere E OK e reds 18 Creating a New Intake esnonalfesu decina euer opere cuin d prb dede ou owed tu dod 18 Intake Questionnaire Fai le en conector qut dudo indie DIM NI aRt e SAAE E DM dei D M EDEN D 21 Setting User Prete renee MM 21 DESAI quc Rp Ea 23 Location of User Definable Lists in Prevail seissssssssesrsnssvencstsetnorenessnntiens sbovenesserssnnsueoronvscenrster 23 Modifying Lists in the Databank se esssessssessesesssssstssesessessessnessnsenresinesneninnesensenenennesennenresesennese 24 Process Builder MER RR RUP 25 Questions to Consider as You Create a Process essere eere nennen trennt 25 Creating a New PROCESS eorr ccrta rer aseetan pee NEE Ne o E DD NE tRU MUN ND EEEN AV D RUE ia 25 Creatine a New AutoFill PrOCeSS ecc detokenc ictal boe ipea dO GA es Rude OM bn aa ua UE 28 Editing an Existing Processes iba ure eee ttre mente Pena e EN eE Kap cles e ip bur EM RU UM 29 Table of Contents continued Chapter Four Building Matters E M 30 Creating a New Prospect or MSIIer sccnanasshornonssvivnnsderileansaostoniindcssivnensbilersiundhoneesnbernadanidsneiohinamntanits 30 Act vating Prospects as MfEeE
88. rties attached via the Rolodex facts notes critical dates documents and whatever other information you need to store about a SINGLE cause of action if it s a litigation matter a SINGLE work related accident if it s a Workers Compensation case or a SINGLE disabled person if it s a Social Security case Get the picture The key word here is SINGLE Prevail can contain as many matters as you want Some firms have a hundred some have tens of thousands When you re going through your daily routine you ll be going from matter to matter as the need arises working first in one matter then moving on to the next Creating a New Prospect or Matter Since matters are basically a collection of parties e g claimant defendant medical providers you create matters through the Rolodex Follow these steps to create a new prospect or matter Step Task 1 Click on Rolodex on the toolbar The Rolodex search window appears 2 Change the Search Type drop down list to Any Part of Rolodex Title 3 Enter any character string from your client s first middle or last name in the Search Criteria field 4 Scroll through the list of results to see if your client has an existing Rolodex entry e If your client appears in the list of results double click on your client s Rolodex entry and then SKIP TO STEP 7 of this procedure e If your client does not appear in the list of results CONTINUE TO STEP
89. s tasks Rolodex entries and Sticky Notes Prevail s Power Search provides the ability to search for a character string within any of the tabs and also within appointments tasks Rolodex entries and Sticky Notes Follow these steps to use Prevail s Power Search Step LERS 1 Click on the Power Search button in the Prevail Toolbar 2 Enter any character string in the Search Criteria field 3 Choose the categories you would like to search within from the Search Type drop down list 4 Double click on the appropriate matter in the list of results to move directly to that matter 51 Events Tab The Events tab is like a calendar within a calendar As you know your full Prevail calendar lists all appointments and tasks related to all matters or no matter at all in the case of a personal appointment or task The Events tab on the other hand displays only those appointments and tasks related to the specific matter in which you are working On this tab you may view create delete cancel or complete appointments or tasks just as if you were working in your full Prevail calendar The top half of the Events screen displays appointments related to the matter whether they have already taken place or are scheduled to take place in the future The bottom half of the screen displays pending i e incomplete tasks related to the matter File Edt Administration Took Favores Reports Opto
90. s and Indemnty Agreement Standard button Tek Scheduled Auto Accident SOL SAMPLE 18 11 12 2008 Matter History Medical Records Scanned Document SAMPLE 1 111 200 Matter History Ten SAMPLE 16 11 11 2008 Document Letter to PI Pisnttt SAMPLE 15 5 2 2009 Document Ur to judge Re joint petition fee lump sum 610 200 OEMO DEMO M 521 2002 Document Lir to OMY requesting vehicle indo 6 5 2002 DEMO DEMO 13 5 20 3209 Document LOP to Medical Provider omo DEMO 12 5 20 2002 Document Lien leter omo DiMO 11 5 97 2002 Appointment Scheduled 15 13 2002 11415 AM Pre hearing omo omo 10 516 002 Document LOP to Medical Provider ommo DIMO 9516 202 Document initial thank you letter to chent verbose omo DIMO 85 16 202 Document Medical omo Dimo 7548 2902 Document Notice of doctor depo duces tecum SA00 OMO DEMO 6 3202 Document Chent Demand Conference Lt DEMO DEMO 5512 32 Note Nermal Time Entry 02 19 2001 48 AM CARL 0 5 hours PROCESS Defendant s Request Time TRASA 84 AM CARLOS how PROCESS Denon Requests Produce AB employment records fer all employees Document Entry 02 19 2001 49 AM CARL Response to Defendant s Request to Produce Time Entry 2 19 2001 9 54 AM CARL 0S hours PROCESS Defendant s Motion to Compel Production Document Entry 02 19 2008 9 54 AM CARL Defendant s Motion to Compal Production Hearing Scheduled 02 27 2001 395 PM CARL 02 27 2001 8 00 AM Defendant s Motion te Demist A 128 201 Do
91. s simultaneously by holding down the lt Ctrl gt key on your keyboard while clicking on individual entries 5 After you have selected all unused Rolodex entries that you want to delete click Delete at the bottom of the window Note If you decide not to delete any unused Rolodex entries click Cancel at the bottom of the window 6 Close the Prevail Control Panel window Reassigning Employees Certain situations such as hiring a new employee may require you to change the attorney or case manager currently assigned to a matter For example if you reassign all of Tom s matters to Mary Prevail will automatically change the lead attorney or case manager field for all matters previously assigned to Tom to Mary Prevail will also transfer all of Tom s appointments and tasks to Mary 87 Reassigning Employees continued Follow these steps to reassign matters where the user is assigned as Lead Attorney or Case Manager appointments and tasks from one user to another Note All users must be logged out of Prevail in order to run this utility Step Task 1 On your Windows desktop click on Start gt All Programs gt Prevail gt Control Panel 2 When the Prevail Control Panel login screen appears use your regular Prevail login and password 3 A message will confirm that all users are logged out of Prevail or will indicate which users are still logged in and need to log ou
92. s you to search through your matters cases while a Rolodex search allows you to search all Rolodex entries clients opposing counsel medical providers etc Follow these steps to perform a Rolodex search 1 Click on the Rolodex Search button located near the upper left corner of your screen 42 Rolodex Search continued Step Task 2 Specify the search criteria you would like to apply to the search e Search Type choose either Any Part of Rolodex Title to enter any character string from the party s first name last name or office company firm name or Rolodex List which will display a list of all Rolodex entries e Rolodex Type you may search all Rolodex types or specify a certain type e g SS Claimant Medical Provider 4 x gm Fa ONAA 3 If you chose Any Part of Rolodex Title as your Search Type enter any character string from the party s first name last name or office company firm name in the Search Criteria field If you chose Rolodex List as your Search Type scroll through the list of Rolodex entries to find the correct one 4 After you have located the correct matter you may e double click on the Rolodex entry to open the Rolodex entry window for the party or e click once on the Rolodex entry and a list of all matters to which the party is attached will display in the lower half of the window To navigate to one of these matters double click on the matter title i
93. setting all details for the recurrence 22 Click Save Microsoft Outlook Sync Prevail comes with a utility program that will synchronize appointments and tasks in the Prevail calendar with Microsoft Outlook on any given computer In order for this process to work you must have both Microsoft Outlook and Prevail installed on the same computer Whatever login name was used last to log into Prevail on the computer will be used for the Outlook sync In other words if you were logged into Prevail as Bob then all of Bob s appointments and tasks will be synchronized with Outlook The synchronization takes place through a separate program called Outlook Sync exe which resides in the C Prevail folder on each Prevail workstation Follow these steps to set up the Outlook sync Note The Outlook Sync must be configured on each PC on which you wish to synchronize calendars 39 Microsoft Outlook Sync continued Step Task 1 Right click on your Windows desktop and choose New gt Shortcut Click on Browse and navigate to C PREVAIL_CLIENT Outlook Sync exe Click Finish 2 3 4 Double click on the new Outlook Sync shortcut on your Windows desktop 5 An Outlook Sync settings window appears In this window a confirm the Prevail user for whom you wish to synchronize appointments and tasks b check the box that says Launch at Windows startup c check the boxes to synchroni
94. severe By using a numerical scale you ll be able to sort and filter the information in this section in a meaningful way For more information on sorting and filtering see Grid Layout on page 91 Whatever method you choose make sure your users are consistent Duration Enter the length of time your client has suffered from this ailment Work Load Your Office should choose how to describe work load Many offices use terms such as sedentary light duty etc Again regardless of the method you use just be consistent Treatment Detail specific ailment Describe the treatment that the medical provider is rendering for this Add any other details not already explained in the other fields in the Disability window Employment Work Tab Note This tab appears only when you re working in a Workers Compensation matter Employment or Work Tab a buttons List of Claimant s employment work history In a workers compensation matter it is vital to keep track of your client s work history so that you ll have easy access to information regarding salary job duties dates of employment and work load This data will undoubtedly help you as you build your case to win benefits for an injured employee Adding an Employment Work Entry When you attach an employer to the workers compensation claimant in the matter tree on the Matter tab
95. ssible choices for whom to merge the letter Click on one of the entries to select only one or hold the Ctrl key down on your keyboard while clicking on multiple entries if needed Then click Next After Prevail builds the document it will display in your word processing program upon completion of the merge 7 Make any necessary adjustments to the merge document and then print it as you would normally print a document in your word processing program 50 Generating a Merge Document for a Matter continued Step Task 8 Close the word processing program window If you made any post merge changes to the document you will be prompted to save the changes you made Click Yes Note The merged document will automatically be saved with any changes you made after the merge on the matter s History tab Also if there are time cost and or task entries associated with the document in the Document Designer Prevail will automatically record the appropriate entries on the matter s Ledger tab or calendar as appropriate Power Search Have you ever recalled doing something in a case such as making note of an ailment on the Disabilities tab or recording an important fact on a Sticky Note but you can t remember in which matter you made this notation If so you ll love Prevail s Power Search feature It allows you to search for a character string within any of the tabs on Prevail as well as within appointment
96. t before moving forward with this procedure 4 Click on Tools at the top of the window and then click on Reassign Employees Choose the former attorney or case manager s name from the From User drop down list 5 Choose the new attorney or case manager s name from the To User drop down list 6 Click Finish at the bottom of the window Pack amp Reindex All databases keep records in order e g alphabetical or numerical by creating index files that indicate the next sequential record for a given arrangement scheme This eliminates the need for the database engine to physically rearrange large numbers of records Instead the database keeps a roadmap of which records go in which order Prevail contains dozens of these index files If a workstation is turned off or rebooted during a disk write operation a power fluctuation causes a brownout or a hardware failure of any sort causes a network error during a disk write operation one or more of these indexes may become corrupted If a corruption occurs you ll typically receive an error message when trying to write or save information into one of the Prevail screens The Reindex operation on the Prevail Control Panel generally fixes this sort of problem in most cases eliminating the need to even call Tech Support 88 Pack amp Reindex continued Follow these steps to reindex your files Note The Pack amp Reindex utility m
97. t of this step e Does the step represent a statute or deadline which must be tracked e Do other parts of the data in the matter need to be changed when this step is reached The Process Builder has the ability to handle all of these things it just needs to be told what to do each step of the way Creating a New Process Follow these steps to create a new process Step Task 1 Click on Administration from the main menu and then click on Process Builder A Process Builder window appears 2 Click on New Process at the top of the window 25 Creating a New Process continued Step Task 3 Enter a name for the new process in the Subject field Select the law type in which you ll use the new process from the Law Type field 4 5 Leave the Auto Fill box unchecked 6 Click Save amp Close at the top of the window Prevail returns to the Process Builder window 7 Click on the new process in the list of processes in the top half of the window 8 In the bottom half of the window under Steps amp Rules click Add Step A New Step in Process window appears 9 Choose the sequence for the new step in the Order field For example the first step in the process is order 1 the second step is order 2 and so on 10 Enter a name for the level the step belongs to in the Level field A level is a group o
98. t to field 17 Click on the Perform the following tab located near the middle of the window 18 If you would like for a merge document to be automatically generated for the matter when it reaches this step in the process choose the appropriate merge document from the Merge Document drop down list 19 If desired click the checkbox for Prompt for Appointment or Prompt for Task if you would like to be automatically prompted to create an appointment or task when a matter reaches this step Note If you set a statute task for the step you will not be able to also have the step prompt the user to manually input a task or appointment 20 If desired you may set certain matter fields to update automatically when a matter reaches this step For example many users who use this function set the Status field on the matter screen to update automatically with the most recent step entered on the Claims tab Note To set these fields to automatically update please call the Tech Support or Training department and a Prevail representative will explain how to set up these automatic updates 21 Click Save amp Close 22 Repeat steps 8 21 of this procedure for any additional steps that you need to create 23 After you have created all of the steps in the process re open each step by double clicking on it Then choose the correct next step in the process by selecting it from the
99. te to meet your needs It s usually easier to modify an existing template that contains most or all of the fields that you want to include in your new document Creating a New Merge Document by Modi 12 The document tree lists all of the available documents to merge All matters will allow Generic Documents to be merged In addition you may merge Social Security Documents if you have a Social Security matter open a Personal Injury Document if you have a Personal Injury matter open etc ing an Existing Document ne g Document Designer Version 1 00 00 o AS lele jee Merge Across Query test E Social Security Documents f Medical Provider Related test WP Merge across related test WP Merge Across Related EE Creating a New Merge Document Template by Modifying an Existing Document Template continued Follow these steps to create a new document template by modifying an existing one Step Task 1 Click on Administration and then click on Document Setup The Document Designer window appears 2 Click on the Clone button in the upper right corner of the Document Designer window A duplicate copy with the word Clone at the end of the document title will appear in the list of available documents just above the original document 3 Enter a new name for the new document in the Document Name field You may also compl
100. tial thank you letter to client verbose 1836004051 wpd Lien letter 3754566667 doc LOP to Medical Provider 3759823032 doc Ltr to DMY requesting vehicle info 6827748032 doc Ltr to judge Rie joint petition for lump sum 5850732523 wpd 79 Extract Files continued Step Task 3 Select the file s that you wish to extract Note To select only one file to extract simply click on that file To select multiple files hold the lt Ctrl gt key down on your keyboard while clicking on the appropriate files To select all files hold the SHIFT key down on your keyboard and click on the first and last files in the list The following window appears 4 Click Extract Documents After the file extraction is complete the following window appears showing the documents that have been extracted Chandler William v Stevens Jack Ele Edit View Favorites Tools Help Qe d Psh Py Folders Cu E Foder sync Address C Prevail Chandler William v Stevens Jack m A M 1818342014 D 1525106366 File and Folder Tasks 4 p WordPerfect 4 Document p WordPerfect 4 Document 9KB 22KB j Make a new Folder Publish this Folder to the OM 1636004051 M 1962326852 Web P WordPerfect X4 Document P WordPerfect X4 Document 32 KB 10KB EZ Share this folder w 3754566667 3759823032 Microsoft Office Word 97 20 Microsoft Office Word 97 20 Other Places 24KB 24KB O Prevail E 682
101. tion 57 Ledger Tab Since you have invested countless hours and incurred various costs in a matter you ll obviously want to track your time costs and or fees on Prevail s Ledger tab When used properly this tab can help you generate several useful accounting reports such as reports of outstanding monies due and invoices that you can print and send to clients Entries can automatically be sent to the Ledger from various screens within Prevail such as merge documents see page Creating Merge Document Templates in Prevail12 for details the Medical tab see page 54 and the History tab see page 47 List of Ledger entries time cost and fee file Et d m favores fees Gj notodes calendar r3 Cht Mese Document gj Set Query uus Ledger tab buttons You ll keep track of all time cost and fee entries with the Ledger tab This table explains the purpose of each of the buttons located on the Ledger Button Purpose Detail After highlighting a specific entry in the list of ledger entries click this button to switch back and forth between displaying and hiding detailed notes that have been entered about the entry Export Click this button to export the data on the Ledger to an Excel comma delimited csv spreadsheet in which you may enter data to be exported to an alternate accounting program that accepts csv files The resulting csv file will automatically be
102. to create a new questionnaire template Step Task 1 Click on Administration gt Questionnaire Setup 2 Click on Add in the upper left area of the window 3 Select the appropriate law type and case type for which you will use the questionnaire from the drop down list that appears Note For each law case type combination e g Social Security All Case Types Personal Injury Auto Accident you may only create one questionnaire For example once you have created a questionnaire for Social Security SSI cases you will not have the option to create another Social Security SSI intake questionnaire 4 Click on Add to Tree in the right side of the window and select the appropriate question type from the drop down list that appears e Contact Use this question type to automatically create a Rolodex entry for the answer to the question The Rolodex entry will be attached to the matter tree if you set the questionnaire to automatically create a matter or prospect at the conclusion of the questionnaire For example you might ask how the prospect found out about your office Referral Source or the name of his or her primary care doctor Medical Provider e Currency Use this question type to automatically format the response as currency For example you might ask a prospective client What is your average weekly wage e Memo Use this question type to allow for a text entry of unlimited length For example you might as
103. toolbar 2 The Document Merge Wizard appears displaying a complete list of all available merge documents Note The Wizard will display generic documents as well as documents that are specific to the type of matter you are working in For example if you are working in a Social Security matter the Wizard will allow you to select from Generic amp Social Security Generic Only or Social Security Only merge documents 3 To narrow the list of available documents enter any character string from the Document Title in the Document Search field Highlight your desired document in the list of results and click Next After Prevail builds the merge document information a new window will appear 5 Typically you will leave the Merge Across Related box unchecked However if your letter refers to a Rolodex type that is attached more than once to the matter e g if the letter refers to a Medical Provider and there is more than one Medical Provider attached to the client you ll want to check the Merge Across Related box This feature allows you to choose multiple parties to merge the document for on the following screen 6 Click Next e If you did not check Merge Across Related on the previous screen Prevail will build the document and display it in your word processing program upon completion of the merge e If you did check Merge Across Related on the previous screen you will see a list of po
104. trol Panel 2 When the Prevail Control Panel login screen appears use your regular Prevail login and password 3 At the top of the Prevail Control Panel window click on Tools gt Rebuild Full Names 4 When the rebuilding is complete close the Prevail Control Panel window Deleting Unused Rolodex Entries In order to delete a Rolodex entry in Prevail you must detach that entry from any of your matters to which it is attached See Deleting Rolodex Entries on page 44 for more details Then you may delete those Rolodex entries one at a time Alternatively if you would like to delete multiple Rolodex entries at once you may use the Delete Unused Rolodex Entries utility in the Prevail Control Panel after you have detached these entries from all matters in Prevail Deleting Unused Rolodex Entries continued Follow these steps to delete unused Rolodex entries Note Users may continue working in Prevail while this utility is running Step Task 1 On your Windows desktop click on Start gt All Programs gt Prevail gt Control Panel 2 When the Prevail Control Panel login screen appears use your regular Prevail login and password 3 Click on Tools at the top of the window and then click on Delete Unused Rolodex Entries A Delete Rolodex Wizard window appears Click on each unused Rolodex entry that you want to delete Note You may select multiple unused Rolodex entrie
105. which you are working the Home tab however is user specific e g the information pertains to the specific user who is logged into Prevail Some of the matter specific tabs such as Medical and Events appear regardless of the law type while others vary depending on whether the matter is a personal injury Social Security or workers compensation matter This chapter provides an explanation of the information displayed on and the tasks you can perform from each tab Home Tab Eee EM UBER m a LI WE ano file Edit Administration Toots fevontes Reports Options Windows Help fiae ii Rotodes cateni QC d sme oe Ye djMesape tms Und 4 E ing In Pee TET oen i ic oo EEE Iram My Upcoming GINGER 7 18 2008 0200 FM 03 30 PM Irial taring wath ack or Michael or Rebecca 1 00 ther ime P My enza lotoo 0 P Tea d Cose orn Appointments SUSAN 7721 00 P 0400 PM Dae tora eic Statutes D 2 IIS OO FM 0600 PM Inirven w Sean 7 21 2008 s i ENGER 22m 1000 AM4 1200 Pu Ft wang emen 20 ert SUSAN 7 24 2008 3 30 PM 0530 PM Taning w Calhy Chavez and one other user 1230 2 30 thes time qe My Upcoming Tasks My Messages The Home tab is new to Prevail 5 and is the first tab you ll see when you log into Prevail It is not matter specific but is user specific It will help you plan your day when you first log into Prevail 45 Home Tab continued This tab is divided into four sections e My Statute L
106. ze appointments in a two way direction Prevail to Outlook and vice versa and d click Save at the top of the Outlook Sync settings window You should now see an Outlook Sync icon in your Windows system tray lower right area of your Windows desktop near the system clock When the Outlook Sync is sending information from Prevail to Outlook a green dot will flash and when it is sending information from Outlook to Prevail a red dot will flash If your PC goes into hibernation mode and you do not see either dot flashing for an extended period of time you may need to restart the Outlook Sync by simply double clicking on the Outlook Sync shortcut on your desktop If you ever want to modify the settings for the Outlook Sync on your PC right click on the Outlook Sync icon in your Windows system tray and then click on Settings Modify the settings as needed and then click Save at the top of the Outlook Sync settings window The first time Outlook sync runs it will take a long time since it s copying all appointments and tasks both ways Prevail to Outlook and vice versa Once the initial sync is completed the Outlook sync program will run automatically It will cycle continuously to see if any new appointments or tasks have been entered into Prevail or Outlook If so these appointments and or tasks will be automatically copied from one location to the other 40 Chapter Six Matter amp Rolodex Searches Matter and Rolod

v5 - Prevail

Contents

Download Pdf Manuals

Related Search

Related Contents