Billing information must be reflected in TimeMatters Matter. Addresses can be updated in Contacts, but Matters will be exported to Timeslips IF there is a "Nickname" listed in the Matter.
"Matter Ref" in TimeMatters should be "LastName, FirstName Type" (as: "Jones, Mary Conservatorship" or "Johnson, David and Diane Estate Plan"). This line will NOT appear on the Timeslips bill, but is used for reference in TimeMatters only.
Procedure:
1. New client calls. Secretary enters Contact information, listing Contact as "New Client" (NEW).
2. Appointment is made (and linked to Contact). Confirmation letter and appropriate accompanying information is sent, using (where appropriate) Formattable Clipboard.
3. Client arrives for appointment. Receptionist takes electronic photo and downloads to new directory for Client. Questionnaire is collected and delivered to Attorney.
4. Attorney meets with Client, determines whether matter will be undertaken. If not, Contact is changed to "NoFile" (NO) and archived immediately.
5. If matter is undertaken, Secretary updates Contact (showing correct Contact type and any updates in address information, including birthdates, SS#, etc.). Secretary then enters new Matter, links to existing Contact, enters additional Contacts for Ward, BillTo, ALTCS subject as may be appropriate, and links to Matter.
6. If the Matter is to be included in Timeslips (which should be in nearly every case), the new Timeslips File# must be entered in the appropriate box (the next number in sequence should be selected) and a Nickname must be entered in the Matter. When TimeMatters asks about adding the Matter to Timeslips, answer "Yes" and manually enter the Timeslips File# in Nickname2 in the resultant screen. Check for accuracy and make note of any changes which might need to be made in TimeMatters later. Click "OK".
7. Enter Timeslips and set the billing options: for estate planning matters, Import, Unmark, highlight everything from "In Reference To" down, click on "Mark", then select Estate Planning from the name list and click on "Update." In any case, then enter the Reference information (for Estate Planning, simply add the month and year ("--mm/yy") to the end of the "Estate Planning" line in Reference), the Attorney and Matter Type and any Flat Fee information from the dropdown lists (using Cycle to move through the screen choices). For matters other than Estate Planning, choose the Format1 tab, select "Import," highlight "Your COMPANY" and click "Update."
Principles:
1. Address changes must be made in TimeMatters ONLY. TimeMatters changes will overwrite Timeslips addresses at the next update.
2. TimeMatters address changes should usually be made in Contacts. Those addresses will automatically update the appropriate address in Matters and also in Timeslips.
3. When individual staff members notice missing information, they should undertake to locate and include it. For example, the Court File # is not usually known at the time a Matter is created; later, when the case has been filed, one of the legal assistants should see to it that the Court File # is added to the Matters database. Further examples of frequently missing information: SS#, DOB, DOD, EIN. Over time, we would like to have TimeMatters' Matters database become more complete and accurate. To that end staff members should routinely include new Contacts as they develop (fiduciarys, attorneys, contacts, etc.).
4. The File Location field in Matters should be update by staff members when they remove a file to their own office, and again when they return it to the central filing system (or closed files, or back hall storage, or to another staff member).
5. Staff members are encouraged to use the TimeMatters billing function whenever possible. From the Matter, or from any of the related databases (Phone Message, Note, E-mail Message, etc.) click on the "Send to Billing" icon (the envelope with a green arrow and + symbol). You should get messages indicating that the Timeslips link is loading, then a Billing Form. On this form, make sure the information on the right-hand side of Area 2 (Activity, Timekeeper and Nickname) are correct for the timeslip (some of the information should have been "inherited" from the underlying Phone Message, ToDo or whatever). Change the "Desc." field near the top of the form to include what you want in the timeslip itself (this change will not affect the underlying record--you are now in the Billing Form, no the record itself). Set the "Duration" and "Ref." fields. Click on "Send Bill" (envelope with green arrow). You should receive a message "Record Sent to Timeslips"; click on OK. "Save and Close" to close out the process, then Cancel (or Save and Close, as may be appropriate) the underlying message when it is back on your screen. Over time, staff should increasingly shift to TimeMatters for billing purposes, since this maintains a case-related listing of billed time, and makes it easy to compare the Timeline with billed items (so that missed billing can be picked up with a later review).
1. To completely close a file, three things must occur:
a. All TimeMatters data must be archived, beginning with the subsidiary databases (Messages, Events, ToDos, etc.) and including both Contacts (though not every Contact related to a closed Matter will be archived) and Matters.
b. The Timeslips Client must be marked "hidden." This can not be completed until the financial transactions are closed (e.g.--the bill has been paid or written off).
c. The physical file must be moved to the appropriate location. REMEMBER that the Matter in TimeMatters should be updated (even if already archived) to reflect the location of the physical file.
2. To accomplish all these steps, the ordinary process of closing a file should be:
a. An attorney, legal assistant or legal secretary will make the determination that a file may be closed. In TimeMatters, go to the Matters Timeline, make sure all entry types are displayed, Tag all entries (Ctrl-T) and Process, Archive Records. Go to Related Contacts, Tag those contacts which should also be archived, and Process, Archive. Go to the main Matter record screen, check for completeness and accuracy of information, change the File Location to the appropriate choice ("Closed (Downstairs)" or "Estate Planning Files"). Change the Status from A to C (Active to Closed). Save and Close. Tag the Matter, and Process, Archive Records. Send a Message (NOT a Phone Message or Note) to administrative assistant OR finance manager advising that the Matter is Closed and the Timeslips Client may be "hidden."
b. The file is physically placed in the "to be closed" bin. The file clerk will mark the file as closed (with a date) and place the file in the appropriate location (Estate Planning files or downstairs).
c. The administrative assistant (or finance manager in his/her absence) will check to see if the Timeslips Client is fully billed and paid. If so, the Client will be billed (if a $0 bill has not already been generated) and "hidden" during the next billing cycle. If not, the Client will be left in Timeslips until billing has been resolved. With each billing cycle, the administrative assistant and/or finance manager will review those Clients who have been fully billed and paid, and mark as "hidden" those which have also been Archived in TimeMatters.