Instructions and Explanation of Use for DOG Dog Bite Case Type

Transcription

1 Instructions and Explanation of Use for DOG Dog Bite Case Type Introduction Importing the Case Type Manual Setup Case Dates Tab Details Checklist Details Merge Documents User Defined Reports INTRODUCTION This case type will assist in accumulating all of the necessary information to properly and efficiently handle a Dog Bite matter. The fields and layout of this case type allow you to track parties, counsel, witnesses, and events related to a Dog Bite case. Counsel and Witness Tabs are included for ease in keeping track of and corresponding with attorneys and witnesses associated with the case. The Case Docs Tab allows you access to all case documents in one convenient location. You will have the ability to see all information related to the incident in the Incident Info Tab, as well as all pleadings in the Litigation Docs Tab. The information on the various tabs can be used to create letters, forms, or pleadings in either Microsoft Word or Corel WordPerfect format. We have included some sample pre-coded documents and user-defined reports that will work this case type. A generic checklist has been included and can be modified to best fit your practice. Once your documents have been coded, you can link them to specific checklist items. IMPORTING THE CASE TYPE There are a few important things to remember when importing case types. First, you must be using the same version of Needles in which the case type was created. For example, you must be running version to import a case type. Second, not all information pertaining to a case type is included when you import it into your system. Some of the items you may need to enter manually into your system are: 1. Auxiliary Checklist(s) that may pertain to the case type; and 2. Any directory or mini directory entries that may be case type specific (e.g., Value, Class, Document Categories, etc.) In the following sections, details of the items specific to this case type are provided so that they can be entered into your system if they do not already exist. For complete instructions on how to access and add the recommended directory choices, see Section 2: Directories of the Needles User Manual. 01/22/2015 Page 1

2 To import the case type: Create a folder on your computer or network to save case types for importing (e.g., C:\Needles\Import). Download the case type from the Needles website and save it to your newly created folder. From the Needles menu bar, select Utility > Import. The Import window appears and presents a list of Case Types, Cases, and Intakes that are in the import folder and available for import into Needles. If necessary, change the File Location by clicking on the folder icon and browsing to the location of your import folder. Select the case type to import from the list of available case types by clicking on it. Click on Import to begin the import process. If importing a case type with a name that already exists in your system for another case type, the following message will display: Click on OK, and the Change Case Type window will open. Enter a new Name for the case type (e.g., instead of DOG, use DBT or some other variation that will properly identify the case type). Click on OK. Once the import has completed, a message will display stating the import is finished. Click on OK. MANUAL SETUP As mentioned previously, there are certain things you will need to do manually in your system prior to using this case type. Entering Auxiliary Checklists While the Primary Checklist will come in automatically when you import the case type, Auxiliary Checklists do not. The Primary Checklist in this case type contains items that reference adding Auxiliary Checklists. The description for Checklist Code B35 is Add Litigation Checklist. You will need to create a Litigation Auxiliary Checklist in your system to keep staff on task once a case goes into litigation. (See Section 2, 01/22/2015 Page 2

3 Chapter 3: Auxiliary Checklists, from the Needles User Manual for specific instructions.) Below is a Litigation Checklist we have designed. You will need to revise it to match the proper timeframes for your jurisdiction, as well as add any additional items you might require. NOTE: If you received this case type as part of your starter database with 4.8.2, all of the Auxiliary Checklists have been included for you. This Litigation checklist also references an additional Auxiliary Checklist. Item Y01 contains Appeal Decision. Add Appeal Checklist. You will need to create an Appeal Auxiliary Checklist for your system to keep staff on task when a case is appealed. 01/22/2015 Page 3

4 Adding Mini-Directory Entries In the table below are suggested items to be added to the listed Mini Directories to complete your selections available for this case type. Of course, you can always tailor the directories to best suit your practice. Party roles that have user defined party fields designated for them will automatically be added to your system when importing the case type; however, any remaining roles that do not have user defined party fields will need to be added manually. Mini Directory Entries to Add Manually Where Used Party Roles Defendant Party Tab Spouse User Mini Directory Entries to Add Manually Where Used County of Suit create entries appropriate for Case User Defined Screen your jurisdiction State of Suit create entries appropriate for Case User Defined Screen your jurisdiction Type of Court create entries appropriate for your jurisdiction Case User Defined Screen User-Mini-Directories Shown in the table below are the user-defined Mini Directories that will be added to your system when importing this case type. Of course, you can always tailor the directories to best suit your practice. User Mini Directory Entries Added on Import Where Used Marital Status Divorced Married Separated Significant Other Single Widowed Party User Defined Tab For Party Role: Plaintiff Education Defendant Plaintiff Type of Witness College Graduate College Some Elementary GED Graduate Degree High School Graduate High School Some None Not Provided Defendant Defendants Plaintiff Plaintiffs Expert Fact Party Party User Defined Tab For Party Role: Plaintiff Case User Defined Tab Case User Defined Tab User Tab List/Entry 1 Wit/Exp/Depo 01/22/2015 Page 4

5 User Mini Directory Entries Added on Import Where Used Type of Expert Accident Reconstructionist Biomechanical Engineer Causation Chemical Engineer Damages Economic Forensic Engineer Forensic Pathologist Forensic Psychiatry IME for Defense IME for Plaintiff Investigator Liability Liability/Safety Medical Safety Sound Toxicologist Treating Doctor Vocational Vocational Rehabilitation User Tab List/Entry 1 Wit/Exp/Depo Type of Record Authorization Request Billing Curriculum Vitae Death Certificate Declaration Page Education Record Expert Report Insurance Policy Investigation Report Lost Wages Maintenance Report Medical Bill Medical Record Medical Record and Bill Photographs Police Report Policy Limits Record and Bill Signed Power of Attorney Transcript User Tab List/Entry 2 Record/Requests 01/22/2015 Page 5

6 User Mini Directory Entries Added on Import Where Used Method Certified Mail Client DHL Fax FedEx Mail MCS MediConnect Picked up Service Telephone UPS User Tab List/Entry 2 Record/Requests Litigation Document Affidavit of Service Answer Complaint Correspondence Interrogatory Motion Notice Request for Admissions Request for Production Scheduling Order Subpoena Day of Week Friday Monday Saturday Sunday Thursday Tuesday Wednesday Fee Agreement 33.3% 40% Referral Source Code Advertising Person Referral Prior Client User Tab List/Entry 5 Litigation Docs User Tab Entry 6 Incident Info User Tab Entry 7 Management User Tab Entry 7 Management CASE DATES Nine Case Dates are included in this case type. Checklist items can be triggered from any of these case dates. 01/22/2015 Page 6

7 TAB DETAILS Party User Defined Tab Party Role: PLAINTIFF This tab tracks the marital status of your Client and instructions for handling the spouse s role in the matter. It also documents the injuries sustained by your Client. In this screen you will also document their employment and income information. Other Party Roles used with this case type but for which there are no additional user defined fields on the party tab include: DEFENDANT. 01/22/2015 Page 7

8 Case User Defined Tab The information contained in these fields will be used when merging pleading documents. 01/22/2015 Page 8

9 Wit/Exp/Depo (User Tab List/Entry 1) This tab is designed to track all witnesses to the case, as well as deposition schedules for each witness. 01/22/2015 Page 9

10 Record/Request (User Tab List/Entry 2) This tab is designed to track all document requests. A Needles report can be run to manage unreceived records. 01/22/2015 Page 10

11 Litigation Docs (User Tab List/Entry 5) This tab is designed to list all litigation documents that have been filed. This tab will help track pleading due dates, received dates, and service dates. 01/22/2015 Page 11

12 Accident Info (User Tab Entry 6) This tab is designed to show pertinent information regarding the incident at issue in each case. 01/22/2015 Page 12

13 Management (User Tab Entry 7) This tab is designed to track the firm s rating of the case, fee agreement, referring attorney information, rejection, and dropped case information. CHECKLIST DETAILS A checklist has been included to get you started. The checklist will have to be personalized to take into consideration the way in which you handle a Dog Bite case. Checklist items can be added so that as you complete one task, other tasks will be added as required. Checklist items can be triggered by case dates and will only appear once a date is entered into the specific case date fields on the Case tab. Items have been included to track the Statute of Limitations (LIM, LW1, LW2) and should be modified to accurately reflect the proper timeframe for your jurisdiction. Link your coded documents to specific checklist items to automatically generate the document from the checklist (see Section 2, Chapter 2: Primary Checklist Directory, Subsection 2.2). The Primary Checklist for this case type is shown below. 01/22/2015 Page 13

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15 MERGE DOCUMENTS The following pre-coded merge documents are currently available with this case type. Instructions provided to link the documents to your Needles system. Blank Executor/Administrator Letter Blank Letter to Attorney Blank Letter to Client Blank Letter to Insurer or Adjuster Blank Letter to Judge Blank Letter to Records Tab Provider Blank Letter to Value Provider Certificate of Service Client Contact Letter Client Letter Encl Def ROGS to Pltf Client Welcome Letter (Short) Envelope to Client Envelope To Provider Records Tab Fax Cover to Adjuster Fax Cover to Counsel Fax Cover to Records Tab Provider Fax Cover to Value Tab Provider File Closing Thank You to Client File Folder Label Generic PI Complaint 3-Party Generic PI ROGS & Req Prod Lien Payment to Provider Value Tab Lost Wages Request Misc Request from Records Tab Motion Extend Time to Answer Disc Motion, Different Caption Notice Letter to Plaintiffs Insurer Notice to Liability Insurer PIP/Med Pay Application to Client PIP/Med Pay Application to Insurer Protection Letter to Value Provider Release to Insurer Rep Letter to PIP/Med Pay Insurer Request Expert Opinion (Rec Tab) Request for Narrative Report Request for Police or Incident Report Request Letter to Client Request Medical/Hospital Records/Bills Thank You Letter to Referral Settlement Memo Case Expense Summary Settlement Memo Liens Summary Settlement Memo PIP and Attorney Fees Settlement Memo with Attorney Fees Settlement Memo with Detailed Debits Settlement Memo with Liens Only Settlement Memo No DTF Standard Settlement Memo See the Samples & 01/22/2015 Page 15

16 USER DEFINED REPORTS Below is a list of user-defined reports that are available to use with this case type which are included in the report library file named, dog dog bite reports.pbl. If you had to rename the name of the case type when importing it into your system, you should check the filters on the reports for references to case type and update it with the actual name in your system. Name of UD Report Description Category adjuster_contacted_no_min_max_on_ins Lists cases where Checklist Code Admin B25 has been marked Done and Insurance Minimum or Maximum is 0 or NULL. Enter Prompt for Insurance Type. Shows Columns: Case No., Party Name, Case Type, Due Date, Staff Modified. all_depositions_for_court_reporter List all depositions where Court General Reporter = <prompt>. Use % as a wildcard. Shows Witness Name, Case No., Depo Date, Notes. Sort by Depo Date all_depositions_for_witness_name List all depositions where General Witness Name = <prompt>. Show Witness Name, Case No., Depo Date, Notes. Sort by Depo Date. case_settled_but_no_insurance_actual Lists cases where Checklist Code Admin Z01 has been marked Done Insurance Actual is 0 (or NULL) for Insurance Type = <Prompt>. date_client_released_not_in_case_date Lists cases where Checklist Code Admin A60 has been marked Done but Case Date 1 is NULL. Shows Columns: Case No., Party Name, Case Type, Due Date, Staff Modified. date_demand_sent_not_in_case_date Lists cases where Checklist Code Admin B20 has been marked Done but Case Date 2 is NULL. Shows Columns: Case No., Party Name, Case Type, Due Date, Staff Modified. date_service_complete_not_in_case_date Lists cases where Checklist Code U20 has been marked Done but Case Date 4 is NULL. Shows Columns: Case No., Party Name, Case Type, Due Date, Staff Modified. Admin 01/22/2015 Page 16

17 Name of UD Report Description Category date_suit_filed_not_in_case_date Lists cases where Checklist Code Admin U10 has been marked Done but Case Date 3 is NULL. Shows Columns: Case No., Party Name, Case Type, Due Date, Staff Modified demand_sent_but_no_dem_negot_exists Lists cases where Checklist Code Admin B20 has been marked Done but no item on Negotiation Tab exists with Negotiation Kind = Demand. Shows Columns: Case No., Party Name, Case Type, Due Date, Staff Modified depositions_for_one_case List all Depositions in a case General <prompt>. Show Witness Name, Type of Witness, Depo Date, Depo Time, Location of Deposition (show name and address), Court Reporter. Sort by Depo Date, Depo Time. pleadings_index_report_multi List all Lit Docs tab items for General Case No = <prompt> showing Document Name, Filed Date, Service Date, Received Date, Due Date, Answered Date, and Note. Assign a sequential number to each document. Sort by Filed Date, then Due Date. records_outstanding_by_case Displays outstanding records/ General docs requests for all open cases sorted and grouped by case. records_outstanding_by_case_type Displays outstanding records/ General docs requests for all open cases sorted and grouped by case. records_outstanding_by_ordered_by Displays outstanding records/ General docs requests for all open cases sorted and grouped by ordered by records_outstanding_by_provider Displays outstanding records/ docs requests for all open cases sorted and grouped by provider General 01/22/2015 Page 17

18 Name of UD Report Description Category upcoming_depositions_for_date_range List all Depositions with Depo Date within date range <prompt>. Show Witness Name, Type of Witness, Depo Date, Depo Time, Location of Deposition (show name and address), Case No., Client Name. Sort by Depo Date, Depo Time, Case No. General USER DEFINED FIELDS IMPORTED WITH CASE TYPE The following chart lists all of the user defined fields that are used by this case type. During the case type import, these fields will be added to your Needles database provided a field of the same name doesn't already exist within your system. If a field of the same name and same data type already exists within your system, then the importing case type will utilize that field instead. However, if a field of the same name but with a different data type exists in your system, then the field will not be imported, nor will the case type link to that existing field. In this situation, the case type import process will display a report prior to importing the actual case type notifying you of the field or fields that cannot be imported. You should print this report and refer to it once the import process is complete to determine if you want to manually add a new field with a similar, but different, name to the referenced tab in the newly imported case type. User Defined Tab Field Name Field Type Length Mini-directory User Case Arbitrator name 50 User Case County of Suit minidir 35 County Of Suit User Case Defendant minidir 35 Defendant User Case Defendant Caption alpha 1000 User Case Judicial District alpha 40 User Case JURY checkbox 1 User Case Mediator name 50 User Case NON JURY checkbox 1 User Case Plaintiff minidir 35 Plaintiff User Case Plaintiff Caption alpha 1000 User Case State of Suit minidir 35 State Of Suit User Case Type of Court minidir 35 Type Of Court User Party - Plaintiff Accidents/Injuries yes/no 1 User Party - Plaintiff Education minidir 35 Education User Party - Plaintiff Marital Status minidir 35 Marital Status User Party - Plaintiff Minor Children alpha 100 User Party - Plaintiff Missed Time from Work yes/no 1 User Party - Plaintiff Other Employment alpha /22/2015 Page 18

19 User Defined Tab Field Name Field Type Length Mini-directory User Party - Plaintiff Pending Bankruptcy? yes/no 1 User Party - Plaintiff Prior Accidents/Injuries yes/no 1 User Party - Plaintiff Priors/Subsequents alpha 500 User Party - Plaintiff Scope of Employment yes/no 1 User Party - Plaintiff Workers' Comp Claim? yes/no 1 User Tab 1 Court Reporter name 50 User Tab 1 Court Reporter Cost valuecode 10 User Tab 1 CV on File? yes/no 1 User Tab 1 Depo Date date 10 User Tab 1 Depo Prep Date date 10 User Tab 1 Depo Prep Time time 5 User Tab 1 Depo Time time 5 User Tab 1 Expert Cost valuecode 10 User Tab 1 Interpreter yes/no 1 User Tab 1 Location of Deposition name 50 User Tab 1 Notes alpha 600 User Tab 1 Type of Expert minidir 35 Type Of Expert User Tab 1 Type of Witness minidir 35 Type Of Witness User Tab 1 Video? yes/no 1 User Tab 1 Videographer name 50 User Tab 1 Videographer Cost valuecode 10 User Tab 1 Witness Name name 50 User Tab 2 Comments alpha 1000 User Tab 2 Date Received date 10 User Tab 2 Date Requested date 10 User Tab 2 Findings alpha 500 User Tab 2 Make Check Payable To name 50 User Tab 2 Method minidir 35 Method User Tab 2 Ordered By staff 8 User Tab 2 Pre-Payment Required yes/no 1 User Tab 2 Provider Name name 50 User Tab 2 Type of Record minidir 35 Type Of Record User Tab 2 Value Code valuecode 10 User Tab 5 All Counsel Copied yes/no 1 User Tab 5 Answered Date date 10 User Tab 5 Document Name alpha 100 User Tab 5 Due Date date 10 User Tab 5 Filed Date date 10 01/22/2015 Page 19

20 User Defined Tab Field Name Field Type Length Mini-directory User Tab 5 Litigation Document minidir 35 Litigation Document User Tab 5 Note alpha 1500 User Tab 5 Party Receiving name 50 User Tab 5 Received Date date 10 User Tab 5 Service Date date 10 User Tab 6 Accident Report? yes/no 1 User Tab 6 Animal Control Contacted? yes/no 1 User Tab 6 Animal Restrained? yes/no 1 User Tab 6 Badge alpha 15 User Tab 6 City alpha 25 User Tab 6 County alpha 25 User Tab 6 Day of Week minidir 35 Day Of Week User Tab 6 Description of Animal alpha 50 User Tab 6 Disposition of Animal alpha 50 User Tab 6 Injuries from Accident alpha 500 User Tab 6 Location of Accident alpha 50 User Tab 6 Notes alpha 600 User Tab 6 Officer alpha 75 User Tab 6 Photographs alpha 75 User Tab 6 Photos Taken At Accident yes/no 1 User Tab 6 Police Dept name 50 User Tab 6 Police Report Scanned? yes/no 1 User Tab 6 Police Report? yes/no 1 User Tab 6 Prior Complaint on Animal alpha 50 User Tab 6 Report Number alpha 20 User Tab 6 State state 2 User Tab 6 Statement Context alpha 500 User Tab 6 Statement Taken? yes/no 1 User Tab 6 Tested for Rabies? yes/no 1 User Tab 6 Time of Accident time 5 User Tab 6 To Whom was it Reported alpha 50 User Tab 7 Agreement Sent yes/no 1 User Tab 7 Date Dropped date 10 User Tab 7 Date Rejected date 10 User Tab 7 Dropped By staff 8 User Tab 7 Explanation of Rating alpha 300 User Tab 7 Fee Agreement minidir 35 Fee Agreement User Tab 7 Fee Terms alpha 50 01/22/2015 Page 20

21 User Defined Tab Field Name Field Type Length Mini-directory User Tab 7 Reason Dropped alpha 500 User Tab 7 Reason for Rejection alpha 500 User Tab 7 Received Signed date 10 User Tab 7 Referral Source Code minidir 35 Referral Source Code User Tab 7 Referring Attorney name 50 User Tab 7 Rejected By staff 8 User Tab 7 SOL Issue checkbox 1 User Tab 7 Star Case checkbox 1 Needles, Inc Mill Run Circle Suite 900 Owings Mills, MD Phone: (410) Fax: (410) info@needles.com Website: 01/22/2015 Page 21