Setting up a Recurring Matter Template

Before creating a new legal aid Immigration Detention Centre Duty Advice Surgery matter it is useful to set up a Recurring Matter to assist with opening future Detention Centre Surgery matters. To do this complete the following steps.

1. Select Recurring Matters from the Menu

2. Click on the New button 

3. Give the template a name i.e. Immigration Detention Centre Session

4. Select Immigration as the Matter Type for the template, enter a Description i.e. Detention Centre Surgery – ‘enter the date surgery took place’ and click OK

5. Click on the Client table type on the Details & Correspondence tab of the template

6. Enter I as the Given Names and NA as the Surname fields and click Save & Close.

7. Click on the People tab
8. Select Unknown as the Gender
9. Enter the Date of Birth as 01/01/1901

10. Click on the Custom tab
11. Enter Unknown for the Disability and the Ethnicity 
12. Enter the default UCN as 01011901/I/NA
13. Enter the default HO UCN as A0000000

14. Click Save & Close on the client screen
15. Then click Save & Close on the matter to save the Recurring Matter template

 

Creating a New Detention Centre Duty Advice Surgery Matter

To create a new legal aid Immigration Detention Centre Surgery matter, complete the following steps.

1. Click on the drop-down arrow for the New Matter button.

2. Select New Matter from Recurring.
3. Select the relevant matter name from the list of available matters that is displayed. 
4. Complete the relevant staff details. 

5. Select Legal Aid from the Billing Mode drop-down menu.
6. Click OK.
7. Click on the Matter Type table to amend the description - by adding the date and location of the surgery, the matter becomes more identifiable in the Matter List.

8. To enter the relevant legal aid details, from the Details & Correspondence tab, click on the Legal Aid Matter Details button. 

9. Complete the relevant information and click Save & Close.

Time recording and Invoicing for Detention Centre Surgery Matters

To time record and invoice an immigration detention centre surgery matter, complete the following steps.

1. Click on Time & Fees, and click on the New Billable Items dropdown button.

2. Select the ‘Bolt-On Payment’
3. Select the Billing Stage, enter a Billing Description.  Ensure that IRC Surgery is select, and enter the No. of Clients attended, and the No. of Legal Help matters which resulted from attending these clients. The appropriate fee will automatically be generated depending on the number of clients attended.

4. Click Save & Close.

 

Invoicing

 

1. Click on the Time & Fees tab. 

2. Click on the drop-down arrow for New Invoice, within the Legal Aid section, and select Controlled Work as the stage of work you wish to raise the invoice for. 
3. Enter the Date Concluded, Date Billed, select the appropriate matter type, outcome and stage codes (if applicable). 

 

4. The Status of the invoice can be set to Draft - Unapproved, Draft - Approved or (the default option) Final – Printed/Sent by using the drop-down menu.

5. Click Save & Close.