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. Click on New Matter

3. Click Create Recurring Matter.

2. Click New

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 Save

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. Enter the Date of Birth as 01/01/1901
8. Click Save
9. Then click the Matter List button to exit.

 

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 New Matter button.

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

 

5. Click NEXT.
6. 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.
7. Click on Matter Details > Accounting and enable the Legal Aid checkbox, then click Save.

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

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. Hover over Office Accounting and click Payments & Debtors.
2. Click on the drop-down for New Invoice, within the Legal Aid section of the Actions menu, 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). 

Note: Matter type I = IAXL,  Matter type II = IDAS and Outcome = IX
 

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.