AU2013100520A4 - Case and practice management system - Google Patents

Abstract

The invention provides a case and practice management for a professional services firm. The system is interactive and allows a user to produce complex reports which enable strategic planning of customer relations, accounts and case and practice management. The system is web based and allows clients and practitioners (both being users of the system) to upload and download documents relevant to a case through a web browser. The system allows users to produce real-time, customised and relevant reports on demand. The system further allows corporate clients to view all existing cases and tasks for their corporation in a simple, easy to understand view. Clients are able to view all existing cases as well as past ones. ~\-. V12 301 FIGURE 3 )02 J.~S'h ''A~a~s Cow-~ 'rool rid _Nx I~ LIM2M 3035 Nk X n -w 305-1- 2 306

Description

TITLE: CASE AND PRACTICE MANAGEMENT SYSTEM FIELD OF THE INVENTION The present invention relates to case and practice management systems and in particular to case and practice management systems for professional services firms, for example migration services firms, and will be described with reference to this application. However, it will be appreciated that the invention is not limited to this particular field of use. BACKGROUND OF THE INVENTION In this specification unless the contrary is expressly stated, where a document, act or item of knowledge is referred to or discussed, this reference or discussion is not an admission that the document, act or item of knowledge or any combination thereof was at the priority date, publicly available, known to the public, part of common general knowledge; or known to be relevant to an attempt to solve any problem with which this specification is concerned. Prior art practice management systems allow business owners to manage only limited aspects of their business. The systems are inflexible in their ability to be customised and are limited in their ability to link with other required business systems. As such owners need to use multiple software packages to manage different aspects of their business. This is undesirable as it requires additional hardware and software and additional training for staff. Prior art systems are further limited in that they do not allow clients to access up to date information regarding their case and clients must contact the relevant practitioner in the business for status updates. SUMMARY OF THE INVENTION The preferred embodiment of the present invention overcomes or ameliorates at least one of the disadvantages of the prior art, or at least provides a useful alternative. The preferred embodiment of the invention provides a case and practice management for a professional services firm. The system is interactive and allows a user to produce complex reports which enable strategic planning of customer relations, accounts and case and practice management. Preferably the professional services firm is a professional migration services firm. The system is web based and allows clients and practitioners (both being users of the system) to upload and download documents relevant to a case through a web browser. The system allows users to produce real-time, customised and relevant reports on demand. The system further allows corporate clients to view all existing cases and tasks for their corporation in a simple, easy to understand view. Clients are able to view all 1 existing cases as well as past ones. In the preferred embodiment all users use the system through an easy to navigate dashboard provided in a web browser and have easy access to accounts reports and invoices. The system links to payment facilities and allows clients to pay invoices directly in the system. The system allocates tasks to case workers / practitioners and clients and simplifies case and practice management. According to a first aspect of the invention there is provided a practice management system for managing a plurality of cases including: a database for storing information relating to each of the plurality of cases; a first user interface in communication with the database for allowing a case worker managing one of the plurality of cases to enter and/or edit the case information for the respective case to be managed and for allowing a task to be assigned to a client associated with the respective case to be managed; a second user interface in communication with the database for allowing a client associated with each respective case to edit at least a portion of the case information for their respective case and to actuate any assigned task. Preferably the case worker assigns the task to the client associated with each respective case using the fist user interface. In some embodiments the system includes a processor in communication with the database, the processor automatically assigning at least one task to the client for each respective case according to the case information entered by the case worker. Preferably the client associated with each respective case can use the second user interface to assign a task to the case worker managing their case. Preferably the task includes one or more of the following: the provision of information; a request to upload or download documentation; payment of an invoice; booking an appointment with the case worker. Preferably the database is connected to the Internet and the fist user interface and the second user interface are Web Interfaces having an Internet connection. Preferably the user interfaces allow the case worker and/or the client to upload or download files to and from the database. Preferably the first user interface allows the case worker to create a new case which is stored in the database. Preferably each case includes a unique identifier. Preferably the unique identifier is a case number. Preferably when the task assigned to the client is payment of an invoice, the second user interface allows the client to make an electronic payment for payment of the invoice. 2 Preferably the system is in communication with a merchant payment facility which is also connected to the Internet to facilitate payment of invoices by credit card, debit card, PayPal or the like. Preferably the case worker and/or the client can use their interface to run reports of the information stored in the database. Preferably the second user interface allows the client to view all cases associated with them. Preferably the first user interface allows the case worker to view all cases assigned to them. Preferably a strategic plan is assigned to each case. Preferably the strategic plan includes a list of key milestone dates including an associated list of documents and information to be provided by the client by the milestone dates. Preferably the strategic plan includes a list of key milestone dates including an associated list of documents and information to be provided by the caseworker by the milestone dates. According to a second aspect of the invention there is provided a practice management system for managing a plurality of cases including: a database for storing information relating to each of the plurality of cases; a first user interface in communication with the database for allowing a case worker managing one of the plurality of cases to enter and/or edit the case information for the respective case to be managed; a second user interface in communication with the database for allowing a client associated with each respective case to enter and/or edit at least a portion of the case information for their respective case; a processor for assigning at least one task to the case worker or the client according to the case information entered wherein the first user interface and the second user interface respectively allow the case worker and the client to actuate any assigned task. Throughout the specification and claims which follow, unless the context requires otherwise, the word "comprise", and other variations such as "comprises" and "comprising", will be understood to imply the inclusion of a stated integer or step or group of integers or steps but not the exclusion of any other integer or step or group of integers of steps. BRIEF DESCRIPTION OF THE DRAWINGS 3 A preferred embodiment of the invention will now be described, by way of example only, with reference to the accompanying drawings in which: Figure 1 is a conceptual diagram of a system according to the invention; and Figure 2 to 12 are screenshots of a user interface according to the invention. PREFERRED EMBODIMENT OF THE INVENTION The preferred embodiment of the invention provides a case and practice management system for a migration services firm. The system allows the migration practice to manage a plurality of cases. The system includes a database for storing information relating to each of the plurality of cases and a first user interface in communication with the database for allowing a case worker managing one of the plurality of cases to enter and/or edit the case information for the respective case to be managed and for allowing a task to be assigned to a client associated with the respective case to be managed. A second user interface is in communication with the database for allowing a client associated with each respective case to edit at least a portion of the case information for their respective case and to actuate any assigned task. The system allows the case worker to create new cases and to assigns tasks to the client associated with each respective case using the fist user interface. The system includes a processor in communication with the database, the processor automatically assigns at least one task to the client for each respective case according to the case information entered by the case worker. That is, the system can assign a predetermined number of tasks to both the client and the case worker for each case according to the type of case opened. The administrator of the system predetermines the steps required for each type of case and then programs the system to create these tasks automatically as the case is opened. In some embodiments of the invention the client associated with each respective case can use the second user interface to assign a task to the case worker managing their case. The term task as used herein should be understood to be a broad term to encompass a large number of functions that needs to be performed by either the client or the case worker in order to successfully manage or complete the case. Therefore the task includes at least one or more of the following: the provision of information; a request to upload or download documentation; payment of an invoice; booking an appointment with the case worker. Many other tasks not specifically mentioned are included in the definition of a task. In the preferred embodiment the database is connected to the Internet and the fist user interface and the second user interface are Web Interfaces having an Internet connection being in communication with the database. In this way users being case workers and clients can access the system from any location so long as an Internet connection is available. The web interface allows caseworkers to create new cases, enter or update information on existing cases and close completed cases. Upon creating a new case, the 4 new case includes a unique identified which can be a case number or a unique number assigned by the database. The web interfaces also allows case workers and/or clients to upload or download files to and from the database and associate the files with the relevant case. The first user interface allows the case worker to generate an invoice and assign this to the client for payment. In order to facilitate easy payment of invoices the system is in communication with one or more payment gateways connected to the internet to allow the client to make payment directly from within their user interface. Any suitable form of electronic payment can be used including credit cards, debit cards, PayPal payments, electronic cheques and the like. Both case workers and clients can use their user interfaces to run a number or predetermined or customised reports. If a client has more than one case associated with them then they are able to run reports about all their cases. In the preferred embodiment a strategic plan can be allocated to each case managed by the system. This allows each client to be provided with a strategic plan from the beginning of the firm's engagement with the client. The strategic plan is of benefit to both clients and case workers and managers as it provides a clear and concise plan for the client's migration application. The strategic plan specifies the client's current migration status, a description of the strategy to achieve the client's migration goal and outcome, the key milestone dates including what documents and information is to be provided by all parties and when, and details of meetings with the client during the engagement. The strategic plan enables the client and case workers to be accountable for the provision of information and documents to each other and the progression of the client's application on time and on budget. The interactive Strategic Plan also allows for changes to occur in the strategic plan as a result of changes in client circumstances as well as changes in Migration law and Procedure. Referring to Figure 1 there is shown a case and practice management system 100 for managing a plurality of cases 101. The system includes a database 102 for storing information 102a relating to each of the plurality of cases 101 and a first user interface in the form of web interface 103 in communication with the database for allowing a case worker 104 managing one of the plurality of cases to enter and/or edit the case information 102a for the respective case to be managed and for allowing a task 105 to be assigned to a client associated with the respective case to be managed. Database 102 is connected to the Internet 109 to allow access from any Internet enabled location. A second user interface in the form of web interface 106 is in communication with the database through the Internet 109 for allowing a client 107 associated with each 5 respective case to edit at least a portion of the case information 102a for their respective case and to complete any assigned task 105. All users of the system being case workers and clients use their respective web interfaces to manage their cases. The users can enter information, download files, upload files, schedule tasks, generate and pay invoices. Processor 108 is in communication with the database 102 and automatically assigns tasks to the case workers and clients as appropriate according to the type of case that is opened. Merchant payment system 110 is also connected to the Internet and allows clients to pay for invoices using credit card, debit cards and the like. The client enters payment details on their web interface 106 and the payment information is passed to the merchant payment system by the processor 108. Payment confirmation is then returned back to the processor by the merchant payment system. Figures 2 to 12 show various screen layouts for web interfaces according to the preferred embodiment. It would be understood that these interfaces are provided by way of example only and certain features may be present on the case worker's interface and not on the client's interface. Referring to Figure 2 there is show a web interface layout. Box 201 shows the user's information, with the ability for them to edit their details. Box 202 shows all current cases will show here. For individual user's this will generally only be one. Clicking "case details" takes the user to the case profile page. Box 203 allows the user to upload documents to each user account, these will appear under Bulletin Board with date & document name. Referring to Figure 3 box 301 shows the client's information, with the ability for them to edit their details. Box 302 shows all cases associated with the particular client. For corporate/employer user's all active cases for their employees will be visible here. Clicking "case details" takes the user to the case profile page. Box 303 shows all invoices associated with this user will be shown here. Box 304 shows the new invoice due box. This will show only when the user has an unpaid invoice. Box 305 shows the todo list and will show for all employer users and will show any milestones with a "planned date" for all employees associated with the employer. Box 306 shows the fee and service agreements and will show for employer & private clients with a date an option title. Referring to Figure 4 box 401 shows the client's information, with the ability for them to edit their details. Box 402 shows all cases. When clicking "case details" this takes the user to the case profile page. Box 403 shows all invoices associated with this user. Box 404 is the new invoice due box. This will show only when the user has an unpaid invoice. Referring to Figure 5, box 501 is the initial case information. Box 502 shows the Primary Applicant. Box 502a is a field for a secondary applicant name. All additional secondary 6 applicants will show in their own box under the Primary Applicant. Box 503 shows case dates. Only one date will show per field. Box 504 shows key milestone dates. A planned and actual date will show for each milestone. Only milestones with planned dates will show here. For corporate and employee user's the milestones will be divided into "employer tasks" and "employee tasks", so each roles are clear on what they need to provide. Box 505 shows client meetings. All meetings will show here, with upcoming meetings showing first. Box 506 shows documents uploaded by administrators for customers. These will be listed here so customers can download them. Box 507 allows customers to upload files. Existing uploaded documents will be shown above the upload form. When a document is uploaded, a notification will be sent to the case manager. Referring to Figure 6, box 601 shows the user interface when logged in as an admin and viewing a case. Box 602 shows the "case info" tab which allows the case worker / case manager to edit all the basic information for the case in one place. Box 603 shows the save button which allows the case worker to save all the tabs not just the tab being viewed. Referring to Figure 7 box 701 allows applicants to enter information for the primary and secondary applicants. Box 702 allows the client to add as many secondary applicants as needed. Referring to Figure 8 box 801 shows predefined milestones that are set up automatically in the system. The employer checkbox allows you to specify that the task is for the employer. For private clients this checkbox will not be used. Box 802 allows the case manager to add additional custom milestones. Box 803 lists existing meetings with the ability to add additional meetings. Referring to Figure 9 box 901 shows the time allocation for RMA (registered migration attorney), Case Manager and Case Workers. These values can be amended or added here with the totals calculated automatically. Box 902 lists all the fees with the calculated totals and the ability for the case worker to add additional fees. Box 903 allows planned invoices to be added with name, date, amount, paid checkbox & file download. As many invoices as needed can be added with the "add another" button. Box 904 allows the case manager to link the planned invoice with the actual invoice in the system. Box 905 shows a shortcut which allows the case manager to upload invoices directly from this screen inside a popup. Referring to Figure 10, box 1001 provides the ability for administrators (case workers) to upload documents that appear on the customer case profile for the customer to download. When a document is uploaded a notification will be sent to the client/employee and employer. Box 1002 shows files the client has uploaded to the case. Referring to Figure 11 box 1101 shows existing tasks with the ability to edit them. Box 1102 allows additional tasks to be added. 7 Referring to Figure 12, box 1201 shows a text box that can be used to write as many notes as needed While the preferred embodiment shows a case and practice management system tailored to a migration firm, embodiments of the invention can be tailored for any professional services firms such as general legal practices, patent attorney firms, human resources firms and so on. It would be understood though that the invention can be implemented on any suitable device such as an Apple IphoneTM, Apple IpadTM, BlackberryTM device, SamsungTM device, AndroidTM device and any other suitable smart phone, tablet, personal computer or smart electronic device. Any commercial processor may be used to implement the embodiments of the invention either as a single processor, serial or parallel set of processors in the system. Examples of commercial processors include, but are not limited to MercedTM, PentiumTM, Pentium JITM, XeonTM, CeleronTM, Pentium ProTM, EfficeonTM, Athlon, AMD, Intel CentrinoTM, Intel Core DuoTM, Intel Core 2 DuoTM, Intel CentrinoTM, Intel XeonTM and the like. Display screens may be segment display screen, analogue display screens, digital display screens, CRTs, LED screens, Plasma screens, liquid crystal diode screens, and the like. Although the invention has been described with reference to specific examples, it will be appreciated by those skilled in the art that the invention may be embodied in many other forms. 8

Claims (5)

1. A practice management system for managing a plurality of cases including: a database for storing information relating to each of the plurality of cases; a first user interface in communication with the database for allowing a case worker managing one of the plurality of cases to enter and/or edit the case information for the respective case to be managed and for allowing a task to be assigned to a client associated with the respective case to be managed; a second user interface in communication with the database for allowing a client associated with each respective case to edit at least a portion of the case information for their respective case and to actuate any assigned task.

2. A system according to claim 1 wherein the case worker assigns the task to the client associated with each respective case using the fist user interface.

3. A system according to claim 2 wherein the system includes a processor in communication with the database and wherein the processor automatically assigns at least one task to the client for each respective case according to the case information entered by the case worker.

4. A system according to claim 3 wherein the task includes one or more of the following: the provision of information; a request to upload or download documentation; payment of an invoice; booking an appointment with the case worker.

5. A practice management system for managing a plurality of cases including: a database for storing information relating to each of the plurality of cases; a first user interface in communication with the database for allowing a case worker managing one of the plurality of cases to enter and/or edit the case information for the respective case to be managed; a second user interface in communication with the database for allowing a client associated with each respective case to enter and/or edit at least a portion of the case information for their respective case; a processor for assigning at least one task to the case worker or the client according to the case information entered wherein the first user interface and the second user interface respectively allow the case worker and the client to actuate any assigned task. 9