Dear Michael and fellow A1 Law offices,
I need some help regarding the rolodex, extended application, and form letters.
How do you handle doctors that may have more than one office and be attached to more than one medical group?
If Dr. A has 2 offices and works under 3 different medical groups would that doctor have 5 entries in the Rolodex? The name and a different address for each office, and a name with the different medical group attached? Or would you have separate entries for the Doctor vs. the Medical Group? So when you attach to the Parties sheet you would have an entry that would just have the doctors name and then another entry with the Medical Group? Or?
How would you handle similar entries in the rolodex where much of the beginning information is the same? More specifically attorney entries. Example: Many law firms use "Law Office(s) of" or A Professional Law Corporation or (attorney names), Attorney(s) at Law. If you search in the rolodex for "Law Office" it may give you a list of 100+ entries that begin with "Law Office" (Law Office of X..., Law Offices of Y..., etc.). To simplify the searching process would it be easier to have their name in the rolodex as "X, Y, and Z" rather than "Law offices of X,Y, and Z"? If you did so, where could you place the "Law offices of" information so that it would be picked up in form letters? Or would you have to set form letters up to add it?
I wanted to confirm placing insurance information in Extended Applications. In Re: Address Issue + Form Letters 2/3/2002 you wrote: > Since it would be too much trouble to keep track of the adjuster in the Parties sheet + clog the Rolodex, we want to go with this route.
-So in a Continuous Tramua (CT) Case which has the same DOI but multiple employers and insurance carriers you would have 1 Extended Application for each set of employer + insurance carrier. So if a truck driver had a CT injury with the same DOI but 3 different sets of insurance carriers and employers, you would create the Extended Application, attaching the 1st employer and insurance company and typing in the adjuster and insurance claim number. Then you would highlight and copy that Extended Application into a 2nd application, and edit the 2nd application by attaching the 2nd employer, insurance company, and typing in the 2nd adjuster and insurance claim number, and so on.
How would you pull the adjuster name from the Extended Application for form letters? Would you just highlight the specific injury before entering form letters? How would you set up the salutation that it would pick up the adjuster's name from the extended application if there was one, and if not just having the salutation "Gentlepersons:"?
Thanks again!
Sincerely,
Michael Lerner
Lerner, Moore, Mammano, Strasser, and Silva
www.injuryatwork.com
(909) 889-1131
Rolodex + Extended App + Form Letter ?s
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Michael Appell
Re: Rolodex + Extended App + Form Letter ?s
Hopefully others will provide there input on this - Especially Item #3 below since it's more of a WC question than A1-Law.
1. How do you handle doctors that may have more than one office and be attached to more than one medical group?
The medical groups only need to be entered one time (for all the doctors or people at the medical group). The name would be entered twice since that person is at several locations/addresses.
2. If Dr. A has 2 offices and works under 3 different medical groups would that doctor have 5 entries in the Rolodex? The name and a different address for each office, and a name with the different medical group attached? Or would you have separate entries for the Doctor vs. the Medical Group?
The Medical Group is FIRM information so it is entered one time. Then all of the parties (ie: the doctors) are attached to that medical group.
3. So when you attach to the Parties sheet you would have an entry that would just have the doctors name and then another entry with the Medical Group? Or?
Hopefully others will provide there input on this. The question here is whether the medical group is a "separate entity" from the doctor.
One example from a law firm was as follows: usually they add only the doctor and the location (where form letters should go to when addressed to that doctor). But, if they medical group is a LC (lien claimant) they will add them separately as well since the medical group may do their own billing. Hope that helps and maybe others will provide input as well.
4. If you search in the rolodex for "Law Office" it may give you a list of 100+ entries that begin with "Law Office" (Law Office of X..., Law Offices of Y..., etc.).
Correct - and that is why it's always better to list the Firm Name first. For example, ABC Law Offices rather than Law Offices of ABC.
5. To simplify the searching process would it be easier to have their name in the rolodex as "X, Y, and Z" rather than "Law offices of X,Y, and Z"? If you did so, where could you place the "Law offices of" information so that it would be picked up in form letters? Or would you have to set form letters up to add it?
You may not always want to have it (for every law office) but perhaps what you are talking about is a PREFIX for the firm (just like there is a salutation) for the client. Clearly you would not always want a prefix for the firm especially when the firm is a long name. The easiest way to set this up would be to just put Law Offices after the firm name. If that is not satisfactory, you will have to set up your own firm prefix in a Rolodex User Defined field. But, most offices are just putting Law Offices after the firm name where it's necessary.
6. So in a Continuous Tramua (CT) Case which has the same DOI but multiple employers and insurance carriers you would have 1 Extended Application for each set of employer + insurance carrier.
Most offices seem to list the CT dates on a separate application for each employer/carrier. Some even list the from/to dates. For example:
CT 3/5/2001 - 5/3/2001 ABC Employer
CT 5/4/2001 - 7/5/2001 DEF Employer
CT 7/6/2001 - 8/9/2001 HHH Employer
7. So if a truck driver had a CT injury with the same DOI but 3 different sets of insurance carriers and employers, you would create the Extended Application, attaching the 1st employer and insurance company and typing in the adjuster and insurance claim number. Then you would highlight and copy that Extended Application into a 2nd application, and edit the 2nd application by attaching the 2nd employer, insurance company, and typing in the 2nd adjuster and insurance claim number, and so on.
Right - you would attach the employer/carrier and only need to type the adjuster and claimno
8. How would you pull the adjuster name from the Extended Application for form letters? Would you just highlight the specific injury before entering form letters?
That is the minor drawback of having adjusters not in the parties, but most offices feel it's not a big deal to type the adjuster's name and some don't even include their name at all but just the claim numbers.
9. How would you set up the salutation that it would pick up the adjuster's name from the extended application if there was one, and if not just having the salutation "Gentlepersons:"?
Exactly. Some just have it say that but you could include the adjuster's name with the code:
>
Mike
1. How do you handle doctors that may have more than one office and be attached to more than one medical group?
The medical groups only need to be entered one time (for all the doctors or people at the medical group). The name would be entered twice since that person is at several locations/addresses.
2. If Dr. A has 2 offices and works under 3 different medical groups would that doctor have 5 entries in the Rolodex? The name and a different address for each office, and a name with the different medical group attached? Or would you have separate entries for the Doctor vs. the Medical Group?
The Medical Group is FIRM information so it is entered one time. Then all of the parties (ie: the doctors) are attached to that medical group.
3. So when you attach to the Parties sheet you would have an entry that would just have the doctors name and then another entry with the Medical Group? Or?
Hopefully others will provide there input on this. The question here is whether the medical group is a "separate entity" from the doctor.
One example from a law firm was as follows: usually they add only the doctor and the location (where form letters should go to when addressed to that doctor). But, if they medical group is a LC (lien claimant) they will add them separately as well since the medical group may do their own billing. Hope that helps and maybe others will provide input as well.
4. If you search in the rolodex for "Law Office" it may give you a list of 100+ entries that begin with "Law Office" (Law Office of X..., Law Offices of Y..., etc.).
Correct - and that is why it's always better to list the Firm Name first. For example, ABC Law Offices rather than Law Offices of ABC.
5. To simplify the searching process would it be easier to have their name in the rolodex as "X, Y, and Z" rather than "Law offices of X,Y, and Z"? If you did so, where could you place the "Law offices of" information so that it would be picked up in form letters? Or would you have to set form letters up to add it?
You may not always want to have it (for every law office) but perhaps what you are talking about is a PREFIX for the firm (just like there is a salutation) for the client. Clearly you would not always want a prefix for the firm especially when the firm is a long name. The easiest way to set this up would be to just put Law Offices after the firm name. If that is not satisfactory, you will have to set up your own firm prefix in a Rolodex User Defined field. But, most offices are just putting Law Offices after the firm name where it's necessary.
6. So in a Continuous Tramua (CT) Case which has the same DOI but multiple employers and insurance carriers you would have 1 Extended Application for each set of employer + insurance carrier.
Most offices seem to list the CT dates on a separate application for each employer/carrier. Some even list the from/to dates. For example:
CT 3/5/2001 - 5/3/2001 ABC Employer
CT 5/4/2001 - 7/5/2001 DEF Employer
CT 7/6/2001 - 8/9/2001 HHH Employer
7. So if a truck driver had a CT injury with the same DOI but 3 different sets of insurance carriers and employers, you would create the Extended Application, attaching the 1st employer and insurance company and typing in the adjuster and insurance claim number. Then you would highlight and copy that Extended Application into a 2nd application, and edit the 2nd application by attaching the 2nd employer, insurance company, and typing in the 2nd adjuster and insurance claim number, and so on.
Right - you would attach the employer/carrier and only need to type the adjuster and claimno
8. How would you pull the adjuster name from the Extended Application for form letters? Would you just highlight the specific injury before entering form letters?
That is the minor drawback of having adjusters not in the parties, but most offices feel it's not a big deal to type the adjuster's name and some don't even include their name at all but just the claim numbers.
9. How would you set up the salutation that it would pick up the adjuster's name from the extended application if there was one, and if not just having the salutation "Gentlepersons:"?
Exactly. Some just have it say that but you could include the adjuster's name with the code:
>
Mike
-
Michael Lerner
Re: Rolodex + Extended App + Form Letter ?s
Dear Michael,
I need your help. The office has decided not to use the format "X,Y,Z Law Offices".
So I'm trying to figure out how Rolodex UDFs get pulled into form letters. How would we use the code to pull the 1st Field in a Rolodex UDF rather than the name? Example: if the firm name was X,Y, and Z and the 1st Rolodex UDF Field was Law Offices of X,Y,Z. How difficult would this be?
Or should the 1st Rolodex UDF only be something like the following:
Under Configure System Defaults - Rolodex UDF, I have added a Tab Named "Attorney" with Field 1 Name "Law Office Title Prefix", FS Combo, with the dropdowns ",The Law Offices of ,The Law Office of ,Law Offices of ,Law Office of " Then I could set form letter commands to pull that prefix from the Rolodex UDF 1 if it exists?
Same goes for creating a "Law Office Title Suffix" with the same settings but with the words "A Professional Law Corporation, or Attorneys at Law.
Any thoughts or suggestions would be helpful.
Thanks!
Sincerely,
Michael Lerner
Lerner, Moore, Mammano, Strasser, and Silva
www.injuryatwork.com
(909) 889-1131
I need your help. The office has decided not to use the format "X,Y,Z Law Offices".
So I'm trying to figure out how Rolodex UDFs get pulled into form letters. How would we use the code to pull the 1st Field in a Rolodex UDF rather than the name? Example: if the firm name was X,Y, and Z and the 1st Rolodex UDF Field was Law Offices of X,Y,Z. How difficult would this be?
Or should the 1st Rolodex UDF only be something like the following:
Under Configure System Defaults - Rolodex UDF, I have added a Tab Named "Attorney" with Field 1 Name "Law Office Title Prefix", FS Combo, with the dropdowns ",The Law Offices of ,The Law Office of ,Law Offices of ,Law Office of " Then I could set form letter commands to pull that prefix from the Rolodex UDF 1 if it exists?
Same goes for creating a "Law Office Title Suffix" with the same settings but with the words "A Professional Law Corporation, or Attorneys at Law.
Any thoughts or suggestions would be helpful.
Thanks!
Sincerely,
Michael Lerner
Lerner, Moore, Mammano, Strasser, and Silva
www.injuryatwork.com
(909) 889-1131
-
Michael Appell
Re: Rolodex + Extended App + Form Letter ?s
Michael,
very good. Yes, you may pull the user defined fields into form letters. Couple of things/problems to consider:
first, I have made a note to incorporate a prefix and suffix for the firm. As you know there currently is a prefix/suffix for the name. This came up constantly before version 4.00. The problem was many offices needed to use both in the same letter in different formats. For example:
Jon Doe, MD
Doe & Doe
111111 First St
Los Angeles, CA
Dear Dr. Doe:
As you can seen, only the suffix is listed in the name and address while only the prefix Dr. is listed after the "Dear." Your firm was the first to suggest the firm prefix/suffix idea so I have noted it and will incorporate it. However, you may want to "hold off" on using "user defined fields" for the Law Offices Of except for perhaps a temporary spot to note what will need to go into the prefix/suffix once the feature is incorporated. The problems with the UDF's is that they are "name specific" and not "firm specific." Therefore, if you change something from "Law Office" to "Law Offices" then it must be changed for every name attached. The other problem (and this is really something to consider) is the GetParty is not geared for UDFs. Now, you CAN make it work by using the AskAndSupress but you will only be able to work for one selection at a time in the GetParty. It may be more trouble than it's worth at the moment and may make more sense to wait until the feature is incorporated.
Mike
very good. Yes, you may pull the user defined fields into form letters. Couple of things/problems to consider:
first, I have made a note to incorporate a prefix and suffix for the firm. As you know there currently is a prefix/suffix for the name. This came up constantly before version 4.00. The problem was many offices needed to use both in the same letter in different formats. For example:
Jon Doe, MD
Doe & Doe
111111 First St
Los Angeles, CA
Dear Dr. Doe:
As you can seen, only the suffix is listed in the name and address while only the prefix Dr. is listed after the "Dear." Your firm was the first to suggest the firm prefix/suffix idea so I have noted it and will incorporate it. However, you may want to "hold off" on using "user defined fields" for the Law Offices Of except for perhaps a temporary spot to note what will need to go into the prefix/suffix once the feature is incorporated. The problems with the UDF's is that they are "name specific" and not "firm specific." Therefore, if you change something from "Law Office" to "Law Offices" then it must be changed for every name attached. The other problem (and this is really something to consider) is the GetParty is not geared for UDFs. Now, you CAN make it work by using the AskAndSupress but you will only be able to work for one selection at a time in the GetParty. It may be more trouble than it's worth at the moment and may make more sense to wait until the feature is incorporated.
Mike