slt meeting - 28 th november 2005 introduction to the ccms pilot – counsel and chambers 19 th june...
TRANSCRIPT
Introduction to the CCMS Pilot – Counsel and Chambers
19th June 2012
WELCOME
CHAIR:
Damon Norville, Change Director, Legal Services Commission
2
• An introduction to the programme• An overview of the pilot• What this means for counsel and chambers in the North East• A chance to see how the system looks and works• A look forward at preparing for October• How we will support you with the preparation• How we will work together with counsel and providers during
the pilot
Overview of today
Introductions
• Kelly Ellis, Implementation Manager
• Tracey Courtenay-Williams, Bar Contract Manager
• Sinead Reynolds, Communications and Training
• Joanne Lumsden, Pilot Implementation Manager
4
Integrated Delivery Programme
• Replacing current case management system
• Electronic document record management service
• Moving civil certificated work online for providers and counsel
• Integrating debt collection and fund accounting
• Cash collections for clients
5
An introduction to the CCMS
• The introduction of a new client and cost management system (CCMS)
• Online submission of applications and claims by providers through a secure website
• Online submission of claims by counsel
• A scanning solution for paper evidence. Providers and counsel will be able to scan documents on submission of the application or request, or send them to a postal hub where the documents will be scanned and attached to the relevant case record.
6
Benefits
7
Submission of claims online Save time, postage costs and delay
Scanning and evidence Save postage costs and secure transfer of information
Automatic pricing of claims Removes complex costs drafting
Ability to track claims with LSC online
Reduces the need to call the LSC
Change to validation process No longer need to submit certificate
Engagement to date
• Established an External Implementation Group - representatives include the Bar Council and Institute of Barristers Clerks
• Working with Bar Contract Managers
• Discussions with Circuit Leader
• Engagement with software vendors
8
Implementation Approach
9
The pilot
• Starts in early October
• 47 North East providers participating
• Providers will manage all of their current and future cases using the new process
• Counsel will use CCMS to claim for those cases
• We will conduct an ongoing review of the pilot and provide support to counsel throughout
10
What does this mean for you?
• Counsel in the North East are most likely to be instructed by pilot providers
• You will claim for these cases through CCMS
11
What preparation is required for the pilot?
• You will need to conduct some preparatory work to be able to make a claim, such as setting up users on the system
• We will work closely with you to ensure you have sufficient support to manage this new process
• We will provide you with training
• We are creating a fast track for pilot casework in advance of system go-live
12
What will happen during the pilot?
• Where you have been instructed by a pilot provider, claims are submitted through the CCMS system
• You will have access to a dedicated team of LSC caseworkers who will process these claims and answer your queries
• We will provide you with technical support and assistance
• Feedback shared through Bar representatives on the External Implementation Group
13
Getting started on CCMS
14
Requirement Description
Internet access Internet access so that you can log in to the online portal
LSC Online System Administrator access
Each counsel will require a log in and password for the system. An administrator can add new users to their account at any time to manage their claims.
Scanner (optional)You can scan and attach evidence or documents that are requested by the LSC. This is not mandatory but will enable savings on postage costs if utilised.
PhotocopierIf you do send paper information to our postal hub you will need to send copies for us to scan. You will retain originals for your records.
PDF ReaderIf we send you documents they may be in .pdf format so you’ll need a way to view those
CCMS – overview
• Providers will:• Submit Applications on behalf of their client• Assign counsel to a case and apply a cost ceiling• Submit bills
• Counsel will:• Submit all claims and POAs for all civil Legal Aid work
including non-family• See summary case details for cases on which they have
been instructed
Change to claim validation process
• The process for validating counsel claims has changed
• Counsel will no longer be required to submit a copy certificate/or certificate detail
• Solicitors will use the system to record when counsel has been instructed on a case, and the agreed costs.
• Counsel will then have direct access to make a claim
• It will not be possible to claim against the wrong certificate
16
Pricing and tracking your claims
• The system will calculate the fee for counsel claims
• We are sharing schema with software vendors so that they can develop the ability to upload data directly from case management systems
• Counsel will be able to directly track the progress of any claims with the LSC
• Information about claim and payment history can be accessed on the system
17
Joint working
• Support prior to and during the pilot will be jointly managed coordinated, with you:
19
Support and Readiness
• Now
20
Legal Services Commission Counsel/Chambers
Confirm you user details
Ask for information about your nominated contact(s)
User details (such as e-mail) will be required for each counsel
You will have the option to co-ordinate this information through a nominated contact at your chambers or individually.
Sending your nominated contact an IT and business structure survey to enable us to tailor support
Provide information about the processes and systems each counsel use to submit claims e.g. if this is through chambers and if this is through case management software
Engaging with pilot providers to understand which Counsel they regularly instruct
Provide us with a list of any cases you have for pilot providers which require progression
Support and Readiness
• 3 months before go-live
21
Legal Services Commission Counsel/ChambersLaunch our support website and materials including downloadable introductory pack which will detail all of the key dates in lead up to go-live and list the activities you need to undertake to be ready.
Communicate key information to your chambers. Ensure you have plans to undertake the key activities e.g. time for clerks to conduct online training.
Start to fast track pilot claimsEnsure claims are submitted through the fast-track process so we can identify your claims in the post.
Work with you to resolve outstanding pilot casework claims
Have a contact available to answer queries
Support and Readiness
• 6 weeks before go-live
22
Legal Services Commission Counsel/ChambersLaunch our online training including a training support pack which will help you to identify which training modules clerks and counsel should complete
Disseminate the information to chambers and ensure training is completed based on need.
Conducting user testing on the systemVolunteer to undertake early product familiarisation on the test system.
Work with providers to resolve outstanding claims
Deadline for submission of case list to allow time to resolve queries and process claims
Support and Readiness
• 1 month before go-live
23
Legal Services Commission Counsel/Chambers
Host a counsel event with system, training and implementation experts.
Ensure that relevant people from your chambers attend.
Come prepared to ask us detailed questions about readiness, training and the system.
Support and Readiness
• 3 weeks before go-live
24
Legal Services Commission CounselSend you a technical support pack and e-mail including:• a detailed user set up guide•the new single postal address and where to address queries
Start thinking about how you will allocate roles for each counsel account.
Complete and return the T&Cs for LSC Online
Support and Readiness
• 2 weeks before go-live
25
Legal Services Commission Counsel/ChambersGive log-in details and passwords to counsel
Create users on system.
Working on fast track processing and close down outstanding activities/dormant cases
Cease sending in claims for pilot casework until after go-live
Support and Readiness
• GO-LIVE
26
Legal Services Commission Counsel/ChambersWe will e-mail you to confirm go-live
We will begin processing work on the new system.
Begin submitting claims on CCMS.Send supplementary information via CCMS and postal hub.Use new address and telephone number
Support and Readiness
• Post go-live
27
Legal Services Commission Counsel/ChambersDedicated :•casework query line•online support line•Email
Utilise numbers to resolve initial query, raise technical issues. Report issues in way which enables prioritisation and resolution.
Further targeted training based on needs Provide feedback on training needs through Contract Manager and Bar representatives.
Hold workshops to resolve issues and design solutions
Attend events and input into solution design.
Hold an evaluation event for Counsel and Chambers
Input into the pilot evaluation
Communicate progress to the wider Bar Support the communication where possible.
Questions
• Do you think the support we are providing counsel for the pilot approach is right?
• Is September the right time for the next group meeting?
• What else can we do to help you?
• What questions do you have for us?
28
Next Steps• Event pack
• Slides from the session including support timeline
• Q&A
• Your views• Feedback form and directly to us or Tracey.
• Your questions. We want you to ring and ask us about anything you are uncertain about.
• Next steps• Complete our IT and business structure survey
• Update us with your nominated contact(s)
• Introductory pack at the beginning of July
• Counsel familiarisation on the test system at the end of August
• Another session – in September or as we agree.
29
