ZoomPower 2019: How to Amplify Efficient Tools Usability - An Employment -Based Case Lifecycle
Download as PPTX, PDF0 likes76 views
This document discusses how an immigration law firm uses automation features in INSZoom to improve efficiency. It provides examples of problematic scenarios that automation helps solve, such as case managers forgetting to send invoices or update case statuses. The automation features allow emails to be sent automatically, case statuses to be updated automatically upon step completion, and data fields to pop up automatically once a case is approved. This reduces errors and saves case managers' time. The benefits of automation include improved billing accuracy, better customer service, more accurate reports and alerts, and less oversight needed from managers.
ZoomPower 2019: How to Amplify Efficient Tools Usability - An Employment -Based Case Lifecycle
- 1. DAY T WO T R AC K O N E E M P LOY M E N T - BA S E D U S I N G AU TO M AT I O N F O R E F F I C I E N C Y &
- 2. One of the largest immigration practice groups in the Carolinas. N.C. Board Certified Immigration Law Specialists; combined 85+ years of practical experience * Employment-based visas * Family-based visa petitions and/or waivers * Investors * I-9 Compliance * Global Visas Industries (not limited to) – health care, finance, manufacturing, technology and education
- 3. Quick Facts: - Est. 1997 - Largest law firm in Charlotte and one of the largest immigration law dedicated firms in the Southeastern U.S. - Represents 5 of 8 largest employers in Charlotte Metro region - Represents foreign companies, Fortune 100 U.S. companies and a multitude of small businesses, both foreign and domestic - Assisting individuals from over 50 countries - Alliance of Business Immigration Lawyers (ABIL) member - Attorneys dedicated to Immigration Law practice
- 4. Live Aug. 2018 (1yr. 2mo.) Enterprise Edition - 48 Users - 10 Attorneys Presenting - Tess Pacheco : Senior Paralegal & INSZoom Super-User / System Administrator - Logan McDonald – Enterprise INSZoom Trainer &
- 5. Problematic Scenarios Solved By Automation Features &
- 6. Automatically Sending Emails • Internal: • Problem: Case managers forget to send the email that generates the invoice. • Solution: We created an ‘event’ upon case creation to have the email pop up automatically. • External: • Problem: Clients constantly ask if we have received the documents they have provided. • Solution: We created an automatic email that says we have received the documents and will let them know if anything else is needed. &
- 7. Automatically Update The Custom Case Status • Problem: Reports for H-1B cap season were not showing the correct case status because paralegals were forgetting to adjust it after every step. • Solution: We created an event to automatically change the step status once each step is complete. &
- 8. Automated Event Triggers Case Managers To Update Data • Problem: Paralegals were not consistently entering critical data after case approval. • Solution: We created an event attached to the last step of the case so that these fields pop up once the step is checked off. &
- 9. Templatize Document Checklists • Problem: New case managers were not clear about what to ask from the client when initiating a case. • Solution: We created the checklists at the template level so there is less confusion and errors in requesting correct documentation. &
- 10. Copy Reminders/Steps From One Template To Another • Problem: When we received an RFE, we wanted a standard set of case steps to track the RFE until it was filed. • Solution: We created a petition type for RFE and use the “copy case step” feature within the case to load various RFE related case steps. &
- 11. Benefits Of Using Automations &
- 12. • Billing accuracy – We have far less instances of case managers forgetting to send the invoice email. • Better customer service – Clients receive emails automatically so that they feel like their case is getting attention (even when it isn’t). • Improvement in accuracy of reports/alerts – Reports showing case status are more accurate since the case status changes automatically. Reports/alerts for expiration are more accurate since the data field pops up automatically and the case manager doesn’t have to remember to enter it. • Saves case manager time – Case manager does not have to go looking for email templates or data fields. • Requires less monitoring/oversight from manager – There is reduced concern that a case manager is sending the wrong email or neglecting to input the correct data, since it is automatically done/prompted. &
- 13. Q & A &
- 14. THANK YOU!!! &
Editor's Notes
- #7: Internal email: event on case creation External email: on step #3 ---------------- Financial benefit – no lost dollars by gotten invoices Customer service benefit – no last minute billing issues Paralegal/attorney piece of mind – no stress that important steps are missing
- #8: Step #1 shows case status of info pending from FN --------------------- Accurate reports mean attorneys/managers can confidentially track progress during an extremely stressful H-1B Cap time period Accurate reports provide greater customer service to HR because they can track progress as well
- #9: Step #9 – Update Data -------------------------- Confidently and accurately track expiration dates for renewals or data that attracts other future business like a priority date Increased accuracy of reports to monitor/measure paralegal productivity
- #10: "Doc Checklist Items" section ---------------------------- Frequent changes in law/procedure affect what we request from clients – for example with L-1s we needed to start asking for 12 months of paystubs abroad so we added it to the template checklist instead of relying on paralegals to remember to ask
- #11: Show 'copy case steps' in test FN -------------- Increase in customer service/customer confidence when we are closely monitoring deadlines and following up with them