Document Assembly

From PikaDocs

Document Storage: Adding, Deleting, and Using Documents

Many organizations choose to store frequently-used documents on the Pika system for ease of use. These documents are available in all open and closed cases. To access a documents screen, choose a case, then choose the "Documents" tab header. This will take you to the document storage screen.

Using an Existing Document:

Form letters used by your organization will be listed under the "Document Assembly" header. To generate a form to be sent for a specific case, click the button next to the form name. Under the document assembly box, there are four drop-down boxes. These boxes are pre-populated with names of case parties such as client, opposing party, and opposing counsel. From the first drop-down menu, select the form recipient. Repeat the process with opposing party, client name, and opposing counsel. If the form you are using does not require one or more of the fields, you can choose the empty selection from the drop-down menu.

If you click the checkbox next to "Save a copy in Document Storage" a copy of the form, with client information saved within it, will be saved and will be accessible under the "Document Storage" header.

If you are finished readying the document, click "Make New Doc." The system will generate a rich-text format (.rtf) document, and you will be prompted by your computer to either open the file or save the file to your hard drive. The file can then be opened, reviewed, edited, and printed in any word processor such as Microsoft Word. Please note: If you choose to make changes to the file and want those changes to be saved in Pika document storage, follow the "Add a Document" instructions below.

To add an existing document to the system, click on the "Browse ..." button under the "Add a Document" header. A dialogue box will appear that will allow you to choose a file from your computer's hard drive or office network drive. Select the file you want to add and click "OK." Then, click the "Add File" button. The file will now be accessible under the Document Storage header. The system will show the document's existing file name under this header. Optionally, you can add a description of the file before clicking the "Add File" button if you want to add details about it under the Document Storage header.

Using the Financial Eligibility Calendar

After entering a new client into the Pika system and verifying that there are no conflicts, you will be taken to the Eligibility Screening page to determine whether the potential client is eligible for your organization's services. If your organization relies on LSC guidelines to determine eligibility the system will calculate the information entered accordingly. If your organization calculates eligibility differently, your system should be customized to calculate according to your organization's guidelines.

First, enter the number of children in the household of the potential client. Repeat for number of adults. The "# Helped" field will automatically add the number of children and adults.

Wage Calculator is a tool that can be used to determine information such as yearly salary. For example, if a client tells you that he or she makes $300 a week, you can enter 300 x 52 (weeks), and the system will automatically calculate the potential client's annual salary. Clicking the "Send to Grid" button will take this information and add it to the income field below.

Determine all the client's sources of income and assets, if applicable. Enter all income in the "Amount" column. Be sure to choose "Type of Income" from the first drop-down box and "Frequency" from the second. For example, if a client receives $250 a month in child support, choose "child support" from the Type of Income drop-down menu, then choose "Monthly" from the "Frequency" menu. Finally, enter "250" into the "Amount" field. The system will automatically calculate the total amount and enter it into the "Total Income" field below the "Amount fields when you click the "Calculate" button. In the right-side column, enter any assets such as personal property, real estate, automobile, and funds available in checking and savings accounts. Then, click the "Calculate" button. The system will then determine the percentage of poverty based on LSC guidelines, if applicable for your organization. You may also enter citizenship information on this page, as well as Income Justification if your organization makes exceptions for clients experiencing extenuating circumstances. You may also enter the client's referral source, intake type (walk-in, telephone, etc.) and any applicable notes.

Next: Using Reports