Tag Archives: Turn In

Lesson #32

Billing – Post Invoices function

Instead of posting invoices one at a time in Turn In, you can save time by posting in batches in Post Invoices. You can also archive the invoices to your repository as you post them.

Finding & reviewing invoices

You can view all unposted invoices or restrict your list to invoices in a specific date range and/or for selected business units. You can include COD invoices in your search. You can also look up individual invoices by job or invoice number.

Invoices in the results grid are color coded by part status — plus you can see at a glance if you didn’t calculate an invoice in Turn In, then calculate it here with the click of a button before posting. You can preview invoices from the list. Other information in the results grid includes:

• Invoice number
• Invoice date
• Invoice amount
• If the invoice is for originals
• If the invoice is COD
• Date sent
• Order.Part number
• Part order date
• Part status
• Business unit
• Patient/witness name
• Staff member who created the part in MR9
• Sold To firm and contact
• Bill To firm and contact

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function MR9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Posting & archiving invoices

Post any or all invoices at the same time — and archive them in your repository in the same process if desired. When posting you have the option to send invoices to the clients at the same time. MR9 will automatically open the Send Invoices function with the posted invoices selected. You can choose to email the original or current invoices — or print them for sending via other methods.

Before posting, you can:

• Preview invoices. If you styled the text in invoice messages and third-party direct billing notes (such as bolding text or adding color), your styling will appear on the invoices.
• View any invoice’s details.
• Edit some invoice information, such as the date, message, and insurance/e-billing information.
• Upload/download/manage files in the invoice’s repository.
• Monitor repository activity. See which clients can access a file in the repository, who has downloaded it, and when.
• Look up and make notes in the invoice’s Notes Log.

After posting an invoice, it will appear in Receivables and MR9 financial reports. Once posted, an invoice cannot be deleted.

TL;DR: Save time by posting invoices in batches. You can archive and send them at the same time.

MR9 concepts in this lesson

Bill To Contact/Firm: The contact/firm responsible for paying the invoice for a job.

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Notes Logs: Un-editable internal-use only notes entered either by a user or automatically by MR appear in chronological logs in the database record where they occurred such as an order, part, invoice, or entity.

Sold To Contact/Firm: Contact/Firm that ordered the services on the invoice.

Lesson #31

Finish invoice process started in Turn In

The Billing module is one of the smallest modules in MR9. Its focus is on managing and sending invoices prepared in Turn In. What you can do in this module includes:

• After preparing invoices in Turn In, you can finalize and post them from Turn In or in Billing. The main difference is that you can speed up the process by posting in batches in Billing.
• You can also batch email or print original and current invoices,  and archive original invoices in the repository.
• Billing is where you edit, preview, email, and print COD invoices.
• Transfer invoices between clients when there has been a mistake in addressing the invoice to a client, instead of voiding and re-billing.
• Export invoices in LEDES 98B format for clients who require electronic billing that complies with LEDES standards. 

Billing functions by name

• Post Invoices
• COD Invoices
• Send Invoices
• Transfer Invoices
• Export Invoices
• Send Billing Forms

TL;DR: Use Billing to post and send invoices in batches, plus send COD invoices, correct billing mistakes, and prepare invoices in a LEDES format for electronic billing.

Lesson #24

Production – Shipping function

When clients call to find out where their order is, you don’t have to leave MR9 to check the shipping status. Use the Shipping function to send products via FedEx or UPS, then quickly follow up an order’s current location anytime from within MR9.

You can also use this function to keep track of when and via what other methods you sent records out, and update the status of any shipped part or any other information about the shipping and its related part, order, and contacts.

Use Shipping to:

• Ship out produced service items.
• Print FedEx & UPS shipping labels that automatically include shipping addresses from your firm listings and your shipping preferences, and are tied to your FedEx/UPS account. If contact information is incorrect you can update it here and MR9 will update the contact’s listing.
• Track UPS & FedEx shipments from inside MR9.
• Note if you used another sending method such as via courier or email.
• Record notes about a shipment.
• Search for shipments using order, order part, or invoice number, shipping date(s), delivery method(s), and/or business unit(s) to quickly locate a shipment to track. You can sort your search results by one or more columns in ascending or descending order. (When you exit the function MR9 will revert back to the default order.)
• Create a new shipment with the same order part information, search subject (Records Of), location, and invoice information as a previous shipment.
• Export the list of shipments to an Excel or CSV file to save, print, share, or use in other applications. (Similarly you can export the witness/service item list from any shipment.)
• Change a part’s status to Shipped. MR9 will automatically alert your billing department that the part is ready to be billed if they do not invoice a part until it has shipped.

Shipping is a stand alone function but you can also access it directly within Turn In when entering service items to be billed.

FedEx/UPS tracking in MR9

When you generate a FedEx or UPS shipping label in MR9 it automatically:

• Enters the receiver’s address, phone number, and email. If the entity has a separate shipping address in its listing, RB9 will use that here. It will also validate the address before generating the label unless you deselect that option. And if the address is a P.O. Box, it will warn you that delivery might not be possible so you can change it before printing the label.
• Sets the Ship From address, phone number, and email to the assigned business unit of your company. (You can select a different business unit.)
• Enters your shipping preferences. (You can set up multiple profiles with different preferences and the same or different business unit.)
• Enters the tracking number in the shipment’s record.
• Enters today as the ship date.
• Adds the estimated shipping cost to the shipment’s record in MR9. Estimated Shipping Cost appears in the Shipping function’s results grid and in individual shipping label windows.

When you click the tracking number in MR9 it opens the related delivery service website in your browser and shows the shipment’s current status.

TL;DR: Use the Shipping function to send products via FedEx or UPS, and track an order’s current location without leaving MR9.

MR9 concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Records Of: Patient name — or witness if this is a subpoena.

Concept #5

Prefill

When you prefill an order or invoice, MR9 automatically adds related parties and/or service items — saving time and reducing the chance of incomplete invoices.

Without prefill, you have to enter parties and services one at a time every time. With prefill, you check first for previously entered choices — such as parties to an order or a client’s standing orders — and add some or all of them at once. Prefilling saves time and reduces the chance of overlooking something by automatically including related parties and/or services.

Standing orders

If your clients have certain services they always want — for example FedEx delivery of color copies — you can enter these standing orders in their profile. Both firms and contacts can have standing orders — which can be different if contacts at a firm have their own service requirements in addition to or in place of the firm’s requirements. You can add these standing orders when prefilling parties.

Prefill parties & services

Parties and their requested services can be entered at any time:

• In an order starting in the pre-trial discovery phase of a case where you can prefill services from firms’ and contacts’ standing orders.
• In Turn In when creating invoices to save time and reduce the chance of overlooking something by automatically adding related parties and/or service items.

Prefill services

When you prefill parties in Turn In who have standing orders or previously ordered services, MR9 creates invoices that automatically include those service items. You can save time entering other service items in batches using Prefill Services.

Use Prefill Orders & Services to include service requests from:

• Billing Sets: Like a fast food combo meal, you can select a preset list of services commonly ordered together.
• Firm’s and/or contact’s preferred services: If you didn’t include them when prefilling parties, you can add them when prefilling services.
• Part’s preferred services: If the party to the order requested services for parts in an order.

These readymade lists might include services that were not ordered for the part being billed. That’s okay: After prefilling you can remove any services not ordered for this invoice.

TL;DR: Instead of entering parties and services one at a time every time, use Prefill to automatically add parties and/or services to an order or invoice.

MR9 concepts in this lesson

Billing Sets: Like a fast food combo meal, Billing Sets are preset groups of service items. Selecting billable services by set, instead of individually, speeds up the billing process.

Contact: Person who works for a firm you do business with — such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.

Firm: Business you provide services to — usually law firms.

MR Connect: Online repository, orders, and access to your office for clients and other. More >

Lesson #20

Production – Turn In function

MR9 Turn In is a 2-part process. First, production staff compiles invoices for all parties ordering services on an order. Then billing staff fills in the financials and finalizes the invoices.

In Turn-in, you:

• Enter information about records (parts), attending parties, firms to bill, and services ordered. You can have multiple parts on the same invoice.
• Upload files, such as records, to the repository.
• Grant clients access to records, related files (like records), and invoices online through MR Connect. You can control which contact can access which file. Send contacts email alerts that files are ready for download. MR9 records the emails sent in the Email Log in Tools, so you can refer back to them later.
• Access the Shipping function to generate FedEx & UPS labels, then track shipments.
• Add explanations about specific services that will appear on the related invoice.
• Generate invoices with custom headers and messages you select from a list or create on the fly.
• After your production staff produces all service items requested, finalize invoices by applying billing rates, pay rates, and rush charges. Then calculate and post invoices.

While turn-in is a complex process MR9 makes it easy with powerful search tools, guided turn-in, and other time-saving features.

Powerful search tools

There is no default search in Turn In. You choose your search criteria including:

• Order number
• Order part number
• Part order date or date range
• One or more part statuses
• One or all tracking items
• One or more tracking steps
• One or more of your business units

Search results are color coded by part status and display their information that matches the search categories. To help you identify the correct part to turn in the results also show:

• Part due date
• If a part is a rush order
• Patient name
• Location of the records
• Type of records
• Ordering client

You can sort your results in the grid by one or more columns in ascending or descending order — but when you exit the function MR9 will revert back to the default order. Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Guided turn-in

After selecting a part in the results grid the turn-in process starts with the essentials, then reveals additional steps as you progress. This means:

• Less errors. You won’t overlook important steps in turn-in due to information overload.
• Quicker turn-in. Less second-guessing the process since you are lead through it automatically.
• Easier training. Process is easy to understand and master.

Time-saving features

In addition to guiding you through the turn-in process MR9 Turn In includes other features to make it more convenient and faster.

The first step — adding records — includes these time-saving features:

• You don’t have to be in Turn In to start turn-in. If you handle both order intake  and turn-in you can turn in a part from its part window in Orders functions.
• You don’t have to know the order number to start turn-in. You can search Turn In by part order date(s), part status, tracking item/step, and/or the associated business unit(s).
• Parts are color coded by status. When searching for parts, results are color coded so you can quickly see which parts in the list have already been turned in, billed, shipped, canceled, etc. You can export the list if desired as an Excel or CSV file to save, share, print, or use in other applications.
• Order & part information accessible in screen. If you want to view or edit the related order or part information it is all accessible from the Turn In window. You do not have to go into separate functions to look up or update related info. Similarly Remarks are included in the Records grid so you do not have to go into a record to see notes about it.
• Enter attorneys and services with one click. Instead of adding attorneys or services one at a time to invoices, add an entire group at once with MR9’s Prefill concept. Multiple ordering parties can be added from the order. When prefilling parties you can have the services they ordered previously included too. Additionally services can be added from clients’ standing orders, their requests as parties to the order, or a set menus of frequently billed together items (Billing Sets). When prefilling you can also choose to consolidate invoices for the parties so that each firm’s orders on a part will be billed on a single invoice.
• Uniform list of services customizable to your unique business offerings. Clients’ online requests and in-house production and billing are all consistent because users choose items from lists instead of typing in information.
• Customizable records list. If you have multiple records for a part you can enter the information in any order that’s convenient. Then you can easily shuffle the order of the list to change how it will appear on the invoice. You can export the list if desired as an Excel or CSV file to save, share, print, or use in other applications.
• Other invoice options: You can create multiple invoice messages in addition to a default message to select from for different occasions such as a holiday greeting. You can edit the chosen message on individual invoices and write something from scratch too. You can also have additional information appear on invoices to third-party payers — such as insurance companies — that will appear along with the claim number, name of insured, and date of loss. The contents of both the invoice message and additional billing information can be as long as you want and you can style the texts’ appearance.

The next step — calculating invoices — speeds up your work process even more:

• Set rates directly. Within an invoice you can select billing rates in a fly-out panel — instead of opening additional windows on top of the invoice that obscure the invoice’s details. And if you already defined billing rates for your clients in their accounts MR9 will select those for you.
• Re-organize services list: Just like with the records list if you have multiple service items for a part you can enter them in any order, then shuffle their order to appear differently on the invoice. You can also provide explanations on invoices about specific service items if you think something requires more detail.
• Locate invoices in a part easily. It is not uncommon to have multiple invoices for the same part (original and copy clients). Since each invoice listed also lists the services being billed, the background color for the invoice line is yellow while records and service line items have white backgrounds so it is easier to scroll to each invoice. (You can “collapse” an invoice to hide the services so the list is shorter.) Also the invoice line text color indicates invoice status: black for invoices in progress, green for posted invoices, and red for voided invoices to quickly differentiate them from each other. You can export the invoice list if desired as an Excel or CSV file to save, share, print, or use in other applications.
• Send invoices immediately. When posting invoices from Turn In, MR9 will ask if you want to send the invoices to the clients now. If you do, MR9 will open the Send Invoices function with the posted invoices already selected so you only have to choose whether to email from within MR9 or print them out for regular mail. If emailing you can also attach other related files from your Repository.

TL;DR:  A 2-part process where your production staff compiles invoices for all parties ordering services on a part. Then after producing service items ordered, billing staff fills in the financials and finalizes the invoices.

MR9 concepts in this lesson

Billing Sets: Like a fast food combo meal, MR9 Billing Sets are preset groups of service items. Selecting billable services by set, instead of individually, speeds up the billing process. More >

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Order: An order in MR9 is usually a request for all records related to a case or to serve a subpoena for an appearance at a legal proceeding. This is different from a work order which is called a part in MR9 as it is part of an order. You can have multiple parts/work orders for a single order/case.

Part: A part of an order is a separate work order/record that is being sought that is included in the entire body of records for a case or patient.

Prefill: Save time when invoicing by having MR9 enter parties to an order and entering services billed from set menus of frequently billed together items.

MR Connect: Online repository, orders, and access to your office for clients and others. More >

Lesson #19

Producing records & more

In the Production module, you turn in order parts, archive records and other files, prepare files and invoices, and send out and track your products.

Production is where you:

• Turn in parts: Enter information about records, attending parties, firms to bill, and services ordered.
• Create invoices and apply billing rates and rush charges, then calculate and post invoices.
• Fulfill client requests.
• Ship out produced service items. Track UPS & FedEx shipments.
• Upload records and related files to the repository.
• Alert clients to files uploaded to their repository on MR Connect.
• Restrict individual parties from accessing specific files in their online repository in MR Connect.
• Generate production sheets to tell staff what service items are needed and how many units to produce.
• Produce labels and envelopes with information from your MR9 database automatically merged in.
• Archive and manage files in the central repository.

Production functions by name

• Turn In
• Production Sheets
• Envelopes and Labels
• Shipping
• Repository

TL;DR: Production is where you turn in orders, fulfill client requests, prepare invoices, and ship products.

MR9 concepts in this lesson

MR Connect: Online repository, orders, and access to your office for clients and others. More >