|Client Status Web Portal Add-On
Many programs would like to keep in better communication with their clients. A new feature available for Prime 12.2 and above, developed in association with Community Legal Services of Mid Florida, allows you to do this Online.
The Client Status Web Portal is an optional add-on to Prime that allows a client to use the Internet to log in and check on the status of their case. They can upload or download documents, read or leave messages, see calendar/appointment entries, and review the overall progress of their case. Clients, who have difficulty communicating with the office, can log in at any time. This means the client can be kept informed of the status of the case in an alternate way to telephone calls and letters.
This new system is available beginning February 10, 2014 for users of Prime 12.2 and above. Please contact Deun (at) KempsCaseWorks.com for pricing.
Each case has its own unique password. To help ensure safety and security, the password must be complex: it has to be at least 10 characters long and have two upper case letters, two lower case letters, two special characters (!@#$%, etc.), and two numbers. These requirements can be changed as desired to ensure additional security.
Once logged on, the client immediately sees the current status of the case, together with the attorney assigned to the case. The “Current Case Status” is from a predetermined set of entries chosen by a staff person. These entries can be modified to suit the program’s desires. The “Additional Status Information” comes from an open field that staff can fill in with any relevant information.
Messages to and from the client are stored in the case notes. Case note entries may now be marked as a message for the web portal. When a case note is marked for the web portal, an email is sent to the client notifying them of a new message on the web portal.
Documents contained in the document tracking system for the case and marked for the web portal are made available to the client. The client can download any document for review. Likewise, if the client has paperwork and a scanner, the document can be scanned and uploaded to the system. If the document is already in electronic format (.doc, .xls, .pdf), it can be uploaded without needing to be scanned.
Finally, each case status entry is saved, so that each entry can be reviewed. This can show the “flow” of the case from application, approval, assignment, an advocate’s work, and finally closure.
The client login information is stored in a special program within the case. This allows for the easy reset or verification of password for the client. The system can also be set to allow or not allow the client to log on to the system (the “Allowed To Log On” checkbox). This might change depending on the use (or misuse) of the system by the client. Additionally, whether the client should get notice of activity in the case (“Email notice” checkbox) and the client’s email address are controlled from within this special program.
The case status is stored in another special program within the case (shown here with some of the default statuses that can be chosen). Each status entry “adds to” the entries in this special program and is used by the web portal to show the progress of the case. Only the last dated entry is used as the current status and shown on the default or home page of the Client Status Web Portal.
Client Status Login Screen–Demonstrating the logon process and the defaul, main screen showing case status and advocate contact information.
Client Status Special Program–Showing the password field and ability of staff to control the client’s settings for the web portal.
Appointments–This portion of the web portal shows the client upcoming and past appointments.
Appointment Entry–staff uses a calendar entry to notify the client of appointments. Use the CSWeb checkbox to mark calendar entries as appointments that should show up on the Client Status Web Portal.
Messages–The client is capable of reading messages from and sending messages to the staff person listed as the advocate on the case.
Send messages–Staff can send messages to the client by specially marking a case note entry.
Upload a Document–Clients can upload documents to the system.
Download a Document–Clients can download documents from the system.
Marking Documents for the Client Status Web Portal–Use a document’s properties in the document tracking system to show it on the web portal.
Requirements for installation (these must be in place before installation can begin)
1. Windows Server 2008 R2 or higher
2. Internet Information Services (IIS) installed and running—included as a part of the Windows Server system
3. .NET 4.0 installed and registered with IIS—typically included in the Windows Server system, but also available as a free download from Microsoft
4. SQL 2008 R2 or higher
5. Access 2007 or higher
6. Microsoft Visual Web Developer 2010 registered and installed on the server that will host IIS (Express or Full Version—the Express version is available as a free download from Microsoft)
7. Administrator level access to IIS and SQL servers and front-end of Kemp’s system
8. Kemp’s Prime 12.2 or above
9. IIS and SQL servers must be on same LAN
10. For email functionality, the organization must supply (a) a recipient email address, (b) a username and password to use to send the email–the username should be in the form of an email address, and (c) email server connection details, including the DNS name, port, and security (TLS, SSL, none).
Optional (Recommended) Items (not provided in installation)
1. Static, public IP address for IIS server—may be provided by your ISP for an additional fee
2. Modification of DNS, network, and firewall(s) to allow external computers to connect to the Online Intake website
3. SSL Certificate for IIS server—this must be purchased from a SSL Certificate vendor