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  1. When you add a new lead or a client, you can select which employees in your organization can interact with that client. Example 1: In this example, a new lead is being assigned to "Hector Negron"... This lead is now visible to the firm admin, full access employees, and the employee the lead was assigned to. To change the employee assigned to the lead/client, the admin must go to the "client Edit page" and on the "Misc" tab, change the employee assignment. The lead/client should now be visible to: 1. Firm Admins 2. Full Access Employees 3. The Assignee Staff adding in leads and clients can assign the lead during the intake, if necessary. Note: By default all new clients are visible to all employee unless otherwise designated.
  2. 1. You can be paid directly by Social Security if you are an attorney or EDPNA -no billing clients and wondering if you’ll get paid. 2. You do not need to pass a competency test if you are an attorney before representing clients. This means you can get up and running as soon as you get your first client. 3. Historically, during recessions and periods of slow economic growth, more individuals file disability claims. 4. Dibcase is in the cloud -You can scale your practice with Dibcase by adding remote workers or contractors that can securely login to Dibcase from any location. 5. Dibcase allows you to track employee/contractor productivity by tracking billable hour generation -you know who’s working and what’s being done. 6. Dibcase includes all the forms you need to get started and organize your practice from the outset. 7. Once you get trained on Dibcase, you can economically expand your practice regionally or even nationally using hearing contractors -like the big firms do!
  3. https://www.va.gov/OGC/docs/Accred/HowtoApplyforAccreditation.pdf
  4. To delete a lead or a client, you must navigate to the "Client List Page" and scroll to the right and click the trashcan icon to delete a client, claim, contact etc.
  5. Choice 1: Macbook Pro 16" Pros: Excellent build quality - rugged and durable Good battery life - which will last most of the day at the hearing office Bright clear screen - can be seen in a bright hearing room Excellent performance and reliability Cons: Expensive Can't read SSA CD's https://www.techradar.com/reviews/macbook-pro-16-inch-2019-review Other options: Dell XPS 15
  6. https://nosscr.org/social-security-basics/
  7. Google Drive vs Dropbox: Which cloud storage is better? by Andrew C. Pincher Feb 06, 2020 In a head-to-head matchup, it’s hard to place a bet on Google Drive vs Dropbox. Both are great cloud storage services with plenty of space and free options for those who don’t need enterprise-level cloud storage. They both offer a lot of common features, including backing up files to the cloud, syncing files across devices, and letting you share your files with other people. At first glance, they seem to be the same service, just from different companies. READ MORE
  8. Note: A Dropbox subscription is required to use this method to collect e-signatures. You can also use Adobe Sign if you subscribe to their service. Step 1: Navigate to the client's Dibcase folder on Dropbox Step 2: Click on "Send for signature" Step 3: Click on "Sign in with Dropbox" Step 4: Decide who need to sign the document. (Usually, "Just Others") Step 5: Add the name and email address of the signator Step 6: Add signature blocks to document... when completed, click "Continue" In Conclusion: Dibcase can be used with Adobe Sign, Hello Sign, or other services that handle e-signatures.
  9. Sometimes when you take in a new lead, you have little more than a name and phone number. Once you've vetted the lead and decide to represent them, you should convert them to "Lead" and then an "Active" client. Note: You should not send out representation packages to a lead because: 1. SSN is required to complete a rep package 2. You need the client's address to complete a rep package Therefore, you must convert the lead to an active client and fill in their PII before sending a rep package. Once you do this, you can still label the client as a lead. Note: A client can still be labeled as a lead once you've added their SSN, Address, and other information Their status should be changed to "Active" once they've retained you and you have signed representation forms. Lead Conversion Checklist: 1. You speak to and screen the lead 2. You decide whether or not you want to take the case. If no, change status to "Rejected Lead" and send any closeouts as necessary. If you decide you want to take the case, continue... 3. Change client status to "Lead" and ask the client for their: Address SSN DOB Alternate phone numbers Email Address Claim Level Other PII 4. Create rep package and send to client for signature 5. Add an "SSA Claim" 6. Navigate to the "Representation" accordion in the claim 7. Representation statuses can be tracked on the "Claims List Page" or via Reports 8. Once you receive the signed rep package back from the client, you can change the representation status to "Ready to Submit to SSA". 9. Once you've submitted the signed rep package to SSA you should change the status to "Submitted" 10. Once you've received acknowledgment from SSA that you have been added to the case, you should change status to "Representation Confirmed" This completes the process demonstrating the conversion of a "Lead" to an "Active" client.
  10. Creating a custom 5-day deadline field
  11. Note: The custom report builder is not available to free account users Overview With the Dibcase exclusive custom report builder you can create reports to help manage your pending work. Reports can be based on the clients, claims, and contacts tables with SSA custom fields. Report List Page The reports list page is where you can access all of your reports to edit, delete, duplicate, add notes, filter and more. Step 1: Open the custom report builder Creating Reports Step 2: Click the button "New Report" Step 3: Select the data source for your report. You can choose reports based on the client, claims, and contacts tables (more will be added) Step 5: Select the fields you would like to display on the report as your field columns Step 6: Add your filter conditions Step 7: Export your report in spreadsheet format For a list of reference merge fields, use the following link: Dibcase Merge Fields.pdf
  12. Step 1: Open the login screen and click on the "Forgot Password" link Step 2: Add email address Step 3: Check email for reset code which is your temporary passcode Step 4: Login with your username and temporary numerical password Step 5: To change your temporary passcode, navigate to your "My Profile" page and change your passcode. Step 6: Use your temporary numerical passcode and then add a new "strong" passcode Note: You cannot reset your password with anything less than a "strong" (green) passcode
  13. Step 1: Login with admin account Step 2: Open "Employees" tab Step 3: Check "Edit Credentials" Step 4: Add new password and verify Note: New password must match
  14. Background: Dibcase has the ability to merge client, claims, contact, and company information into PDF merge documents. However, before that process can be completed, you must use templates that already have merge fields added or add them yourself. In this guide, we'll walk you through the basics of creating a merge template PDF document. Step 1: Securing The Raw Document Note: You can download forms here that already have merge fields added Forms that you download from https://www.ssa.gov/forms/ have security settings that prohibit users from editing them. To edit these "protected" documents, you must either print them out and re-scan them or "Print them as a Microsoft PDF". Printing to PDF will remove the the merge fields that may have been on the template. Once you have a your raw template with no merge fields, you can go the Step 2. Step 2: Open PDF Document With Adobe Acrobat CC Step 3: Use the "Prepare Form" tool to have Acrobat detect and create merge fields. Step 4: Click "Start" To Prepare Form Adobe will detect where it thinks merge fields belong and add checkboxes and text fields. Sometimes this works well but you will have to rename the fields with the Dibcase merge fields to tell Dibcase which data corresponds with which fields. Merge Field Rules: 1. You must change the title of the Adobe merge field to correspond exactly with the name of the Dibcase merge field. The field titles can be changed by using the Properties field of the merge field 2. All checkboxes must begin with "CK_" in order for Dibcase to know it's a checkbox. (Note: These can be set as "On" or "Off" when importing templates. 3. If you have a multi-page document, fields that are identical must have a unique name. For example, "{CLIENT_SSN} 1" would be appropriate if that field appeared on page 1 of your multi-page form. If that field were to appear on page 3 again, for example - you would need to label the field "{CLIENT_SSN} 3" in order to get both instances to merge properly. 4. You can combine multiple fields in a single merge box. For example, "{CLIENT_ADDRESS} {CLIENT ADDRESS2} can be combinded in the same merge field. 5. You can create dropdown fields in your Adobe file. Tip: Fields that will never change can be hard-coded using the "Edit" command. For example, firm EIN can be hard coded to your SSA-1695 to ensure it never changes or gets keyed-over by a user. Conclusion Creating multi-page merge documents can be technically difficult and time consuming. However, once you create and upload your template(s) they will save you time and guarantee a quality uniform look to all of your documents. Part Two
  15. Yes, Dibcase includes most forms you'll need to effectively manage your Social Security caseload. SSA-501 Request for Hearing SSA-521Request for Withdrawal of Application SSA-539 Notice of Substitution of Party Upon Death of Claimant SSA-561 Request for Reconsideration SSA-773 Waiver of Right to Appear SSA-789 Request for Reconsideration - Disability Cessation Right to Appear SSA-795 Statement of Claimant SSA-1693 Fee Agreement Multiple customizable versions of free agreements SSA-1695 SSA-1696 Appointment of Representative SSA-827 Authorization to Disclose Information to Social Security SSA-3288 Consent for Release of Information Medical Opinion Forms (RFC forms) HA-520 Request For Review Of Hearing Decision/Order HA-1151 Medical Source Statement (Physical) HA-1152 Medical Source Statement (Mental) SSA-8011 Statement of Household Expenses and Contributions SSA-8011 Loan Package We also have additional PDF forms available on-demand including: SSA-4814 Medical Report on Adult with Allegation of HIV Infection SSA-7008 Request for Correction of Earnings Record SSA-16 Application for Disability Insurance Benefits SSA-632 Request for Waiver of Overpayment Recovery SSA-820-BK Work Activity Report - Self-Employment SSA-821-BK Work Activity Report - Employee SSA-3368-BK Disability Report - Adult SSA-3369-BK Work History Report SSA-3373-BK Function Report - Adult SSA-3441-BK Disability Report - Appeal SSA-3820-BK Disability Report - Child SSA-3881 Questionnaire For Children Claiming SSI Benefits SSA-3885 Government Pension Questionnaire SSA-4111 Certification of Election for Reduced Widow(er)'s and Surviving Divorced Spouse's Benefits SSA-4162 Child Dropout Questionnaire SSA-4815 Medical Report on Child with Allegation of HIV Infection SSA-5665-BK Teacher Questionnaire SSA-5666 Request for Administrative Information SSA-7050 Request for Social Security Earning Information SSA-7104 Partnership Questionnaire SSA-7156 Farm Self-Employment Questionnaire SSA-8001 Appliction for Supplemental Security Income (SSI) (Deferred or Abbreviated) SSA-8240 Authorization For Social Security Administration to Obtain Wage and Employment Information From Payroll Providers SSA-8510 Authorization for the Social Security Administration to Obtain Personal Information SSA-L4201 Request for Wage Information In addition to SSA forms, we also provide form letters covering a variety of issues and circumstance including: Client and contact letterheads Claim status letters with merge-field data Pre-Hearing briefs Lead rejection letters Notification of representation to SSA Withdrawal letters HIPAA & Hi-Tech releases
  16. We have a general message board on the Dibcase dashboard for announcements that should be visible to all users. For personal chat, we recommend using a chat app like Skype due to: 1. Mobile app 2. Groups 3. Cross-platform 4. Free 5. Send attachments 6. Emojis You can also use WhatsApp for personal and group communications Notes relevant to specific clients should be recorded in Dibcase using the notes feature. Any notes added to clients will be visible on the "Recent Activities" panel on the dashboard to your team.
  17. Configuring Your Browser Dibcase uses your web browser as the primary interface for creating, editing, and viewing your client, claims, and other data. Dibcase has been tested and works best with Google Chrome. Dibcase will work with other browsers such as: Safari, Microsoft edge, or Mozilla Firefox. The main issue we have encountered with other browsers is print rendering issues with complex forms. If you use PDF forms for merge purposes, this should not be an issue. Resizing The Dibcase Window(Chrome) To make your text larger or smaller, you can “Zoom” in or out of your browser. You can use Dibcase in full screen or in a window. Dibcase is responsive and will automatically resize its content to the size of the window being used. Dibcase can be used on an android phone, tablet, or other device. Configuring Your Print Preferences Picture above is the Chrome browser print interface. Here, you can disable headers and footers as well as scale a document larger or smaller depending on your print results. Experiment with the scale option if your documents are overflowing to extra pages. By default, some browsers will insert extra information in the form of headers and footers in printed documents. This behavior can be disabled by properly configuring your browser. For detailed instructions on how to disable this behavior, see our supplemental information section at the end of this manual.
  18. Background: Dibcase can generate merge documents using two methods. The first method involves using our internal template creator and that method offers a great amount of flexbility. However, some form cannot be generated using this method due to their inherent complexity. We added a second method to allow users to merge data into any PDF document from either SSA, VA, or any agency. This tutorial discusses how to use merge forms that have already been mapped with Dibase merge fields. You must add merge fields before importing PDF documents into Dibcase. If you start with a raw PDF document, you must add merge fields using Adobe Acrobat. Step 1: Select PDF Document With Merge Fields Added Note: Merge fields, if added, may be highlighted in blue in Adobe Acrobat Note: Merge fields must be added before you can merge Dibcase client, claims, contact, and firm data in a document. Step 2: Navigate to the Dibcase Template Editor Page Step 3: Upload Merge Document and Name It Note: Checkbox fields must be named "CK_NAME" with the "CK_" prefix in order to set a default "On" and "Off" state. Step 4: Click the "Save" button and your document template will be added and visible in the "Document Manager" Step 5: Open the document as you would an internal document and select the client, claims, and contact data as appropriate. Step 6: The new pdf merge document will appear in a new tab on your browser. You can then print the document or download for further editing. Step 7: Select the "Preview" button to create the new PDF merge document The document an be downloaded and edited in Adobe Acrobat CC or other PDF editor. Notes: The document will retain the Dibcase generated name assigned for your convenience. Signature blocks are not supported and must be added when sent to client for signature via Adobe, Hello Sign, etc.. Documents with signature blocks will not render properly and should be delete from the form(s).
  19. Version 1.0.0


    List of Dibcase merge fields for clients, contacts, claims, and company.
  20. Case management software needs to be flexible and reporting functionality is essential to properly managing your cases. Dibcase has the tools and flexibility to allow you to create any kind of report that you need to manage your clients and caseloads. You probably already have a list of reports that you use to control your cases. You can set those up in the Dibcase "Views" to facilitate those reports. There are several ways to view reports in Dibcase Method 1: Visit the "Reports" page on Dibcase to view some basic charts and graphs Charts on this page show the following information: 1. Revenue per representative 2. Revenue per case manager 3. Billable hours 4. SSA active case distribution 5. New client referral sources Method 2: To view more detailed claims information, visit the "Claims List Page" On the claims list page you can filter by the following parameters: 1. Tags 2. Claim status (Active, Closed, Deferred, Lead, Rejected Lead) 3. Primary Representative 4. Case Manager 5. Representation Status 6. Claim Level 7. Fee Status 8. Appeals You can also save "views" or edit and save which claims field columns are visible on the page. So, for example, if you are filtering for cases with pending fees, you'd want to select and save a view that show those fields. In the example below, we selected all relevant fee related fields and made those visible on the claims list page. You can toggle fields on and off to show or hide them as necessary. Once you've created a "View", you can save it as a template. You can toggle fields on and off to show or hide them as necessary. Once you've created a "View", you can save it as a template. The image below shows some common Templates that you may want to create. Once you've selected the proper template to view the fields you want and applied the proper filters, you can export the selected cases in .CSV format. Finally, for more in depth analysis, you can "Export All Claims". This will export a spreadsheet containing all of your claims and associated fields and custom fields. With this spreadsheet, you can use the powerful filters and tools of Excel to drill down your cases even further. Example: You want see all of your "Active" cases pending at the "Reconsideration" case level and sort them by the "Recon File Date". This will allow you to see if you have any older outstanding "Recons" that you may need to inquire about with DAS. To make sure you see the fields that you want in the list, please select the appropriate fields and save them in a view. See example view and filter setup below. Once you filtered your cases, you can export the list as a .CSV file and print your results. You can create as many views as necessary to organize and export your data. Finally, by exporting your claims list into Excel, you can filter by multiple fields. You could create for example lists such as: 1. Average attorney fee by year, by Judge 2. Win/Loss percentage by Judge 3. Average time at each case level and so much more... You can also filter and export your client list. With clients you can also filter by tag, status, intake source, etc. Tip: You can use MS Word to filter and import excel spreadsheets for creating formatted reports, merge documents, and more. Tip: You can view lists of custom field groups in Dibcase. Note: We are still working on the export functionality for custom field groups
  21. With Dibcase you can forward emails directly to your Dibcase email address. You can forward emails using any email client from outlook, postbox, apple mail, Gmail, etc.. Dibcase has a built in email server that processes incoming email for you. You will have an admin and a security email box as well as individual email addresses for all employees. Below we'll show exactly how this works. Step 1: Forward email to your Dibcase email address Step 2: Open up the Dibcase email manager (Its the email icon on the left menu) Step 3: Select the appropriate client under the client link and claim, if any -then select the "Incoming" or "Outgoing" button. Step 4: Select the "Attach" button and the email will be added to the appropriate client. Note: A 15 min. time entry will be added along with the "Note" which includes the text of the email in the client's note feed. That's all there is to it! Note: When you are done you can hit the "Complete" button and delete the email that you've processed.
  22. Number Title Body Links 1 Search Master search box. You can search clients and contacts by: 1. Last Name 2. First Name 3. Last “4” of SSN 4. Contact “Company” 5. Phone number - use numbers only ext. "4042154517" 2 New Button This button allows you to start actions and automations from any page in the application. 3 User Availability Set your availability with this panel. Your status will appear in the “EMPLOYEES” dashboard panel if you are “visible” on the Dashboard. See “Employee List” page to toggle visibility for individual users. 4 Notifications *Not enabled 5 Task Notifications Shows tasks due 'today' 6 Menu Items My Profile Page Firm Settings Page Log Out 7 Projected Fees The total of all fees projected on all SSA claims. Set in the “Fees and Awards” accordion on individual SSA claims. 8 My Billable Hours The total billable hours that you have generated for the selected time period 9 Active Clients The number of your firm’s active clients as opposed to prospects, leads, closed, etc. 10 Active Users The number of other firm users currently logged into Dibcase 11 Add Client This “Quick Create” option opens the “New Intake Window” to add new clients. 12 Add Task This “Quick Create” option redirects to the “Task List Page” and opens the “New Task” window. 13 Add Contact This “Quick Create” option redirects to the “Contacts List Page” and opens the “Add Contact” window. 14 Add Event This “Quick Create” option redirects to the “Calendar Page” and opens the “Add Event” window. 15 Add Document This “Quick Create” option redirects to the “Document Template Editor Page” you can also go to the “Document Manager” page to create a document https://app.dibcase.com/#/dashboard/document-manager 16 Add Call This “Quick Create” option opens the “Add Call” window. This will allow you to log a call without visiting the client’s page and documenting a call. Select “Incoming” or “Outgoing” to document the origin of the call. Select the client the call refers to and any claim to associate the call with. Describe the nature of the call and add an associated billable time value. 17 Add Note This “Quick Create” option opens the “Add Note” window. This will allow you to log a note without visiting the client’s page and documenting an action. Select the client the note refers to and any claim to associate the action with. Describe the nature of the call and add an associated billable time value. 18 Start Timer This “Quick Create” option opens the “Add Timer” window. This will allow you to log time associated with a client or claim. Steps: 1. Select Client 2. Select Claim/Matter 3. Activity (i.e. phone call, case review) 4. Add Description 5. Press “Start” 6. When finished, press “Stop” 7. Close the window with the “X” button on top right of panel 8. On the “Are you sure?” window select “Save” “Cancel” or “Delete” 19 Add SSA Denial This “Quick Create” option opens the “Add SSA Denial” window. This workflow automation allows you document a denied SSA claim. Steps: 1. Select Client 2. Select Claim 3. The current claim level should appear 4. Select “New Claim Level” 5. Add the Denial Date of the notice or decision 6. The “ADD” box defaults to 60 days 7. The Appeal Deadline will auto-calculate the “Denial Date” plus the “ADD” value Add an optional Task Workflow Template if so desired. 20 Add SSA Appeal This “Quick Create” option opens the “Add SSA Appeal” window. This workflow automation allows you document a denied SSA claim. Steps: 1. Select Client 2. Select Claim 3. The current claim level should appear 4. Select “New Claim Level” 5. In the “Appeal Process Date” field, add the day the appeal was processed 6. Add the “Re-Entry Number” to add complete the note entry 8. The default time for processing appeals is 30 min. 21 Add Expense This “Quick Create” option opens the “Add Expense” window Steps: 1. Select Client 2. Select Claim / Matter 3. Add the Vendor / Provider 4. Add the Item / Service 5. Add the expense “Amount” 6. Add Note Note: Expense entries will appear in the “Ledger” tab on the client’s page. 22-29 RESERVED RESERVED 30 TODAY’S APPOINTMENTS Show all appointments for current calendar date. Also show appeal deadlines for SSA claims. Now has selector to appointments for current week 31 TASKS DUE Show all tasks due for current selected time frame Options: Today This Week This Month Past Due 32 EMPLOYEES Show all employees with visibility is enabled 33 MESSAGE BOARD Show’s internal message between firm employees 34 DEADLINES This panel shows all “Custom Fields” that are designated as “Deadlines” in the custom field editor 35 RECENT ACTIVITIES This panel show all recent activities related to client and claims activity. This panel shows: New clients added Notes added Tasks added Appointments scheduled Records accessed Documents generated
  23. Yes, our videos are located on our website at https://www.dibcase.com/training-videos/.
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