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  1. 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 purchase 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 rescan them or "Print themas 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 1: Open PDF Document With Adobe Acrobat CC Step 2: Use the "Prepare Form" tool to have Acrobat detect and create merge fields. Step 3: 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.
  2. 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. Note: The document will retain the Dibcase generated name assigned for your convenience
  3. Version 1.0.0


    List of Dibcase merge fields for clients, contacts, claims, and company.


  4. Do you have any custom forms you'd like to share or have added to Dibcase? Submit your requests here and attach the form to your request.
  5. The best way to track new leads in Dibcase is to use the task functionality built into Dibcase. Step 1: To get started, you need to create a "Task Template". Tip: You can create a task template with different sub-tasks depending on the lead source. In this example, we are creating a template for leads from our firms contact form. Step 2: Named and save your new template Step 3: Open your new lead task template by creating a new task and selecting the template Step 4: Select task template and add new leads details Step 5: Your new lead will appear on the dashboard for all employees to see... Leads can also be tracked on the "Task List Page" Add comments to leads to track development Continue development on the client's page under the "Task" tab. You can close out the lead once you are finished with all related development.
  6. 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
  7. 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, or any email client. 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.
  8. We offer telephone support Mon.-Fri. from 9:00 AM to 5:00 PM est. at (904) 515-6243 We are closed on federal holidays Support Procedures To report a systems outage please email us at support@dibcase.com Recommended Steps To Resolve Support Issues: 1. Search this site for answers to support and other issues HERE 2. Consult the Dibcase User Manual 3. Refer to the Training Videos 3. Submit a support ticket HERE If you need additional training, it can be requested HERE
  9. 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” 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 *Not enabled 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 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. 31 TASKS DUE Show all tasks due for current selected timeframe Options: Today This Week This Month Past Due 32 EMPLOYEES Show all employees whom 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 client and claims activity.
  10. Yes, our videos are located on our website at https://www.dibcase.com/training-videos/.
  11. Purpose: Demonstrates how to add the Dropbox integration to Dibcase Step 1: Navigate to the "Customizations" page and Step 2: Select the "Integrations" button Step 3: Select Link Dropbox After you click on the "Link Dropbox" button, you will be re-directed to a page to add your Dropbox credentials unless you are already signed into Dropbox in your browser. If you are already signed in to Dropbox it may skip this step. After you successfully integrate Dropbox Once you have enabled the Dropbox integration, your Dibcase related folders will appear at the following location either on your local Dropbox folder or online. x:/Dropbox/apps/dibcase/clients/ Whenever you add a new client through the "Add Client" method, Dibcase will create a new folder in the above file path. The new clients folder is created using the following format: Last, First M. #1234 Last Name, FIrst Name and middle initial with # and last four of SSN. Dropbox folders can be found on each individual client page under the "Files" tab. If the client does not have a Dropbox folder you can click on "Link Now" to create at Dropbox Folder
  12. Purpose: Discusses an alternate method of adding hearings to the appointment calendar in Dibcase After you successfully import your hearings into Dibcase, you can add them to the calendar from the Hearing accordion on SSA claims. Figure 1: The "Hearings" accordion on SSA claims After clicking on the "Add to Calendar" button, you will see a popup window where you will fill in additional details about your hearing Figure 2: The "Add to Calendar" popup on the the SSA claims list hearing tab Once you select the name of the name of the "Primary Representative" and the "Hearing Representative", click the "Add" button. The hearing will now appear on your Dibcase Calendar
  13. Dibcase has the ability to import ODAR (OHO) and A/C spreadsheets into the application. This functionality requires that you have access to the spreadsheets via the ERE website. The benefits of using the process include: 1. Saving time updating case statuses 2. Eliminates errors in manually transcribing data The following claims fields are auto-populated from an ODAR import: Figure 1: SSA Claim Hearing Accordion from Client Page STEP 1: DOWNLOAD THE ERE SPREADSHEET This step requires ERE access and that you download the appropriate spreadsheet(s). Figure 2. SSA ERE Web Page STEP 2: IMPORT THE SPREADSHEET INTO DIBCASE This process is initiated on the "Claims List Page" Figure 3: The Claims Menu STEP 3: RESOLVE ANY ERRORS Any SSA claims that did not successfully import into Dibcase will be outlined in red on the import screen. Claims will reject for the following reasons: 1. Name discrepancy 2. SSN discrepancy 3. No active claim The client must have an active claim and the name and SSN should match exactly in order for the case to successfully import into Dibcase. Once you've resolved any errors, you can reimport the spreadsheet to verify that the exception has been resolved. CONCLUSION The A/C import process is very similar to the ODAR and follows the same basic steps. Importing spreadsheets is a Dibcase exclusive feature and will save you and your team countless hours and ensure that your claims information is as accurate as possible. We also have videos demonstrating the ODAR & A/C spreadsheet import process.
  14. Dibcase is a native cloud based application that uses your browser to render documents. As such, your documents are written in .html and styled with CSS formatting. Therefore, all of you documents and templates can be edited visually and in a "code view" for advanced users. Figure 1: Document Template Editor Normal View Figure 2: Document Template Editor Code View Enabled Using code view you can use advanced editing functions such as: Force a page break <div style="page-break-after: always;"><span style="display: none;">&nbsp;</span></div> This will force a page break in a multi-page document. Change the spacing of a paragraph You can use the visual editor to change paragraph spacing but you can also change it via code. Example: Change the paragraph spacing of a document header <div style="text-align: center; line-height: 10px;">{COMPANY_PIC} <br>{COMPANY_MAIL1} {COMPANY_MAIL_CITY}, {COMPANY_MAIL_STATE} {COMPANY_MAIL_ZIP} <br>{COMPANY_PHYS_ADDR1}&nbsp;{COMPANY_PHYS_CITY}, {COMPANY_PHYS_STATE} {COMPANY_PHYS_ZIP} <br>P: {COMPANY_PHONE} F: {COMPANY_PRIMARY_FAX} <br>{COMPANY_WEB_ADDR} <br> <br> </div> You would change the "line-height: 10px" to a larger number to increase the spacing of your header Adding a line to a document Example code: <div style="float:left; width:100%;text-align:center;padding:5px 0;border-bottom:1px solid #000;font-size:11px;"><strong><span style="font-size: 14px;">Information &nbsp;About You, the Representative</span></strong></div> This example creates centered text with a line beneath it. To make a line that goes 50% of the way across the screen, just the "width" from 100% to 50% To add a line to the top and bottom of text just the follow to the previous code example: border-top:1px solid #000; The new code example would now create centered text that was 100% wide and that has a line at the top and bottom of the text. <div style="float:left; width:100%;text-align:center;padding:5px 0;border-bottom:1px solid #000;border-top:1px solid #000;font-size:11px;"><strong><span style="font-size: 14px;">Information &nbsp;About You, the Representative</span></strong></div> Figure 4: Centered text with lines above and below To create boxes with top, bottom, and sides, use the "border" commands such as: border-bottom:1px solid #000; border-left:1px solid #000; border-right:1px solid #000; border-top:1px solid #000; This code snippets will create a box with four solid sides for more information about the CSS border options, see: https://www.w3schools.com/css/css_border.asp Inserting a checkbox The following code will add a checkbox to your document: <input checked="checked" value="on" type="checkbox"> You can toggle the default value from checked to unchecked by removing the code checked="checked" to toggle it off. ...
  15. In Dibcase you can have an unlimited number of custom field in a variety of formats. For example, lets say you want to add a new field called "5 Day Deadline". STEP 1: NAVIGATE TO THE "CUSTOMIZATIONS" PAGE Figure 1: Dibcase Menu STEP 2: SELECT THE PRACTICE AREA OR CUSTOM FIELD GROUP YOU'D LIKE TO ADD THE CUSTOM FIELD TO In this example, we are going to add the new custom field "5-Day Deadline" to the SSA practice area. Figure 2: Dibcase Custom Field Group Editor STEP3: SELECT THE "ADD FIELD" BUTTON Figure 3: Dibcase Custom Field Group Editor "Add Field" button STEP 4: LABEL YOUR NEW CUSTOM FIELD Figure 4: Custom Field Labeling STEP 5: DETERMINE THE FIELD TYPE FOR YOUR NEW CUSTOM FIELD Figure 4: Custom Field Type Selector In this example, we will need to make our field a "Short Date" so we can make it a "Deadline" field STEP 6: SELECT THE VISIBILITY OF YOUR CUSTOM FIELD Custom fields can appear on your intake form and on the claims custom fields accordion and on the dashboard Deadlines Panel. In this example we do not want the new "5-Day Deadline" field to appear on our intake form. If you select "docs", the field will be available as a "merge field" in document templates. Figure 5: Custom Field Visibility Multi-Select Figure 6: Document Template Editor "Insert Fields" Dropdown If you choose to have your custom field appear on your intake form, it will appear as such: By setting our field as a "Deadline" it will appear on the Dashboard in the "Deadlines" panel STEP 7: SELECT "UPDATE PRACTICE AREA" TO SAVE YOUR NEW CUSTOM FIELD That's all there is to it. Now you're new field will be ready for use.
  16. Projecting fees in Dibcase is a helpful way to track how much money you expect to receive in the near future on your Social Security cases. NOTE: Only admin users can see the "Projected Fees" dashboard panel or access the "Fees and Awards" accordion on the client page. To estimate your fees, navigate to the client page and select the claim you want to project fees on and expand the "Fees and Awards" accordion. Here you can estimate your fees and input that in the "Projected Fees" field. Once you've collected your fees on the case, you should zero out the projected fee amount. You can also show your list of cases with pending fees on the claims list page by selecting "Pending" from the Fees dropdown list. Once you've filtered your list to show to cases with "Pending" fees, you can export that list as an excel spreadsheet.
  17. You can change your color scheme by navigating to the "My Profile" tab in the application header. You can choose from one of the provided color schemes, which you can edit, or you can create your own color scheme from scratch and save it as a color scheme. Once you save the color scheme, it can be recalled later.
  18. How do I assemble the forms that I will need to create a representation package? We offer several packages that you can edit / customize to your needs: REP PKG FULL ATTY 2019 rev 08-2019 (Has the newest SSA-1695) Firm - SSA - Rep Pkg Full - Attorney -1693 -2019 Hi-Tech and HIPAA Firm - SSA - Rep Pkg Full - Attorney (Legacy) - Older version with a regular text fee agreement. We have several videos discussing how to get started in Dibcase and includes information about customizing your rep pkg, https://www.dibcase.com/wp-content/uploads/2018/12/Getting-Started-With-Dibcase-COMP.mp4
  19. How does the timer feature work? I was able to start the timer on a client but how do I stop the timer? Where is the time logged and how do I keep track of the time? If this turns to a fee petition case how do I print all the time put into the case?
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