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When you purchase leads, time is of the essence. Therefore, you should contact the lead within 5 minutes of receipt. If you wait longer, chances are the lead may have moved on. In this article we'll discuss best practices of how to efficiently process leads in Dibcase. Contact the Lead 1. Contact the individual and qualify the lead. If you decide not to take the case, you can add the individual to Dibcase as a "Rejected Lead". You only need three required pieces of information to add a lead to Dibcase: First Name, Last Name, and Phone Number. 2. If you cannot reach the client by phone, you can send an SMS message to the client to prompt them to contact your office. 3. Add the lead into Dibcase and add a task to attempt to recontact the individual via email, SMS, or by phone. 4. Make a Task Template with your specific workflow that you can re-use with all new leads. 5. You can also generate a report that shows all leads and the creation date so you can make sure they are processed timely. Contact Made If you decide the case may have merit and meet your standards, you should ask the questions under the "Add Client" intake form. Options: A. Setup an in-person appointment to sign the representation package B. Mail a representation package to the client C. Mail a "Representation Application" to the client if you want additional details before deciding to accept the client. Note: You can mail a "rejection letter" to the lead if the application doesn't meet your standards. Add a Claim to the Client's Page By adding a claim to the client's page, you can track the: Current case level (if known) Appeal deadline (if applicable) Your representation status via the report process and lists Representation Package is Signed and Returned A. Scan the file and add to clients folder/Dropbox or GDrive, etc. B. Change claim "representation status" to "Ready to Submit" or "Submitted" if you fax the package in. C. File the appeal, setup the claim, make the appointment, etc. D. Notify the client of the date and time of claims appointment E. Add the "Date Rep Submitted" to the claim so you can track it in reports. F. Follow up on your rep package using the reports in the report builder Tip: Make sure to ask your client to notify your office when they receive any letters, forms, denials, etc. from the agency while you're waiting for you retainer package to be processed. Failure to do so could result in a missed deadline. Verify You Have Been Added to the Case Once you submit your representation paperwork to SSA it could take some time before you receive notification that your paperwork has been processed. Typically, you will receive a letter from SSA indicating that your paperwork has been processed. However, you may receive other letters, forms, or documents in the mail which would indicate that you have been "added to the record" Once you have confirmed that you are "on the record", you can change the "Representation Status" field to "Representation Confirmed" At this point, you should start receiving forms, letters, requests for assistance, and other contacts from the agency regarding your client. You should send a welcome letter, copies of the signed rep package, and any other materials you want to share with the client.
Shared on the NADR forums: There are a few things you can do to help your business: 1. Be more selective. Take a higher percentage of clients over age 50 as you'll find that a higher percentage of them are approved due to the GRID rulings etc..You might not be able to increase the OHO approval rate, but you can select a better pool of clients and increase YOUR win percentage. In addition, you can save time by not dealing with a high number of younger cases that are much harder to get approved. I'd rather have 100 winning clients than 300 marginal cases that will eat up my time. 2. Cut costs. Are you working from home part-time or full-time? Do you have office expenses, clerical help, or other costs that you can examine? Are you using case management software to maximize your time? (Dibcase) 3. Track and collect your fees better. You can't imagine how many times an SSI fee can go uncollected without having adequate fee tracking software in place. 4. Develop your cases better. Spend more time developing the cases before the hearing and write quality briefs. If you aren't able to write a quality brief yet, you can hire contractors to write good briefs for you. 5. Analyze every case and correct deficiencies. The DAS will tell why they denied the case so figure out what evidence you will need to remedy the documentation deficiencies and work with the client months before their hearing to "complete" the record. Get objective medical evidence to document the severity of the clients medically determinable impairments. 6. Get aggressive with your appeals. Look for errors in your denials or hire someone with the experience to find errors and write briefs for you. Build up a library of AC briefs and learn what to look for. Judges will start looking at your cases differently once you've proven that you have KSA's to make their jobs harder with remands. 7. Find a part-time job working as a hearing contractor. If you have skills, you can work overflow cases for local attorneys or national firms. Go see them in person and show them your briefs and the results you've obtained.