user’s guide for vendors connecticut probate courts … vendor user manual.pdf · user’s guide...

User’sGuideforVendors

ConnecticutProbateCourtseBilling

Draft

User’sGuideforVendors-2

2

IntroducingeBilling..............................................................................................................................6

eBillingBasics...........................................................................................................................................6

Figure1:eBillingNavigation............................................................................................................6

Figure2:eBillingNavigationTrail.....................................................................................................6

DocumentPreparationPriortoLogin......................................................................................................7

Figure3:OnlineScreenTips............................................................................................................7

GettingStarted....................................................................................................................................8

LoggingInandRequestinganAccount....................................................................................................8

Figure4:LoginScreen......................................................................................................................8

Figure5:ReadingandAcceptingtheUserAgreement....................................................................9

Figure6:AssociationwithaUserRole.............................................................................................9

Figure7:AssociationwithanOrganization...................................................................................10

Figure8:UserProfileInformation.................................................................................................11

Figure9:NotificationofaUserAccountRequest..........................................................................12

ResettingaForgottenPassword............................................................................................................12

Figure10:RequestingaPasswordReset.......................................................................................12

Figure11:TemporaryPasswordSenttoYourEmail......................................................................13

Figure12:ResettingaForgottenPassword...................................................................................13

NavigatingfromtheHomePage............................................................................................................13

Figure13:HomePage....................................................................................................................14

LoggingOut............................................................................................................................................14

Figure14:NotificationofDrafts(orIncompleteInvoices)............................................................14

WorkingwithProfiles........................................................................................................................15

MyUserProfile......................................................................................................................................15

ViewingorEditingYourUserProfile..................................................................................................15

Figure15:MyProfileNavigation...................................................................................................15

Figure16:UserProfileOverview...................................................................................................16

Figure17:ModifytheUserProfile.................................................................................................17

Passwords..............................................................................................................................................18

ChangingthePassword.....................................................................................................................18


3

Figure18:ChangePassword..........................................................................................................18

LoginHistory..........................................................................................................................................18

Figure19:LoginHistory.................................................................................................................19

WorkingwithCases...........................................................................................................................19

ToViewMyCases..................................................................................................................................20

Figure20:Navigateto“ExistingCases”.........................................................................................20

NavigatetotheMyCasesPage.........................................................................................................20

Figure21:NumberofCasesDisplayedDrop-down.......................................................................20

Figure22:ViewingtheCaseHistory..............................................................................................21

Figure23:CaseHistoryPage.........................................................................................................21

Figure24:ShowActive,ShowInactiveandShowBothFilters......................................................22

Figure25:CaseSortingandExpansionButton..............................................................................23

Figure26:“Inactive”Cases............................................................................................................24

Notifications..........................................................................................................................................24

AccessingNotifications......................................................................................................................25

Figure27:Notification...................................................................................................................25

Figure28:AccessingNotifications.................................................................................................26

Figure29:ListofNotifications.......................................................................................................26

SubmittinganInvoice........................................................................................................................27

InitiatingaNewCase:Attorney.............................................................................................................27

Figure30:InitiatingaNewCase-Attorney...................................................................................28

Figure31:DefiningCaseType-AttorneyInvoice..........................................................................28

AddingCaseData...............................................................................................................................28

Figure32:InvoiceInitiationPage-AttorneyCaseInfo..................................................................29

Figure33:RepresentedParty-Attorney.......................................................................................30

AddingDocuments............................................................................................................................30

Figure34:AddaDocumentPage-Attorney.................................................................................31

Figure35:AddaDocumentPage-AttorneyOnlineInvoice.........................................................31

Figure36:AddBillingDetailstoOnlineInvoice-Attorney............................................................32

Figure37:BillingDetailsInformation-Attorney...........................................................................33


4

Figure38:EditableInvoiceLineItems-AttorneyInvoice.............................................................34

Figure39:ViewGeneratedInvoice-Attorney..............................................................................34

Figure40:Generated-AttorneyInvoice.......................................................................................35

Figure41:ReviewandApproveforSubmission-Attorney...........................................................36

Figure42:Regulation13Compliance-Attorney...........................................................................37

Figure43:InvoiceSubmittedMessage-Attorney.........................................................................37

InitiatingaNewCase:RegulationConservator.....................................................................................38

Figure44:InitiatingaNewCase-RegulationConservator...........................................................38

Figure45:DefiningCaseType-RegulationConservator...............................................................38

AddingCaseData...............................................................................................................................38

Figure46:CaseInitiationPage-RegulationConservator..............................................................39

AddingDocuments............................................................................................................................39

Figure47:AddaDocumentPage-RegulationConservator..........................................................40

Figure48:AddaDocument-RegulationOnlineInvoice...............................................................40

Figure49:AddLineItem-RegulationConservatorInvoice...........................................................41

Figure50:InvoiceBillingDetails-RegulationConservator...........................................................42

Figure51:CreateGeneratedInvoice-RegulationConservator....................................................43

Figure52:View/EditGeneratedInvoice-RegulationConservator...............................................43

Figure53:GeneratedInvoice-RegulationConservator................................................................44

Figure54:ReviewandApproveforSubmission-RegulationConservator...................................45

Figure55:Regulation16Compliance-RegulationConservator...................................................46

Figure56:InvoiceSubmissionStatus-RegulationConservator....................................................46

InitiatingaNewCase:ContractConservator.........................................................................................47

Figure57:InitiatingaNewCase-ContractConservator...............................................................47

Figure58:DefiningtheCaseType-ContractConservator............................................................47

Figure59:CaseInitiationPage-ContractConservator.................................................................48

AddingCaseData...............................................................................................................................48

AddingDocumentsonaNewCase....................................................................................................48

Figure60:AddaDocumentPage-ContractConservator.............................................................48

InvoiceForm......................................................................................................................................49


5

Figure61:InvoiceForm-ContractConservator............................................................................49

Figure62:BillingItems-ContractConservator.............................................................................50

Figure63:ViewContractConservatorGeneratedInvoice-..........................................................51

Figure64:GeneratedInvoice-ContractConservator...................................................................52

Figure65:ReviewandApproveforSubmission-ContractConservator.......................................53

Figure66:InvoiceSubmittedMessage-ContractConservator....................................................54

InvoiceStatus.........................................................................................................................................54

Figure67:MyInvoicesPageFilters................................................................................................54

Figure68:InvoiceStatusHyperlink...............................................................................................55

Figure69:InvoiceStatusCaseandSubmissionDetails.................................................................56

Figure70:HyperlinktoClerk-StampedGeneratedDocument......................................................57

eBillingonanExistingCase....................................................................................................................57

Figure71:ExistingCasesNavigation..............................................................................................58

Figure72:ExistingCaseSearch......................................................................................................58

Figure73:YellowBanneronExistingCaseAddaDocumentPage................................................59

Figure74:ExistingCaseSearchforInvoicingHistory....................................................................60

Figure75:InvoicingHistoryfromtheExistingCasePage..............................................................60

Figure76:CasesTable-HyperlinksandColumnSortFeature......................................................61

Figure77:CasesTable-ShowInactiveDisplay..............................................................................62

Figure78:CasesTable-ExpansionLink.........................................................................................63

DraftSubmissions..................................................................................................................................63

Figure79:DraftInvoiceNavigation...............................................................................................64

Figure80:ListofDraftInvoiceswithHyperlinks...........................................................................64

Figure81:AddaDocumentPagefromDraftInvoices...................................................................65

Figure82:DeletingaDraftInvoice................................................................................................65


6

IntroducingeBilling

eBillingBasicsTheConnecticutProbateCourtseBillingsystemisdesignedtomakethesubmissionandprocessingofinvoicesmoreefficientforbothvendorsandcourtpersonnel.Theweb-basedvendorinterfaceallowsattorneys,regulationconservatorsandcontractconservatorstocreateinvoicesandsubmitthemtothecourtelectronically.Thevendorinterfacealsoprovidesthemeansforuserstoviewinvoicehistoriesandcheckthestatusofsubmissions.

Thisuser’sguideisintendedtoinstructvendorsonthefeaturesoftheeBillingsystem.

FollowingthestepsoutlinedinthismanualishighlyrecommendedinordertoeasilyprocessinvoicesthroughtheeBillingsystem.

Also,forbestresults,usersarestronglyencouragedtouseonlythenavigationbuttonsthataredisplayedontheeBillinginterface.ThesewillappearatthebottomofeachpageandwillgivetheuseroptionssuchasBackorNext.

Figure1:eBillingNavigation

Itisimportanttoavoidusingtheinternetbrowserbackarrowduringthepreparationandsubmissionofaninvoice.

Thevendormayusethemenubarlocatedatthetopofeachpage,justbelowtheConnecticutProbateCourtsbanner.Anotheroptionisthenavigationtrailatthetopofeverypage.Thisappearsjustbelowthemenubar,andtheactivelinksshowthepagestheuservisitedtogettothecurrentpage.Clickingonanyoftheselinkswilltaketheuserbacktothepagelisted.

Figure2:eBillingNavigationTrail


7

DocumentPreparationPriortoLoginVendorsarestronglyencouragedtousetheformsthatareintegratedwiththeeBillingsystemtogeneratetheirinvoiceswithinthesubmission.However,thereisanoptionforvendorstouploadtheirowninvoices.Invoicescreatedonthevendor’scomputermustbeinanAdobe®Acrobat®PDFformattobeuploadedandsubmitted.IfaPDFwillbeuploaded,itisbestifitispreparedbeforeloggingintotheeBillingsystem.

Note:AnyPDFinvoicetobeuploadedtotheeBillingsystemmusthaveatopmarginnosmallerthan.75inchesandabottommarginnosmallerthan1inch.ThemarginswillbeusedtorecordthefilestampsfromtheProbateClerk,theProbateJudgeandProbateCourtAdministration(PCA).

Note:ThewebsessionwillterminateautomaticallyifauserdoesnotclickaSubmit,NextorSavebuttonwithin30minutes.Thesessionwilltimeoutandlogtheuseroffthesystem.Whenthesystemlogstheuserout,thescreendoesn’tchange.Itappearsthattheuserisstillloggedon;however,assoonastheuserclicksanactionbutton,theuserwillbeaskedtologin.Typinginatextfielddoesnotcountasbeing“active.”

Warning:ItisimportantthattheuseronlyopenoneinstanceofeBillingatatime.MultiplewindowswhereeBillingisopencouldcausesignificantproblemswiththesubmissions.

Inadditiontothein-depthinstructionsprovidedinthemanual,theuserwillfindabbreviatedinstructionsontheeBillingwebsiteitself.Theyarelocatedunderthebluequestionmarktotherightofthemenubaratthetopofthepage.Ifthequestionmarkisunavailable,therearenoinstructionsforthatparticularpage.

Figure3:OnlineScreenTips


8

GettingStarted

LoggingInandRequestinganAccount

Priortomakingtheaccountrequest,theusermustbesetupasaStateofConnecticutvendor.TobegineBilling,theusermustgotothe“Login”pagelocatedat“go.tybera.net/ct”andrequestanaccount.

The“Login”pageisalsotheplacewherethesystemadministratorperiodicallymaycommunicatewithvendorsbypostingamessageprovidinglinkstorulesorformsorbypostingamessagenotifyingusersofupcomingsystemmaintenancethatwillmakethesystemunavailableforasettimeperiod.

Figure4:LoginScreen

1. Theuserwillneedtofirstregisterandcreateanaccount.Tobegintheregistrationprocess,clickontheRequestAccountbuttonontheloginpage.The“UserAgreement”pagewillopen.


9

Figure5:ReadingandAcceptingtheUserAgreement

1. Fromthe“UserAgreement”pageandafterreadingthetermsofagreement,acceptthetermsbyselectingtheproperradiobutton,andclickSubmit.The“UserRoles”pagewillappear.

Figure6:AssociationwithaUserRole

2. EacheBillingusermusthaveanassignedrole.Selecttheappropriateuserrolebyclickingtheradiobutton.

3. ClickNext.The“SelectanOrganization”pagewillopen.Thisisthebusinessnameunderwhichtheuserwillbepaid.


10

Figure7:AssociationwithanOrganization

4. Eachusermustbeassociatedwithanorganization.Onthe“SelectanOrganization”page,usethedrop-downmenutoselectanorganizationthatisalreadyapartoftheeBillingcommunity.Alternately,tocreateaneworganizationaccount,select“New”andfillinthetextboxwiththeorganizationnameforwhichanaccountisbeingestablished.MakesureyouusethenameoftheorganizationasitissetupintheStateofConnecticutAccountsPayableSystem.

5. ClickNext.The“RequestaUserAccount”pagewilldisplay.


11

Figure8:UserProfileInformation

6. Thepasswordmustbeatleast8characterslong,mustcontainatleastonenumber,mustcontainanupperandlowercasealphabeticcharacterandmustbedifferentthantheusername.

7. Iftheuserselected“Attorney”asthevendorrole,thentheJurisIDnumberisrequired.TheJurisIDnumberisauniqueidentifier,anditisthroughtheJurisIDnumberthattheeBillingsystemconnectstheattorneyvendortothecasessubmitted.

8. Althoughnotrequired,manyvendorsmakeuseofthealternateemailfields.Anassistant’semailoraccountingdepartment’semailcanbeentered,andthesamesystem-generatedemailregardingtheinvoicewillbesenttothealternateemailaddress.

Note:Someinformation,suchastheJurisIDnumber,organization,oruserrolecannotbemodifiedbytheaccountholderafterregistration.ChangestothesefieldsmustbedonethroughPCA.ContactPCAat


12

(860)231-2442x301duringregularbusinesshours(M-F,8a.m.–5p.m.)[email protected].

9. ClickSubmit.Apagenotifyingtheuserthatanaccounthasbeenrequestedappearsanddisplaysbasicuserinformation,includingtheorganizationwithwhichtheuserisassociated.

Figure9:NotificationofaUserAccountRequest

10. ClickOKtobereturnedtothe“Login”page.Whentheuserhascompletedtheregistration,therequestwillgothroughPCA’sapprovalprocess.Theuserwillreceiveanemailmessagestatingtheaccounthasbeenapproved.TheusercanthenlogintotheeBillingsystem.

ResettingaForgottenPassword

1. Iftheuserhasforgottenthepassword,clickForgotYourPassword?onthe“Login”page.The“RequestPasswordReset”pagewillappear.

Figure10:RequestingaPasswordReset

2. Entertheusername,andclickSubmit.


13

Figure11:TemporaryPasswordSenttoYourEmail

3. Anemailcontainingalinkwillbesenttotheprimaryemailaddresslistedontheuserprofile.

Uponclickingthelink,theuserwillbedirectedtoapagewithatemporarypasswordthatwillbeusedtologintotheeBillingsystem.

4. ClicktheemaillinktobetakentotheConnecticutProbateCourts“Login”page.Afterloggingin,proceedtothe“ChangePassword”pagetochangethetemporarypassword.

Figure12:ResettingaForgottenPassword

5. Enterthetemporarypasswordinthe“Password”field.

6. Createanewpassword.Thepasswordmustbeatleast8characterslong,mustcontainatleastonenumber,mustcontainanupperandlowercasealphabeticcharacterandmustbedifferentthantheusername.

7. Inthe“ConfirmNewPassword”field,re-typethepasswordexactlyasitwasenteredinstep6.

8. ClickSubmittosavethechanges.

NavigatingfromtheHomePage

The“HomePage”isthestartingpointasavendorandisthedefaultscreenuponlogin.Allthebasicvendorfunctionsareaccessedbyclickingtheappropriatebutton.Thevendorcanalsonavigateusingthemenubarthatappearsatthetopofmostpagesonthewebsite.Rollthemouseoverthelistingsonthemenubartobecomefamiliarwithoptionsnotavailableinthelistofbuttonsattheleftofthepage.


14

Forinstance,onthemenubar,the“MyProfile”drop-downlistallowsthevendortoaccesspagestoviewandmodifyprofileinformation,includingchangingthepassword.

Figure13:HomePage

Theuseridentificationappearsontherightsidebelowthebanner.

LoggingOut

1. ClicktheLogoutbuttonlistedontherightsideofthemenubar.A“Logout”pagewillappear.

Figure14:NotificationofDrafts(orIncompleteInvoices)


15

2. Priortouserlogout,theeBillingsystemnotifiesusersofdraftsthatareinprocess.TheeBillingsystemautomaticallyexecutesasaveactiononincompleteinvoiceswhenauserselectsLogout.Theinformationenteredwillbesavedindraftformandwillbeaccessibleforcompletiononsubsequentlogins.

WorkingwithProfiles

MyUserProfile

Whenauserregistersforanaccount,theuserisrequiredtoprovideprofileinformation,whichcanbeeditedorupdatedlaterasneeded.

ViewingorEditingYourUserProfile

1. SelectMyProfile>MyProfilefromthemenu.The“UserProfile”pagewillappearanddisplaytheinformationenteredwhentheuseraccountwascreatedormodified.

Figure15:MyProfileNavigation

2. Tochangetheinformationintheuserprofile,clickModifyUserProfiletocausethe“ModifyUserProfile”pagetoappear.


16

Figure16:UserProfileOverview

Note:Itisoftheutmostimportancethattheprimaryemailaddressassociatedwiththisaccountiskeptup-to-datebecausethisisonewaytheeBillingsystemcommunicateswiththevendoraboutactivitythathastakenplaceonthevendor’scases/invoices.IfuserschangetheiremailaddressesanddonotrecordthenewemailinformationontheUserProfilepage,theywillnolongerreceivecourtesynotices.However,userscanstilllogintheeBillingsystemandviewnotificationswithinthesystem(NotificationsbuttononHomepage).


17

Figure17:ModifyUserProfile

3. Onthe“ModifyUserProfile”page,fieldsthatdisplayatextbox,radiobutton,orcheckboxmaybemodified.

4. Optional:Thealternativeemailaddressesareprovidedsothatsomeoneelsecanreceiveemailnoticeswhentheuserreceivescourtesynotices.Thismaybeusedforpartnersorassistants.

5. Optional:TheeBillingsystemdefaultistoautomaticallysendusersemailsnotifyingthemofstatusupdatesforactiontakenontheirsubmissions.Ifauserdoesnotwishtoreceiveemailupdatesonstatuschangesforrejectedsubmissions,selecttheappropriatecheckboxtodiscontinuethatservice.

6. ClickSubmittosavethechangesmadeandbereturnedtothe“UserProfile”page.

Note:Ifmodificationneedstobemadetofieldswithoutatextbox,suchastheuser’sassignedroleororganization,theuserwillneedtocontactPCAat860-231-2442x301duringregularbusinesshours(M-F,8a.m.–5p.m.)[email protected].


18

Passwords

Usersmaychangetheirpasswordswheneverdesired.Periodicallychangingtheaccountpasswordisawisesecuritymeasure.Thepasswordmustbeatleast8characterslong,mustcontainatleastonenumber,mustcontainanupperandlowercasealphabeticcharacterandmustbedifferentthantheusername.

ChangingthePassword

1. SelectMyProfile>ChangePasswordfromthemenubaratthetopofthepage,orgotothe“UserProfile”pageandclickChangePassword.

Figure18:ChangePassword

2. Enterthecurrentpasswordinthe“Password”field.

3. Createanewpasswordfollowingthepasswordrequirements,andtypeitintothe“NewPassword”field.

4. Inthe“ConfirmNewPassword”field,re-typethepasswordexactlyasitwasenteredinstep3.

5. ClickSubmittosavethechangesandreturntothe“UserProfile”page.

LoginHistory

The“LoginHistory”screenshowssuccessfulandfailedloginstohelpmonitoranyunauthorizedloginattempts.Changingthepasswordonaregularbasisisonewaytohelpavoidunauthorizedaccesstotheaccount.


19

Note:Useraccountsaresuspendedafter5failedloginattempts.InordertoregainaccesstotheeBillingaccount,wait30minutesandloginsuccessfullyorcontactTyberaSupport(844-892-3721)duringregularbusinesshours(M-F8a.m.–7p.m.ESTexceptfederalholidays).

Iftheaccounthastoomanyloginfailures,thesystemwillautomaticallysuspendtheaccount.

1. SelectMyProfile>ViewLoginHistoryfromthemenu.The“LoginHistory”pageappearsdisplayingalistoftheloginattemptsalongwiththedate,loginresultandIPaddressoftherequestingmachine.

Figure19:LoginHistory

2. Usethemenubaratthetopofthepagetonavigatetothenexttask.

WorkingwithCases

Whenauserinitiatesanewcase,submitsaninvoicetoacourtandthecourtapprovesit,thecasenumberisaddedtothe“ExistingCases”list.


20

ToViewMyCases

1. ClickExistingCasesonthehomepageorselectInvoices>ExistingCasesfromthemenubar.Figure20:NavigatetoExistingCases

Fromheretheusercan:

• Searchforcases.

• Filtercasesbyactive,inactive,orboth.

• Viewahistoryofinvoicedcasesthatarestoredelectronically.

• Viewcasedocuments.

NavigatetotheMyCasesPage

1. Limitorexpandthenumberofcaseslistedbyclickingonthe“NumberofCasesDisplayedperPage”drop-downmenuintheupperrightcornerofthepage.

Figure21:“NumberofCasesDisplayed“Drop-down

2. Optional:PullupanInvoicingHistorybyenteringthecasenumber,includingthecourtprefix

(ex.PDxx),andclickingHistory.


21

Figure22:ViewingtheCaseHistory

3. AdetailedInvoicingHistorydisplaysinanotherbrowsertab.

Figure23:“CaseHistory”Page

4. The“ShowActive,”“ShowInactive,”and“ShowBoth”radiobuttonsabovethelistofcasesareanothermeansoffilteringwhatisdisplayedonthepage.Thesystemdefaultis“ShowActive.”


22

Figure24:ShowActive,ShowInactiveandShowBothFilters

5. The“+”expansionsignlistednexttothecasetitlewillexpandtodisplayalistofdocumentssubmittedwiththesubmission.


23

Figure25:CaseSortingandExpansionButton

6. ClickingthedocumenttitlewithintheexpandedcasewillopenthedocumentinanotherbrowsertaborinAdobeReader,dependingonthebrowserconfiguration.


24

Figure26:“Inactive”Cases

Note:Ifactionistakenonacasemarkedas“Inactive,”theuserwillstillreceivenotificationsofthatactionandcanthenresettheflagto“Active”sothecasewilldisplayonthe“MyCases”list.

7. Toresetacaseas“Active,”selecttheShowInactiveradiobuttonontherightsideabovethelist.Thepagewillrefreshandonlylistthecasesthathavebeenmarked“Inactive.”

8. Whentheinactivecasesappearonthepage,uncheckthe“Inactive”checkboxfortheentrythathasbecomeactive.Theentrywillberesetto“Active”andwilldisplayonthe“MyCases”activelist.

9. Optional:Accessadditionalinformationaboutthecaseslistedonthepagebyclickingonthe“CaseNumber”linktoviewthecasehistoryoronthe“SubmitInvoice”linktoroutetheusertotheprocessofsubmittingasubsequentinvoiceonthecase.Thesubsequentsubmissionprocesswillbecoveredlaterinthisuserguide.

Notifications

Aspartoftheoriginalaccountregistration,oneandpotentiallytwoadditionalemailaddresseswereassociatedwiththeaccount.TheeBillingsystemautomaticallygeneratesemailstocommunicatewithparticipantswheneBillingactionistakenontheircases.Theemaildoesnotincludetheactualdocumentsorallthedetailsofthesubmissions.Containedintheemailarelinkstothevendorinterface


25

sothattheusercanaccessthedetailsanddocuments.Theemailinformstheuserthatthereisanoticewaitingfortheusertoaccess.

AccessingNotifications

1. Toaccessnotificationsfromwithintheemail,clickonthelinkembeddedintheemail.

2. Thiswilllaunchawebbrowserdirectlytothe“Login”page.Onceloggedin,theuserwillbetransferredtothe“NotificationListing.”(ItisnotrecommendedtoopenanewsessioniftheuseralreadyhastheeBillingapplicationopen.)

Figure27:Notification

Note:Theusercanalwaysloginandviewnotifications.TheeBillingsystemholdsallnotifications,accesstothedetailsofthenotificationsandtheabilitytodownloadthedocumentsforatleast60daysfromthetimeoftheevent.

3. Toaccessnotificationsfromthe“Home”page,clickontheNotificationsbutton.NexttotheNotificationsbuttononthe“Home”pagemaybeanumberinparenthesessuchas(2).Thisnumberrepresentsthenumberofnotificationsnotaccessedyetanddoesnotincludethenotificationsthathavealreadybeenread.


26

Figure28:AccessingNotifications

4. TheusercanalsoaccessnotificationsfromthemenubarCases>Notifications.

Note:Thesenotificationsarenotpermanent.Theyaredeletedafteraperiodoftimedeterminedbythecourt.Generally,thisauto-cleanouttimeperiodisnotlessthan60days.

Figure29:ListofNotifications

5. Anunopenedenvelopeicon willappeartotheleftofeachnotificationthathasnotbeenviewed.


27

6. Clickthelinkofthesubmissiontoview.Asecondarypageopens,andthenotificationdisplays,indicatingsubmissioninformationabouttheinvoice.

7. Asub-listingofeachentrywilldisplaythedocumentsthatwereincludedwiththesubmission.ClickonthedocumentlinktodownloadaPDFofthedocumentontothelocalcomputer.

8. Theenvelopeiconwillchangetoanopenenvelope afterthenotificationhasbeenviewed.

9. Afterthenotificationhasbeenviewedandtherelateddocumentsdownloaded,theusercandeletethenotificationbyselectingthecheckboxtotheleftofthenotificationandclickingtheDeletebutton.Thepagewillrefresh,andthedeletednotificationwillnolongerappearonthelist.

SubmittinganInvoice

TherearefouroptionsassociatedwiththeprocessofsubmittinganinvoicetotheConnecticutProbateCourts.Theyare:

• NewCase• InvoiceStatus• ExistingCase• DraftInvoices

InitiatingaNewCase:Attorney1. Fromthehomepage,clicktheNewCasebuttonorselectInvoices>NewCasefromthemenu

baratthetopofmostpagesonthewebsite.


28

Figure30:InitiatingaNewCase-Attorney

2. A“CaseType”pagewillappearbasedontheuserprofile.

Figure31:DefiningCaseType-AttorneyInvoice

3. Selectthelinkfortheappropriatecasetype.An“InvoiceInitiation”pageappears.

AddingCaseData

The“InvoiceInitiation”pageallowstheusertoentercase-relevantinformation.


29

Figure32:“InvoiceInitiation”Page-AttorneyCaseInfo

4. SelecttheappropriateProbateCourtfromthedropdown.Keyinthecasenumber,includingthehyphen.Usethedrop-downtoselectthecorrect“ProbateCaseType”.


30

Figure33:RepresentedParty-Attorney

5. EntertheRepresentedPartyinformationandselecttheappropriate“PartyType”fromthedrop-down.Fieldsmarkedwithanasterisk(*)arerequiredtobefilledinordertomoveforwardinthesubmissionprocess.

6. Whentheinformationisentered,clickNexttomovetothe“AddaDocument”page.

AddingDocuments

7. Fromthe“DocumentType”drop-downmenu,selectthetypeofdocumenttobeaddedtothesubmission.Morethanonedocumentcanbeaddedtothesubmission,butitmustbedoneonedocumentatatime,repeatingeachofthe“AddDocument”stepsforeachdocument.


31

Figure34:AddaDocumentPage-Attorney

8. Itisstronglyrecommendedtousethe“OnlineInvoice”form,butattorneyshaveachoicetouploadtheirowninvoiceinPDFformat.Todoso,inthe“DocumentType”,select“PDFInvoice”.In“DocumentLocation”,select“Browse”,whichcausesanExplorerwindowtoopensotheusercanchooseadocument.Selectthedocument,andclickOpen.BackontheeBilling“AddaDocument”screen,ClickAdd.

Note:AnyPDFinvoicetobeuploadedtotheeBillingsystemmusthaveatopmarginnosmallerthan.75inchesandabottommarginnosmallerthan1inch.ThemarginswillbeusedtorecordthefilestampsfromtheProbateClerk,theProbateJudgeandthePCAstaff.OnlyonePDFdocumentcanbeattachedtoasubmission.

Figure35:AddaDocumentPage-AttorneyOnlineInvoice


32

9. Selectthe“AttorneyOnlineInvoice”,andclicktheAddbutton.Aformwilldisplay,allowingtheusertokeyinserviceinformationthatwillbeusedingeneratingtheinvoice.

10. Enterauniqueinvoicenumberandwhethertheinvoiceisfinalornot.Therequested“Amount”willauto-fillbasedonservicesentered.

Figure36:AddBillingDetailstoOnlineInvoice-Attorney

11. ClicktheAddbuttontobeginenteringdetailedbillingentries.

12. Addtherequesteddetailedinformationforonelineiteminthepopup.Completethe“DateofService”,a“DetailedDescription”(upto400characters),“TypeofService”and“AmountofTime”.Whentheformiscomplete,clickSave.

Note:Actualhearingtime(timespentincourtmeetingwithandinterviewingclientsandwaitingforthecallofcase)mustbedocumented.

SelectHearing(1sthour)toenterthe1sthouroftheday(orportionofthehour).ClickSave.Ifthehearinglastsformorethan1hour,enterasecondlineandselect“Hearing.”Balanceofhearingdurationcanbeenteredonthisline.

Ifthefull60minutesofthe1sthourofthedayhasbeenpaidonanothercase(s),entercompletehearingtimeastype“Hearing.”


33

Figure37:BillingDetailsInformation-Attorney

13. UponclickingSave,theuserwillbereturnedtothe“InvoiceInformation”page.Additionallineitemsmaybeadded,oneatatime,byfollowingthestepsabove.BeginthenextlineitembyclickingAdd.


34

Figure38:EditableInvoiceLineItems-AttorneyInvoice

14. Whenalllineitemshavebeenaddedsuccessfully,clickNexttobereturnedtothe“AddaDocument”pageandcontinuewiththesubmissionprocess.

Figure39:ViewGeneratedInvoice-Attorney

15. The“AttorneyOnlineInvoice”displaysonthe“AddaDocument”pagetable.

16. Viewthecompletedinvoicebyclickingthe“ViewGeneratedDocument”hyperlink.Thegeneratedinvoiceopensinanewbrowsertab.


35

Figure40:Generated–AttorneyInvoice

17. Optional:Usingthebrowsertoolsprovided,thevendorcanprintorsavetheinvoice.Closethenewbrowsertabwhenfinishedwiththeinvoice.

18. Ifchangesareneededontheinvoice,underthe“EditData”column,clickthe“EditData”icon

,whichlookslikeapieceofpaperandapencil,listedtotherightofthe“AttorneyOnlineInvoice”listing.

19. ClickingNext,theuserviewsthe“ReviewandSubmitInvoice”screen.Thepurposeofthe“ReviewandSubmitInvoice”screenistoallowtheuseraviewofwhatwillbesubmittedaswellastoprovidelinkstoallowforanynecessaryediting.


36

Figure41:ReviewandApproveforSubmission-Attorney

20. Iftheinformationiscorrect,theusercanaddcommentstotheProbateCourtorPCAstaffbyenteringinthetextboxprovided.Thetextboxacceptsamaximumof250characters.

21. ClickSubmitInvoice.


37

Figure42:Regulation13Compliance-Attorney

22. AdialogboxdisplayswhentheuserclicksSubmitInvoice.TheusermustclickYestoattesttobeingincompliancewithProbateCourtRegulation13.

23. Upontheuseracknowledgingcompliance,theeBillingpagerefreshes,anoticedisplaysinformationontheinvoicebeingsubmitted,andabuttonlinkingtothe“InvoiceStatus”displays.

Figure43:InvoiceSubmittedMessage-Attorney


38

InitiatingaNewCase:RegulationConservator1. Fromthehomepage,clicktheNewCasebuttonorselectInvoices>NewCasefromthemenu

baratthetopofmostpagesonthewebsite.

Figure44:InitiatingaNewCase-RegulationConservator


Figure45:DefiningCaseType-RegulationConservator


AddingCaseData

The“InvoiceInitiation”pageallowstheusertoentercase-relevantinformation.


39

Figure46:“CaseInitiationPage”-RegulationConservator

4. Enterpreliminaryinformationbyselectingthecourtandenteringthecasenumber,includingthehyphen.

5. Addthe“RepresentedParty”information.Fieldsmarkedwithanasterisk(*)arerequiredtobefilledinordertomoveforwardinthesubmissionprocess.

6. Withinformationentered,clickNexttomovetothe“AddaDocument”page.

AddingDocuments

7. Fromthe“DocumentType”drop-downmenu,selectthetypeofdocumenttobeaddedtothesubmission.Morethanonedocumenttypecanbeaddedtothesubmission,butitmustbedoneonedocumenttypeatatime,repeatingeachofthe“AddDocument”stepsforeachdocument.


40

Figure47:“AddaDocumentPage”-RegulationConservator

8. ItisstronglyrecommendedthatRegulationConservatorsusethe“OnlineInvoice”form;however,RegulationConservatorsmaychoosetouploadtheirowninvoiceinPDFformat.Todoso,inthe“DocumentType”,select“PDFInvoice”.In“DocumentLocation”,selectBrowse.ThiscausesanExplorerwindowtoopensotheusercanchooseadocument.Selectthedocument,andclickOpen.BackontheeBilling“AddaDocument”screen,clickAdd.

Note:AnyPDFinvoicetobeuploadedtotheeBillingsystemmusthaveatopmarginnosmallerthan.75inchesandabottommarginnosmallerthan1inch.ThemarginswillbeusedtorecordthefilestampsfromtheProbateClerk,theProbateJudgeandPCAstaff.OnlyonePDFcanbeattachedtoasubmission.

Figure48:AddaDocument-RegulationOnlineInvoice

9. Selectthe“RegulationOnlineInvoice”,andclicktheAddbutton.Aformwilldisplay,allowingtheusertokeyinserviceinformationthatwillbeusedingeneratingtheinvoice.


41

10. AtthetopoftheRegulationInvoiceForm,enterauniqueinvoicenumber,whethertheinvoiceisfinalornotandcompletetheconservatorappointmentinformation.

Figure49:AddLineItem-RegulationConservatorInvoice

11. ClicktheAddbuttontobeginenteringdetailedbillingentries.

12. Addtherequesteddetailedinformationforonelineiteminthepopup.Completethe“DateofService”,“DescriptionofService”(upto400charactersallowed),theinitialsofthepersonperformingtheservice,theappropriaterateandthetimespentontheservice.


42

Figure50:InvoiceBillingDetails-RegulationConservator

13. UponclickingSave,theuserwillbereturnedtothe“InvoiceInformation”page.Additionallineitemsmaybeadded,oneatatime,byfollowingthestepsabove.BeginthenextlineitembyclickingAdd.

Note:ThewebsessionwillterminateautomaticallyifauserdoesnotclickaSubmit,NextorSavebuttonwithin30minutes.Thesessionwilltimeoutandlogtheuseroffthesystem.Whenthesystemlogstheuserout,thescreendoesn’tchange.Itappearsthattheuserisstillloggedon;however,assoonastheuserclicksanactionbutton,theuserwillbeaskedtologin.Typinginatextfielddoesnotcountasbeing“active.”


43

Figure51:CreateGeneratedInvoice-RegulationConservator

14. Whenalllineitemshavebeenaddedsuccessfully,clickNexttobereturnedtothe“AddaDocument”pageandcontinuewiththesubmissionprocess.

Figure52:View/EditGeneratedInvoice-RegulationConservator


44

15. The“RegulationOnlineInvoice”displaysonthe“AddaDocument”pagetable.

16. Theinvoicecanbeviewedbyclickingthe“ViewGeneratedDocument”hyperlink.Thegeneratedinvoiceopensinanewbrowsertab.

Figure53:GeneratedInvoice-RegulationConservator

17. Optional:Usingthebrowsertoolsprovided,thevendorcanprintorsavetheinvoice.Closethenewbrowsertabwhenfinishedwiththeinvoice.

18. Ifchangesareneededontheinvoice,gotothe“EditData”column.Clickthe“EditData”icon

,whichlookslikeapieceofpaperandapencil,listedtotherightofthe“RegulationConservatorOnlineInvoice”listing.

19. ClickingNextroutestheusertothe“ReviewandSubmitInvoice”screen.Thepurposeofthisscreenistoallowtheuserabird’seyeviewofwhatwillbesubmittedaswellastoprovidelinkstoallowforanynecessaryediting.


45

Figure54:ReviewandApproveforSubmission-RegulationConservator

20. Iftheinformationiscorrect,theusercanaddcommentstotheProbateCourtorPCAstaffbyenteringinthetextboxprovided.Thetextboxacceptsamaximumof250characters.



46

Figure55:Regulation16Compliance-RegulationConservator

22. AdialogboxdisplayswhentheuserclicksSubmitInvoice.TheusermustclickYestoattesttobeingincompliancewithProbateCourtRegulation16.

23. Upontheuseracknowledgingcompliance,the“eBilling”pagerefreshes,anoticedisplaysinformationontheinvoicebeingsubmitted,andabuttonlinkingtothe“InvoiceStatus“displays.

Figure56:InvoiceSubmissionStatus-RegulationConservator


47

InitiatingaNewCase:ContractConservator

1. Fromthehomepage,clicktheNewCasebuttonorselectInvoices>NewCasefromthemenubaratthetopofmostpagesonthewebsite.

Figure57:InitiatingaNewCase-ContractConservator


Figure58:DefiningtheCaseType-ContractConservator



48

Figure59:“CaseInitiationPage”-ContractConservator

AddingCaseData

4. Selectthecorrectcourtandverifythatthevendorinformationdisplayediscorrect.

5. ClickNexttoroutetothe“AddaDocument”page.

AddingDocumentsonaNewCase

Figure60:“AddaDocumentPage”-ContractConservator

6. Fromthe“DocumentType”drop-downmenu,selectthetypeofdocumenttobeaddedtothesubmission.Morethanonedocumentcanbeaddedtothesubmission,butitmustbedoneonedocumentatatime,repeatingeachofthe“AddDocument”stepsforeachdocument.


49

7. Selectthe“ContractInvoice”,andclicktheAddbutton.Aformwilldisplay,allowingtheusertokeyininformationthatwillbeusedingeneratingtheinvoice.

InvoiceForm

8. Atthetopoftheform,fillintherequiredinvoiceinformation.The“TotalAmount”calculatesautomatically.

Figure61:InvoiceForm-ContractConservator

9. IfthevendorisbillingforMedicaidapplications,clicktheAddbuttonunderthe“MedicaidApplications”subheading.Apopupdisplays.Fillinallinformationrequested,andclickSave.

10. ContinuetoaddadditionalapplicationsbyclickingtheAddbuttonandfollowingtheabovestepsuntilallapplicationstobesubmittedarelistedonthe“MedicaidApplications”table.


50

Figure62:BillingItems-ContractConservator

11. Underthe“DetailedBillingItems”subheading,clickAdd.

12. Apopupwilldisplay.Fillinalloftheinformationrequestedandwhencomplete,clickSave.Ifabillingitemismarkedasa“NewCase”,theinformationwilldisplayonthe“NewCasesthisQuarter”tableinadditiontothe“DetailBilling”table.

13. Toaddadditionalbillingitems,clicktheAddbuttonandfollowtheabovestepsforeachbillingitemtobeadded.Whenallbillingitemshavebeenentered,clickNext.


51

Figure63:ViewContractConservatorGeneratedInvoice

14. The“ContractInvoice”displaysonthe“AddaDocument“pagetable.

15. Underthe“ViewDocument”column,clickthe“ViewGeneratedDocument”hyperlink.Thegeneratedinvoiceopensinanewbrowsertab.


52

Figure64:GeneratedInvoice-ContractConservator

16. Optional:Usingthebrowsertoolsprovided,thevendorcanprintorsavetheinvoice.ClosethenewbrowsertabwhenfinishedwiththeInvoiceHistory.

17. Ifchangesareneededontheinvoice,gotothe“AddaDocument”page.Underthe“EditData”

column,clicktheEditDataicon,whichlookslikeapieceofpaperandapencil, listedtotherightoftheContractInvoicelisting.

18. ClickingNextroutestheusertothe“ReviewandSubmitInvoice”screen.Thepurposeofthisscreenistoallowtheuseraviewofwhatwillbesubmittedaswellastoprovidelinkstoallowforanynecessaryediting.


53

Figure65:ReviewandApproveforSubmission-ContractConservator

19. Iftheinformationiscorrect,theusercanaddcommentstotheProbateCourtorPCAstaffbyenteringtheminthetextboxprovided.


21. AdialogboxdisplayswhentheuserclicksSubmitInvoice.TheusermustclickYestoattesttobeingincompliancewiththetermsandconditionsoftheMemorandumofAgreementbetweenPCAandtheuser.

22. Upontheuser’sacknowledgingcompliance,the“eBillingPage”refreshes,anoticedisplaysinformationontheinvoicebeingsubmitted,andabuttonlinkingtotheInvoiceStatusdisplays.


54

Figure66:ContractConservator–InvoiceSubmittedMessage

InvoiceStatusThe“MyInvoices”pageallowstheusertovieworprintdocumentsaswellastocheckonsubmissionstatusasdocumentsprogressthroughthesystem.

1. Toaccessthe“MyInvoices”page,selectMyInvoicesfromthe“Home”pageorInvoices>MyInvoicesfromthemenubaratthetopofanypage.

Figure67:MyInvoicesPageFilters


55

2. The“MyInvoices”pagewillappear,allowingtheusertoeithersearchfortheinvoiceorcaseneededortoselectfromalist.

3. Setthefiltersatthetopofthepagetocreatethesearchparameters,andclickGotoinitiatethesearch.

4. Inadditiontothefiltersatthetopofthepage,thecolumnheadersonthetableareasortfeature.Clickingthecolumnheaderwillcauseanascendingordescendingordersortbasedonthecolumnheaderselected.Thetabledefaultsortisthe“DateSubmitted”column.

Figure68:InvoiceStatusHyperlink

5. The“InvoiceStatus”pagedetailsallofthe“InvoiceCase”identifyinginformationaswellasinformationthatreferencestheselectedsubmission.


56

Figure69:“InvoiceStatus”andSubmissionDetails

6. Theusercanview/downloadacopyoftheinvoicewiththefile-stampeddatetheinvoicewasroutedtothejudgebyclickingthegenerated.PDFhyperlinkinthe“Response”sectionofthescreen.Thedocumentwillopeninanewbrowsertabfromwhichitcanbedownloadedorprinted.


57

Figure70:HyperlinktoClerk-StampedGeneratedDocument

Note:TheinformationontheMyInvoicesandInvoiceStatuspages,includinglinkstothefile-stampedinvoiceorthereceipt,willberemovedafter180days.Theusercandownloadatime-stampedcopyaftertheinvoicestatuschangesto“Filed-PresentedtoJudge/PCAStaff.”

eBillingonanExistingCaseNote:Thisprocessisthesameforalltypesofvendors.

Submittinganinvoiceonanexistingcaseissimilartosubmittinganinvoiceonanewcase.Regardlessofthetypeofvendor,accessingexistingcaseinvoicesubmissionsinvolvesthesamenavigationandtools.

1. ClickExistingCaseonthehomepageorselectInvoices>ExistingCasefromthemenubaronthetopofanypage.The“ExistingCases”pagewillappear.

Note:Thefirstinvoiceonthecasemustbecompletedthroughpaymentforthecasetoappearontheexistingcaseslist.


58

Figure71:ExistingCasesNavigation

2. Tosearchforaspecificcaseonwhichtosubmitaninvoice,enterthecasenumber(includingprobatedistrictprefix),selectthecorrectProbateCourtfromthedrop-down,andclickSubmit.

Note:ForContractConservators–TheContractConservatorcasetitleswillbethevendorname;casenumberwillbetheprobatedistrictnumberandvendornumber;casetypewillbeContractConservatorInvoice.

Figure72:ExistingCaseSearch


59

Figure73:YellowBanneronExistingCase“AddaDocument”Page

3. The“AddaDocument”pagewilldisplay.Anexistingcasewillhavetheyellowbannerwiththecasenumberandnamedisplayedsothevendorcaneasilyverifythatheorsheissubmittinganinvoicetothecorrectcase.

4. Fromthe“AddaDocument”page,thevendorwillselectthedocumenttypeandclickAddtoselectthe“DocumentType”tobeaddedtothesubmission.TherestoftheprocessmirrorstheNewCaseprocess.

5. Toviewtheinvoicinghistoryonaspecificcase,enterthecasenumberonthe“ExistingCase”page,selectthecorrectProbateCourtfromthedrop-downandclickHistory.Thiswillcauseanewbrowsertabtoopenandthecompleteinvoicinghistorytodisplay.


60

Figure74:ExistingCaseSearchforInvoicingHistory

Figure75:InvoicingHistoryfromthe“ExistingCase”Page

6. Vendorscanalsousetheinformationonthe“ExistingCases”tabletoaccessaninvoicinghistoryforaspecificcaseortobeginthesubmissionprocessforanewinvoiceonaspecificcase.


61

Figure76:CasesTable-HyperlinksandColumnSortFeature

7. Optional:Markingacaseas“Inactive”appliestothetabledisplayonthe“Cases”pageonly.Theinactivecategorizationdoesnotaffectthestatusofthecaseatthecourt.Selectingafiltercorrespondingwithinactivewillshowtheorganizationofthe“Cases”tableasdeterminedbythevendor.


62

Figure77:“Cases”Table-ShowInactiveDisplay

8. Optional:ClickingtheExpansionLink(+)totheleftofacaselistingalsoopensaviewofallthedocumentssubmittedtothecasetodate.Thedocumentlistingsarehyperlinkstotherecorded,finalizedinvoices.


63

Figure78:“Cases”Table-ExpansionLink

DraftSubmissions

Whenanewinvoiceiscreated,eBillingrecordsdataeachtimetheuseradvancestothenextscreen,includinganydocumentdatathathasbeenloaded.Generally,theautomaticsavefeatureisactivatedatthe“AddaDocument”page.TheusercanalsoperformamanualsavebyclickingSavetoDraftonthe“InvoiceInitiation”page.Additionally,theusercanclickMovetoDraftonthe“AddaDocument”pageorthe“ReviewandApproveInvoice”page.Theusercancontinuethesubmissionprocessbypickingupthesubmissionfromthe“DraftInvoice”page.Eachtimetheuserlogsout,heorshewillbenotifiedifthereareanypartiallycompletedsubmissions.

1. ClicktheDraftInvoicesbuttonorselectInvoices>DraftInvoicesonthemenubartoseealistofpartiallycompletedsubmissions.


64

Figure79:DraftInvoiceNavigation

2. ClicktheDescriptionhyperlinktoreturntothe“AddaDocument”pageoftheselectedsubmission.

Figure80:ListofDraftInvoiceswithHyperlinks

3. Onthe“AddaDocument”page,verifythecasenumberandtitleintheyellowbanneracrossthetopofthescreen.Oncethecasehasbeenverified,continuewiththesubmissionasdescribedinthe“CaseInitiation”sectionpertainingtotheappropriatevendorrole.


65

Figure81:“AddaDocument”PagefromDraftInvoices

4. Todeletedraftinvoicesnolongerneeded,selectthedraftinvoicetobedeletedbyclickingonthecheckboxtotheleftofthelisting.ClicktheDeletebutton.

5. Awarningdialogboxwillpopup.ClickOKwhenaskedtoproceedwiththedeletion.

Figure82:DeletingaDraftInvoice