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Professional Responsibility Event Processing (PREP)

The Office of Disciplinary Counsel and the Judicial Conduct Commission process incoming complaints, manage the schedule for panel hearings, issue notices, and track responses to each complaint. To aid your organization, we provide commercial-off-the-shelf case management solutions customized specifically for Lawyer and Judge Disciplinary Counsel.

Michael Matters supports a customized solution using the popular and flexible Time Matters® case management system. Time Matters® has an intuitive row and column approach, allowing you to filter, sort, and search on any combination of information collected. The data entry screens flow from right to left in logical sequence. Your staff will find the program easy to learn and essential to your organizational success.

The following screen shot of the Case Form for complaints demonstrates the flexibility and comprehensiveness of this solution. Each case form includes over 150 data elements that may be customized to collect the information you need for your agency. This solution is dynamic, it is designed to evolve as your state changes the rules, adds responsibilities, or alters the nomenclature of disciplinary enforcement.

 

Here is a brief description of some of the fields on the above screen.
Matter Ref: The Case Caption - free text according to your culture.
Code: The code sets the Jurisdiction, this example is Lawyer Conduct, and after Formal Charges are filed the code would change to Lawyer Discipline.
Matter Number: Automatically incremented internal case number.
Phase: A drop down list showing your own stages of investigation.
Staff: The people in your office assigned to this Case.
Step: A critical processing element in Time Matters. As the Step changes, the system automatically generates the required documents, creates a future dated task for follow up, or sends a message to the next staff person in the process. Here is a sample of possible steps
 
 

The sections for Respondent, Respondents’ Counsel and Panel Members are self-explanatory. Address sections provide for label printing and mail merge production of your notices and other forms.

Each Case Form has three pages, the screen shot of the secondary page on the next page shows that the investigation process may be codified, the issues enumerated and the analysis of the case documented. A timeline of events may be designed to track the date for each step in the investigation and hearing process.

Not all dates in the timeline will apply to every state, Time Matters® provides for customization of the names, labels, type and order of each data element. Please do not be put off by a step that is not part of your current workflow.

Additionally, you will be interested to note that these dates serve as a management tool allowing you to calculate the age of pending cases and the number of days between each stage. This solution has been designed with your end of year statistical reporting requirements in mind.

 

In addition to tracking each case, this solution includes a contact level database, so that an Attorney or Judge is entered only one time and then is linked to each complaint. Likewise, complainants, counsel for the respondent, attorneys to assist, court reporters, panel members, investigators, court personnel and other actors in the process are added only one time to the contact database and then linked to each complaint. The contact screen changes data elements based on the code.

This solution also includes linking each case and contact to all the documents, scanned responses, notes, emails, telephone calls, interviews and other calendar entries as well as a chain of tasks associated with predictable case processing steps. A view of all the complaints filed by a particular complainant, and all cases represented by a particular counsel is standard to the program. This solution has a data import module to import all your existing cases, contacts and calendar entries.

LexisNexis LexisNexis® is a registered trademark of Reed Elsevier Properties Inc., used under license. Time Matters® and PCLaw® are registered trademarks and Billing Matters™ is a trademark of LexisNexis®, a division of Reed Elsevier, Inc. All rights reserved.

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