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CCMS: Your questions - Justice

CCMS FAQs 20/10/2014 CCMS: your questions Please click on one of the hyperlinks to go to the relevant section: CCMS User Set-up Applications and Amendments Assigning counsel/ allocating costs Notifications Payment on Account Outcomes & Billing Instructing a Cost Lawyer/Draftsman Very High Cost Cases Training & Support Client Specific General Case supervision & MI About this document This document answers questions in relation to CCMS. Unless specified otherwise, the existing policies and procedures relating to civil certificated work remain in place.

CCMS FAQs – 20/10/2014 Applications and Amendments 6. Are clients still required to sign applications? What evidence is required in support of the

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Transcription of CCMS: Your questions - Justice

1 CCMS FAQs 20/10/2014 CCMS: your questions Please click on one of the hyperlinks to go to the relevant section: CCMS User Set-up Applications and Amendments Assigning counsel/ allocating costs Notifications Payment on Account Outcomes & Billing Instructing a Cost Lawyer/Draftsman Very High Cost Cases Training & Support Client Specific General Case supervision & MI About this document This document answers questions in relation to CCMS. Unless specified otherwise, the existing policies and procedures relating to civil certificated work remain in place.

2 The questions have been submitted by providers and advocates. The document is designed for all CCMS users, however please note that not every section will be relevant to each type of user. This document supplements the CCMS training and Quick Guides. CCMS FAQs 20/10/2014 CCMS User Set-up 1. Will users have individual log-ins or will log-ins be firm wide? Log-ins will be for individuals. Access will depend on the role assigned to users. More information on roles is on the CCMS website: 2. Can individuals have more than role within CCMS?

3 Yes. Individuals can be assigned more than one role depending on the functions and activities they will undertake through CCMS. 3. How can a user get access to the system? The CCMS Firm/Chambers Administrator is responsible for giving roles to each person who requires CCMS access within your organisation. If you are not sure who your CCMS Firm Administrator is, please contact Online Support. The contact details for Online Support are available on the CCMS Training Website. 4. How do counsel and clerks access CCMS? Counsel are linked to their main chambers.

4 Clerks can work on behalf of all counsel within a chambers using a chambers level log in. The CCMS Chambers Administrator is responsible for setting up clerks to use CCMS. If counsel undertake for more than one chambers, they will need to delegate access to their own individual account to any clerks who are not in their main chambers. More information is available in the Guide to Chambers and Counsel Access. 5. Will costs draftsmen/lawyers have access to CCMS? You can set up costs draftsman/lawyers as users giving them the specific access needed to create bills in CCMS.

5 You can also give them a role which allows them to submit bills. CCMS FAQs 20/10/2014 Applications and Amendments 6. Are clients still required to sign applications? What evidence is required in support of the signature? When an application is completed, the system produces a summary of all case details for the provider to print and ask the client to sign. The LAA require the provider to keep a record of this on file should we need to see it at a later stage for auditing purposes. (Standard Civil Contract 2010 Rule (b) and Standard Civil Contract 2013 Rule (b) require that the signed application form is retained on file).

6 Where files are stored electronically, a scanned version of the application is acceptable, provided it is an electronic PDF copy of the entire form. 7. Do Guardians still sign the application on behalf of the child? Yes, this process has not changed. 8. What is the client signature requirement for Hague Convention cases? The same process applies for all clients resident abroad. The application summary can be emailed/ faxed to obtain a true signature. While a wet signature is preferable, the scanned signature is sufficient, as long as there is a clear audit trail to demonstrate how this signature was obtained copies of the email chain.

7 9. Do providers have to do the application twice for emergency applications? Providers can submit all the required information for both the emergency application and the substantive certificate in one step, provided: (a) they can use delegated functions and (b) all required evidence is ready and the necessary client declarations can be obtained. If the application is made without use of delegated functions, a two step process will be followed: (i) An initial application is made including all relevant means and merits information. You will not need to provide any evidence at this stage.

8 (ii) Once the emergency certificate has been granted, an amendment should be submitted to add a substantive limitation to the certificate. Quick Guides are available on the CCMS website to support CCMS FAQs 20/10/2014 you with these processes. 10. Can a part-completed application be saved? Yes. However, if the application is not amended within 42 days, it will be deleted. The number of days the application is saved is taken from the last date the application was last amended, not the date it was created. 11. If an application is started and the provider experiences a technical issue, is there an auto-save function?

9 Yes, there is an auto-save function as the user moves from screen to screen. 12. Does the user have to be a solicitor to submit an application? This remains part of the declaration. There are no changes to the current system. 13. Do solicitors have to sign the application? All portal users agree to abide by the Terms and Conditions of the Online Portal. These can be found on the portal home page. This removes the need to physically sign an application. 14. What if a client can t come to the provider s office to go through the application prisoners, IRC s, clients in MH Units, home visits?

10 Providers should collect the information required to complete the application when they visit the client. A Means Checklist is available to support this activity. This can be found in the Advice on submitting when the client can't be present topic on the Help page of the CCMS website. Providers should then use the information obtained to complete the online application. When complete, the provider must print the application summary and arrange for the client signatures to be collected. There are a number of alternatives which can be used to collect the signature from the client after the application has been created: In person By post By email See question 6 for information about scanned signatures.


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