Training 107: Smart Interviews

https://www.youtube.com/watch?v=x1CFnqA9ZYo

Using Smart Interviews in Prima.Law

Engaging clients to actively participate in their case preparation is a key element of building efficient workflows. With Prima.Law, you can use Smart Interviews to collect accurate information directly from clients in a seamless and client-friendly manner. Here’s how to get started and use Smart Interviews effectively.

Setting Up Smart Interviews

1. Start with the Forms:
2. • Go to the Forms section of the client’s case.
   • Select the form relevant to the case (e.g., Form I-130).
   • Define the roles in the case by assigning the Petitioner and Beneficiary. These names will populate from the related contacts tied to the main contact in the case.
2. Generate the Smart Interview:
3. • After assigning the roles, go to the Smart Interviews tab.
   • Click Generate to create the Smart Interview for the selected form (e.g., I-130).
   • Repeat the process for additional forms as needed (e.g., I-130A).

Sending Smart Interviews to Clients

1. Send the Interview:
2. • Once the Smart Interview is generated, send it to the client via email or text message.
   • You can include a note with additional instructions, which will appear in the email or text.
2. Client Experience:
3. • Clients will receive a link to complete the interview, with simple step-by-step instructions.
   • The Smart Interview is mobile-friendly and works seamlessly on phones, making it convenient for clients to complete.
   • Any data already collected (e.g., Alien Number, Social Security Number, or other case details) will pre-fill in the Smart Interview to avoid duplication and frustration.

Reviewing and Importing Client Data

1. Preview the Client’s Input:
2. • After the client submits the Smart Interview, review the data in Prima.Law to ensure its accuracy.
   • This step prevents incorrect or incomplete data from being imported into the system (e.g., accidental entries by a client’s family member).
2. Import the Data:
3. • Once reviewed, import the data into the database.
   • The imported data will automatically populate the relevant fields in the forms.

Features of Smart Interviews

1. Guided Process for Clients:
2. • The interview walks clients through each required step, prompting them to provide missing information (e.g., address history, employment history, or educational history).
   • Clients can save their progress and return later to complete the interview.
2. Error Reduction:
3. • Smart Interviews automatically detect and highlight gaps in required information, ensuring completeness.
3. Flexibility:
4. • Clients can change the language settings for accessibility.
   • The interview works equally well on desktops and mobile devices.
4. Efficiency for Your Firm:
5. • Data from the Smart Interview integrates seamlessly into Prima.Law, reducing manual entry and errors.
   • Notifications alert your team when interviews are submitted, so you can follow up promptly.

Best Practices

1. Set Expectations with Clients:
2. • Explain during the initial consultation that your firm uses Smart Interviews to streamline case preparation.
   • Emphasize that this approach helps keep costs reasonable by allowing clients to provide their information electronically.
2. Train Your Team:
3. • Ensure that attorneys and paralegals know how to generate, send, and review Smart Interviews effectively.
3. Review Data Thoroughly:
4. • Always review submitted data before importing to maintain accuracy and completeness.

By utilizing Smart Interviews, you can involve clients in the process while reducing the administrative burden on your team. The combination of client collaboration and automated data integration makes Prima.Law an invaluable tool for modern law firms.

Start using Smart Interviews today to improve efficiency and enhance client satisfaction!