The way that you manage and bill your cases changes significantly when using the Client and Costs Management System (CCMS). It is important to ensure that you are dealing with your costs as efficiently as possible. We have put together the following tips to assist:
Allocate appropriate roles to your staff. When setting up users in CCMS you allocate them specified roles that determine what they can and can’t do in the system. For example the ‘bill preparation’ role allows the user to draft a bill in the system but the user would also need the ‘bill supervisor’ role to submit a bill.
Click here for the LAA’s guidance on the roles that are available and what each one covers.
Print off a paper copy of the certificate. The most reliable indicator of what is covered on the certificate is still the certificate itself. CCMS does include details of the current scope of the certificate; however it does not always show the full extent of all changes to scope throughout the life of the certificate. When you receive the notification of the issue of the certificate you should print off a copy and ensure it is available on file for billing.
Assign Counsel. This is a significant change compared to non CCMS cases. Whenever you instruct Counsel you will need to assign part of your costs limitation to them. The figure allocated is then removed from your costs limitation and can be amended as the case progresses so that it accurately reflects the fees incurred. Counsel will make their claims directly in CCMS and won't be able to be paid unless they have been allocated sufficient costs.
For more information on assigning Counsel you can view the LAA quick guide.
Record the outcome. A final bill can’t be accessed in CCMS until the outcome has been recorded. This is a common cause of delay in the billing process. When recording the outcome you will also be asked to confirm if the certificate can now be discharged. Do not discharge the certificate if there is a possibility that there may be an issue with your certificate (e.g. costs limitation) that needs addressing.
To learn more read the recording outcome quick guide.
Watch out for the 84 day rule. When you enter a bill manually into CCMS it remains in the system for 84 days before being automatically deleted if it has not been submitted. If it is deleted then all of the information will need to be re-entered.
Ensure you have all supporting documentation. After submitting your bill you will receive a notification requesting the supporting documentation (e.g. advocates attendance forms, disbursement vouchers etc). Ensure you have these ready. They can be scanned in and uploaded as a single document.
Utilise the Claim Upload option. The alternative to entering your bill manually in CCMS is to upload a compatible xml file. At present only a few software providers have successfully been through testing and are able to provide this option as part of their software. The advantages are:
- It is quicker than entering the bill into CCMS manually. This is because the billing section of CCMS has not been designed with the level of flexibility or ease of use that dedicated costs drafting software has and is far slower to use.
- You can avoid deleted bills. The 84 day rule for automatic deletion of a draft bill is avoided because all you are doing is uploading a copy of the file for assessment.
- Preparation of the bill can take place outside of CCMS. This allows progress to be made when the system can’t be accessed and avoids problems associated with the system running slowly or crashing.
- Preparation of the bill can take place even if the final bill is not available. Progress can be made even if the outcome has not yet been recorded and you will simply need to ensure that the outcome has been recorded before you upload the file.
- Easy to Use. The procedure for uploading the electronic file into CCMS is very straightforward and there is a facility for us to test the file in the system before sending it back to you so that we can deal with any compatibility or technical issues at that stage and ensure the pricing is correct. This means that you can simply upload the file into the system and it will then proceed to assessment.
At John M Hayes we provide you with the xml file required for upload at no extra cost and you will not need any additional software to take advantage of this.
For further information on how we can assist with your CCMS billing please contact your regional office.