ZoomPower 2019: How to Amplify Efficient Tools Usability - An Employment -Based Case Lifecycle

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This document discusses how an immigration law firm uses automation features in INSZoom to improve efficiency. It provides examples of problematic scenarios that automation helps solve, such as case managers forgetting to send invoices or update case statuses. The automation features allow emails to be sent automatically, case statuses to be updated automatically upon step completion, and data fields to pop up automatically once a case is approved. This reduces errors and saves case managers' time. The benefits of automation include improved billing accuracy, better customer service, more accurate reports and alerts, and less oversight needed from managers.

Software

DAY T WO T R AC K O N E
E M P LOY M E N T - BA S E D
U S I N G AU TO M AT I O N F O R E F F I C I E N C Y
&

One of the largest immigration practice groups in the Carolinas. N.C. Board Certified
Immigration Law Specialists; combined 85+ years of practical experience
* Employment-based visas
* Family-based visa petitions and/or waivers
* Investors
* I-9 Compliance
* Global Visas
Industries (not limited to) – health care, finance, manufacturing, technology and education

Quick Facts:
- Est. 1997
- Largest law firm in Charlotte and one of the largest immigration law dedicated
firms in the Southeastern U.S.
- Represents 5 of 8 largest employers in Charlotte Metro region
- Represents foreign companies, Fortune 100 U.S. companies and a multitude of
small businesses, both foreign and domestic
- Assisting individuals from over 50 countries
- Alliance of Business Immigration Lawyers (ABIL) member
- Attorneys dedicated to Immigration Law practice

Live Aug. 2018 (1yr. 2mo.)
Enterprise Edition
- 48 Users
- 10 Attorneys
Presenting
- Tess Pacheco : Senior Paralegal & INSZoom Super-User /
System Administrator
- Logan McDonald – Enterprise INSZoom Trainer
&

Problematic Scenarios Solved By
Automation Features
&

Automatically Sending Emails
• Internal:
• Problem: Case managers forget to send the email that generates the invoice.
• Solution: We created an ‘event’ upon case creation to have the email pop up automatically.
• External:
• Problem: Clients constantly ask if we have received the documents they have provided.
• Solution: We created an automatic email that says we have received the documents and
will let them know if anything else is needed.
&

Automatically Update The Custom Case Status
• Problem: Reports for H-1B cap season were not showing the
correct case status because paralegals were forgetting to adjust it
after every step.
• Solution: We created an event to automatically change the step
status once each step is complete.
&

Automated Event Triggers Case Managers To Update Data
• Problem: Paralegals were not consistently entering critical data
after case approval.
• Solution: We created an event attached to the last step of the
case so that these fields pop up once the step is checked off.
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Templatize Document Checklists
• Problem: New case managers were not clear about what to ask
from the client when initiating a case.
• Solution: We created the checklists at the template level so there
is less confusion and errors in requesting correct documentation.
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Copy Reminders/Steps From One Template To Another
• Problem: When we received an RFE, we wanted a standard set of
case steps to track the RFE until it was filed.
• Solution: We created a petition type for RFE and use the “copy
case step” feature within the case to load various RFE related
case steps.
&

• Billing accuracy – We have far less instances of case managers forgetting to send the invoice email.
• Better customer service – Clients receive emails automatically so that they feel like their case is getting
attention (even when it isn’t).
• Improvement in accuracy of reports/alerts – Reports showing case status are more accurate since the case
status changes automatically. Reports/alerts for expiration are more accurate since the data field pops up
automatically and the case manager doesn’t have to remember to enter it.
• Saves case manager time – Case manager does not have to go looking for email templates or data fields.
• Requires less monitoring/oversight from manager – There is reduced concern that a case manager is
sending the wrong email or neglecting to input the correct data, since it is automatically done/prompted.
&

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ZoomPower 2019: How to Amplify Efficient Tools Usability - An Employment -Based Case Lifecycle

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