Case File Tab User Guide

Introduction

The Case File Tab is the comprehensive workspace for managing all aspects of an individual case file. When you open a case file, you access a tabbed interface with multiple sections, each dedicated to a specific area of case management—from intake information to financial tracking, documents, appointments, and more.

This is where the detailed work on each case happens.

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Accessing the Case File Tab

From the Case Files Page

1. Navigate to the Case Files page
2. Click on a File Number (clickable link in the grid)
3. The Case File Tab opens

From My Files Panel

1. Click My Files in the navigation
2. Click on any file in your open files list
3. The Case File Tab opens

From a Task

1. In the Tasks page, find a task with a linked case file
2. Click the Case File Number link
3. The Case File Tab opens

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Case File Tab Header

At the top of every Case File Tab, you'll see:

File Information Display

• File Number - The unique case identifier
• Patient Name - Patient's First and Last name
• Comments - Case-specific notes (if entered)

Copy Button: Click the copy icon to copy "File Number / Patient Name" to clipboard

Header Actions

Provider Map Button (Location Pin Icon)

• Visual representation of provider locations
• Helps with appointment planning and provider selection

Edit Case File Button (Pencil Icon)

• Opens the case file edit dialog
• Make changes to case information
• Same form as creating a case file

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Case File Details Accordion

Below the header, there's an expandable accordion showing detailed case file information:

Click to expand/collapse the accordion to see:

Patient Information

• Full name, DOB, gender
• Address and contact information
• Primary phone number
• Email address (if available)

Case Information

• Law Firm and contacts
• Case Manager
• Market Manager
• P&L classification
• Date of Loss
• File Opened date
• Statute of Limitations
• Record Status

Treatment Status

• In Treatment (Yes/No)
• Surgical case (Yes/No)

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Case File Tab Sections

The Case File Tab contains multiple sections (tabs) for organizing different aspects of the case. Click on any section to view its contents.

Available Sections

1. Tasks - Work items and to-dos for this case
2. Intake - Injury details, accident information, insurance
3. Appointments - Scheduled appointments with providers
4. Payables - Invoices and bills to pay
5. Receivables - Money owed to the firm
6. Balance - Financial summary and balance information
7. Documents - Files, records, and documentation
8. Authorizations - Treatment authorizations
9. Sign Requests - Electronic signature requests (Box Sign)
10. SMS - Text message communication with patient
11. Compliance - Compliance tracking and requirements
12. Surgical - Surgical-specific information (if applicable)

Note: Some sections may not be visible based on your role or case details (e.g., Surgical section only appears for surgical cases).

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Tasks Section

Purpose: Manage all work items and to-dos specific to this case file

What You'll Find

• Grid of tasks linked to this case
• Same features as the main Tasks page (filtering, sorting, etc.)
• Only shows tasks associated with THIS case file

Key Features

Create Task:

1. Click Add button
2. Task form opens with case file pre-selected
3. Fill in task details
4. Submit

View/Edit Task:

• Click any task row to open edit dialog
• Make changes
• Submit to save

Task Grid Features:

• Filter by priority, status, due date
• Sort by any column
• Export to Excel/PDF
• Bulk edit multiple tasks

Toggle: Assigned to Me

• Filter to show only YOUR tasks for this case

Toggle: Active Statuses

• Show only incomplete tasks (default)
• Or show all tasks including completed

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Intake Section

Purpose: Capture detailed injury, accident, and insurance information

What You'll Find

The Intake section contains forms for comprehensive case intake information:

Injury Information

Body Parts Injured:

• Select multiple injured body parts
• Categorized by body region
• Required for case setup

Injury Details:

• Nature of injuries
• Severity
• Current status

Accident Details

Accident Information:

• Date and time of incident
• Location
• Type of accident (Auto, Slip & Fall, etc.)
• Weather conditions
• Road conditions

Parties Involved:

• Other drivers/parties
• Witnesses
• Police report information

Insurance Information

Add Insurance Companies:

1. Click Add Insurance
2. Enter insurance company details:
3. Insurance company name
4. Policy limits
5. Claim number
6. Adjuster information
7. Insurance Type
8. Save

How to Complete Intake

1. Navigate to the Intake section
2. Fill in Injury information first
3. Complete Accident Details
4. Add Insurance information

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Appointments Section

Purpose: Schedule and manage all appointments for this case

What You'll Find

• Calendar view of appointments
• List view of scheduled appointments
• Ability to create new appointments
• Integration with provider information

Creating an Appointment

1. Click Add Appointment or New Appointment
2. Appointment form appears
3. Fill in required information:
4. Provider - Select from dropdown or search
5. Appointment Type - Initial eval, follow-up, etc.
6. Date and Time - When appointment occurs
7. Location - Auto-fills from provider, can override
8. Notes - Additional details
9. Click Submit

Calendar View

Visual appointment display:

• Color-coded by appointment type
• Click any appointment to view details
• Month, week, workweek, day, and agenda views

List View

Tabular appointment list:

• Sort by date, provider, type
• Filter by date range or provider
• Quick access to appointment details
• Export to Excel/PDF

Appointment Actions

Edit Appointment:

• Click appointment in calendar or list
• Edit dialog opens
• Make changes
• Save

Cancel/Delete Appointment:

• Open appointment
• Click Cancel or Delete
• Confirm action

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Payables Section

Purpose: Track and manage all bills and invoices to be paid for this case

What You'll Find

• Grid of invoices and bills
• Provider billing information
• Payment tracking
• Outstanding balances

Invoice Grid

Columns:

• Provider name
• Invoice date
• Invoice number
• Service date(s)
• Amount
• Amount paid
• Balance due
• Status (Pending, Paid, Disputed, etc.)

Adding an Invoice

1. Click Add Invoice
2. Fill in invoice details:
3. Provider
4. Provider Invoice number
5. Internal Invoice number
6. Invoice date
7. Amount
8. Notes
9. Submit

Managing Invoices

Filters:

• By provider
• By status (Paid, Unpaid, Overdue)
• By date range
• By amount

Export:

• Excel export of invoice list
• PDF report generation
• Customizable columns

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Receivables Section

Purpose: Track money owed to your firm from various sources

What You'll Find

• Payments received
• Estimated Settlement Cost
• Payment history

Deposits Grid

Columns:

• Date received
• Deposit To Account
• Final Check
• Funder Deposit
• Amount of Payment
• Notes

Recording Deposits

1. Click Add
2. Enter details:

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Balance Section

Purpose: View Balance Due Statments for the case

What You'll See

Balance Due Statments Grid:

• Generated Date
• Created By
• Sent At
• Sent To
• Email Status
• Attention
• Total Balance Due
• Final

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Documents Section

Purpose: Store, organize, and manage all case-related documents

What You'll Find

• Document library with folders
• Upload functionality
• Document preview
• Search and filter

File Structure

• Public Folder
• Balance Statement
• Public Uploads

Uploading Documents

1. Click + (Add) button
2. Select file from computer
3. Choose destination folder
4. Upload

Document Actions

View Document:

• Click document name
• Preview opens

Download Document:

• Click download icon
• File saves to your computer

Delete Document:

• Click ... Icon
• Click Delete
• Confirm in Dialog
• Document moved to trash

Search Documents

Search box at top:

• Search by filename
• Search by description
• Filter by document type
• Filter by date uploaded

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Authorizations Section

Purpose: Manage and track treatment authorizations

What You'll Find

• Grid of Authorizations
• Grid of Provider Funding

Authorization Grid

Columns:

• Signed Date
• Amount
• Type
• Notes
• Created By

Creating Authorization Request

1. Click Update Authorization Amount
2. Fill in details:
3. Date Signed
4. New total Authorized Amount
5. Submit request

Provider Funding Grid

Columns:

• Signed Date
• Amount
• Type
• Provider
• Notes
• Created By

Creating Provider Funding

1. Click + Add
2. Fill in details:
3. Date Signed
4. Amount
5. Select Provider
6. Submit request

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Sign Requests Section

Purpose: Manage electronic signature requests

Creating a Sign Request

1. Select Sign Template
2. Enter Email Subject
3. Enter Email
4. Verify Template Fields
5. Fill in any missing or relevant information
6. Click Send Button

Sign Request Actions

View Status:

• Click request to see details
• See who has signed
• See who is pending

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SMS Section

Purpose: Send and receive text messages with the patient directly from the case file

What You'll Find

• Chat-style conversation view with the patient
• Message templates for common communications
• Phone number selector (for patients with multiple numbers)
• Search functionality to find specific messages
• Message delivery status tracking

SMS Header

The header displays key information about the conversation:

Patient Information:

• Patient's full name
• Currently selected phone number

Phone Number Selector:

• If the patient has multiple phone numbers on file, a dropdown appears
• Select which phone number to view/send messages to

Message Count:

• Shows total number of messages in the conversation
• When searching, shows matching count (e.g., "5 of 23 messages")

Search Box:

• Type to search through message content
• Use arrow buttons to navigate between matches
• Click X to clear search

Viewing Conversation History

Messages are displayed in a chat-style interface:

Outbound Messages (Sent by CaseCompass):

• Appear on the right side
• Teal/turquoise colored bubbles
• Show delivery status below the message

Inbound Messages (From Patient):

• Appear on the left side
• White colored bubbles

Date Dividers:

• Messages are grouped by date
• A date divider appears between messages from different days
• Format: "November 18, 2024"

Message Timestamps:

• Each message shows when it was sent
• Recent messages show relative time (e.g., "2h ago", "Just now")
• Older messages show the date

Understanding Message Status

Outbound messages display delivery status:

Status	Indicator	Meaning
Sent	✓	Message sent to carrier
Failed	Red bubble with "Failed to send"	System could not send message
Undelivered	Orange bubble with "Not delivered"	Carrier could not deliver

Note: Failed and undelivered messages are color-coded for easy identification:

• Failed - Red background (system error)
• Undelivered - Orange background (carrier issue)

Searching Messages

To find specific messages in the conversation:

1. Type your search term in the Search messages... box
2. Matching messages are highlighted in yellow
3. The currently focused match is highlighted in orange
4. Use the Up/Down arrow buttons to navigate between matches
5. The header shows "X of Y messages" when searching
6. Click the X button to clear the search

Sending a Message

Compose a New Message:

1. Click in the message input area at the bottom
2. Type your message (up to 1600 characters)
3. Character count displays below the input
4. Click Send or press Enter to send

Quick Actions:

• Enter key - Send the message
• Shift + Enter - Add a new line
• Clear button - Clear the message without sending

Using Templates

Templates provide pre-written messages for common scenarios:

Selecting a Template:

1. Click the Templates button
2. A dropdown appears with available templates
3. Each template shows:
4. Template name
5. Preview of the message content
6. Click a template to select it

Template Placeholders:

Templates may contain placeholders that are automatically filled:

Placeholder	Replaced With
[Name]	Patient's first name
[CompanyName]	Your company name
[CompanyPhone]	Company phone number
[CaseManagerName]	Current user's name
[AccidentType]	Case type (e.g., "Auto")
[AccidentDate]	Date of loss

Manual Placeholders:

Some placeholders require you to fill in the information:

• [Fill in Date Here]
• [Fill in Time Here]
• [Fill in Provider Here]
• [Fill in Address Here]

After selecting a template, review and edit the message as needed before sending.

Switching Phone Numbers

If the patient has multiple phone numbers:

1. Look for the Conversation with: dropdown in the header
2. Click the dropdown to see all available numbers
3. Each option shows:
4. Phone number formatted as (XXX) XXX-XXXX
5. "(Primary)" label if it's the main number
6. Phone type (Mobile, Home, Work)
7. Select a different number to view that conversation
8. Messages are specific to each phone number

Note: If the patient only has one phone number, the dropdown is replaced with a simple display of the number.

Auto-Refresh

The SMS tab automatically refreshes every 30 seconds to show new messages. If you're scrolled to the bottom of the conversation, new messages will automatically appear. If you've scrolled up to view older messages, the view won't jump—you'll stay where you are.

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Compliance Section

Purpose: Track compliance requirements and deadlines

What You'll Find

• Compliance checklist
• Deadline tracking
• Documentation requirements
• Status indicators

Compliance Items

• UCC Filed?
• UCC Document
• Signed Lien?
• Signed Lien Document(s)
• Intake Form
• Underwriting
• Docket Number
• Medical Lien Filed?
• HIPAA Signed?
• LOP Obtained?
• NOSA?
• MRI Results
• County
• Notes

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Surgical Section

Visibility: Only appears for cases marked as "Surgical"

Purpose: Track surgical-specific information and requirements

Surgical Information

Surgeries Grid:

• Type of surgery
• Surgery Provider
• Surgery Date
• Surgery Cost Estimate
• Missing Invoices?
• Invoices Confirmed
• Confirmed By

Surgery Details:

• Provider Type
• Provider
• AOL?
• Lien?
• Date of Service
• Sum of Invoices

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Section Navigation

Switching Between Sections

Click any section tab at the top to switch views:

• Changes content area below
• Tab highlights to show current section
• Browser URL updates with section name (bookmark-able!)

URL Bookmarking

Each section has a unique URL you can bookmark:

• Example: case-files/hub?fileNumber=12345#Appointments
• Share links to specific sections with colleagues
• Return directly to a section later

Common Workflows

Reviewing a New Case

1. Open case file from Case Files page
2. Review Intake section for injury details
3. Check Documents for uploaded records
4. Create Tasks for follow-ups if none exist
5. Schedule Appointments if ready

Daily Case Management

1. Start with Tasks section
2. Review due and overdue items
3. Check Appointments for the day
4. Update Payables with new invoices
5. Upload new Documents as received
6. Mark Compliance items complete as appropriate

Managing Provider Appointments

1. Open Appointments section
2. Check upcoming schedule
3. Call Provider Map to see locations
4. Create new appointments as needed
5. Create follow-up Tasks after appointments as needed

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Tips & Best Practices

Staying Organized

✅ Use sections consistently - Put information in the right section

✅ Keep documents organized - Use folder structure in Documents

✅ Update regularly - Don't let tasks or invoices pile up

✅ Check compliance - Review compliance section weekly

✅ Link related items - Connect tasks to appointments, providers, etc.

Team Collaboration

✅ Assign tasks clearly - Use the Tasks section for accountability

✅ Add detailed notes - Help teammates understand context

✅ Keep status current - Update statuses so others know where things stand

✅ Use sign requests - Better than printing/scanning

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Role-Based Access

Standard User

Access to:

• Tasks
• Intake
• Appointments
• Documents
• Authorizations
• Sign Requests
• Compliance
• Surgical (if applicable)

Lawyer Role

Limited access to:

• Intake
• Appointments
• Documents
• Balance

Not visible: Tasks, Payables, Receivables, Authorizations, Sign Requests, Compliance

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Troubleshooting

Section Not Appearing

Possible Causes:

• You don't have permission for that section
• Section is role-restricted (e.g., Payables, Surgical)
• Case file doesn't meet criteria (e.g., Surgical section requires IsSurgical = true)

Solution:

• Check with CaseCompass Support about permissions
• Verify case file settings

Cannot Edit Case File

Possible Causes:

• Case file is closed/archived
• You don't have edit permissions

Solution:

• Check case status
• Verify your permissions

Section Loads Slowly

Common for:

• Documents section (many files)
• Financial sections (many invoices)
• Tasks section (many tasks)

Solution:

• Use filters to narrow results
• Close other browser tabs
• Check internet connection

Data Not Appearing

Possible Causes:

• No data entered yet
• Filters hiding data
• Permission restrictions

Solution:

• Check if section has been completed
• Clear any active filters
• Verify permissions

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Need Help?

If you encounter issues not covered in this guide:

1. Contact CaseCompass support via support@casecompass.com
2. Provide specific error messages
3. Include screenshots if helpful

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Last Updated: December 2025