CARES Upgrade

OCR is working with developers on an updated and streamlined Colorado Attorney Reimbursement Electronic System (CARES) billing and case management system which is designed to reduce the time OCR attorneys and their staff must set aside for data entry and retrieval and to reduce billing hassles by making financial information easier to manage and navigate.

Please see below for updates, and contact Rebecca Garrison at rebeccagarrison@coloradochildrep.org with questions.
 

What Are the Main Changes?

Streamlining: Based on contractor and staff input, the CARES team is enhancing the satisfactory features of the original system, adding case management features, and eliminating unnecessary or outdated functions. The updated technology will be more user-friendly and intuitive with the goal of saving contractor time and bringing important case management and billing information to the fore. For example, the application will feature helpful case alerts, will require less training and fewer clicks to navigate, and will be responsive to mobile devices.

Searchability: The new application will have search technology built into most pages, allowing contractors to find attachments and other case information with greater ease.

CJD Categories: The updated application will group billable activities by Chief Justice Directive (CJD) requirements to facilitate case management and compliance. These groups include Contact with Child, Hearing-Related Activities, and Legal Advocacy and Independent Investigation.

Invoicing: The new CARES system will no longer be based on a 30-day cycle; rather, it will feature improved billing and accounting functionality in the form of invoicing, allowing a more conventional approach to attorney billing. Contractors will enter activities as usual, and those activities will automatically appear on monthly invoices for contractors to pull up, review, and submit, allowing contractors to fix any errors to streamline payments. Invoices feature detailed totals and subtotals–such as dollars per case–enabling a flexible and thorough review by the contractor. OCR will pay contractors monthly. Though this means less frequent payments, it will allow greater control and clearer guidelines for contractors reconciling billing and predicting payments.

What will happen with the current CARES system and data? The current CARES application will remain available going forward, but will not be available for new activity after April 1, 2018. OCR is making every effort to migrate cases into the new system if possible. You will be able to bill OCR for the time it takes you to transfer any data OCR is not able to migrate.
 

Upcoming Timeline

OCR is planning to open the updated CARES application on April 1, 2018. Please see below for details.

Date Activity
November 2017 Contractor Testing: Volunteer OCR contractors and staff help test the new application. If you are available to test the application during this time and wish to be included, please contact Rebecca Garrison at rebeccagarrison@coloradochildrep.org. Testing will only involve pretend data and will not impact your regular CARES activities.
February 2018 (exact date TBD) Informational Webinar: Join us for a first look at the new CARES application and a review of updated billing policies. This webinar will also be recorded for later viewing online.
March 9, 2018 All excess fees requests for work through March 31 must be submitted in preparation for the transition to the new system.
March 2018 (exact date TBD) Tutorial Webinar: Join us for a brief tutorial and demo of the new system. This webinar will also be recorded for later viewing online.
April 1, 2018 New CARES Application Open: Contractors and staff begin using the new system for case management and billing. The former system will remain available for referencing previous data.
April 2018 Weekly Training and Q&A Webinars: Participate in a Q&A session if you have questions as you start using the new system.
April 30, 2018 All time for work done through March 31 must be entered in the former CARES application for final payments out of that system. The former system will no longer save updates and changes after this date.
May 15, 2018 April invoices due in the new system. Invoices will be due by the 15th of the month from this point forward.