Intake Assistant Administrative Duties

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Administrative Duties

Ok before we get further into this section. It’s time for you to learn about our Immigration Processing Center (IPC)  – so take a moment to go through these training videos and then continue with this course.

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– Part 1 – IPC – Logging In
– Part 2 – IPC – Client Information
– Part 3 – IPC – Video Guides and Visa Guides
– Part 4 – IPC – Case Overview and Fees
– Part 5 – IPC – Prep Docs: Financials
– Part 6 – IPC – Client Table of Contents 1 of 3
– Part 7 – IPC – Client Table of Contents 2 of 3
– Part 8 – IPC – Client Table of Contents 3 of 3
– Part 9 – IPC – Petition Documents Table of Contents
– Part 10 – IPC – Filed Cases
– Part 11 – IPC – All Docs
– Part 12 – IPC – Client Emails 1 of 2
– Part 13 – IPC – Client Emails 2 of 2

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Ok, well done on completing the IPC training. Now we’ll continue with the Administrative Duties section of your course.

In addition to essentially managing the entire calendar for your Intake Specialist, you will be responsible for certain administrative tasks that further free their time in order to complete their calls and subsequent sales.

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Copying Emails to the IPC

Since the Intake Specialist will be sending a good deal of emails to the prospective clients, you will need to ensure the emails are appropriately copied into the IPC.

Please adhere to the following protocol when emails are copied into the IPC: –

1: The time stamp of the sent email reflects the time stamp in the ‘Date/Time Entered’ field of the email.

2: The top portion of the original email that notes who the email was sent to, the time, and the subject is included in message field.

3: Any extra spaces that occur as a result of copying the email are removed (this can be done by using the short key “command shift v” when pasting the email into the IPC)

4: The text of the email is justified for a neat appearance.

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As the clients email the Intake Specialist, they should be copying you, or alternatively, the Intake Specialist is required to make sure you have a copy of every email the client sends. These will also need to be accurately recorded in the IPC.

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Uploading ‘Pre-Retainer’ Documents

Oftentimes, especially with the case of EB1, clients will send us documents ahead of retaining the firm. For example, the client may send a resume, or a sampling of the evidence they intend to provide for their case.

It is our responsibility to properly file these documents in the IPC so that the Intake Specialist can access it as needed. It will also be important to have these documents when the client retains, as it will allow the EB1 team to become readily familiar with case.

To maintain a record of any ‘pre-retainer’ documents provided by the client, you will first need to access the prep docs tab of the prospective client’s case file.

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Next, you will need to create a new table of contents with the button ‘New Table of Contents.’

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Create a Table of Contents labeled ‘Pre-Retainer Documents,’ and press the ‘Add This Table of Contents’ button.

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Then you can access the table of contents, and create a line item with an appropriate label, such as resume, and add the line item.

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From there, you can upload the documents accordingly.

Part 5