Orion's Reserve Words and Billing Guidelines

Orion’s Reserved Word feature allows you to restrict the use of certain words and short phrases that can automatically cause rejection/denial of specific fee transactions in EDI Billing. Reserved Word Sets are lists of “bad” words and replacements for same. The Reserved Word Set is assigned to Clients and Matters and it can also be assigned to Task Code Sets. As time is entered and saved by Users on Matters assigned a Reserved Word Set, the system checks the fee description against the Reserved Word Set for any words that are not allowed. The function works similar to the Search and Replace feature in Orion.

Setting up Reserved Word Sets

Reserved Word Sets are created through File Maintenance Manager, Tools, Manage Codes, Reserved Word Sets. Each set is assigned a Code and Description and will have a list of Words or Phrases you want the system to either automatically change or prompt the user for a change.

The Reserved word/phrase you want the system to check for can be up to 120 characters. The Replacement word/phrase can also be up to 120 characters. The User Message allows you to enter a custom message for users when the particular word is found. This message can be up to 250 characters long. In most cases you will leave the “User Message” field blank and utilize the standard system message.

Once you have completed your Reserved Word Set(s), you may then assign them to Clients, Matters and Task Code Sets. Assigning a Reserved Word Set to a Client or Task Code Set is used as a default for Matters under the Client or Clients/Matters using the specific Task Code Set. In order for the system to check fees against the Reserved Word Set, the set must be assigned to the Matter record.

Use of Reserved Word Sets in Time Manager

As Users save fee transactions entered on Matters assigned a Reserved Word Set, by default the system will check the words in the fee description against the Reserved Word set and either make or prompt for the necessary changes. Each User can turn off this automatic check by removing the checkmark from the “Auto Reserved Word Check when Saved” option in Tools, Entry Options. They can then perform a “mass” Reserved Word check in Time Manager through Tools, Spell/Replace/Reserved, Reserved Word Check.

Depending on how you have set up the entries in your Reserved Word set, you may receive 3 types of messages when a Reserved Word check is run:

If you set up an item with a Replacement Word and no User Message, you can expect something similar to below:

If you set up an item with a Replacement Word and entered a User Message, you may expect something similar to the following: 

If you set up an item in the Reserved Word Set and designated no Replacement Word, you may see something similar to the following:

For these types of items (those for which you do not enter a replacement word) you are better served to enter a custom User Message to explain why this word has been “found”.

Reserved Word Checks in Prebill Manager and Bill Preparation

We provide two other places you can check for Reserved Words prior to generating your invoices. In Prebill Manager you can choose Tools, Spell/Replace/Reserved, Reserved Word Check. The system will go through all WIP of Matters currently displayed in the Prebill Manager where the Matter is assigned a Reserved Word List.  You may also perform a Reserved Word check within Bill Preparation by choosing Action, Spell/Replace/Reserved, Reserved Word Check. Note that this option is available even if the Matter is not set up with a Reserved Word Set. It will scan through all the fees but find nothing because there is no Reserved Word List for it to check against.

Miscellaneous

Reserved Word Set has been added as an available grid field in File Maintenance Manager, Clients and Matters. It has also been added as an available object to the Client Detail grid report in File Maintenance Manager and the Matter Detail grid report in File Maintenance Matter Manager.