Intake

When a user successfully completes a program’s triage rules, they are provided the matching organization and may begin intake.

Todo

Once Guided Navigation is fully implemented, users will be able to chose where to apply to.

Intake process

The intake process generally:

Collects client information including:
- Name
- Alias
- Nicknames
- Date of birth
- Demographics information, based on organization preferences, including:
  - Race
  - Ethnicity
  - Gender
  - Marital Status
  - Preferred language
Collects household size, broken into number of adults and children. Each organization may have their own definition of who to count.
Collects income information. Some organizations may:
- Not collect any income information
- Waive income limits for some populations
Contact information, including:
- Phone type
- Phone number
- Opt-in for SMS
- Email address
- Address

If the user passes validation (see below):

If the intake settings is set to “We call you,” the user is given a list of appointment times.
- These times are based on the intake settings, the service maximum limit, and the number of slots already filled.
- The number of slots the user can pick is limited to the lesser of 3 or the number indicated by the program.
- The user may opt to call the program instead
If the intake settings is set to “You call us,” the user is given a list of times they can call the program.

Todo

Currently this shows the callback slots; we will be replacing this to use Office hours instead.

Validation

Most partners have income limits.

For programs with no income limits, the system will not check income
For programs that waive income limits for some populations, the system will ignore income limits if the user indicated that they are a member of the population.
For programs that have applicable income limits:
- The system pulls the income standard to use and the maximum percentage from the intake settings or location_services.
- The system pulls the income limits from the relevant Income standard entity.
- The system calculates the user’s monthly income based on the collected income information.
- The system calculates the user’s maximum income based on the income standard and household size
- The system determines if the user is over income (monthly income exceeds maximum income) or not.

If the user is over-income, the user is diverted to referrals.

If the user is not over-income, they continue to the appointment and confirmation piece.

E-Transfer

When the user gets to the final intake confirmation screen, their information is sent to the statewide online intake server.

The e-transfer leverages Legal Server’ intake API.

{ "firstName": "Test",
 "middleName": "",
 "lastName": "Test",
 "eTransferOrganization": "Land Of Lincoln Legal Assistance Foundation",
 "aliasFirst": "",
 "aliasLast": "",
 "addressHome": {
     "address1": "120 Main Street ",
     "city": "Belleville",
     "state": "IL",
     "zip": "62220",
     "county": "17163"
 },
 "phoneHome": "315555555",
 "phoneHomeNote": "",
 "dateOfBirth": "1989-11-17",
 "email": "[email protected] ",
 "maritalStatus": "Separated",
 "race": "Other",
 "ethnicity": "",
 "gender": "Female",
 "language": "en",
 "citizenshipStatus": "",
 "immigrationStatus": "",
 "veteran": "",
 "disabled": "",
 "note": "Select the one that best fits your case:I want a divorce because I am being abused by my spouse. Or I want a divorce because my kids are being abused or in danger.; Do you have a safe phone number we can call you at?:Yes;; We call client; Callback Times:Wednesday, Jun 30, 2021, 12:00pm - 1:00pm;",
 "numberOfAdults": "1",
 "numberOfChildren": "1",
 "callbackType": "Callback",
 "callbackDayTime": "Callback Times:Wednesday, Jun 30, 2021, 12:00pm - 1:00pm",
 "externalID": "ILAOWeb-35825811",
 "incomes": [{"amount":"1100","frequency":12, "type":"Employment"}],
 "adverse_parties": {},
 "program": "",
 "customField": {},
 "jsonPayload": {},
 "legalProblemCode": "32 Divorce/ Separation/ Annulment"
 }

Note

In 2022 - 2023, we will begin to leverage the program, adverse_parties, customField, and jsonPayloadItem fields.

Adverse parties

The JSON API supports passing Adverse party data. This includes:

Type, required
First name
Last name
Middle name
Address (in addr1, addr2, city, state, and zip elements)
Date of birth
Social security number
Gender
Race

Supported types are:

Business (not Landlord)
Child
Domestic Partner (not Spouse)
Employer/Work Colleague
Former Domestic Partner
Former Spouse
Landlord (Owner)
Legal Guardian
Neighbor
Other
Other Family Member
Parent
Property Manager
Spouse

Note

ILAO will never collect or eTransfer social security numbers

[
{ "type": "Spouse",
"first": "Test",
"last": "Test",
"middle": "Test",
"zip": "55555",
"addr1": "500 Test Boulevard",
"addr2": "Apartment 333",
"city": "Bensonville",
 "state": "IL",
 "dob": "2/02/1972",
"ssn": "555-55-5555",
"gender": "Male",
"race": "Other" },
{ "type": "Landlord",
"business_name": "XYZ Property Management",
"zip": "55555",
"addr1": "500 Test Boulevard",
"addr2": "Apartment 333",
"city": "Bensonville",
"state": "IL",
 } ]

Custom Field transfers

The JSON API supports passing customField data two different ways.

via “jsonPayload” - using this transfer allows the customField data to transfer directly to the partnering organization’s LegalServer
- To transfer using the custom field’s lookup number:
  - “jsonPayload”: {custom_field_name_lookup_123”:2[space],[any other custom fields]
- To transfer text into a custom field: * “jsonPayload”: {custom_field_name_lookup_321”:”text”},[any other custom fields]
By transferring the customField information into ILAO’s LegalServer and then matching that customField to the partnering organization’s LegalServer
- “custom_fields”:{“ilao_custom_field_name_123”:3[space],[any other custom fields]

{ "firstName": "Test",
 "middleName": "",
 "lastName": "Test",
 "eTransferOrganization": "Land Of Lincoln Legal Assistance Foundation",
 "aliasFirst": "",
 "aliasLast": "",
 "addressHome": {
     "address1": "120 Main Street ",
     "city": "Belleville",
     "state": "IL",
     "zip": "62220",
     "county": "17163"
 },
 "phoneHome": "315555555",
 "phoneHomeNote": "",
 "dateOfBirth": "1989-11-17",
 "email": "[email protected] ",
 "maritalStatus": "Separated",
 "race": "Other",
 "ethnicity": "",
 "gender": "Female",
 "language": "en",
 "citizenshipStatus": "",
 "immigrationStatus": "",
 "veteran": "",
 "disabled": "",
 "note": "Select the one that best fits your case:I want a divorce because I am being abused by my spouse. Or I want a divorce because my kids are being abused or in danger.; Do you have a safe phone number we can call you at?:Yes;; We call client; Callback Times:Wednesday, Jun 30, 2021, 12:00pm - 1:00pm;",
 "numberOfAdults": "1",
 "numberOfChildren": "1",
 "callbackType": "Callback",
 "callbackDayTime": "Callback Times:Wednesday, Jun 30, 2021, 12:00pm - 1:00pm",
 "externalID": "ILAOWeb-35825811",
 "incomes": [{"amount":"1100","frequency":12, "type":"Employment"}],
 "adverse_parties": {},
 "program": "",
 "customField": {"ilao_custom_field_name_123":3 ,"ilao_custom_field_name_321":"Full-time"},
 "jsonPayload": {"custom_field_transfer_123":2 ,"custom_field_transfer_321":"Part-time"},
 "legalProblemCode": "32 Divorce/ Separation/ Annulment"
 }

Reminders

Reminders are sent to completed e-transfers as follows:

For those users who have a callback scheduled
- By SMS, 1 hour and 24 hours before appointment if they opted-in to text
- By email, 1 hour before appointment if they have not opted-in to text
For those users who are instructred to call the organization:
- By SMS, 1 day after their application, if they have opted in to text messaging
- By email, 1 day after their application, if they have not opted in to text messaging