Psychological/Psychiatric
Examiner Services Program

Examiner Resource Application (ERA)

In March 2020 the Minnesota Judicial Branch will be launching a new invoicing tool. The Examiner Resource Application (ERA) will be mandatory for all examiners on the same day it launches. On this date, examiners and institutions will view their court appointments and begin invoicing in ERA. Please see the ERA Training tab for registration information.
 

Psychological Services Online Invoicing Application

All examiners are required to use the Psychological Services Online Invoicing Application to submit invoices for district court-ordered exams performed for the Minnesota Judicial Branch.  

This invoicing application is for:

• Civil Commitment examinations including SDP/SPP, Price and Jarvis Cases
• Adult Rule 20.01 and 20.02 exams

This invoicing application is NOT for:

• Prepetition examinations
• Juvenile Rule 20.01 or 20.02 exams
• EJJ exams
• Repeat sex offender presentencing assessments
• Judicial Appeal Panel Exams (Direct invoices for exams ordered by the Judicial Appeal Panel to: Ramona Lee at DHS State Operated Support Services, PO Box 64979, St. Paul, MN 55164-0979)

Helpful Tip: Online Help is available via the Help link within the online invoicing application. It contains detailed instructions for your reference.
 

Support Material

• Examiner Invoicing Quick Reference
• Examiner Profiles Quick Reference
• Maximum Payment Rates Quick Reference (Revised 7.2017)
• Invoice Checklist to Manually Track Examiner Hours (Revised 11.2014)  If you would like a copy, please send an email via our contact form.

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About Case Validation Within Invoicing System

For All Users

• What if I need help or have questions?
• Which web browsers work with Psychological Services?
• Can I use the browser’s Back button?
• Do I need to have an email address?
• What if an examiner’s account is set to inactive?
• What if I forget my password?
• What if I keep receiving a message when logging in that my attempts are not successful?
• What if I try to retrieve my password and receive nothing in my email?
• How do I know what counties I need to select when setting up my travel profile?
• Can I print an invoice?
• Where can I find the county code prefixes for case numbers?

For Examiners

• What if I want to delete a case from an invoice?
• What if I want to delete an invoice?
• When entering an invoice, what if I need to select a case type that is not part of my financial profile?
• What if I get an error when entering an invoice after selecting a case type?
• What if a case number does not validate when I try to submit it even though I verified that the case number is correct?
• How do I enter case information into an invoice when the case validation system is off-line?

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For All Users

What if I need help or have questions?
Instructions are available through the Help link at the top of every screen within the Psychological Services Electronic Invoicing application. For further assistance, use the Service Desk link that is located at the bottom of any screen within the Psychological Services Electronic Invoicing application or use the Technical Support Form. The service desk is staffed during the hours of 7 AM to 5 PM, Monday through Friday, but you may submit your request at any time.

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Which web browsers work with Psychological Services?
Internet Explorer 6.0 or higher is required to use the Psychological Services Electronic Invoicing application. For Macintosh users, please use Firefox 3.0 or higher. Other web browsers may not function properly.

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Can I use the browser’s Back button?
Yes; however, it is recommended that you use the navigation buttons within the application. The Back button is not supported in this application. If you ever accidentally delete something and try to recover it by using the Back button, the deleted item may appear again but it will not actually be in the system. If you encounter this situation, it is recommended to immediately logout and log back in again.

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Do I need to have an email address?
Each user of Psychological Services Electronic Invoicing is required to have an email address as a method of contact.

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What if an examiner’s account is set to inactive?
If an examiner’s account is set to inactive, that examiner will not appear in any search results and will not be able to log into Psychological Services Electronic Invoicing. Contact the ITD Service Desk for assistance through the Service Desk link that is located at the bottom of any screen within the Psychological Services Electronic Invoicing application or send an email to ITDservicedesk@courts.state.mn.us.

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What if I forget my password?
Follow these steps: 

1. Locate the Forgot Your Password box on the login page of the Psychological Services Electronic Invoicing application. 
2. Enter your user name and click Submit. 
3. Answer the secret question that appears to confirm your identity. If your answer confirms your identity, an email with a new default password will be sent to the email address on file for you. 
4. Access the Psychological Services Electronic Invoicing application. Enter your user name and copy the new default password from the email and paste it into the password field.
5. Once you have logged in with the default password, you may change the password to something easier to remember.

Note: If you attempt to log in too many times with an incorrect password, you will be locked out of the system. If you are locked out of the application or if you do not know the answer to your secret question, contact the ITD Service Desk. Use the Service Desk link that is located at the bottom of any screen within the Psychological Services Electronic Invoicing application or send an email to ITDservicedesk@courts.state.mn.us.

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What if I keep receiving a message when logging in that my attempts are not successful?
Follow the steps for What if I forget my password (located above) and try to log in again. If your attempts are still unsuccessful, your account may be inactive or you may be locked out. Please contact the ITD Service Desk through the Service Desk link that is located at the bottom of any screen within the Psychological Services Electronic Invoicing application or send an email to ITDservicedesk@courts.state.mn.us.

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What if I try to retrieve my password and receive nothing in my email?
It is likely that the email address on file is not correct or you have been locked out of your account. For assistance, please contact the ITD Service Desk through the Service Desk link that is located at the bottom of any screen within the Psychological Services Electronic Invoicing application or send an email to ITDservicedesk@courts.state.mn.us. 

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How do I know what counties I need to select when setting up my travel profile?
You should select the counties to which you are willing to travel in order to be appointed an examiner. For your reference, use the MN Map link on most screens in the Psychological Services Electronic Invoicing application. The MN Map shows all the counties and districts in Minnesota and opens in its own web browser window or tab.

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Can I print an invoice?
You may print your invoice at any time using the Single Invoice Detail Report. Click the Help link (located in the top-right corner) on any screen in the Psychological Services Electronic Invoicing application and refer to the Viewing/Printing Reports and Invoices online help topic.

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Where can I find the county code prefixes for case numbers?
Click the Help link (located in the top-right corner) on any screen in the Psychological Services Electronic Invoicing application and refer to the detailed State of Minnesota County Code Numbers online help topic.

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For Examiners

What if I want to delete a case from an invoice?
You may delete a case from an invoice by following the steps below.

1. Open the invoice.
2. On the left-hand side of the case to be deleted, click Select.
3. Under the case to be deleted, click Add/Update Case.
4. To delete the case entry, click Delete.

Note: Once you delete a case from an invoice, all associated items (e.g., all services, activities, etc.) will also be deleted. You must then re-enter the case and add all subsequent information (e.g., exam, services, mileage, and charges). It is strongly recommended that you verify all items before deleting.
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What if I want to delete an invoice?
Invoices cannot be deleted. You may simply leave an unsubmitted or denied invoice as it is, or you may repurpose the invoice by updating the case information or by deleting cases and adding new cases. To delete the case and add a new case, use the following steps:

1. Open the invoice.
2. On the left-hand side of the case to be deleted, click Select.
3. Under the case to be deleted, click Add/Update Case.
4. To delete the case entry, click Delete.
5. Click Return to Invoice. The invoice screen should now be blank.
6. To enter new case information and services, go back into Add/Update Case and enter the new case information.
7. When you have completed entering each new case, click Update. Click the Help link on any screen in the Psychological Services Electronic Invoicing application and refer to the detailed online help located within Examiner Tools and Resources > Invoices > Entering an Invoice.

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When entering an invoice, what if I need to select a case type that is not part of my financial profile?
You must navigate to your profile and follow these instructions:

1. To navigate to your profile, select Examiner > Profile. 
2. Select the applicable financial option (e.g., Contract, Independent, or Employee). 
3. To enter or change rate information – including the amount and the billing type (e.g., per hour, service, or case), click Edit.
4. To save your changes, click Update. Click the Help link on any screen in the Psychological Services Electronic Invoicing application and refer to the detailed online help located within Examiner Tools and Resources > Profiles > Financial: Adding/Viewing/Editing Examiner Profile.

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What if I get an error when entering an invoice after selecting a case type?
When completing an invoice, if you select a case type that is not in your financial profile, the system displays an error and grays everything out. To exit the error, on the browser bar, click Back. To add that case type and rate to your profile, you must navigate to your profile and add it (follow the steps in When entering an invoice, what if I need to select a case type that is not part of my financial profile, located above), and then return to completing the invoice.

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What if a case number does not validate when I try to submit it even though I verified that the case number is correct?
There are a few possibilities for why a correct case number is not validating.

• The online application requires that each case includes a county code. However, some courts do not include their two digit county code on court documents. Some larger counties with multiple locations use letters after the two digit county code to identify specific court locations. Look up the applicable county code in the list of Minnesota County Code Numbers accessible via the Help link. The Help is located in the top-right corner of the Psychological Services Electronic Invoicing application and is available on any screen.
• Case numbers originating before 2008 may require a different format. If the case number does not include a “CR” or “PR” or “MH-PR” case type code, then the number after the last dash needs to have at least six digits. If there are not at least six digits, then zeros need to be added after the dash before the number until there are six digits.
  • Format: [county code]-[next two digits (letters and/or numbers]-[two digit year]-[six digit number]
  • Example: 10-K5-03-001 needs to be entered as 10-K5-03-000001
• The case validation function may be off-line due to server updates. Most server updates occur Sundays between the hours of 10:00 AM and 5:00 PM. Case numbers will not validate when the server is being updated. However, you can enter all case related information into the invoice despite the system message indicating the case number is not valid (see below). The invoice may then be submitted for approval once the case validation system is back online.

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How do I enter case information into an invoice when the case validation system is off-line?
You will know that the case validation system is off-line and unavailable when you receive a message while entering an invoice that the case number is invalid despite the case number being correct. 

Note: Invoices can be completed when the case validation system is off-line, but they cannot be submitted until the case validation is back online. 

1. When the message displays that the case number is invalid, click OK. Then click Return to Invoice.
2. In the invoice, input case information for exam type, services, travel, etc. The case information that has been entered will be saved in the invoice. 
3. Any time other than 10:00 AM to 5:00 PM on Sunday, login to the application and locate the applicable invoice number. 
4. To open the applicable case number in the Cases section, click Select.
5. Click Add/Update Cases; then click Edit; and then click Update. The case validation message will display. 
6. If the case number is validated with the correct case information, then click OK.
7. Click Return to Invoice.
8. Scroll down to the bottom of the screen and click Submit Invoice for Approval.
9. If you still receive the message that your case number is invalid, send an email via our contact form. 

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