MEOL Solicitors' User Guide
What do you want to do?
Access the site
How to Access the Site
How to Login
- To log in to the site, click the last menu option "Login".
- Enter your username and password in the appropriate fields on
the login page then click Continue.
How to Navigate the Site Using the Control Panel
- The site can be fully navigated using a single Control
Panel.
- From here you can access all the functions available through
MEOL.
The Solicitor Control Panel
- Click on Control Panel from the left hand menu and review all
the options available to you.
- Notice that the left hand menu has now changed to include an
expanded menu.
- The main part of the screen (shown below) shows each new menu
item, together with a short explanation and an icon.
Back to Top
Find Experts to Shortlist or Instruct
What is the Difference between Classify Experts and
MEOL Experts?
Rather than maintain and manage your own database of tried and
trusted experts in addition to using MEOL only when you need to
widen your search to unknown experts, MEOL gives you the ability to
manage both side by side.
Classify Experts
MEOL allows you to import your own experts and to use the system
to access and instruct these. Not only is this a convenient place
to store and view your experts but it enables your experts to
update their CV and professional profile online. This ensures the
details you have on file are kept up to date without you having to
make any effort to do this in-house. Classify Experts are therefore
your own experts. These are stored securely on your own dedicated
space on our server and are not accessible to other users.
MEOL Experts
However, one of the main benefits of using MEOL is that you can
locate experts with different specialisms who practice at locations
close to your client.
MEOL Experts are therefore MEOL's huge database of 9,000 medical
experts, all of which can be interrogated by discipline, location,
area of expertise, fees, availability and more to give you search
results that directly meet the needs of each individual client.
The two lists are not completely separate however as you have
the ability to continually 'grow' your Classify Experts list by
moving any experts you select from MEOL Experts into Classify
Experts.
How do I Set Up and Add to Classify Experts?
Adding Classify Experts
Click on Classify Experts from the Control Panel. From here
there is an easy upload option at the top of this page for you to
import your own database of experts.
You can do this for bulk data or for single additional
experts.
Another way to add to Classify Experts is to add experts from
the MEOL system to your own private database. The method to do this
is listed below under point b) below.
Viewing Classify Experts
Beneath the upload box on the Classify Experts page is the list
of all your stored experts. These can be sorted by Classify
Experts, Experts Who Said They Work for my Firm and My
Blacklist.
Read on to find out what you can find in each of these sections
and the functions you can undertake within each search results
page.
- Under Classify Experts you can see the name of each expert,
their discipline, the date they were added and who added them. You
can view their profile, remove them or view comments.
- Under Experts Who Said They Work for my Firm you can see the
name of each expert, their discipline and who they worked for in
your firm.
- Under My Blacklist you can see the name of each expert, their
discipline, the date they were added to the blacklist and who added
them. You can view their profile, remove them or view
comments.
What Information do I Need to Find Experts to
Shortlist or Instruct?
MEOL is a swift and simple tool to help you find an appropriate
expert for your client. Our database has over 9,440 experts listed
across 97 disciplines, who practice at more than 4,520 venues. How
about that for choice?!
To use the Find Experts page you will need the following
information to hand:
- Postcode or town of client
- Medical discipline and/or specific specialism/s within that
discipline that are needed for your medical report
Enhanced searches require the following further information:
- Any language preferences (is client proficient in English or do
they require a doctor with language skills?)
- Are there any social or religious requirements (for example
same sex Doctor?)
- Do you have a set timescale in which you need the report
by?
How do I Use the General Search Function?
Interrogating our database can be done by searching for:
- a named expert you know you want to use.
- an expert located closest to your client.
- a catastrophic injury expert.
- a clinical negligence expert.
- your own contacts only under 'Classify Experts' only.
- MEOL experts using our extensive database.
With over 9,440 experts on our system, using the search function
effectively will narrow down your choice to just those experts who
fully meet your requirements.
See the following sections to learn how to fully utilize MEOL's
sophisticated search function.
Searching for an Expert
From the Control Panel go to 'Find Experts'. From here you will
see:
- The total number of experts and venues in the system is
displayed.
As you can see from the screen shot above, you can choose to
search for an expert by:
- Name - Find Experts to Shortlist or Instruct who's name I
know
- Location - Find experts closest to my client or
- Type of case they are willing to undertake
- Personal Injury
- Clinical Negligence
The search can also be limited to only those experts tagged as
"Classify Experts," by ticking the appropriate checkbox.
Searching by Name
To find a specific expert whose name you know, select the first
option.
- The Name Search Screen will become visible.
- Type the expert's surname in the appropriate field.
- If you are not sure of the exact spelling, click the checkbox
"I'm not sure how this surname is spelt," to look for experts who
have a name similar to that typed.
- If you know the discipline of the expert, select that from the
drop-down menu.
- Click Find Experts to display results.
- The number of experts found will be shown just underneath the
Find Experts button.
Please note that we always display the most up to date profile
information submitted by experts but are reliant on individual
experts keeping their records up to date.
Searching by Location
To search for a medical expert closest to you client, select the
second option "Find experts closest to my client."
The Location Search screen will become now become visible which
enables you to search in three different ways, by: Discipline, Key
Word Search Terms and Area. We will go through each of these
now.
Searching by Discipline
First select the discipline of the expert required from the
drop-down menu. Certain disciplines have a list of related
disciplines associated with them. For example, You may select
Orthopaedic Surgery as a discipline, however your client's injuries
may be such that you might also like to see and consider other
disciplines in a simultaneous search for General Practitioner.
In a case of whiplash injuries, you may be interested in any of
the following disciplines: Orthopaedics, Rheumatology, Trauma and
Orthopaedics and Accident and Emergency.
MEOL's smart system prompts you when you search under any
discipline that has other related disciplines. Simply tick the
checkbox next to the name of the additional disciplines you wish to
include in your search criteria.
Searching by Key Word Search Terms
If appropriate We recommend that you not only use the filters
above but also take advantage of our helpful Key Words Search Terms
function which will help narrow down your search to those experts
with the specific specialisms you require.
- Use the search box and start to type in key words attached to
your chosen discipline. For example you may be searching for an
orthopedic surgeon with knowledge of spinal injuries to undertake
your medical report.
- A list of search terms containing the text you typed will
appear after a few seconds.
- Click "Add" next to any of them that you want to include.
- To Add All click the link "Add All,"at the end of the
list.
Searching by Area
To Find Experts to Shortlist or Instruct who practices local to
your client, use MEOL's area filter.
- Type your client's town or postcode into the Town or Postcode
field.
- This can be in the format "Birmingham," "B21" Or "B21 9PA"
- Note: If you type an area name where there is more than one
area of the country that has that name, the system will ask you to
specify more closely which area you want to search by selecting
from a drop-down menu.
Searching for Criminal Negligence or Personal
Injury Experts
To search country-wide for a clinical negligence or personal
injury expert, select the appropriate option from the Find Experts
to Shortlist or Instructs search page.
- Discipline and Search Terms can be selected as in other general
searches and as already detailed above.
- Entering the town or postcode is optional for this type of
search.
- Advanced Search options are slightly different, as shown
below.
How do I Use the Advanced Search Function?
Our search engine has an Advanced Search Function too. This
narrows down the search results even further. Simply click the
Advanced Search link to reveal the further filters you can use.
Need a specialist that can undertake the medical examination in
a specific language? Use our language finding tool. Simply type in
the language. As you begin to type our tool will come up with
suggestions. Simply select the language or choice of languages
appropriate for your client.
Need a specialist that works with a particular agency? Use our
agency finding tool. Simply type in the agency name. As you begin
to type our tool will come up with suggestions. Simply select the
agency or choice of agencies appropriate for your client.
Looking for a specialist of a particular gender to comply with
religious or social needs? Make your gender selection and filter in
only those specialists who are appropriate for your client.
Want to find experienced specialists or those sticking to a set
price? Use our filters to add in the minimum number of reports a
year you want experts in your search results to produce - this
highlights those experts with the most experience of medico-legal
work. You can also type in the price per report and the system will
filter in only those that are up to this ceiling price.
Next you can screen to only select those experts who are willing
to undertake personal injury, forensic or family court reports.
In a rush? You can refine the search to only include those
experts who can provide an appointment within your set timescale
and then provide the medical report within your stated
timescale.
Finally you can also consider your invoicing needs at this early
stage and filter results by experts' terms of settlement.
As you can see, MEOL has a sophisticated and flexible search
tool so do make use of our full range of functions to ensure that
you are refining your searches to optimum effect.
Understanding Your Search Results
The search results only show those experts whose status
indicates that they are currently accepting medico-legal
instructions (unless you search by name in which case they will be
included but with their current status showing, for example, on
sabbatical, retired and so on).
For a location search results are listed both in a Top Ten list
format as well as displayed on a map. The results list is
restricted to the Top Ten to save on search time, as our database
is very extensive and full search would increase your waiting time.
If your firm would like to have a greater number of search results
then MEOL can arrange to set this up for you.
To see the results displayed on the map;
- Click the map icon on the right of the page "Click to Show
Map."
- This shows how far all the experts returned in the search are
from your client.
In list format, each search result record shows:
- The name of the expert - you simply need to click on each name
to view the expert's medico-legal CV
- The status of the expert
- Note: Experts who have completed and submitted their profile
and are active users of the site will be shown in bold type and
labelled "Accepting Instructions." We recommend that you deal with
these experts.
- Faded out listings may also be contacted but bear in mind that
they are not active users so the currency of their contact details
and even their willingness to undertake instructions at this time
cannot be assumed.
- Discipline
- Professional Title and GMC number
- For a location search, the distance the expert is from the
postcode searched is also given. Please note that distances are
given 'as the crow flies' so rivers and estuaries are not taken
into account; for this reason we recommend you look at the map
provided.
Returning to the Initial Search
To return to the initial Search, click the Back to Search link
at the top of the page.
Note: Do not use the Back and Next buttons of the
browser.
Too Few Search Results
MEOL has over 9,440 experts listed and all the main disciplines
and specialisms are covered. However, in the event that a nil
return or too few search results are displayed, click the link
"need more results." This will send an email to the administrative
team and we will try to respond to your request within 2 working
days.
Before doing this you may wish to review the search filters you
used. The more filters used the smaller the results list will be.
Inevitably, some searches may simply be too specific to bring back
any results at all.
A lack of returned listings doesn't necessarily mean that none
of our experts has the specialism you are looking for. Their
profiles may not be up to date or they may have made an omission.
For this reason we suggest that it is sometimes worthwhile reducing
the filters and sending out an email to multiple experts, asking
them if they have the specialism you are looking for.
We want to continually improve the range of experts we provide
on MEOL and always want to know when you are unable to find a
particular specialist. We make every effort to 'fill in the gaps';
where 'expert deficits' appear.
Functions accessible from Search Results Page
From this page you can undertake the following functions:
- Shortlist an expert
- Instruct an expert
- Add to your email list - this allows you to 'put this expert's
name to one side' to be included group email to several
experts
- Add to Classify Experts - this allows you to build up a list of
'Favourite Experts' for your own personalised database.
- Blacklist - This allows you to build up a list of experts that
you do not want to instruct again.
Shortlisting and Instructing are explained in the relevant
section of the User Guide.
Add to Classify Experts
Click the link "Add to Classify Experts" to add this expert to
your list of "Favourite" experts to instruct.
The expert's record will always be highlighted in green in
future search results.
You can remove an expert from your list by clicking the link
"Remove from Classify Experts."
Blacklist
To mark an expert's record as blacklisted ie. an expert who you
do not want to instruct either now or in the future, click the
Blacklist link.
A confirmation pop-up message will appear asking if you are sure
you want to blacklist the expert.
Blacklisted experts will be highlighted in pink in all search
results. You can remove an expert from being blacklist by clicking
the link "Unblacklist".
Add to Contact List
Experts added to the Email list appear on the left hand side of
the search results list, just under the Solicitor main menu.
Experts can be removed from this list by clicking the Remove
link next to their name.
Click Create Message to write an email to all recipients in the
list. The Messaging Screen will automatically appear.
Contact This Expert
To email just one expert, click the Email This Expert link
underneath the search result record. The Messaging screen will
automatically appear (as shown below).
The MEOL messaging screen contains several features:
- The Recipients line which shows the expert(s) selected
- The Subject field
- The option to use the template button. To use the "request
soonest appointment," template, click the button and the standard
text will appear in the message field.
- Toolbar - This can be used to text size, style and
alignment.
- Message field - This should be used to type the required
message.
Attachments can be added to the message.
- Click Browse to find the appropriate file on your
computer.
- Click Add Attachment.
- To preview the message, click the Preview button.
- To send the message, click the Send button.
Back to Top
Add a case
When can I add a Case?
You can add a case on three separate occasions:
- At the point of shortlisting
- At the point of instructing
- Through Manage Cases
If you press the Shortlist or Instruct prompt from the Find
Experts to Shortlist or Instruct page you will see that the first
stage of the process is to Add a Case.
If you go to Manage Cases you are given the option to Add New
Case.
What Information do I Need to Add a Case?
To add a case you need the following information to hand:
- Reference numbers - both yours and insurers
- Accident date
- Client's personal details inc. DoB and contact number
Shortlist Experts
Back to Top
Why do I Shortlist Experts?
Shortlisting experts is a way to search for experts that 'best
fit' your client. You can save your search results against a case
that you have added to the system so that when the time comes to
instruct you are ready to proceed.
Do I need to Shortlist for every Instruction?
No, you can go directly to instruction if you feel this is the
best route for you.
What Information Do I Need to Shortlist?
Shortlisted experts are all those experts who best meet the
needs of your instruction and you will ultimately select an expert
to instruct from this list.
Alongside all the criteria entered into your search criteria
such as discipline, specialism, languages spoken, gender and more,
your shortlisted experts need to take into account a few other
considerations such as:
- Distance client is able to or prepared to travel for medical
appointment
- Acceptable rate for medical report that insurers are willing to
pay
How do I Shortlist?
Shortlisting is a simple, streamlined process using MEOL.
- Complete the Find Experts to Shortlist or Instruct process to
give you a list of appropriate experts.
- Look through the details of experts within this list.
- For each of those who appear to be a 'good match', click on Add
to Shortlist.
What Functions are Accessible from the Shortlist
Page?
Once you have selected to shortlist an expert you are taken into
the My Instructions Page which displays the Shortlist tab. From
this page you can;
- You can look at the case details
- You can see an overview of each individual expert
shortlisted
- You can look at the profiles of individual experts
shortlisted
- You can remove shortlisted experts
- You can instruct shortlisted experts
Back to Top
Instruct an Expert
Instructing experts is made quick and easy using MEOL.
Which Pages Can I Instruct an Expert From?
You can instruct an expert directly from a search results page
or from the Shortlisted tab from Instruction Details.
What Information Do I Need to Instruct an
Expert?
The following information is needed to instruct an expert:
- Name/s of experts you wish to instruct
- Case reference number
- Letter of instruction if you want to send this with the
e-mail
- Any medical records, or previous reports you want to send to
the expert
How do I Instruct an Expert?
You simply need to press the Instruct prompt next to the expert
you wish to use. This can be carried out from the Shortlist,
Instruct or Manage Cases pages.
Once you have pressed this a prompt will appear (see above)
checking that you wish to instruct the expert. If you respond
positively by clicking on Instruct Now you are taken to Message
screen from where you can contact the expert with all the relevant
details.
How do I find Saved Searches so that I Can
Instruct?
You can retrieve saved searches from the Manage Cases page.
Simply click on the details prompt next to the relevant client's
name within the Manage Cases list. From within this page scroll
down to the instruction details at the bottom on the page and click
on 'details'. From here simply click on the 'searches' tab to view
the search or searches you used when loading this case.
How do I Cancel an Instruction?
The process for cancelling instructions is made easy for you.
Simply follow the steps below.
- Go to Manage Cases
- Select the appropriate case and click on Details
- Select the appropriate instruction and click on Details
- Click on the Instructed tab
- Click Cancel
- Type in the reason for your cancellation
- Note that this text will appear in an email to the expert so
please be clear and polite!
- Then simply confirm the cancellation to complete the
process
How do I add Another Instruction to an Existing
Case?
From Manage Cases you can either:
- Retrieve your original shortlist
- Retrieve your original search
- Commence a new search
Back to Top
Use MEOL Mail to Communicate with an Expert
What can I use MEOL Mail for?
MEOL Mail is used to contact either multiple experts with
queries or to communicate directly with specific experts.
You will use MEOL Mail to send out instructions, request
information from experts or carry out discussions on the
preparation of the medical report or on queries subsequent to its
submission. You will also receive appointment details via MEOL
messages.
What are the templates for?
Templates are designed to save you time and effort. They provide
standard wording for messages that you regularly send as part of
the instruction process.
What templates are available?
Currently there is an instruction template available and further
templates are planned, for example for cancellation of
instructions. You are welcome to get in touch to request additional
templates.
How Can I Review Sent Mail?
You can access emails in two ways; by clicking into Communicate
with Experts to find messages or by using the Messages tab on the
Instruction Details page. You will be sent notification to your
email address whenever there is a MEOL Message waiting for you.
Receive a Medical Appointment
Back to Top
How do I receive Medical Appointments from
Experts?
You will receive medical appointments directly from the
experts.
What do I need to do once I receive a Medical
Appointment?
Experts will already have informed your client of their medical
appointment. You don't need to take any action at this point.
Back to Top
Receive a Medical Report or Invoice
How Do I Receive Medical Reports?
Experts will upload medical reports directly on to the MEOL
system. You will receive notification that a report is waiting for
you, along with a link to the report.
To access the report manually from the Control Panel, select
Manage Cases. Use the search function to locate a case or select it
from the list of your 20 most recent cases that are listed.
What If I Have a Query About a Medical Report?
You can liaise directly with an expert should you have a query
relating to their report.
Back to Top
Manage Current and Past Instructions
How do I Check Progress on Current Instructions?
You use the Manage Cases section to manage your instructions.
Manage Cases enables you to look up a specific case number and
access all instructions logged against this instruction.
Scroll down the bottom of the Manage Cases page once you have
brought up a particular instruction. Here you will find a list of
instructions, each of which can be clicked upon to find out the
details. (See screenshot below).
Every instruction has a tabbed table of information, helping you
to retrieve a range of information on each instruction with
ease.
How do I Look Up Information on Previous
Instructions?
Once completed your previous instructions do not disappear. They
remain on the system and can be accessed via Manage Cases in the
same way that live instructions can be brought up and reviewed. You
can either just make use of the Case Details screen or click on the
Details button at the bottom of the page to enter the My
Instruction Page. (see below)
From here you can review any of the tabs to find out about:
- Shortlisted experts
- Instructed experts
- Review messages relating to the case
- Review previous searches made against the case
- Access or review medical reports
- View or respond to invoices relating to the case
Back to Top
What Else Can I Do on MEOL?
Writing References for Experts
MEOL operates an accreditation scheme that requires experts to
receive regular references from solicitors.
To go into the Reference page select References from the Control
Panel. You will see the following message displayed:
Below this message you will either have the name/s or expert/s
requiring a reference from you or will be told that no references
are required from you at this point in time. You will be sent an
email to inform you if reference requests are waiting for you on
this page.
To Change Your Username and Password
When you register for MEOL you are given a username and
password. Once you log in to the system you are able to change both
your username and password.
To start the process click the Change Password option on the
Control Panel.
The Change Password screen will open (as shown)
The first time you access this, you will be asked for a new
username in addition to a new password.
- Type the new username into the "Username" field.
- Type the New Password into the "New Password"field.
- Re-type the new password into the "Please Confirm the Password"
field.
- Click OK.
- You will now be able to log in to the site using the new
username and password.
Get a Desktop icon
To create a shortcut on your computer to Medical Experts Online,
click the last option on the Control Panel - "Get a Desktop
icon."
- Windows Installer (most users will be able to use this)
- Direct Download (if you do not have Windows 3.1)
- For other non-Windows systems
Desktop Icon for Windows Users
- For Windows Users, to load the Installer, press the click here
link under the heading "Windows Users - Installer"
- Follow the instructions from the browser.
- At the prompt from the browser, press Save File.
- The installer program will be downloaded to your desktop and
you will see the following icon.
- This icon is called MedicalExpertsOnline.msi.
- Double click the icon and press Run.
- Once the installation has been completed, you will see the
following icon on your desktop.
- Double click to open Medical Experts Online.
Desktop Icon by Direct Download
- For Windows Users who do not have Windows Installer 3.1, a
direct download is available.
- Press the click here link under the heading "Direct
Download."
- Follow the instructions from the browser.
- For most users the message shown above will appear.
- Press Save File.
- The program will be downloaded to your desktop.
- The following icon will appear. This icon is called
MedicalExpertsOnline.exe.
- Double click on this icon and click Run to open Medical Experts
Online.
Desktop Icon for Other Users
- For non-Windows users, the following option is available.
- Press the click here link under the heading "Other Users."
- Follow the instructions from the browser.
- For most users the message shown above will appear. Press Save
File.
- The program will be downloaded to your desktop.
- The following icon will appear. This icon is called
MedicalExpertsOnline.url.
- Double click on this icon to open Medical Experts Online.
Back to Top