Alerts-Case Summaries

Ways to get help while you work:

  • Handy Tool Tips
    for each field on every screen. When you hover in a particular field, Geni gives you hints about the information that should appear in the field; in addition, if more than one answer is available, Geni displays all of the possible entries for quick reference and selection.
  • Quick-Pick Lists
    are generated from integrated data contained in the setup, case management and accounting features of the program to make data selection quicker and learning how to use Geni faster.
  • Help Screens
    are available by pressing the Help button on the Taskbar at each level of the program or Ctrl+H on pop-up screens so each user can “learn as you go.”

ALERTS FOR CASES SUMMARIES

Here you will find step-by-step instructions how to access and do work in the Alerts for Case Summaries to take advantage of the full force of this valuable case management tool. This section contains the following subsections:

  • Overview
  • Access to Full Case File
  • Access to Full Client (More) Information
  • Pick Other Division or Rep
  • Making Changes
  • Field Descriptions
  • Print Alerts for Case Summaries
  • Search Alerts for Case Summaries

Overview of Alerts for Case Summaries

Here is a sample half-page view of Alerts for CaseWork Summaries:

alerts-for-case-summaries

Notice the New Case button at the top right corner? This button is on virtually every page so you can create a new client/new case quickly wherever you are in the Geni Law program.

At first glance you will notice that Alerts contains all of the case status information available in the full view of CaseWork Manger. When working with the screen view, the gray highlight bar moves as the cursor is moved from one case summary to another either by use of the arrow keys or PgUp/PgDn.

You can use these JUMP KEYS to move quickly through Alerts:
Ctrl+A Action Date
Ctrl+C Court Code
Ctrl+R Related Party
Ctrl+S Status
Ctrl+W Case Type (Work Order)

Alerts for Case Summaries makes reviewing case files a breeze. Alerts for Case Summaries (“Alerts”) presents up to ten (10) cases summaries per page, as opposed to the full case history available in the CaseWork Manager. You can set Alerts as your default screen so that your active cases are always in front of you. (On the main Taskbar, click OTHER > USER PREFERENCES. The third from the bottom line says “Default screen to load after logging into Geni Software.” The box directly to the left should read “CWS” for the Case Alerts Screen. If it does not, backspace over the entry, and a quick-pick list will appear for ease of selection.)

Access Alerts from anywhere in the Geni Law program by clicking on CASEWORK > ALERTS FOR CASE SUMMARIES on the main Taskbar.

Just as in CaseWork Manager, the Action Date feature (shown below in orange) is the indispensable tool used by CaseWork Manager to prioritize case work by date. Although each case is sorted (by default) on the Action Date, you can choose to sort case summaries by: Action Date, Client in alphabetical order, Priority, Division, Representative, Case Type, Status, Related Party, Court Information, or Payment Status.

alerts-with-action-date-highlighted

You can set your computer to print Alerts by Action Date at the beginning of each day to stay on top of daily assignments, revise Action Dates to adjust to changes in deadlines, or isolate key updates that are needed to maintain the accuracy and relevance of the client’s case file.

Alerts reports are perfect for daily or weekly team meetings. When used properly, your firm will avoid missed deadlines, complete assignments consistently and focus on late-payment or collections issues. Each member of the firm, practice group or team can access Alerts, have instant knowledge of the case status, what work needs to be performed, and redirect work quickly in the event of unexpected absences due to emergency, accident or illness. Use the Action Date to coordinate calendars to assure coverage during vacations or in the event of a vacancy.

You can choose to view or print “ALL” Alerts to review firm-wide case status or sort by individual DIV or REP codes for more focused reviews.

Access to Full Case File

Easy access to FULL CASE FILE contained in CaseWork Manager is available through Alerts for Case Summaries. Click CASEWORK > ALERTS FOR CASE SUMMARIES on the main Taskbar.
Click the SEARCH button and search for your case file (for an individual start typing the last name first). A gray highlight bar identifies the case when SEARCH is complete. Place cursor on the gray highlighted profile and click the DO WORK button (located under HELP on the main Taskbar). Geni Law opens the complete electronic case file and overlays it on top of the Alerts screen. You may complete work in the client’s case file in CaseWork Manager, press Ctrl+S or Ctrl+Enter to save each assignment, and press Escape to close that case screen and return to the Alerts screen. Some work can be completed in either screen as detailed further in this section.

Access to Full Client (More) Information

Access to FULL CLIENT INFORMATION contained in the client database is available for each case in Alerts for CaseWork Summaries. Click the SEARCH button and search for your case file (for an individual start typing the last name first). A gray highlight bar identifies the case when SEARCH is complete. Place the cursor in the NAME field of the highlighted case and click the “MORE INFO” button below the main Taskbar. The Client Information screen for that client will open and overlay on top of the Alerts screen. You may complete work in the Client Information profile, press Ctrl+S or Ctrl+Enter to save, and press Escape to close the Client Information screen and return to the Alerts screen. NOTE: Updated “case status” information appears on the screen immediately; however, if you change “client information”, you will need to Escape out of the Alerts screen and reopen the screen to see the updated information.

Pick Other Division or Rep

View different Divisions or Representatives without leaving the Alerts screen. On the main Taskbar, click on OTHER > DIV or OTHER > REP. A quick-pick list appears. Click PICK DIV and choose a DIV from the slide-out menu, or click PICK REP and choose a REP from the slide-out menu.

Helpful Hint: If you cannot find a particular case, double check to make sure you are in the correct DIV or select the “ALL” default division to access the firm-wide database.

Making Changes in Alerts for Case Summaries

Most, but not all, of the information contained the in Alerts fields can be changed. The fields that cannot be changed are: BILLED, PAID, OWED, LSTPMT and DO ITEMS.

Tab through the fields, make changes as necessary, and press Ctrl+S or Ctrl+Enter to save the entry(ies). Changes made in Alerts update automatically to the full case file in CaseWork Manager and vice versa.

Field Descriptions
Each field contained in the client information record and how it will help you is explained below.

Helful Hint: Place the mouse over any field and a short explanation of that field (“tool tip”) will be shown.

ACTION DATE Auto-filled from Action Date created in CaseWork Manager; this is the date that you want the case to come to your attention; change manually; press Ctrl+S or Ctrl+Enter to save
P Priority; set priority using A through Y; the same letter can be used for multiple cases; change manually; press Ctrl+ Enter to save
CLIENT CODE Official Case Name; computer-assigned from information contained in Client Information; generally, last name first; cannot be changed
DIV The attorney (profit center) responsible for the case; change manually; press Ctrl+S or Ctrl+Enter to save
REP The primary attorney assigned to the case; the primary REP and DIV Codes can be the same; change manually; press Ctrl+S or Ctrl+Enter to save; REP1
REP The secondary attorney (or billing professional) assigned to the case; change manually; press Ctrl+S or Ctrl+Enter to save; REP2
CASETYPE Work Order Code; e.g., bankruptcy, divorce, criminal, etc.; change manually; press Ctrl+S or Ctrl+Enter to save
STATUS:

The Status Code field contains three boxes comprised of the following codes: the Primary Status Code, the Secondary (“Sub”) Status Code, and the Collection Status Code. A quick-pick list will appear; type or click on the appropriate status code for each box as appropriate. Click on Status Codes for a complete list of codes.

Primary Status Code (first box; “PRI COD”; one to two characters) – represents the major milestones of the case. Primary status codes can be one or two letters or symbols. An example of this would be “PC” to indicate that a pre-trial conference has been scheduled.

Secondary (“Sub”) Status Code (second box; “SUB COD”; one to two characters) – signals additional information about a case in support of the Primary Status Code. An example of this is where the Primary Status Code “P” is used to indicate that the next step in the client’s case is to prepare the petition. However, the petition cannot be completed without further information from the client. To show this, “IC” is used as the secondary status code (“P IC”).

Third Status Code (third box; “COL COD”; one to two characters) – shows the collection status of the case and, generally, will be automatically entered by the program to reflect the steps initiated in the program’s automatic collection process. These codes can be entered manually also as needed. For example, if a client payment is more than 30 days past due, the program generates the first collection letter and a “$1” is automatically generated by the program and entered in the third status code field.

Note: A Status Code of “K”eep for Follow Up, “R”efused to take case, “Q”uit, “X”(non-WIP) or “Z”(Case Completed) will move the case file automatically into the Inactive Database. If there is one case for one client, then the Client Information becomes Inactive also. When a payment is applied to the case, the case and Client Information will be automatically returned to the Active Database. The Geni Law program automatically inserts a W (W-) (“WIP”) code in this field to indicate that the first payment has been paid by the client. The Geni Law program automatically inserts an F (“Full Paid”) code in this field to indicate that the total minimum amount required to commence work has been paid, thus alerting you to start work on the case.

CASE NO “1012290001” – The Official Case Number; cannot be changed; the first and second digits represent the last two numbers of the current year, the third and fourth digits represent the month, the fifth and sixth digits represent the day, and the final three digits represent the sequential number assigned to the case on that day; the case number represents the “Original” Date the case was created in New Case; the Original Date can be used for search, sort or print options; this example shows that the Original Date of this case is December 29, 2010 and is the first new case created on that day
RELATED PARTY Auto-filled from CaseWork Manager if known; the related party type and related party name. You can add the Related Party as they become known in SETUP > RELATED PARTY, escape from the SETUP screen and return to Alerts. In this field your newly created Related Party will appear in the quick-pick list and you can add him/her to the case quickly.
BILLED The total amount billed to the client to date; cannot be edited in Alerts screen; automatically entered by the program
PAID The total amount client has paid to date; cannot be edited in Alerts screen; automatically entered by the program
OWES The balance client owes to date; cannot be edited in Alerts screen; automatically entered by the program
LSTPMT Last Payment; the date of the most recent payment received or date the last payment is applied to account; cannot be edited in Alerts screen; automatically entered by the program
EARNED Auto-filled from CaseWork Manager as billing is completed; the total amount of earned fees that can be billed against the retainer paid; cannot be edited in Alerts screen; automatically entered by the program
COURT INFO

Auto-filled from CaseWork Manager; Court Info contains the Court Code, the Docket Number and the date the case is/was filed with the court; you can complete or change this field manually and then press Ctrl+S or Ctrl+Enter to save

alerts court field

Notice the yellow fields above highlighted with red boxes (next to the “Filing Date” field. When you hover over the yellow field, the Tool Tip says “Court Date.” These are court dates entered into the Calendar that automatically synchronize in this field of Alerts for Case Summaries, as well as CaseWork Manager as a billing item. This gives you yet another heads-up reminder of looming deadlines. The information cannot be changed in this field; it must be changed through Calendar.

CLIENTIMAGE Default field for digital client photo entered in Client Information record at time of intake interview; cannot be edited in Alerts screen
CASE DESCRIPTION AND NOTES Auto-filled from CaseWork Manager; a generous area for notes and comments on case status or Do Items; you can enter or change information manually and then press Ctrl+S or Ctrl+Enter to save
Print Alerts for Case Summaries

The print function in Alerts provides full flexibility to sort precisely for the type of case information you want to print. Most fields in the Print function default to “ALL.” Click the PRINT button to make the following print selections:

Start Date Enter the desired Start Date; default is the current date
Stop Date Enter the desired Stop Date; default is the current date
Division Code Select Div from the quick-pick list; default is “ALL”; the Geni Law program will auto-fill this field for the division you are working in
Rep Code Select Rep from the quick-pick list; default is “ALL”
Case Type Select Case Type from the quick-pick list; default is “ALL” (this is helpful if you want to see All cases involving a certain case type)
Status Select Status from the quick-pick list; defaultis “ALL” (this is helpful if you want to see All cases involving a certain case status code)
Court Code Select Court from the quick-pick list; default is “ALL” (this is helpful if you want to see All cases involving a certain Court)
Related Party Prefix Select Prefix from the quick-pick list (this is helpful if you want to see All cases involving a certain related party type; i.e., all trustee or all prosecuting attorney)
Related Party Code Select RP Code from the quick-pick list appears; (this is helpful if you want to see All cases involving a certain related party)
Client Code Select Client from quick-pick list; default is “ALL”
Print Full CaseWork Manager “Y” in this box and “N” in all others prints the Case Status section of CaseWork Manager; “Y” in this box and “Y” in Print Case Notes & Items prints the full CaseWork Manager; default is “Y”
Print Case Notes & Items “Y” in this box and “N” in all others prints Alerts for Case Summaries; default is “Y”
Print Auto-Doc Questions “Y” in this box and “N” in all others prints Auto-Doc Questions for the case; default is “N”
Print Client Statement “Y” in this box and “N” in all others prints Alerts for Case Summaries; default is “N”
Print Client Information “Y” in this box and “N” in all others prints Full Client Information record; default is “N”
Active “A”ctive, “I”nactive or “B”oth; default is “A”ctive
Order of Printing Select order; default is “A”ction Date
“A” – Action Date
“C” – Client
“O” – Original Date
“K” – Court
“S” – Status

Select print to “S”creen or “P”rinter; default is Printer

Enter the number of copies desired

Click on Print for print results, or press Escape to return to the previous screen.

Search Alerts for Case Summaries

The Search function in Alerts provides full flexibility to sort precisely for the type of case information you need for a particular purpose. All fields in the Search function default to “ALL.” Click the SEARCH button and make the following selections:

DIV A quick-pick list appears; select a specific DIV or ALL
Client Code A quick-pick list appears; start typing the client name until the desired name appears; select a specific client or ALL
Case Number The case number auto-fills when you select a specific client
REP A quick-pick list appears; select a specific REP or ALL
Case Type A quick-pick list appears; select a specific Case Type or ALL (this is helpful for isolating a certain case type from the field of general case types; i.e., Adoption cases only from the Domestic work order database)
Status A quick-pick list appears; select a specific Status or ALL (this is helpful for isolating a certain case status; i.e., you have chosen to search for Adoption cases, but only cases with the “H” Hearing Date status code)
Court Code A quick-pick list appears; select a specific Court or ALL (this is helpful if you want to see All cases involving a certain Court)
Related Party Prefix A quick-pick list appears; select a specific Related Party Prefix or ALL (this is helpful if you want to see All cases involving a certain related party type; i.e., all trustee or all Prosecuting Attorney)
Related Party Code A quick-pick list appears; select a specific Related Party Code or ALL (this is helpful if you want to see All cases involving a certain opposition attorney)
Destruction Date Choose All or select a specific date

Click on Search for the search results, or press Escape to return to the previous screen.