Casework Manager

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.”

This section contains step-by-step instructions how to access and do work in the CaseWork Manager feature of the Geni Law program. We encourage you to print the CaseWork Manager Help, as you will refer to it often. These instructions are divided into the following subsections:

  • CaseWork Manager – Deadline Management and Case Status
  • CaseWork Manager – Doing Case Work
  • Steps to Create a Document in CaseWork Manager
  • MS Word – Setup Masters and The Merging Process
  • Master Template Naming Convention for Letters and Documents
  • Fee Structures Contained in Geni Law
  • Billing Instructions
  • Billing Reimbursable Fees
  • Billing the Retainer
  • Memorized Questions Feature for Auto Document Merging
  • Related Parties Feature
  • Pop-Up Address Block
  • Send Case-Related Email Without Leaving the Case File
  • Know Where You Are in CaseWork Manager / Geni Law Program
  • Pick Other Company, Division or Representative
  • Print, Search/Sort, Delete, etc.
  • Escape Out of Active Screens
  • Exit from the Geni Law Program
  • View Active/Inactive Databases
  • Send Active Case to Inactive Database
  • Send Inactive Case to Active Database

The following key aspects of CaseWork Manager have separate Help Screens under the CaseWork Manager Help tab:

  • Alerts for Case Summaries (10 case summaries on-screen access)
  • Case Alerts List (50 cases listed per page)
  • Status Codes
  • Alarms and Deadlines
  • Court Docket Report
  • Summary Report
  • Case Analysis Report
  • Status Analysis Report
  • Paid More Than Earned Report
  • Billing (Client Statements) and the Automatic Collections System
  • Billing Register
  • Payments Register
  • MS Word-Setup Masters-Merge Process-Memorized Questions
  • Master Letter and Document Naming Convention
  • Tasks & Projects Manager
  • Billing Analysis Report
  • Billing Report
  • Attorney Cases Needing Filing Report
  • Related Party Analysis Report
  • WIP Analysis Report
  • Earned Fees Report
  • Trust Case Accounting Report
  • Collection Analysis Report

CaseWork Manager is the hub of the Geni Law program where all of the setup work to create Codes, Clients and Cases comes together to streamline productivity, administration and management. CaseWork Manager is divided into sections covering work status, action date or deadline, billing, case status, related party, and court information – all at-a-glance!

The Geni Law program’s synchronized Calendar, Tasks and CaseWork Manager features are essential to mitigate malpractice related risks. A number of law firm risk insurance carriers have included a premium discount program for firms using automated calendar applications. Use Geni Law’s Calendar, Tasks and CaseWork Manager features to provide heads up reminders for looming deadlines and adequate time to accomplish the task associated with that deadline.

CaseWork Manager is a powerful tool to organize and prioritize case work, check current case billing and payment status, perform case work, bill for completed work, generate work reports and “to do lists” for billing professionals, and bill third-party expenses by line item entry without leaving CaseWork Manager.

Geni Law’s unique data allocation design provides the right platform for superior oversight and management of an unlimited number of special counsel contracts and expenses or complex litigation cases. Here’s how: With Geni Law you have the ability to set up an unlimited number of “Divisions” to represent not just your own attorneys and profit centers but special counsel, mass tort and complex litigation cases as well. Divisions can be established to represent special counsel that you hire to handle issues such as labor and employment; business, real estate or construction contracts; regional agreements; general litigation matters; mass tort; and complex litigation cases.

DEADLINE MANAGEMENT SYSTEM

Geni Law’s Deadline Management System through key Action Dates — set by you — for each case within each Division based on meetings, milestones, critical court dates, or the next time you want the case to be brought to your attention. Action Date is the most crucial piece of information in CaseWork Manager. Some cases or contracts require daily or weekly review depending on the sensitivity or complexity of the matter, and some cases need only be reviewed on a periodic basis. You also have the ability to set the Priority of any case with “A” being the highest priority and “Y” being the lowest, which is most helpful in long, protracted cases or multiple cases with the same client. Geni Law lowers overhead expenses because it is not limited to just your law practice; it is a self-contained, full-time special counsel manager, contract administrator, or litigation case manager.

CaseWork Manager (below is a screen shot of a case file in CaseWork Manager) organizes and prioritizes case history, items completed and items to be completed for each case in chronological order through Deadline Management aka Action Date (highlighted below in red).

cwm with action date highlighted

The Action Date is the driving force of CaseWork Manager’s success in prioritizing case work. When used properly, your firm will avoid missed deadlines and complete assignments consistently. Each member of the firm, practice group or team can access CaseWork Manager, have instant at-a-glance 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.

Sort and print case reports by Client, DIVISION, REP, or Action Date. Choose to print the Alerts for Case Summaries or the Alerts List by Action Date at the beginning or end of each day to stay on top of daily assignments, revise Action Dates to adjust to changes in deadlines, or isolate key updates that must be made to maintain the accuracy and relevance of the client’s case file.

CASEWORK MANAGER – CASE STATUS

cwm-2

The “case status” section (shown above in black outline) is separated here from the Case Tasks – Billing and Work Codes section to showcase the many levels of information available to you at-a-glance in the case file, including, but not limited to:

  1. deadline management (“Action Date”);
  2. case status (“Status”);
  3. related party(ies);
  4. accounts receivable details, including earned fees, fees paid, fees owed, last payment date;
  5. court and docket information;
  6. client contact information;
  7. billing professionals assigned to the case;
  8. case type (“Workorder”);
  9. key dates, including statute of limitations for litigation and the case file destruction date; and
  10. a generous field for private case notes and concerns.

THE FOLLOWING IS A DESCRIPTION OF EACH ROW OF THE STATUS SECTION OF CASEWORK MANAGER, EACH OF THE FIELDS WITHIN THE ROW, HOW THE INFORMATION IS OBTAINED AND/OR REVISED, AND THE DATA REQUIRED FOR EACH SECTION (based on a fictional client)

Row 1: Client/Case Name and Number
HERSHEYMILTON Official Case Name; computer-assigned; individual names are always inverted and searched by last name first
Milton Hershey Client’s name as entered in Client Information; auto-fill; generated from Client Information profile
Milton The Salutation as entered in Client Information; auto-fill; generated from Client Information profile
101229001 Official Case Number; computer-assigned; 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; 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.

To view the “Full Client Information” or to “Edit Client Information” while you are in the client’s case file, place the cursor on the Client Name field and press the “MORE INFO” button. An overlay screen appears with the full Client Information profile and a New Case profile directly underneath that. The gray highlight bar appears on the Client Information profile first and moves to the New Case profile as you tab through the fields. If you make any edits, press Ctrl+Enter to save the entries. All affected databases will be to be changed instantly and simultaneously.

NOTE:  In addition, you can access the client’s profile by clicking on CLIENTS > CLIENT INFORMATION and search for the correct client (as described in the Client Information Help screen). If you make any edits, press Ctrl+Enter to save the entries. Client information can also be changed in the “Alerts for Case Summaries” screen if it is open on your desktop. Press the SEARCH button; enter the client’s name; a gray highlight bar will appear on the desired case; place the cursor on the name field and click the “MORE INFO” button to make changes. Make whatever changes are necessary to Client Information and press Ctrl+S or Ctrl+Enter to save the entries. After completing the changes, press the “X” in the top right corner to close the Full Client Info screen.

IMPORTANT NOTE:  ALWAYS USE Ctrl+S OR Ctrl+Enter TO SAVE whenever entering new information or editing existing information in fields that are not auto-filled from the main database.

Row 2: Client Primary Contact Information
PHONE C Cell phone number as entered in Client Information
PHO H Home phone number as entered in Client Information
PHO W Work phone number as entered in Client Information
FAX Fax number as entered in Client Information
EMAIL Email address as entered in Client Information

NOTE: Information in any of these fields can be changed at anytime in CaseWork Manager, and the information will update automatically in Client Information.

Row 3: Court/Docket; Source; Division; Additional Client Information
COURT INFO The court code (CRT CODE) input in the Setup Courts process; auto-fill; can be changed in the Setup Courts application
DOCKT# Docket number; manual input; this field will remain empty until the case docket number is entered
DATE- Case filed date; manual input; this field will remain empty until the case filed date is entered
SRC- Source code; auto-fill as entered in New Case profile; can be manually input here in Case Manager
DIV- Division code; auto-fill as entered in New Case profile; can be changed manually here in Case Manager
NCA- Not current address; manual; use an “N”; if this item is marked, the client’s address will not merge into auto documents; correct client address in Client Information and remove the N
CLIENTIMAGE Default field for digital client photo entered in Client Information profile at time of intake interview

NOTE:  Information in any of these fields can be changed at any time in CaseWork Manager.

Row 4: Related Party
ID Code Used for multiple related parties with the same Type Code; a distinction is necessary to prepare a letter to multiple related parties
PREFIX “Type” code; auto-fills as Related Party Name is selected; e.g., IN=Insurance, MP=Medical Provider, AT=Attorney, TR=Trustee, etc.
NAME Name code; a quick-pick list appears to select the related party; information is modified in Related Party Setup. NOTE: the program generates the related party name code on-screen in last-name-first order for a “P”erson (individual), not for a company
SALU Salutation; the name to use for phone calls and letters. For formal letters to Medical Providers, Insurance or The Other Party (“TP”), enter the last name as entered in Related Party Setup.
FAX- Fax phone number; auto-fill; can be changed in Related Party Setup
PHO W- Work phone number; auto-fill; can be changed in Related Party Setup
SEC1STNAME Secretary’s first name; auto-fill; can be changed in Related Party Setup; the name to use for phone calls and letters
RP Used to indicate the number of related parties added to the case. “RP” alone signifies one related party. “+1”, “+2”, etc., auto-fills to indicate multiple related parties added to the case
Row 5: Retainer
RET-$ The Retainer amount must be input and billed manually– explained in detail below under Billing the Retainer in CaseWork Manager
PMTS-$ Payment Amount; manually input here; enter the payment amount as it appears in the signed agreement
FREQ-

Frequency; manually input here; enter the payment frequency code; a quick-pick list allows you to select

A Annually
BW Bi-Weekly
M Monthly
Q Quarterly
SA Semi-Annually
SM Semi-Monthly
W Weekly
START- Start date that regular payments will be made; manually input here; can be the same day as it appears on the agreement or can be negotiated for a certain day beginning the following month
HOW PAY-

Method of payment; manually input here; enter payment method code; a quick-pick list allows you to select the code created in the Setup Codes process; can be changed in the Setup Codes application

AmerEx American Express
Bdraft Bank Draft
Cash Cash
Check Personal or Business Check
Discov Discover Card
Master MasterCard
MonOrd Money Order
Visa Visa Card
Debit Debit Card
BA

Billing Adjustment Code; manually input here; billing adjustment code from 0 to 200 percent in 25 percent increments as follows:

A 100%
B 75%
C 50%
D 25%
V 125%
W 150%
X 175%
Y 200%
Z 0%
%% Account Overdue Interest Rate; manually input here; enter the firm’s standard rate or the rate mutually-agreed upon between the firm and client reflected in the signed agreement
Row 6: Billing/Payments and Caution
BILL-$ Total amount billed to client; computer generated from the Billing Register
PAID-$ Total amount paid by client; computer generated from the Payments Register
EARN-$ Total amount of fees that can be billed against the minimum earned fees paid; computer generated and automatically updated as payments are posted
OWES-$ Total balance owed on the case by the client; computer generated and automatically calculated and updated as payments are posted
LAST PMT- Date of client’s last payment; computer generated and automatically updated as payments are deposited
CAUTION Caution; auto-fill from New Case profile or you can manually input here. Use “%” to flag the case as sensitive; i.e., client does not want mail or statements sent to home address, or client wants to be contacted at a certain address or phone number. The program uses several Caution flags (go to the Status Codes Help Screen for further listings and complete explanations).
Row 7: Deadline Management “Action Date”, Case Type and Case Status
ACTION DATE The next date you want for this case to come to your attention and/or assign a particular date to work on a case item. This date automatically translates to Action Alert dates and appears in the ACTION DATE field in CaseWork Manager, Alerts for Case Summaries, and Alerts List. See Also (Date Fields). The default date is always the current date and will always appear as the current date until changed manually.
CASE TYPE

Case Type Code; manually enter here; a quick-pick list allows you to select the appropriate case type created in the Setup Codes process; here is just a sample list of all of the Case Type Codes loaded in the Geni Law program (Codes can be customized to fit your own practice or business needs). Insert an “L” at the end of any code to indicate that the case is litigated:

??? Unknown Case Type
BKR Bankruptcy
BKR13 Bankruptcy Chapter 13
BKR3PC Bankruptcy Chap 13 Post Confirmation
BKR7 Bankruptcy Chapter 7
BKR? Bankruptcy Chapter Undetermined
BKRDBTP Bankruptcy Debt Restructure Plan
BUS Business
BUSCORP Business – Corporation
BUSLLC Business – LLC
BUSPART Business – Partnership
CMN Criminal
CMN-ADM Criminal – Administrative
CMN-DWI Criminal – Driving While Intoxicated
CMN-FEL Criminal – Felony
CMN-MIS Criminal – Misdemeanor
CMN-MOV Criminal – Moving Violation
CMN? Criminal – Charges Unknown
COL Collections
DOM Domestic
DOMANUL Annulment
DOMDIVN Divorce No Children (add “C” for contested)
DOMDIVW Divorce w/ Children (add “C” for contested)
DOMGAL Guardian Ad Litem
DOMGUA Guardian
DOMMISC Miscellaneous
DOMMOD Modification
DOMNAMC Name Change
DOMPAT Paternity
EST Estate
ESTPLAN Estate Planning
ESTTRUST Estate Trust
ESTWILL Estate Will
LIT Litigation – General Defense
PIJ Personal Injury
REW Real Estate
SOS Social Security Disability
WKC Workers’ Compensation
STATUS

Status codes; manually enter here; three boxes each using one to two character codes; the first box is for the Primary status code, the second box is for the Secondary “Sub” status code, and the third box is for the payment/collection status code; a quick-pick list allows you to select the appropriate Status Code created in the Setup Codes process; i.e., W=WIP (client first payment received), K=Non-WIP/Keep potential client for followup, etc. Here is just a partial sample of some status codes (go to the Status Codes Help Screen for further listings and complete explanation of Status Codes):

A Awaiting Appeal
AR Arraignment
C Confirmed
D Discharged
EO File Entry of Appearance
F Full Paid Minimum Earned Fee
FH Wait to File
H Hearing Scheduled in Court
K Non-WIP – Keep for followup
M Meeting Scheduled w/ client, attorney, related party
P Plea Bargain
PC Pre-trial Conference
PT Petition-prepare and file
Q Client Quit
R We refused to take case
S Submit case to court, judge, insurance
ST Sentencing
T Trial
UA Under Advisement (not filed with court)
W WIP (1st pymt applied to case)
WD Withdraw from representation
X Non-WIP
Z Case completed – normal work done

NOTE: A Status Code of “K”eep, “R”efused to take case, “Q”uit, “X” (non-WIP) or “Z” (case closed; normal work completed) will move the case file automatically into the Inactive Database. The Client Information profile remains Active. When a payment is applied to the case, the case and Client Information will be automatically returned to the Active Database. Press Alt+I to toggle between the Active and Inactive Databases. To send a case to the Inactive database, place cursor on case file in Alerts for Case Summaries and press Alt+Z and answer Yes at the prompt.

Automatic Status Codes: The computer automatically inserts a W (W-) (“WIP”) code in this field when the first payment is applied to a client account. The computer automatically inserts an F (“Full Paid”) code in this field when the total minimum amount required to commence work has been paid, thus alerting you to start work on the case.

DATE Date code; computer generated; shows the date that the Status Code is entered
REPS Representatives; manually enter here; a quick-pick list allows you to select the appropriate Representative Code created in the Setup Codes process; enter the three-letter abbreviation for each billing professional to be assigned primary-, secondary- and third-level responsibility for the case
SOL Statute of Limitations date; manually enter here
2nd DATE SCREEN Destruction date for case file; manually enter here; otherwise, a date corresponding to the Original date auto-fills
Row 8: Case Description & Concerns
CASE DESCRIPTION & CONCERNS A generous blank screen to enter impressions, thoughts, concerns, and a description about the case. These notes can be modified at anytime and do not print on client statements. Billing professionals assigned to the case can use this section to exchange updates about case status, action items or new developments as they become known. This provides a fluid method of communication for attorneys who don’t have time for phone calls or emails. In some cases it may be necessary to bill the client for case notes. You also have the option to bill for case notes on a line item by line item basis. Place the cursor in the notes profile to be billed and press “BILL NOW”; change the “DO CODE” from “X” to “Z” if necessary; enter the billing amount; press F9; answer Y or N if the item is an earned fee.

CASEWORK MANAGER – DOING CASE WORK

Case work is performed in the “Case Tasks – Billing and Work Codes” section of CaseWork Manager. This section contains detailed descriptions of each column, each row, and each of the functions available in the Case Tasks – Billing and Work Codes section of CaseWork Manager.

The “Case Tasks – Billing and Work Codes” section of the CaseWork Manager screen is separated and highlighted below in red. Refer to it often as you read the following descriptions of each field. (The “case status” portion is outlined in black as this section is fully described in the above section entitled CaseWork Manager – Case Status.)

cwm-2

CaseWork Manager is an important productivity tool for a number of reasons:

  • CaseWork Manager is an electronic chronological record of an entire case, including documents, notes, email, scanned documents, and pictures, to perform case work without the need of the physical case file. Workflow efficiency is increased as the CaseWork Manager organizes up-to-the-minute case status, accounting information and notes on one screen.
  • Draft pleadings, documents, correspondence, or spreadsheets quickly without leaving the case file. The process is simplified with the Auto-Documents feature to merge pertinent case information with the appropriate wordprocessing or spreadsheet program.
  • Release and bill time with a single click; track earned fees and receivables at-a-glance.
  • View all work that is completed or pending on one screen.
  • Case management and assessment is streamlined through CaseWork Manager. The program uses Action Dates that you set to create case Alerts – no missed deadlines! Alerts can be viewed or printed daily in summary or list form. Remove clutter from CaseWork Manager by deleting unused work items. New work items can be added any time as the case progresses.
  • Best of all, most insurance companies offer premium discounts when calendar and case management software is utilized. The CaseWork Manager is case calendar and case management all-in-one application. Many firm’s have made using the Geni Law program part of their practice policy.

The Case Tasks – Billing and Work Codes section consists of ten (10) columns of information. Each function represented in these columns is detailed below. Although a few rows of data appear in this illustration, the number of available rows is unlimited. Each billing or work code represents a task that is completed, a document that has been prepared and saved in a wordprocessing, email or spreadsheet format, or a description of work to be performed in another program.

THE FOLLOWING IS A DETAILED DESCRIPTION OF EACH COLUMN, EACH ROW AND EACH OF THE FUNCTIONS AVAILABLE IN THIS ASPECT OF CASEWORK MANAGER.

Column 1: Action Date

The Action Date in this section of CaseWork Manager differs from the Action Date in the Case Status section even though the dates may be the same from time to time.

The Action Date functions in two ways in this column:

Auto-Fill (default) When a new case is created and a Case Type is assigned, each row in Tasks & Billing Work Codes auto-fills with all of the possible assignments to be completed for that case type. Every row reflects the current date (default date). The date in each row will not change from the default date until the work is completed. The words “DUE DATE” appear to signify a possible court appearance for that case.
Manual When work is performed in a row, enter “Z” (the work completed code) in the “DO CODE” column and press Ctrl+S or Ctrl+Enter to save. The Action Date is saved on that date and will not change for the history of the case. The BILL NOW option does not appear in this function unless and until you click on the BILL NOW button.
Column 2: Time

The Time shown here in this section of CaseWork Manager is used to set time for hearings, trials, meetings, etc. The Time functions in two ways in this column:

Auto-Fill (default) When a new case is created and the Workorder Code is generated by the program, each row is assigned a time. The program auto-fills each row with a default time. The time in each row will not change from the default time until the time is changed and saved in that row.
Manual When a hearing, trial or meeting time is set, enter “O” (the work to be completed code) in the “DO” column and change the Time; press Ctrl+S or Ctrl+Enter to save.

The Time is saved on that date and will not change for the history of the case unless modified manually on another date.

Column 3: DO

When a new case is created and the Case Type Code is generated by the program, the rows in the Case Tasks – Billing and Work Codes tab are auto-filled with an unlimited (but not exhaustive) number of work items that can be completed for that type of case. The DO codes contained in this column show the status of work performed or to be performed. DO codes in this column are setup in the Setup Codes process. Immediately upon creating a New Case, or very soon thereafter, enter a DO code for each row as follows:

Note: In the new case all entries are auto-filled and marked with an “X” to indicate work yet to be completed. As an item is properly coded, it moves from the auto-fill area into a color-coded, designated area of the Billing and Work Codes section above all of the items marked with “X.”

O Entry represents work that is needed but is yet to be performed; enter “O” in the column and press Ctrl+S or Ctrl+Enter to save; the item is removed and placed above the “X” items and highlighted in green. The “O” Code will not change for the history of the case unless deleted or modified manually on another date. Items marked with “O” are given third-level priority in the Billing and Work Codes section below items marked with “T.”
T Item is listed in Tasks/Projects as well as CaseWork Manager because it is work that will be billed to the client when done; work is needed but is yet to be performed; these items are generated in Tasks and Projects, duplicated in the Client’s case file and appears in the Billing and Work Codes section with a “T” in the column. The Code will not change for the history of the case unless deleted or modified manually on another date. Items marked with “T” are given second-level priority in the Tasks and Billing Work Codes section below items marked with “Z.”
U Delete; entry is unused for this case; enter “U” in the column and press the up or down arrow; the item is immediately deleted without pressing Ctrl+S or Ctrl+Enter.
X To Do; entry is auto-filled by the Geni Law program; each entry remains in the case file as an “X” until coded with O, T, U or Z. The Code will not change for the history of the case unless deleted (enter “U”) or modified manually on another date. Items marked with “X” are given fourth-level priority in the Tasks and Billing Work Codes section below uncompleted items marked with “O.”
Z Entry has been completed; enter “Z” in the column and press Ctrl+S or Ctrl+Enter to save; “Z” items are removed from the “X”, “O”, or “T” sections in the Billing and Work Codes area and highlighted in yellow. The Code will not change for the history of the case. “Z” items have been billed or are ready to be billed. Items marked with “Z” are given first-level priority in the Tasks and Billing Work Codes section above uncompleted items marked with “T.”
Column 4: Billing and Work Codes

When a new case is created and the Case Type Code is generated by the program, the rows in Billing and Work Codes are auto-filled with an unlimited (but not exhaustive) number of tasks or assignments that can be completed for that type of case.

The Billing and Work Codes contained in this column reflect the abbreviation or code assigned to a particular work item to be performed. These Billing and Work Codes are created in the Setup Checklists and Fees process, and the codes cannot be edited in CaseWork Manager. The codes can be edited in Setup > Checklists and Fees.

A work item can be manually inserted any time from preprogrammed lists into Billing and Work Codes. This is helpful when (a) you delete an item and decide later you need it; (b) you need an item that is set up in another Case Type, or (c) to access collection letters. Simply place the cursor in a clear row in this column and type Ctrl+X (Items To Be Done /Work Order Items), Ctrl+M (Multiple Billing Items) or Ctrl+Shift+$ (Collection Items) to retrieve the desired menu.

Ctrl+X Import From Other Work Order (Case Type) Item; upon typing Ctrl+X a quick-pick list pops up containing all available Case Types; scroll through and click on the desired Case Type; click “OK”. A full screen of all of the available work items pops up; scroll through the list until you find the desired item. Import one item at a time by pressing “Add Row” on the left of the screen; the screen will automatically close and the selected item will appear in Billing and Work Codes section marked with an “X” in the DO CODE column; immediately code the item with an “O”; if you complete the item right away and the item is ready to bill, press the BILL NOW button and follow the Billing Instructions described below. Here is a portion of the Import From Other Work Order Item screen:
add-a-row-ctrl-x
Helpful Hint: Be sure to check the description and billing amount. These may be edited in the Tasks and Billing Work Codes section prior to billing the item.
Ctrl+M Select Multiple Billing Item; upon typing Ctrl+M a full screen of all of the available work items pops up; scroll through the list until you find the desired item. Import one item at a time by selecting “Add Row” on the left of the screen; the screen will automatically close and the selected item will appear in the Billing and Work Codes section marked with an “X” in the DO CODE column; immediately code the item with an “O”; if you complete the item right away and the item is ready to bill, press the BILL NOW button and follow the Billing Instructions described below. Here is a portion of the Select Multiple Billing Item screen:

add-a-row-ctrl-m

Helpful Hint: Be sure to check the description and billing amount, as these may be edited in the Billing and Work Codes section prior to billing the item.

The Geni Law program is loaded with a complete automatic Collections system. Geni has designed a collections process in the event of a problem client. The collections process is described in complete detail in another Help Screen. However, for purposes of finishing the discussion about the Billing and Work Codes column, it is important to know that you can import a line item from Collections as needed as follows:

Ctrl+Shift+$ Select Collections Item; upon typing Ctrl+Shift+$ a full screen of all of the available work items pops up; import one item at a time by pressing “Add Row” on the left of the screen; the screen will automatically close and the selected item will appear in the Billing and Work Codes section marked with an “X” in the DO CODE column; immediately code the item with an “O”; if you complete the item right away and the item is ready to bill, press the BILL NOW button and follow the Billing Instructions described below. Here is a portion of the Select Collections Item screen:

add-a-row-ctrl-shift-4

Helpful Hint: Be sure to check the description and billing amount, as these may be edited in the Billing and Work Codes section prior to billing the item.

Column 5: Notes & Description of Work/Task

When a new case is created and the Case Type Code is generated by the program, the rows in Tasks and Billing Work Codes are auto-filled with an unlimited (but not exhaustive) number of work items that can be completed for that type of case. The Notes & Description of Work/Tasks column describes the work performed or to be performed and is automatically connected to the Billing Workcode assigned to it. These codes and descriptions are created in Setup Checklists and Fees; however, the text in this column may be edited in CaseWork Manager if necessary to completely change, modify or enhance the description of the work completed. There is always a blank line at the bottom of each case. However, if you need to add a new blank line, type Ctrl+N.

One of the luxury features of CaseWork Manager is that documents, in most instances, can be generated, revised and billed without leaving CaseWork Manager. An exception to this is in the area of Bankruptcy law where special desktop software is used, such as BestCase. The work item, identified by the Billing and Work Code assigned to it, is linked to a DO HOW code. The DO HOW code indicates what application will create the document. DO HOW Codes are assigned or revised in the Setup Checklists & Fees process. These Codes include OpenOffice as a text document (.odt), a spreadsheet (.ods), or a presentation (.odp); an email (.eml); or for Microsoft Word document .doc, .xls or .ppd.

Column 6: REP

The three-letter abbreviation in this column is auto-filled with the code assigned to the attorney with primary responsibility for the case. CaseWork Manager allows you to assign three billing professionals to each case by level of responsibility (see CaseWork Manager – Case Status, Row 7: Action Date and Case Status). In some instances, based on case type, the primary and secondary levels are the attorney, and the third level is the legal assistant. However in other case types, the primary level is the attorney, and the secondary and third levels are the legal assistant.

Use these steps to change the REP code on each line item if necessary to reflect the correct REP code for the individual who completes the work in CaseWork Manager:

Tab over to the column and delete the existing REP code. A quick-pick list appears and allows you to click on and select the REP for “primary on case”, “secondary on case” or “third on case.” Click on the desired REP.

Column 7: Units

The number of UNITS in this column is auto-filled with the default number “1.” Generally, units represents units of time, and this number defaults as “1” but can be changed manually to reflect the correct number of units to be billed, including partial units of time such as .3 or .5, etc. For example: If you spend three-quarters of an hour of attorney time on an hourly-billed item, you would enter .75 in the UNITS column. The billing amount is pulled automatically from the hourly rate saved in the REP’s profile.

However, another example: Say you bill a flat-fee to prepare and coordinate each service of process. You arrange for service on three individuals. The line for this billing item will appear in CaseWork Manager as follows:

flat-rate-billing-entry-2

Tab over to the UNITS column and enter the number “3” for this line item of work in CaseWork Manager. As the UNITS change from 1 to 3, the BILLING AMOUNT updates automatically from $40 to $120 total.

The UNITS amount can be manually changed for any line item but is most useful for line items such as mileage, phone calls or other administrative tasks as set forth in the client agreement.

Column 8: Billing Amount

The BILLING AMOUNT in this column is auto-filled with the default amount associated with the BILLING CODE or the amount from the Time Billing screen. This number can be changed manually if using the BILLING CODE method. Tab over to the BILLING AMOUNT column, backspace to clear the amount and enter the new amount.

Column 9: $$ – Item Billed

This column shows whether the item has been billed or not. Each line item in CaseWork Manager is auto-filled with (N)o until the item is billed. When the item is billed, the column will show (Y)es.

Column 10: E R (Earned Fees Item)

This column shows whether the item is an Earned Fees item or not by the use of “Y”es or “N”o. “Yes” means funds can be taken out of the Trust Account to pay for the item as opposed to just billed or administrative tasks. This is used in conjunction with the automatic calculation in the TRUST ACCOUNTING module. However, the entry can be manually changed at anytime if necessary. Press Ctrl+S or Ctrl+Enter to save the entry.

STEPS TO CREATE A DOCUMENT IN CASEWORK MANAGER

In summary, here are the steps to create a document or perform work in CaseWork Manager:

  1. Click CASEWORK > ALERTS FOR CASE SUMMARIES on the main Taskbar.
  2. If necessary, 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.
  3. Click the DO WORK button (located under HELP on the main Taskbar).
  4. Geni Law presents the case file.
  5. Select an item from Case Task – Billing and Work Codes that are listed, place the cursor on the “X” (in “DO CODE” column), and click the DO WORK button (to merge a document or letter, explained further below). The BILL NOW feature will prompt right away, but you can double-click on your document in the desktop task bar, return to your document and when you have finished, go back to the case file to complete billing for the item.
  6. To perform work that does not involve document creation, select an item from Case Task – Billing and Work Codes that are listed. After completing the assignment, click the BILL NOW button to bill the work item.

More About Document Creation

When you open a new case, go to the Case Status section and, through the use of the quick-pick lists, “load” the case with pertinent Related Party(ies) and Court, if necessary, in the appropriate fields. (This information you entered in the Related Party Setup and Court Information Setup process.) Also, be sure to complete the case-related information contained in Memorized Questions or add new Memorized Questions if necessary. (Complete explanations of and instructions for Related Party and Memorized Questions are provided below.)

Next, place cursor on the desired letter or document to be created and press the DO WORK button located below the main Taskbar. Based on whether you selected WORD or OPEN OFFICE during the initial download process, the program will present the document in its native application; but prior to proceeding straight to the document, the application asks the following questions:

  • in OpenOffice the question is: “UPDATE ALL LINKS?” Click Yes.
  • in Word the question is: “Data from your database will be placed in the document. Do you want to continue?” Click Yes.

By clicking Yes, the Geni Law program automatically merges the document or letter with (1) letterhead containing the Company Setup information; (2) the client and case information contained in CaseWork Manager, Related Party, and Court (if necessary); and (3) the answers to the Memorized Questions you completed with information from the client to create a case document. The program leaves CaseWork Manager in the blink of an eye and creates the document.

(At this point Geni gets a little antsy and instantly jumps from your document back to the “BILL NOW” screen in the case file, but all you have to do is return to, complete and save your document then deal with the billing notification that will still be there when you return to the case file.)

Make whatever edits are necessary to complete the document, print, review and revise, then be sure to Save. The file is saved in the client’s file in Case Documents with the document name and an added unique number.

IMPORTANT NOTE ABOUT MASTER TEMPLATES: In some, if not all, instances, there is no way that you or the program developer could have all the information necessary to complete a document. Therefore, you will see the asterisk sign “*” in one or more places for you to fill in information as it becomes known as the case progresses.

When you return to the case file, the “BILL NOW” screen will be open and will not allow you to do anything else until you complete the billing. (Steps how to bill an item are described below in Billing Instructions.) The program automatically changes the DO CODE from “X” or “O” to “Z” to indicate that the work has been completed and billed, then places the item at the top of the case file and highlights it with a yellow border. All items with the yellow border are BILLED items and are always listed first in every case file.

The Geni Law program is downloaded with a simple master letterhead that auto merges with your letters so you can get work out right away. Client statements, on the other hand, have their own look; but letterhead, statements and envelopes are completed with the Company information entered in the initial Company Setup process. Don’t worry if you have invested in creating a custom letterhead design; you’ll be able to use it for letters and envelopes. Please email TechSupport@GeniLaw.com to implement your letterhead. The charge for this service is $90 per hour (one hour minimum).

You have the ability to add Notes in the Tasks and Billing Work Codes section and bill for them. Use Ctrl+N to add notes. Place the cursor in a blank field (generally at the bottom of the screen) and press Ctrl+N. A new row will be added beneath the yellow highlighted billed items marked with “Z.” The date and time will auto-fill as will the DO CODE “X.” The new row allows four (4) generous lines of text, which is handy for case notes or extensive descriptions, especially for investigations where multiple witnesses are involved and much work is completed. Press Ctrl+S or Ctrl+Enter to save the entry. The billing amount, if any, may be entered manually. Follow the Billing instructions if the Case Notes item is to be billed to the client. You can use Ctrl+N as many times as you need to place case notes in the file.

Helpful Hint: If you don’t see the gray highlight bar, press PgUp or PgDn until you find it, as it may default to the bottom of the screen in large cases.

MS WORD – SET UP MASTERS AND THE MERGE PROCESS

  • Create or open your document or letter as usual except do not include the date, address block, salutation, or closing signature
  • Click on “MAILINGS”
  • Click on “START MAIL MERGE”
  • Click on “LETTERS”
  • Click on “SELECT RECIPIENTS”
  • Select “USE AN EXISTING LIST”
    Select on the file named “FIELDS2.CSV.” This is located in c:\genilaw\data\glaw\autodoc and contains a list of the different fields from which to select. NOTE: If you are networked, the drive may be different such as “Z” instead of “C.”

Click on “INSERT MERGE FIELDS.” Scroll through the list, starting with the date, and click on each item to insert it. This will put in the selected code with the “<<   >>” symbols on each side of the code. When you have completed the document, use “SAVE AS” in Word format (.doc) (discussed above) to save it in the client’s case file.

If you already have your own, or create a new, document or letter that is not downloaded with the program, you need to add it to the database. To do so, click SETUP > CHECKLIST AND FEES on the main Taskbar. Enter the Work Order Code and Description for the document or letter you created. Each document or letter must be coded in the “DO HOW” column with the word “doc” to indicate to the program that it is an MS Word document or letter. Follow the naming convention as you see presented in Checklists and Fees for creating Work Codes and Descriptions (complete details below).

LETTER AND DOCUMENT NAMING CONVENTION

It is important to be consistent when creating new Master Templates for letters or documents, or adding existing letters and documents that you regularly use in your practice, to the Auto-Doc system of the Geni Law program.

For streamlined efficiency, information is entered only once in the database and then made available for all wordprocessing and accounting features.

Therefore, it is necessary to explain Geni Law’s Naming Convention for the Billing & Work Codes as shown below in (1) the case file and (2) Checklists and Fees (located in the SETUP tab), and to assure that you follow the convention for ease of use of the Auto-Doc system (merging letters and documents) while working in the case file.

Example of Naming Convention used for the Billing & Work Codes as it appears in the case file (this example is from a personal injury (“PIJ”) case:

Example of Naming Convention used for the Billing & Work Codes as it appears in Checklist and Fees (you will see that they are virtually the same except for the use of uppercase letters):

naming-convention-checklist-and-fees

The Naming Convention consists of a total of 18 characters, the first three of which are the designation for the Case Type. Here’s how it works:

Notice in the image above that the Case Type column is highlighted. The Case Type makes up the first three (3) characters of the Billing & Work Order code, even though it is in a separate field. Therefore, you will assign any new document or letter with the “PIJ” code (as shown in the example above) or whichever case type you are working on.

Next, in the “Billing & Work Code” column, the fourth (4th) character starts with “L” if it’s a letter or “D” if it’s a document. NOTE: Many times there is a letter of transmittal with a document. If so, assign the item is coded with a “D” as that is the main purpose.

If it is “L” for a letter, then the next two (2) characters are who the letter is to:

  • CC for letter to Client
  • CT for letter to Court
  • OT for letter to Other
  • PT for letter to Potential Client (used in the Marketing feature)
  • RP for letter to case Related Party

If it is a letter to a case Related Party (“RP”), the next two (2) characters are to identify the prefix of the group to which the Related Party belongs:

  • AT to Attorney
  • ER to client’s Employer
  • IN to Insurance Company
  • MP to Medical Service Provider, including hospitals and doctors
  • PA to Prosecuting Attorney
  • TP to the Opposing Party
  • TR to the Trustee

The next character is a hyphen “-” which is a separator; the actual letter or document descriptive name follows the hyphen. You have as many letters left to name the file until you reach the total of 18 characters. This explains the many abbreviations you see throughout the case tasks.

Examples:

Letters:

  • PIJLRPIN-INSCOVRGE (Personal Injury letter to Related Party Insurance Co)
  • BKRLRPTR-ASSETVALU (Bankruptcy letter to Related Party Trustee)
  • CMNLRPPA-PLEA (Criminal letter to Related Party Prosecuting Attorney)
  • DOMLCC-THANKYOU (Family Law letter to Client “CC”)

Documents:

  • PIJD-MEDTRACKFORM (Personal Injury Document – Medical Tracking Form)
  • BKRD-PLAN (Bankruptcy Document – Bankruptcy Plan)
  • CMND-MOTSUPPRESS (Criminal Document – Motion to Suppress)
  • DOMD-PETITION (Family Law Document – Petition)

Referring again to the image above and moving along the row, you see the “DO HOW” column is highlighted. Here is where you will insert the native application of the letter or document: “doc” for Word, “odt” for OpenOffice, “xls” for Word spreadsheet (and so forth) or “eml” for email when you add the document to Checklists and Fees.

And finally, the Explanation for Billing & Work column is highlighted. This is self-explanatory wherein you will insert the description of the letter or document as it will appear in the case file and on the client’s statement.

Keep the all-important Naming Convention in mind as you add new Master Templates for letters and documents to the Geni Law program. Master templates are located in c:\genilaw\data\glaw\autodoc.

FEE STRUCTURES CONTAINED IN GENI LAW

Flat Fees: This billing type has been established over the years, and must be updated at least annually as our costs seem to always be going up; such as, rent, electric, water, advertising, payroll, insurance, etc. They are listed on the fee agreement. They would normally be listed in the case checklist or can be selected in CaseWork Manager by typing Ctrl+M (for multiple items billing; i.e., items you might bill on this case more than once, such as phone calls).

MINFEES: These are special kinds of flat fees set up in the Geni Law program. These are automatically updated in Geni Law by the percentage of work completed based on the Status Codes you select for the case in the Primary and Secondary status code boxes. As Status Codes change to show completion of case assignments and milestones, the percentage of work completed is increased automatically.

Auto Billing: These items will be included automatically when the case is first set up. This should always include “case postage/copies/supplies/etc.”, which saves you from having to make many small billing entries. Auto Billing also includes REIMBURSABLE (“REIM”) items that are always needed for a particular kind of case; e.g., court fees in Bankruptcy (“BKR”), Family Law (“DOM”) and Criminal (“CMN”) cases.

Retainer: When you bill the agreed RETAINER amount, Geni Law automatically places that figure in the retainer line of the Case Status portion of CaseWork Manager. When the client has paid at least the amount you have set as the retainer, such as $600 for a divorce case, Geni Law automatically marks┬áyour case as full paid, (status “F” in the third box of status codes). This alerts you of work that needs to be done on this new case. “Billing the Retainer” is explained further below. As you bill “earned” items, the retainer amount showing on the retainer line automatically reduces by the amount of earned fees you billed so that when it reaches zero, you know you need to bill an additional amount of retainer. The retainer amount also reduces on the Client Statements by the amount of the “earned” billings so you are not double-billing.

BILLING INSTRUCTIONS

Geni Law has two methods of billing:

  • Line Item Billing (“BILLING CODE”) in the Case File in CaseWork Manager
  • Daily Time Billing for when you are not working in the Case File in CaseWork Manager

Line Item Billing:

Line Item Billing in the client’s case file in CaseWork Manager allows you to bill line items(s) as work is completed. Line item billing performed in CaseWork Manager is synchronized automatically to the BILLING REGISTER and vice versa.

Use these steps to bill in CaseWork Manager:

The billing approval screen pops up automatically as letters and documents are created. If that does not happen for whatever reason, move the cursor (gray highlight bar) to the item to be billed and press the “BILL NOW” button:

bill-now-overlay

The billing approval pop-up screen will appear as an overlay on the Tasks and Billing Work Codes screen. The cursor defaults to the DATE column. Tab through each column to make necessary edits as follows (except Billing and Work Codes which can only be changed in the Setup Checklist and Fees process):

  • Edit DATE if necessary (default is current date)
  • Edit TIME if necessary (default is current time
  • “Z” appears in the DO column to indicate the work is complete
  • Edit NOTES & DESCRIPTION OF WORK/TASKS if necessary
  • Edit REP if necessary; a quick-list will appear
  • Edit UNITS if necessary
  • Edit BILLING AMOUNT if necessary
  • Press F9 and the overlay screen will vanish
  • Once an item is billed, a pop-up screen will ask “IS THIS AN EARNED ITEM?” Select Yes or No based on the following determinations:

(a) if a billed item is designated as “MINFEE” or “RETAINER”, that item is not earned. Select No and an “N” will be entered in the “ER” column in CaseWork Manager.

(b) if a billed item is designated as “REIM” (reimbursable), that item is not earned. Automatic REIM items enter the case file with “R” in the “ER” column; manual REIM items enter the case file with “H” in the “ER” column. At the Earned Fees pop-up screen enter No and an “N” will be entered in the “ER” column in CaseWork Manager.

(c) if a billed item is not designated as a “MINFEE”, “RETAINER” or “REIM”, then it is an earned fee. Select Yes and a “Y” will be entered automatically in the “ER” column in CaseWork Manager. NOTE: Fees for copies, supplies and postage are always earned; and, in many cases, these overhead costs are reflected in the attorney’s billing rate so that separate billing items are negated.

(d) if a billed item is to be paid from the Operating Account rather than the Trust Account, select No and an “N” will be entered in the “ER” column in CaseWork Manager.

Time Billing:

Daily Time Billing: This is largely the type of billing used in many law offices today. Geni Law keeps track of the time entered in the Time Billing screen; and when the time is billed, the entry is synchronized automatically to the client’s case file and to the BILLING REGISTER. Click on the TIME BILLING button on the main Taskbar to access this feature. HELP is available by typing Ctrl+H in the Daily Time Billing screen.

BILLING REIMBURSABLE FEES

CaseWork Manager is programmed with a variety of Automatic and Multiple reimbursable fees items, and the type of reimbursable fees item that appears in a case file depends on the Case Type. When a new case is created, the Automatic reimbursable fees are entered into the case. Reimbursable fees are coded two ways by the program:

  • “R”eserved = funds in the Trust Account are RESERVED and applied only to the specific “Automatic” reimbursable fee when applied with the correct Trust account number starting with “222”
  • “H”eld = the item is HELD until there are funds in the Trust Account to pay for the specific reimbursable fee when applied with the correct Trust account number starting with “222” (a Manually Billed item such as “REIM-MISC”)

Based on the case type (Bankruptcy as the example shown below), certain reimbursable fees are paid by the firm on behalf of the client. Most of these fees are included in the retainer amount and paid by the client in advance; such as, credit report, credit counseling, court filing fee, and nationwide public records database search.

REIM-DATA Nationwide Public Records Database Search Fee
REIM-CRED Credit Counseling Fee
REIM-RPT Credit Report Fee
REIM-CRT Court filing fee
REIM-FF Filing Fee Paid to Court

Use the following steps to bill Automatic Reimbursable Fees as the work is completed:

  • Open the client’s case in CaseWork Manager. Place cursor on the appropriate Billing Workorder item.
  • Click on the BILL NOW button and the billing overlay screen appears
  • Review the row for accuracy, and if you are satisfied
  • Press F9 and the billing overlay screen vanishes
  • A pop-up screen appears and asks if the item is Earned; enter “N”: Retained and Held items are not billed as Earned Fees

Immediately the Earned Fee pop-up screen will disappear and the item just billed will move up the screen to its place in chronological order with the other yellow-colored, billed (or “Z”) items. All billed or “Z” items are identified at-a-glance in CaseWork Manager by the yellow borders.

There may be times when you have a reimbursable expense to bill that is not Automatic. These are referred to as Manually Billed items, and generally Manually Billed items are not automatically loaded into the case file. To add a Manually Billed item, place your cursor on a line item in the case file and type Ctrl+M. Scroll down until you find “REIM-MISC- Paid Outs-Items to be Reimbursed.” Click ADD ROW. The item is inserted in Billing and Work Order Codes. Change the item description if you necessary to reflect a vendor and invoice number, enter the billing amount, click on BILL NOW and bill the entry. The “ER” field will contain an “H” which means that client funds are HELD to pay this item. Press F9 and the “IS THIS AN EARNED FEE?” screen opens. Enter “N”o. These entries will print on client statements as well as appear in BILLING REGISTER as part of the case history.

NOTE:  You cannot edit a line item in CaseWork Manager once it has been billed. Print and review statements before mailing. Edits or corrections, if required, must be made in BILLING REGISTER. Reprint and confirm statements are ready to mail. All edits or corrections made in BILLING REGISTER update automatically in CaseWork Manager. A billed item may be deleted; however, this is accomplished in Billing Register ONLY.

BILLING THE RETAINER IN CASEWORK MANAGER

To bill the Retainer, place the cursor on a row in the Tasks and Code section and type Ctrl+M. Immediately, the Select Multiple Billing screen opens; the items are listed in alphabetical order. Scroll down to select Retainer (shown here at the bottom of the list) and click on ADD ROW.

add-a-row-ctrl-m

Instantly, the new row appears as a new entry in the Tasks and Codes section of the case file. Enter the retainer amount from the client agreement for the minimum amount to be paid before any work will be performed on the case. If necessary, press the “BILL NOW” button located below the main Taskbar. Review the entry and if all of the information is correct, press F9. The billing entry will immediately take its place in the billed section of Case Tasks highlighted in yellow. The Earned Fees prompt appears; answer “No.” The retainer amount is automatically filled in its place in the Case Status and Case Tasks sections shown below in red:

bill the retainer

MEMORIZED QUESTIONS FEATURE FOR AUTO DOCUMENTS

When creating a document or letter (“document”), Geni Law selects the following information that has been entered once already to merge automatically with a pre-coded Master Template included with the download, as is the case for Personal Injury documents, or documents that are purchased separately:

  • client
  • case
  • attorney (REP)
  • company
  • court (you must select the court in the Court Info Line in the case file)
  • related party (you must select related party(ies) in the RP Line in the case file)
  • billing and payments
With Memorized Questions, you enter once critical and unique case information that has nothing to do with the above — just the case itself. This information can be derived from the Intake Form, during the initial Client Interview, or additional case-related “homework” forms that you send home with the client to complete, information that is gathered as the case moves along, or through investigation. It is this information that is associated with Memorized Questions. You have the ability to add new Memorized Questions or delete existing ones in the Memorized Questions Setup process.

With Geni Law’s Memorized Questions feature, start right away to create case documents without fumbling through loose notes, save time, and eliminate costly errors.

Upon opening the Alerts for Case Summaries screen (a list of your cases by Action Date and Priority), a Memorized Question button appears at the top of the screen, highlighted here in yellow:

memorized questions button highlightedNotice that the cursor is highlighted (grayed-out) on a new Personal Injury case. At this point and if the highlighted case is the case you want, you can click on the Memorized Questions button and begin to fill in pertinent case data; e.g., date, time, city and county of accident, the name, contact information and insurance information of the other party, insurance information for your client, number of days lost, lost wages, employer, and medical provider information. The Memorized Question button also appears in the case file in CaseWork Manager giving you the ability to complete answers while working in the case file. Here’s an example of some of the Memorized Questions for a personal injury case, which can have multiple parties, medical providers and insurerers:

memorized questions list

RELATED PARTY FEATURE

Information about the Related Party is entered once in Related Party Setup, saved in the database until revised manually, and made available for merging with automatic documents and letters created in CaseWork Manager, as well as speed letter writing through the program’s CONTACT feature. There is no limit as to the number of related parties you can have in a case, or in Geni Law for that matter.

Now that you have entered all of your related parties once, they are available for the present case or future cases if the same parties, or some of the same parties, are involved.

Naturally with each case comes new related party(ies). First, you will have to go to SETUP > RELATED PARTY SETUP, complete the profile, save it, and the information will be available for all case-related document merging features of the program once the related party is added in the case file.

Adding Related Party(ies) to Case File

Below is a sample new case. If related party(ies) are known, then each must be “added” to the case file in order for the document merge function to work properly. The same holds true for a newly created related party, but all is completed with the click of the mouse. Here’s how:  notice that the Related Party line (REL-P) is highlighted in red (located below the Court Info Line):

related party line

The first box is for the “ID Code” explained further below, and the second box “Prefix” is used to indicate whether the related party is AT=Attorney, IN=Insurance Company, MP=Medical Provider, etc.

Click on the “Code” box (the related party’s Name). A quick-pick list appears for you to select and add the appropriate related party to the case file that you have already created in RELATED PARTY SETUP. Repeat the step to add as many related parties needed for the case.

Notice the small “RP” box at the end of the line next to the picture. This is where Geni Law (a) tells you how many related parties you have assigned to the case if more than one; e.g., +1, +2, +3, etc., and (b) click on this space to “add” a new Related Party.

related party line and number highlighted

When a new Related Party appears on the scene, first set them up in the Related Party Setup process. Then return to the case file and click on the RP box, even if it shows +1 or +3; and a quick-pick list appears allowing you to select the new related party.

When setting up the related party profile in the first place, consider to whom you will be writing and your relationship to that party. For instance, for letters to the opposing party you would never address a letter to them using the first name as the salutation. On the other hand, there might be a prosecuting attorney that you deal with all the time, and he/she would have no problem with you addressing them by their first name in case-related correspondence. In the image below, notice the area highlighted in red indicates that for formal letters the last name appears in the salutation. Therefore, the master document should include the “title” and “salutation” for the name to appear properly. Keep this in mind in the Related Party Setup process.

related party cwm dropdown

The little box shown in red above indicates that there are four (4) related parties on this case (this is the “RP” box); and in particular, there are two of the same type — notice “IN” and you need to merge a letter to one of them. Click on the Related Party Code box and a quick-pick list appears (shown below) with all of the related parties of the same type you have assigned to the case. From here you can click on the name you need, click OK, and proceed with creating your letter or document.

doing work RP dropdown

In personal injury matters, you may have multiple doctors, attorneys and insurance companies. You have the ability to assign an “ID Code” (the first box in the REL-P [Related Party] line) to:

  • distinguish between multiple related parties of the same type, and
  • allow you to select multiple related parties to whom to send correspondence

In this example you see that “MP1” has been assigned to this related party indicating that there is more than one Medical Provider added to the case:

related party id code highlighted

Show above, “MP1” may be used to signify the client’s Primary Care Physician. You have many options from which to choose and the ability to add or delete ID codes as suits your business. For example, instead of MP1 for Primary Care Physician, you may want to use CMP1. The quick-pick list shown below indicates how easy it is to assign an ID Code to multiple related parties of the same type.

related party id code dropdown

The ID codes shown above are entered in the SETUP > CODES SETUP database as examples. The purpose of this feature is to allow you to send one letter to multiple related parties. The idea is that if you have multiple doctors on a case, by using IDCODE+RPCODE codes, say CMP1 (client primary Medical Provider) and CMP2 (client specialist Medical Provider) setup in the Codes Setup, you could then use CMP1RPSALUTATION to refer to the client’s primary doctor and CMP2RPSALUTATION for the physician specialist to merge the letter.

POP-UP ADDRESS BLOCK

Geni Law also has a nifty little pop up ADDRESS BLOCK that will appear from time to time based on the letter you choose. Here you can simply enter the address information you need for the letter one time, press Ctrl+Enter to save the entry, and then press the “X” in the upper-right hand corner to close the box. The letter opens in its native application with the address information filled in. This comes in real handy when sending letters to “Others” or “Employers”, where you won’t have a Related Party set up. HELPFUL HINT: Use “Address1” for a company name when necessary and “Address2” for the street address. Also, if you are sending a letter to someone with whom you are not on a first-name basis, then you will need to include their Title with the Salutation; e.g., Mr. Watts instead of just “John.”

SEND CASE-RELATED EMAIL WITHOUT LEAVING THE CASE FILE

Geni Law’s unique Email feature contained in CaseWork Manager allows you to send emails and attachments conveniently from the client’s case file to the Client, Court or Related Party. The Email feature is located in the case file below the Bill Now button:

email cwm

The program pulls the email information you typed in for Client or the appropriate email information you inserted during Court and Related Party SETUP. First, click on the Verify field; a quick-pick list appears to select the REP (“you”) who is sending the email. Click on the appropriate REP code then select to whom you are sending the email: Client, Court or Related Party. Upon making a selection a blank “write” or “compose” email will appear on your screen in its native application with the corresponding email address pre-filled.

Compose the email as usual. Adding an attachment(s) is a breeze. Simply click the “Attach” icon in your email as you would do normally. Since you are already in the case file, you are directed immediately to the case file documents located in your computer directory:

email attachment

Select the file(s) you wish to attach and click Open. The attachments appear in the email as usual. Once you’ve reviewed the email and are satisfied, click Send. This makes court filing a breeze.

NOTE: Email is not saved in the Client’s case file documents. You will have to print and scan the Email to complete that step. Also, Email is not automatically billed. Click the Time Billing button and enter your time to bill for the transaction(s), or press Ctrl+N to manually enter a line item for billing in the Case Tasks – Billing and Work Codes section of the client’s case file.

KNOW WHERE YOU ARE IN CASEWORK MANAGER AND GENI LAW PROGRAM

At the top of every screen, there are three (3), three-letter abbreviations that appear just below the main Taskbar. These abbreviations are codes, created in the Setup Process (Configure Your Firm), that identify who has responsibility for the case in the following order: the Company, then the Division (the profit center — could be “you” in a solo or small-size firm) followed by the individual logged in (“you”). These codes are computer-generated to provide you with an at-a-glance image of where you are in the program. This is particularly helpful if your firm has multiple divisions (profit centers) and multiple offices:

buttons with where you are highlighted

PICK OTHER COMPANY, DIVISION OR REPRESENTATIVE

There are many occasions when you may need to move from one Division or Representative to another in order to perform work or cover for an attorney stuck in court or in the event of illness or vacation.

You can move easily in and out of a different Division or Representative to view information or do work. On the Taskbar, click on OTHER > PICK DIVISION, PICK REPRESENTATIVE or PICK CO. Upon clicking either of these tabs, a quick-pick list appears for ease of selection. You are moved instantaneously to the new location upon clicking on the desired Company, Division or Representative.

GENERAL ASPECTS OF CASEWORK MANAGER

This section provides detailed instructions how to:

  • Print CaseWork Manager
  • Search/Sort CaseWork Manager
  • Escape Screens
  • Exit Geni Law Program
  • View Active and Inactive Cases
  • Transfer Case in/out of Inactive Database

PRINT CASEWORK MANAGER

When working in a case file, press the “PRINT” button to access the print screen options for CaseWork Manager.

casework-manager-buttons-with-print-highlighted

The Print Case Work Manager overlay screen appears for you to make certain print selections as described further below.

casework-manager-with-print-screen-overlay
To print the full case, insert “Y” in “Print Basic CaseWork Manager Info” and “Print Case Tasks.”

Print Basic CaseWork Manager Info “Y” in this box and “N” in all others prints the Case Status section of CaseWork Manager for the case; “Y” in this box and “Y” in Print Case Items prints the full CaseWork Manager; default is “Y”
Print Case Items “Y” in this box, “Y” in Print CaseWork Manager, and “N” in all others prints the Full CaseWork Manager for the case; default is “Y” “Y” in this box and “N” in all others prints Alerts for Case Summaries for the case; default is “N”
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 allows you to print a single client’s statement or a range of clients
Print Client Information “Y” in this box and “N” in all others prints Full Client Information Profile for the case; default is “N”

Select print to “S”creen or to “P”rinter.
Select the number of copies to be printed.
Click Print for the print results or press Escape to return to the previous screen.

SEARCH CASEWORK MANAGER

This is a simple way to isolate performance, productivity and billing actions for the case you are working on. Click on the “SEARCH” button:

casework-manager-buttons-with-search-highlighted

The Search/Sort Work Orders overlay screen appears for you to make certain search/sort selections as described further below.

casework-manager-with-search-screen-overlay

Search or sort case information by a variety of methods: DO CODE, REP CODE or BILLED.

DO CODE Enter “Z” (completed work) “O” (work need but not completed) “T” (tasks)
REP CODE Select REP from the quick-pick list
BILLED Enter “Y”es or “N”o

Press Search for the search/sort results or press Escape to return to the previous screen.

ESCAPE

As you work through the various screens in the Geni Law program, screens remain open and layer on top of each other on the desktop.

It is important to keep this in mind when working with many cases on busy days, as it is easy to open the same case multiple times in CaseWork Manager.

Press ESC (Escape) anytime you complete work in a screen to return to the previous screen. You can set a default screen for ESC, such as Alerts for Case Summaries, Alerts List, Calendar, or Tasks so that screen will always remain visible after you have escaped out of every open screen. This is completed in the OTHER > USER PREFERENCES process.

Be careful as to how fast you click the ESC key; you might escape right out of the program.

EXIT

EXIT is used to close the Geni Law program, whereas ESC (Escape) is used to close screens. There are three ways to EXIT out of the Geni Law program:
  • Press JUMP KEYS Alt+O,X
  • Click the OTHER tab on the main TASKBAR and click on EXIT
  • Press the close button at the top right corner of the screen

VIEW ACTIVE CASE

All cases are Active in CaseWork Manager unless and until you enter one of the following Status Codes:
K Non-WIP/Keep for followup
Q Client Quit
R We refused to take case
X Non-WIP
Z Case completed/normal work done

Upon entering one of these codes, the program issues a prompt to confirm that you wish to transfer the case to the Inactive Database. Enter “Y”es, and the case is immediately moved to the Inactive Case database.

If a payment is applied to an Inactive case, the restores the case file automatically to the Active Database.

Press Alt+I to view the Inactive Database; press Alt+I to return to the Active Database.

TRANSFER CASE TO INACTIVE DATABASE

From the Alerts for Case Summaries screen, place the cursor on the case to be set Inactive. Press Alt+Z to transfer a case from the Active Database to the Inactive Database. The program issues a prompt to confirm that you wish to transfer the case to the Inactive Database. Enter “Y”es, and the case is immediately moved to the Inactive Case database.

VIEW INACTIVE CASE

Press Alt+I to view the Inactive Database; press Alt+I to return to the Active Database. If a payment is applied to an Inactive case, the case file is restored automatically to the Active Database.

TRANSFER CASE FROM INACTIVE TO ACTIVE DATABASE

Press Alt+I to enter the Inactive Database. Press the SEARCH button and search for the desired case, enter last name first for individuals. The case profile will be presented; press Alt+Z on the case profile to transfer a case from the Inactive Database to the Active Database. The system issues a prompt to confirm that you wish to transfer the case to the Active Database. Enter “Y”es, and the case is immediately moved to the Active Case database.