Client Database and Conflict Check

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.”

Here you will find step-by-step instructions for the following features of the Client Database:

  • Create New Client and New Case
  • Conflict Check
  • Client Information Database Explained
  • Create New Case for an Existing Client
  • Search the Client Information Database
  • Print Client Information
  • Active and Inactive Databases Explained
  • Changing Saved Client Information
  • Deleting a Client Record

It is important to understand how to set up new clients, run conflict checks and create new cases before moving into the lengthy discussion concerning CaseWork Manager.

Create New Client and New Case
There are three steps to creating a new client and new case:

  1. Create New Client Record
  2. Create New Case File
  3. Conduct Conflicts Check

When creating a new client and new case, the fields that contain red highlighted columns must be completed at a minimum before work in the case file can begin, especially the Division (“DIV”) assignment. The purpose of creating the new client, new case number, and assigning a Division is to allow you to deposit the client’s first payment in the Trust Account right away.

Geni Law gives you the option of inputting minimum information to open the case with the rest of the information to be completed at a later time. Again, we recommend the following minimum entries to establish a useful new case record: DIV, REP1, REP2, Case Type, Primary Status Code, Source, and any critical Case Description & Concerns.

Helpful Hint:  It is important to be consistent when inputting information into the client information database, as this data forms the platform for all merge and auto-documents. Using an initial caps pattern at the outset will save you the trouble of manually changing merged letters to correct an undesired use of all caps.

Click on the NEW CASE button, which you will find on almost every screen in the program:

buttons with New Case highlighted

Immediately upon clicking the New Case button, the Create New Client/Case (Client Information record) overlay screen appears:

new-client-overlay-screen

The field shown in red (NAM1) — the client’s name — is the minimum amount of information you must fill in at this point to create a new client and move forward to creating the New Case. However, it will save you time and trouble if you quickly tab over to the box on the first line “GP-“; insert a “P” if the client is an individual or “B” if the client is a business as this is how the client will be stored and sorted (explained further below). If you are not in a rush, fill in the rest of the information from the Client Intake Form. Whichever you decide to do, press Ctrl+S or Ctrl+Enter when you are finished to save the entry. The new client record is not saved until you press Ctrl+ S or Ctrl+Enter.

Immediately upon saving the new client record, the Create New Client/Case overlay screen pops up where you will add the case information and assign the required codes to create a New Case file. The fields highlighted in RED must be filled in.

Helpful Hint:  Place the mouse over any field and a short explanation (Tool Tip) of that field will be shown.

new case overlay screen

The first thing you will notice is the ACTION DATE, which is always the current date until it is changed manually. Here you can change the ACTION DATE to reflect the date when you next want the case to be presented to you. Place your cursor in the ACTION DATE box, change the date or leave it alone, and tab to the next box. This box is used to set the PRIORITY of the case, which is explained further below. In the next field the Geni Law program has assigned[ the CLIENT CODE, which always appears in red. Client Codes for individuals consist of the last name first, then the first name, then the middle name or initial (if any). Client Codes for businesses remain as the business name is entered. From the CLIENT CODE field, tab to the next box.

  • The tool tip indicates that the DIV (Division) is required. The Division is the attorney (profit center) who has primary responsibility for the case. Enter the three-letter DIV Code and tab to the next box.
  • The tool tip indicates that the REP is required. This will be the attorney assigned to the case (“REP1”). The DIV and REP1 can be the same codes. Enter the three-letter REP Code and tab to the next box.
  • The tool tip indicates that the REP is required. This can be the same attorney as REP1 or a paralegal/legal assistant assigned to the case (“REP2”). The DIV, REP1 and REP2 can be the same codes. Enter the three-letter REP Code and tab to the next box.
  • The tool tip indicates that the CASE TYPE is required. A quick-pick list appears for ease of selection. There are dozens of CASE TYPES from which to choose. Select the CASE TYPE and tab to the next box.
  • The tool tip indicates that the STATUS CODE is required. The three boxes following the CASE TYPE are for the three types of STATUS CODES used by the program to calculate earned fees or indicate automatic case status in certain instances. Since this is a new case, enter the letter “W” (stands for “WIP”) in the first box to indicate that the first payment has been received from the client. If this is a Personal Injury, Workers’ Compensation or Social Security Disability case, enter “DR” (In Treatment) so that you may proceed. Tab through the next two boxes (because it may be too early in the case to have any further status information) until you reach the SOURCE box.
  • The tool tip indicates that the SOURCE of the client is required. A quick-pick list appears for ease of selection.
  • If critical case notes are necessary at this point; e.g., hearing date and location, place your cursor in the CASE DESCRIPTION & CONCERNS box and enter this information now.

Press Ctrl+S or Ctrl+Enter to save the profile. The information is not saved until you press Ctrl+S or Ctrl+Enter.

Immediately upon saving your MINIMUM entries, the “Enter Original Date” pop up screen appears:

client set original date pop up

The Original Date is always the current date and reflects the date that the case was created. The Original Date cannot be changed and is used in many reports as a useful way of sorting the printing order of the report. Click “OK.”

After a moment the newly-created case file opens for you in CaseWork Manager:

client new case file

As you can see from the items marked in blue, some case fields can be completed in CaseWork Manager; e.g., WIP By, SOL Date and Destruction Date, just to name a few. Also notice the three boxes next to “REPS.” These REP designations are as follows: Rep 1 = Attorney handling the case; Rep 2 = Paralegal (LCM) or Attorney if there is no LCM; Rep 3 = Secretary/Front Desk or Attorney if there are no assistants. This information can be changed any time. If you enter information here in CaseWork Manager, press Ctrl+Enter or Ctrl+S to save the entries.

The information listed above is the absolute minimum to get a case opened. Here is an explanation of all of the fields contained in the Create New Client/New Case Profile screen. When you have time, go back and tab through the following fields to enter information:

ACTION DATE: Enter the key action date for the case; e.g., setup case file, court appearance, etc.; the next date that you want the case to come to your attention; default is the current date
P: Priority; use the letters A-Y to set case priority; this information is used by CaseWork Manager to sort multiple cases with the same Action Date by priority; the priority can be changed anytime as priorities change or cases are reassigned within the firm; two or more cases can use the same letter (“Z” is not used for priority as that normally designates a completed case)
CLIENT CODE: Automatically assigned by the program
DIV: Enter the three-letter Division Code; this is the attorney (profit center) responsible for the case; a quick-pick list appears for ease of selection
REP: (1st Rep field) Enter the three-letter Representative Code; 1st Rep field is normally the attorney assigned to the case; the REP and DIV Codes can be the same; a quick-pick list appears for ease of selection
REP: (2nd Rep field) Enter the three-letter Representative Code; this is to identify staff, if any, assigned to assist with the case; a quick-pick list appears for ease of selection
CASE TYPE: There are dozens of case types downloaded with the Geni Law program; a quick-pick list will appear; select the appropriate case type e.g., BKR-Bankruptcy, CMN-Criminal, DOM-Domestic, etc. (NOTE: “Case Type” and “Work Order” are synonymous in the Geni Law program.)
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; click on the appropriate status code for each box as appropriate. Click on Status Codes for a complete list of codes and explanation of their use.

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. The most common example of this would be “W” to indicate that you have received the client’s first payment.

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 automatically generates the first collection letter and a “$1” is generated by the program and entered in the third status code field.

SRC: The two or three letter Source Code used to describe the source of the client coming to the office; e.g., WEB=website, Lawyer.com, Avvo.com, Internet search; YP=yellow pages; CC=current client; TV=television ad, etc.; a quick-pick list appears for ease of selection.
CASE NO.: A sequential number automatically generated by the Geni Law program; cannot be changed
RP (RELATED PARTY): The program is downloaded with two-letter abbreviations for the type of related party connected with a given case (AT=Attorney, TR=trustee, PA=Prosecuting Attorney, etc.). This code is assigned once to a corresponding attorney and then that information is available for all cases from a quick-pick list.
RP CODE: The name and contact information of the Related Party. You will create a list of the related parties in the SETUP PROCESS and enter the data for them one time and that information will then be available for all cases from a quick-pick list.
BILLED: The amount billed to the client (program generated)
PAID: The amount client has paid (program generated)
OWES: The amount client owes (program generated)
LSTPMT: The date of client’s last payment (program generated)
COURT INFO: Court information code. You will create a list of courts and enter the data for them one time and that information will then be available for all cases from a quick-pick list. Click Setup Courts for detailed instructions how to set up the shared courts database. Use the quick-pick list to click on the abbreviated Court Code. If you don’t have the court set up, you can enter the Docket Number and Court Filing Date, if known.
EARNED % This is the percentage of retainer or flat fees that have been earned for work already performed. This amount is calculated by the Geni Law program as work is billed; however, the percentage can be overridden manually.
EARNED $ Dollar amount of fees that are earned for work already performed.
LSTPMT This is the date of the client’s last payment on this case. It is auto-generated by the Geni Law program.
CASE DESCRIPTION
& CONCERNS:
A generous screen to describe the case or any concerns about the case; discuss action concerning informed consent or waiver of potential conflicts of interest, if any; enter notes; the default is “Newly Created Case”

Press Ctrl+S or Ctrl+Enter to save your entries.

The next step before doing work in the client case file is to perform the Conflict Check.

Conflict Check

The Geni Law program makes checking for potential conflicts easy and simple.

From the main Taskbar, click on CLIENTS > CONFLICTS CHECK to open the Check Conflicts screen from anywhere in the program.

conflict check

Upon clicking Conflicts Check, the Conflict Checking overlay screen appears:

conflict checking

Check conflicts by using one, all or any combination of the required fields:

  • Name; default is ALL
  • Social Security Number, generally the most reliable (here you will have to enter the hyphens between the numbers); default is ALL. Generally you will have the client in your office to obtain the Social Security Number and/or Date of Birth. For solo and small firms, the client name is generally sufficient.
  • Date of Birth

Click Print to print the results of the conflict check. The printed results should be placed in the case file as a permanent record in either hard copy or scanned to digital form.

If a potential conflict exists, the page will show all cases to which the potential client is or was a party. If there is no conflict, the page will show only the current case.

Client Information Database Explained

Each field contained in the client information record and how it will help you is explained below. You have the option of creating new clients and new cases starting from the Client Information record or by using the New Case button. The steps explained above for New Case are the same.

Helpful Hint: Place the mouse over any field and a short explanation of that field will be shown (Tool Tip).

From the main Taskbar, click CLIENTS > CLIENT INFORMATION to open the client information database from anywhere in the Geni Law program.

client info

Upon clicking Client Information, the Client Information profile screens open.

A gray highlight bar always appears on a blank record at the bottom of the screen. This is the record you can use to add new clients if you do not use the NEW CLIENT button. The numbers at the top of the screen indicate the number of saved client records.

Each blank field contains a brief explanation (“tool tip”) of the information required to complete that field. Client(s) Name, Date of Birth and Social Security Number must be entered for Conflict Check purposes. Use the information obtained from the client during the Intake interview and tab through the blank record fields starting from the top of the record and moving down from left to right.

NAME1:

The name of the first client; enter first name, initial (if any) then last name.

NOTE: The program automatically assigns a CLIENT CODE; the CLIENT CODE is the client name in the order of last name first, then first name, then initial. The CLIENT CODE is used for search, sort and print functions. This CLIENT CODE is different if it is an individual than it is if it is a business. If the client is a business, the code will be the same as the business name. If it is an individual, the code will be based on the last name of the individual. See the GP explanation below as how to set the GROUP code (Individual or Business).

DB: Date of birth for the first client “DOB1”; enter the two-digit month, two-digit day and four-digit year; the program will write the date as 01/01/2011.
#: Social Security number for the first client; enter the nine- digit number; the program will write the number as 555-55-5555.
L1: This is a place to enter other types of cases for which the client may be interested; enter the appropriate Case Type code.
GP: GP stands for Group and describes whether the client is an individual or business entity; enter “P” for individual or “B” for business. Individual names are automatically inverted and are searched by entering the last name first.
NAM2: The name of the second, or co-, client; enter first name, initial (if any) then last name.
DB: Date of birth for the second, or co-, client “DOB2”; enter the two-digit month, two-digit day and four-digit year; the program will write the date as 01/01/2011
#: Social Security number for the second, or co-, client; enter the nine-digit number; the program will insert the hyphens and write the number as 555-55-5555
L2: This is a place to enter other types of cases for which the spouse or co-client may be interested; enter the appropriate Case Type code.
CLIENT IMAGE: The space on the right side of the Client Information screen for the digital photo of the client.
AD: First, or main, street address. Enter the PO Box here if used by the client for his/her main address.
AD2: Second street address, if necessary.
ZIP: Zip Code; enter this and Geni will automatically enter the city and state.
CTY: City; generally auto-entered.
ST: Two-letter State abbreviation; generally auto-entered.
PHO C: Enter the primary contact’s cell phone number.
PHO H: Enter the primary contact’s home phone number.
PHO W: Enter the primary contact’s work phone number.
FAX: Enter the primary contact’s fax number.
EMAIL: Enter the primary contact’s email address.
FLAG: Enter “!” or “#” to indicate special handling of this client; e.g., a flag should be used when the client has informed you that his/her spouse does not know that client intends to file for divorce.
REF CODE: Referral Code; enter the name code of the person who referred the client.
CONTACT: Enter the primary contact person for the case; this is especially needed for business clients.
TITLE: Enter the Title used for the client; this information appears in the appropriate merge field for letters or other auto-documents; a quick-pick list will appear for ease of selection
SALU: Enter the name used for Salutation; this information appears in the appropriate merge field for letters or other auto-documents; e.g., a client’s first name is Henry but he wants you to address him as Hank.

An empty record will always appear at the bottom of the Client Information screen in both the Active and Inactive databases. The gray highlight bar will move up or down to other Client Information records as you use the Up/Down arrows or Page Up/Page Down keys.

new-case-file-with-case-number-and-cwm-highlighted

Consider the image above and please notice that the top line of each screen is labeled so you know where you are in the Geni Law program. Here, the CaseWork Manager screen is highlighted above in yellow so you will know where to look on other screens. Also notice that Geni Law has automatically assigned the Case Number, circled above in red.

Create New Case for Existing Client

You have the ability to create a new case for an existing client by pressing the NEW CASE button from any screen (not used in Calendar or Time Billing). A New Client/Case profile overlay screen opens. Enter the client name and click on the box next to “Existing Client” at the top of the screen. Instantly, the screen changes to the New Case overlay record:

existing-client-overlay

Enter the following minimum entries to establish a useful new case record: DIV, REP1, REP2, Case Type, Case Status Code (Primary, first box only), Source, and Case Description & Concerns. Press Ctrl+S or Ctrl+Enter to save the entry. Immediately, the Original Date screen is presented. Click “OK.” Upon clicking OK, another overlay screen opens which states that you have changed the work order type. You are also asked if you want to remove all unbilled items that have a DO CODE of “X”, and a reminder that MINFEE (flat rate) and CRT (Court) items will not be removed. Click on KEEP THEM. The new case file is presented immediately in CaseWork Manager where the case information can be completed more fully.

Use the following steps to search the Client Information database:

From the main Taskbar, click CLIENTS > CLIENT INFORMATION to open the Client Information database from anywhere in the Geni Law program.

Click the SEARCH button to search/sort the Client Information database by the following fields:

Active “A”ctive, “I”nactive, “B”oth
Client Code Use the quick-pick list or start typing the client’s last name until it shows up; select the appropriate name if more than one choice is available
Original Date Date the client record was created (also used in the case number)
List 1 Additional Work Order (Case Type) Code
List 2 Additional Work Order (Case Type) Code
Zip Zip Code
State State

Click Search at the bottom of the search pop-up screen for the search/sort results. Press Escape to return to the previous screen.

Print Client Information

Use the following steps to print the Client Information database:

From the main Taskbar, click CLIENTS > CLIENT INFORMATION to open the Client Information database from anywhere in the Geni Law program.

Click the PRINT button to print Client Information database by the following fields:

Client Code Client Name; default is ALL; select the client from the quick-pick list or begin typing the client name starting with the last name first.
Div Code Division; default is ALL
Rep Code Representative; default is ALL
Original Date: Start Month/Day/Year; default is current date
Original Date: End Month/Day/Year; default is current date
List 1 Print client information for clients with matching List 1; default is ALL
List 2 Print client information for clients with matching List 2; default is ALL
Birthday Month/Day/Year; print client information for clients with matching birthdays; default is ALL
Zip Code Five- to nine-digit minimum; print client information for clients with matching zip codes; default is ALL
Active “A”ctive, “I”nactive or “B”oth; default is “A”ctive
Print Work Orders Work Order┬ámeans Case Type; enter “Yes” or “N”o; default is “N”o
Print Statements Print statement(s); enter “Yes” or “N”o; default is “N”o

Press Print for the print results or press Escape to return to the previous screen.

Active/Inactive Client Databases

Client cases may be Active or Inactive in the Geni Law program. An Active case can become inactive in a variety of ways through the Status Code entered in CaseWork Manager. A Status Code of “Q”uit, “R”efused to take the case, “N”on-WIP, or “Z” (case closed, all normal work completed) will move the case file automatically into the Inactive Database. When a payment is applied to the case, the case file will be returned automatically to the Active Database.

You can also send a case file to the Inactive Database by selecting Casework then Alerts for Case Summaries from the main Taskbar or using Jump Keys W+A. Press the SEARCH button and start typing the client name, last name first. When presented with the desired case file, type Alt+Z and answer “Yes” at the prompt. To manually bring a case from the Inactive to Active Database, type Alt+I from the Active Database to get to the Inactive Database and repeat the above steps.

Moving Between Active and Inactive Databases

From the Active Database, press Alt+I to jump to the Inactive Database. Click SEARCH to search the Inactive Database. Press Alt+I to return to the Active Database. Click SEARCH to search the Active Database. Click PRINT for the print options available in either database.

Changing Saved Client Information

Saved client information can be changed any time in a few ways.

  • Open the Client Information Database by using Jump Keys Alt+C,C; press the SEARCH button to search for the desired client information record; start typing name last name first. Click on the client record to open and access information. Make changes and press Ctrl+S or Ctrl+Enter to save.
  • Or, you can access the client’s case file by selecting Casework then Alerts for Case Summaries from the main Taskbar or using Jump Keys W+A. Press the SEARCH button to search for the desired case file. The file will be presented in a gray highlight bar. Click on the MORE INFO button and the Full Client Info overlay appears. The Case Status record appears also. Make changes to the top box, the Client Information Record, and press Ctrl+S or Ctrl+Enter to save.

full-client-info-overlay-screen

  • Or, if you are already working in the client’s case file, place the cursor on the Name Code field and click the MORE INFO button. The Full Client Info overlay appears (see image above). Make changes to the top box and press Ctrl+S or Ctrl+Enter to save.

No matter how you access and change the Client Information Record, ALL of the Geni Law program databases will be updated instantly and simultaneously with the new information.

Delete Client Information Record

Client Information records cannot be deleted if a case file has been created in the CaseWork Manager (see how to the Delete Client Case; click on the CaseWork Manager tab). To delete a client record when no work has been completed and no case file has been created, highlight the record to be deleted, press Ctrl+Del, and answer “Yes” to the pop-up question. The record is deleted from the Client Information database.