Create New Client-New Case

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 creating a new client and new case quickly from almost anywhere in the Geni Law program.

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 absolute 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 create the case file by adding the case information and assigning the required codes. The fields with the headings highlighted in RED and with the information highlighted in RED must be filled in.

Helpful Hint: Place the mouse over any field and a short explanation 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 with the case work. 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 code designates a completed item or case)
CLIENT CODE: Automatically assigned by the program; for an individual the name is inverted (last name first); for a business the name appears as a business name
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 paralegal or legal assistant staff, if any, assigned to 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 that you enter once 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 in the SETUP PROCESS 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.

Proceed with the Conflict Check.