Status Codes

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  • 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.”
STATUS CODES FOR ON-SCREEN CASE STATUS
This section discusses the following items:
  • Status Codes
  • Earned Fees Status
  • Status Code Tables
  • Caution Flags
Status codes are a series of one- and two-letter abbreviations and symbols featured in CaseManager, Alerts for Case Summaries and various reports to provide users with instant notification of the most current status of a case. Status codes are entered once and remain constant throughout the life of a case until changed manually, even as the case is transitioned to the inactive database. Through the Setup Codes process, existing status codes can be modified and new status codes can be added as needed.

alerts-with-status-codes-highlighted

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.

Primary Status Code (first box; “PRI COD”; one to two characters) – represents the major milestones of the case. Primary status codes can be one or two letters or symbols. An example of this would be “PC” to indicate that a pre-trial conference has been scheduled. (The program automatically generates a status code “F” when the amount entered in CaseWork Manager in the “Retainer Amount” field [at the time that the client’s case is created] matches the amount the client has fully paid towards that retainer amount. An “F” signals users that the retainer is “fully paid” and work on the case can begin.) For most cases the Primary Status Code will be “W”IP to signal that the first payment on the client’s case has been received. Use “DR” to indicate that the client is in treatment for Personal Injury, Workers’ Compensation and Social Security Disability cases.

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

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

Example of Status Codes in a case file:

cwm-with-status-codes-highlighted

Earned Fees Status

The program uses the Primary and Secondary codes to calculate the percentage amount of fees that have been earned on the case. This amount is included in the line of financial information presented about each case in CaseWork Manager and Alerts for Case Summaries and changes only when the status codes are changed. If a percentage of completion is entered manually that represents an earned fees amount that is higher than the amount equal to the present status codes, the program lists the higher amount. In addition as the Primary and Secondary codes change, the program updates the related Trust Account Balance automatically thus satisfying state laws concerning proper trust account management. This is highlighted in the green box below:

cwm-with-earned-fees-highlighted

STATUS CODE TABLES

The following tables show the status codes that are downloaded with the program:

  • “ALL” for primary and sub codes that can be used for almost all types of cases and practice areas
  • “BKR” for primary and sub codes, in addition to ALL codes, that are peculiar to bankruptcy law practice area
  • “DOM” for primary and sub codes, in addition to ALL codes, that are peculiar to family law practice area
  • “CMN” for primary and sub codes, in addition to ALL codes, that are peculiar to criminal law practice area
  • “PIJ” for primary and sub codes, in addition to ALL codes, that are peculiar to personal injury law practice area
  • “COLLECTION/FINANCE” the third status code indicates payment collection activity for use with all case types
  • “CAUTION” flags that can be used for all types of cases and practice areas
CASE TYPE – ALL
PRIMARY CODE SUB CODE DESCRIPTION
F Retainer Full Paid
K Non WIP – Keep for follow-up
Q Client Quit
R We Refused to Take Case
SA Signing Appointment Scheduled
T Trial
W WIP (1st payment received from client)
WD Withdraw from representation
X Non-WIP
Z Case Completed – Normal Work Done
FH Full Paid, Holding to File
H Hearing Scheduled in Court
IC Information Needed from Client
IF Intake Forms Needed
IZ Intake Forms Received
K Non WIP – Keep for follow-up
M Meeting Scheduled
MF Motion Filed
MN Motion Needed
SD Service Done
SW Waiting on Service (case submitted to court)
CASE TYPE – BANKRUPTCY
PRIMARY CODE SUB CODE DESCRIPTION
34 341 Hearing Scheduled
3Z 341 Hearing Completed
C Case Confirmed
D Client Case Discharged
F Retainer Full Paid
G Need Green (Schedule J) Forms
K Non WIP – Keep for follow-up
P Petition – Prepare and File
PI Petition – Initial Inputing Done
PM Petition – Initial Inputing Midway Done
PZ Petition – All Entered
Q Client Quit
R We Refused to Take Case
S Submitted to Court
SA Signing Appointment Scheduled
T Trial
W WIP (1st payment received from client)
WD Withdraw from representation
X Non-WIP
Z Case Completed – Normal Work Done
AP Adversary Proceeding
CV Converting Chapter
FH Full Paid, Holding to File
H Hearing Scheduled in Court
IC Information Needed from Client
IF Intake Forms Needed
IZ Intake Forms Received
K Non WIP – Keep for follow-up
M Meeting Scheduled
MF Motion Filed
MN Motion Needed
SD Service Done
SW Waiting on Service (case submitted to court)
XN Need Tax Returns from Client
XZ Sent Tax Returns to Court
CASE TYPE – CRIMINAL
PRIMARY CODE SUB CODE DESCRIPTION
AP Appeal
AR Arraignment
PC Pre-trial Conference
PB Plea Bargain
PH Preliminary Hearing
PV Probation Violation
RA Reappearance in Court
S Submit Case to Court
SH Suppression Hearing
ST Sentencing
TJ Jury trial
UA Under Advisement (not filed with court)
W WIP (1st payment received from client)
DS Discovery Received
EO File Entry of Appearance
OR Offer Received from Prosecuting Attorney
PD Public Defender Case
CASE TYPE – DOMESTIC (FAMILY LAW)
PRIMARY CODE SUB CODE DESCRIPTION
AW Prepare Answer
AF Answer Filed
AR Answer Received
DR In treatment
DI Discovery
DS Do Discovery Work
IN Treatment Completed, Gather Info
NG Case in Negotiations
OA Offer accepted, settlement needed
OR Offer received, negotiating
P Petition – Prepare and File
PK Prepare Demand Package, Info Rec
S Submitted to Court
T Trial
TD Trial – Represent Defendant
TP Trial – Represent Plaintiff
TJ Jury trial
30 30 Days Over – Need to Prepare Judgment
AD Answer Due from Opposing Party/Attorney
BN Blues Needed from Client
DA Our Discovery Answer Due
EO Waiting on O.P. to Sign EOA
SC Settle Case Before trial
SD Service Done
CASE TYPE – PERSONAL INJURY
PRIMARY CODE SUB CODE DESCRIPTION
OA Offer accepted, settlement needed
OR Offer received, negotiating
DR In treatment
IN Treatment Completed, Gather Info
NG Case in Negotiations
PK Prepare Demand Package, Info Rec
COLLECTIONS/FINANCE CODES – Third Status Code For Use With All Case Types
CODE DESCRIPTION
W WIP (1st payment received from client)
F Retainer Full Paid
I$ Increase Payment Amount Letter
PF Paid in Full, Owes Nothing
$1 1st Late Payment Letter
$2 2nd Late Payment Letter
$3 3rd Late Payment Letter
$4 Withdraw Letter
$5 Reduce to Amount Offer (discount)
XX Disable Collections for this Case
Caution Flags

 

Caution flags are used in CaseWork Manager and consist of symbols that can be used with all types of cases to provide instant on-screen alerts that issues are connected with a case. An example would be the use of % to indicate that special handling is required because the client does not want mail or statements sent to his/her home address, or client wants to be contacted at a certain address or phone number.

The Caution Flag field is located to the right of the LSTPMT field. It is generally a clear field with Caution in blue lettering. However, when you enter a Caution flag, the field turns black and the flag appears in yellow. In the example below a “#” has been inserted in the Caution field to indicated that this case has been identified as a “Problem Case.”
caution
Here is a list of all of the caution flags and the related description:
FLAG DESCRIPTION
% Sensitive, Confidential handling required
! Date Deadline (such as a filing deadline) plus put the deadline date in “Case Description & Concerns”
# Problem Case Identified
$ Collection Activity Needed on the Case
$$ Turned Over To Collection Agency
@ Conflict of Interest Exists and Cannot Be Waived