Web:Clients

Clients

The Clients record tracks basic applicant/client information together with Clients information (income, assets, and expenses).

Add

To Add a new Clients record, from the Main Menu, choose Add-->Client.

Edit

To Edit an existing Clients record, from the Main Menu, choose Search-->Clients-->Client. Use the search screen to find the appropriate Client entry and open it. You can also open associated Client entries from other locations, such as Callback and Eligibility records.

General Clients Entry

Heading

The first section of the Clients entry holds:

1. Date Open
2. Case Number
3. Critical Date
4. Reason for Critical Date Entry (R)
5. Intake Type
6. Case Type -- various selections may show additional fields:
   1. Rejected -- Reason Rejected
   2. PBI -- Volunteer Lawyer Assignment
7. Title
8. Client Name

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Client Information

The second section holds information about the client. This section contains the following items:

1. Non-adverse Spouse Name
2. Address and whether it can be considered safe
3. Zip Code (pressing the City/State button will enter the City, State, and County based on the zip code)
4. Living Arrangements
5. City
6. State
7. County
8. Legal Issue County
9. Phone and whether safe
10. Work Number and whether safe
11. Cell Number and whether safe and okay to text
12. Phone comments
13. Notation for no phone
14. Safe Email Address
15. Internet Access

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Case Problem

The third section holds information about the legal problem in the case. This section contains the following items:

1. Problem Code
2. Special Problem Code -- breakdown of the main problem code
3. National Index Code -- LSC indicated problem code

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Demographics

The fourth section holds demographic information about the applicant. This section contains the following items:

1. Social Security Number
2. Birthdate
3. Age
4. Current Age -- this is figured by the system automatically after saving
5. Gender
6. Race
7. Race 2 -- a second race category
8. Hispanic
9. Citizenship Verified
10. Status -- Citizenship status
11. Language
12. Speak English -- how well they speak English
13. Interpreter -- whether an interpreter is necessary
14. Marital Status
15. Number of Adults
16. Number Children
17. People helped in this case -- defaults to Adults + Children
18. Veteran in Household
19. Veteran -- which branch is represented
20. Disabled
21. Income Source
22. Total Monthly Income

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Assignment

The fifth section holds assignment information. This section contains the following items:

1. LSC Eligible -- whether the clients situation and case are LSC Eligible
2. Priority/Emergency -- whether there is a priority or emergency in this case
3. Referred By -- what agency referred the client
4. Know about -- how the client came to know about your services
5. Office -- which office is assigned to handle this case
6. Unit -- which unit (if any) is assigned to handle this case
7. Clinic -- what clinic handles this case
8. Advocate -- the primary staff person responsible for this case
9. Cocounsel -- a secondary staff person responsible for this case
10. Intake Worker -- the person who gathered information on this client and case
11. Funds -- the funds used to provide services
12. Per cent -- the percentage used in this case
13. Funds 2 -- a second fund used to provide services
14. Per cent 2 -- the percentage used in this case of the second fund

File:Screen Recording 2020-08-11 at 1.02.36 PM.mov

Program Information

The sixth section holds program information. This section contains the following items:

1. Special Program Code 1, 2, 3
2. Last Activity
3. Last Note
4. Last Time Entry
5. Last Calendar Entry Date
6. Master Case

File:Screen Recording 2020-08-11 at 1.05.54 PM.mov

Closure

The seventh section holds closure information. This section contains the following items:

Use of the Form

Expanding/Collapsing Sections

Sections (other than the top section) may be expanded or collapsed to display or hide the information within those sections. This can help with viewing the screen.

To expand a collapsed section, click on its header. To collapse an expanded section, click on its header. Multiple sections can be expanded at the same time.

Context menu

The context menu is accessed by clicking on the Context Menu icon at the top left of the record.

The context menu is shown to the left. The items shown in a context menu will change depending on many factors, including whether the current record is saved.

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The context menu has additional items available that relate to the entry, including:

1. Activities
   1. Time -- make a new time entry
   2. Calendar -- make a new calendar entry
   3. Internal Message -- create a new Internal Message
   4. Clients Notes -- create a Note
2. Additional Input
   1. Other Services -- create an Other Service record
   2. Document Tracking -- add or open files associated with the record
3. Printing
   1. Form Letters -- print a form letter
   2. Print -- print the record
4. Related Intake
   1. Callback -- Create or Review a Callback record
   2. Client -- Create or Review a Client record
   3. Online Intake -- review an associated Online Intake record (if any)
   4. Add new -- save the current entry and start a new record
5. Conflict Checks
   1. All Adverse and Applicant -- check all entries at once
   2. Conflict Check -- a basic conflict checker
   3. All Phones -- check the phone number across multiple tables
   4. Alternate Names -- check for alternate names
   5. Conflict Entry -- add a new entry for applicant or show whether conflict entry already exists
   6. Search Conflict -- simple conflict search screen
   7. All People -- check for the applicant's name across multiple tables
6. Compliance and Errors
   1. Error Check -- perform an error check on the entry to show known and checked errors
7. Difficult People
   1. Add Difficult Person -- add the applicant as a difficult person
   2. Search Difficult Person -- search the Difficult Person table for entries
   3. Add Non-Client Difficult Person -- add someone else as a Difficult Person related to this record
8. Unlock Record
   1. Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another

Save/Stay and Save/Close

The Save/Stay button will save the record and stay in it. This will allow you to continue to edit the record or add associated entries using the Context menu (such as call from caller, and calls to caller).

The Save/Close button will save the record and then close to the Main Menu/Home Screen.

If an error is encountered in the save, a message should appear at the top of the form in red notifying you of the problem.

Relationship to Other Records

Using selections in the Content Menu, you can create associated records, including Callback, Client, Conflict, Internal Messages, Time, Calendar, Difficult Person, and Other Services. In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.