You can set up clients and matters for Legal Aid within Access Legal Case Management. We've outlined the procedure to do this below.
Client
To create a new client follow the steps below:
Click on the icon of the person with the + sign.
Tip: This should be a pink icon.In the dialogue box, click the Add button near the top of the screen.
Note: If the Add button is not clicked on the Save button will not be available.Enter in the basic client information under the Contact & Address section.
Scroll down to enter data under the Personal Details section.
Note: There are some fields in this section that are required for Legal Aid..Ethnic Origin
Disability Monitoring
Gender
Once this information has been filled out you can click on the Save button to create the client.
Matter
You can create a matter using an existing client or from the client you have just created.
Navigate to the Client tab then open the client you wish to create a matter for.
On the dialog box that opens, click on Matters at the top and when prompted to create a new matter, select Yes.
Click Add and then populate the information into the data entry fields at the top.
On this same screen, the Matters tab should be opened. Enter the information into the fields here.
Tip: Any fields marked by a red asterisk denote the field is mandatory.Once this is done, click on the Legal Aid tab.
Note: This tab will only appear if the Private checkbox is not ticked.
Legal Aid Tab
Under the Public Funded section, tick the relevant box relating to the type of funding for this matter. If this is a crime legal aid matter, ensure that the Crime Legal Aid box is also ticked.
Leave the UFN field blank as this will be generated in the File Label.
Enter the date to complete the Legal Aid tab and then click the Crime tab.
Crime Tab
As mentioned in the previous step the UFN will be generated in the File Label. Bail conditions can be added here or you can add these from the Bail conditions screen in the workflow.
The matter fields have now been populated. Click Save at the top to create the matter. Once saved, you can click on Ok at the top to load up the matter.
Workflow
With the matter created and loaded up, you can click on the View Workflow button to double-click and run the File Label.
With the File Label screen open, click into the UFN field then press the Tab key on the keyboard. Note: The UFN Generator window will open.
Add a date into this window then click OK. The UFN field will now be populated.
When we have our UFN created if any of the following buttons are left unticked on the file
label screen any letters produced will write to the client in prison.Client in Custody?
Client on Police Bail?
Client on Court Bail?
Click on the OK button to save and close the File Label.
Client Initials
The clients initials will need to be added for CDS6 billing
In the workflow, go to the Data Entry Screens folder and double click the Client/Additional Details screen,
On this window, enter the initials in the Initials field.
Click OK to save and close this screen
File Opening Form
You can find the File Opening Form in the File Opening Procedure folder. Running this template will assist with auto-populating fields in other templates and screens.