For the Client set up for Legal Aid, please follow the steps below:
Enter Access Legal Case Management.
From the navigation pane on the left, click Client.
To open up a new client, click on the icon of the person with the + sign next to them.
To start any creation of a client in the system click on the Add button. This will turn the client screen from Search Mode into Add Mode
Enter the client information under the Contact & Address
Title – This is a drop-down box to select what the salutation of the client is
First Name – Enter in the first name of the client
Last Name – Enter the last name of the client
Telephone No – If a telephone contact number is known enter this in
Email – If the email address is known enter this here
Second Email – If the client has a second email address enter this here
Letter Title – This will auto populate when tabbing through once the First and Last names are entered
Address 1 – Enter the first line of the address of the client
Address 2 - Enter in the second line of the address of the client
Town – Enter the town of residence of the client
County - Enter the county of residence of the client
Post Code - Enter the Postcode of residence of the client
Contact name - This will auto-populate when tabbing through once the First and Last names are entered
Mobile Telephone No – Enter a mobile number if known
Work Telephone No – Enter a work number is known
Fax No – Enter a fax number if known
Introduction – Drop-down box for selection of where the work has come from.
Move on to the Personal Details section. Below are the important fields for setting up your client for Legal Aid:
Date of Birth – Enter in the date of birth of the client. Calendar selection can be done for this
Name at Birth – If the client has a different name at birth to the client name enter that in here
Ethnic Origin – Select from the drop-down box the ethnicity of the client. This is required for Legal Aid
Date of Death – If the client has passed away enter the date in here
Place of Birth – Enter in the place of birth if known
Disability Monitoring - Select from the drop-down box if the client has a disability or not. This is required for Legal Aid
N.I Number – Enter in the national insurance number of the client if known
Gender – Enter the gender of the client from the drop-down box. This is required for Legal Aid
No to marketing – Tick box to say whether you want the client to receive marketing or not if it is set up in your system.
At the top of the screen, you will see several drop downs. Ensure they have the appropriate value selected:
Client Name – This will auto populate when the first and last names are filled in
Reference – This is the client reference. This can be set to auto populate when the client is created or can be manually input if you create your client references yourselves
Branch – If you have more than one branch select this from the drop-down box
Type – Select the type of work this is going to be. For Legal Aid select Private
Start Date – Enter the start date of the client.
To open the client, click the Save button. This will open the client for you. If you have a forced conflict check this will come up before creation.
The client is now open and a matter can be created.