After the Initial Intake

AFTER THE INITIAL INTAKE

New Matter in Clio:

1. Quick intake

2. Add a new person

3. Input additional information

• Add first and last name

• Phone Number

• Email Address

• Referral Source

• Matter Type

• Matter Status

• Brief Description of intake 

• Background Information

Create Appointment in Matter:

1. Create a new appointment

2. Schedule the appointment

3. Confirm the appointment

4. Change date, time, and location in the email

5. Send the email

• Change the Appointment title to reflect the appointment (Phone Call Consultation, Phone Call Appointment, In person Meeting, ect)

• Once you have created the appointment please ensure the Date, time, and location are accurate

  • Note: When changing the location section; for in person appts type in our address for phone calls type: N/A Phone Call

Create Task in Matter:

1. Create a task

2. Add a description

3. Set a due date

Example: Follow-up after consultation with [Client's Name]

To add a task in the client's matter:

1. Go to the "Intake Process" section.

2. Click on "Add a Single Item."

3. From the drop-down menu, select "Add a Task."

Create Note in Matter:

1. Add a clear description with a corresponding subject

2. Add initials

Google Calendar Scheduling:

• Phone Call Consultation with [Client's Name]

  • Put the phone number in the description

  • Add the email address

• Zoom Consultation with [Client's Name]

  • Create a Zoom link

  • Add the Zoom link in the description

  • Add the email address

• In-Person Consultation with [Client's Name]

  • Add the location

  • Put the phone number in the description

  • Add the email address

Emails After Intake Call:

• Following the intake call schedule an email to send the client 

• Generate an email to be sent:

  • Chat gpt: generate an email to send from an attorney to a client with this description saying looking forward to speaking with you and request the necessary documents

• Schedule the email to send to the client 1 hour after your call

Open Client Portal:

1. Convert to Clio Manage

2. View in Clio Manage

3. Go to Communications

4. Click New

5. Select Client Portal

6. Send a message through the Client Portal asking the client to submit documents

Send Retainer in Clio Grow:

1. Go to the matter

2. Start the intake process

3. Prepare the document

4. Use the appropriate template (e.g., flat fee, flat rate, hybrid)

   1. Hybrid - Generally used for collections cases and potential litigation

   2. Flat Rate - Flat Fee plus filing fees/third party fees. Generally used for business planning, tenant holdovers, wrongful detainer, breach of lease 

   3. Flat Fee - One flat fee, generally used for trusts/wills

   4. Probate - Probate proceedings, it will be our hourly rate or a percent of the sale of the house after letter of administration is obtained or a percentage of the estate when probate is complete.

   5. FTPR - A tiered billing of 10-day notice/filing the FTPR, next step is appearance fee at trial, final is warrant of restitution

5. Add the scope of work ( 1-2 sentences briefly describing matter)

6. Add the fee amount

7. Prepare the document for signing

8. Set a due date (one week) and send reminders (two days before)

Send Invoice in Clio Manage:

1. Convert to Clio Manage

2. View in Clio Manage

3. Go to Dashboard

4. Click Quick Bill

5. Enter the amount plus $25

6. Generate the bill

7. Select More Actions

8. Approve the bill

9. Send the bill

10. Email the bill to the client

Save Files in Clio Manage:

1. Go to Documents

2. Start the timer

3. Click New

4. Upload files

5. Click Upload

6. Stop the timer

7. Add a description

8. Add the matter

9. Click Upload

Note: Everything goes to Clio Manage once the client is retained.

Record Payment in Clio Manage (for Zelle/Venmo/Check):

1. Go to Bills

2. Edit the bill

3. Adjust the payment (subtract $50 for the credit processing fee)

4. Save the invoice

5. Record the payment

6. Add the payment method (Zelle, Venmo, or Check)

7. Enter the amount

8. Record the payment

How to Schedule an email in Clio Grow:

1. Go to the clients matter

2. Go to intake process

3. Go to the add a single item section

4. On the drop down click on schedule email

5. Use the template titled “Upcoming Consultation with DK Law Group”

6. Edit the template to fit the clients needs (name, appt type, date/time, matter description, documents needed)

7. Click on schedule email 

8. Set it for the same day in 1 hour

Important Notes:

• Always Add the call into the call log immediately following scheduling and setting up clio