Features and Functions of the On-line
Practice & Case Management Software Application
In our previous article about the On-line Practice & Case Management
Applications, we pointed out that in most cases, the software from different
providers can vary in features, types of client bases that use it, and the area
of the law that a firm specializes in. We also mentioned that, depending on the
firm size and law areas, some of the features might not be suitable for larger
firms, while some of the features might very well fit and serve effectively for
a solo or small firm. When making your selection, always keep in mind that you
need an application that will help to enhance your practice effectively and
allow you to communicate with your client base seamlessly.
These are some of the features and functions that the On-line Practice
& Case Management Software Application must include:
Client Account and Contacts Management
Client Account records usually contain client information details
including their contact, address, phone, and other relevant info. The records
might also store and track logs and details of phone calls, e-mails, and other
forms of correspondence with your clients. A Client Account record usually
serves as a base record that links all related to it records from other modules
in order make it easy to automate the process and track all the other
activities related to a specific client account.
Matter/Case Management
This is a module that keeps records of your matters/cases. It must be
linked to a specific Client Account and is usually supplemented by Tasks,
Deadlines, Opposition Info, Calendaring, To-Dos, Conflicts of Interest, and other
essential modules
Time & Billing Modules
These features allow to record, track and invoice billable time. Billing
can be done on an hourly, contingent, transactional, or flat-fee basis; per
individually user-defined fees, or firm-wide. It might also be linked to a
variety of time, billing, and accounting programs, or the application’s
internal accounting modules. It should be able to create billing reports for
each individual attorney or paralegal working in the firm.
Accounting
The various Accounting modules make it easy to manage a firm's accounts
and clients' trust accounts. Whenever money is received or paid, a transaction
record to register the event is created. Whether a transaction is created based
on the Time & Billing record or a stand-alone invoice, your accounting
should always be accurate and up to date.
Document Management and Assembly
These modules allow for managing, drafting, and merging of the documents.
Usually they are linked to some sort of word processing program that can allow you
to easily create or edit documents. These modules should also allow for
documents to be assigned to a firm’s personnel to work on and chosen documents
to be shared with clients via the Client Portal.
Calendaring & Docketing
These features are designed to allow a firm’s staff to view tasks,
deadlines, appointments, and meetings by day, week, month, or year. Some of the
applications can calculate calendar dates for filings, docketing, and handle
reminders and deadlines. They should also manage schedules for appointments and
meetings, and send reminders about those meeting.
Performance Analysis & Reporting
The reporting tools help improve a company’s activity, drive your business
ahead, as well as increase efficiency and revenue. With these tools you’d be
able to identify your most profitable matters and your firm's employees with
most hours billed. You must have an ability to create and run a wide variety of
reports at any time and download them into Excel or PDF files.
Client Portal
With the on-line, secure web-based Client Portal, you can share documents,
tasks, deadlines and other information with your firm's clients. The private
and secure portal access allows a firm’s clients to view all the important
details pertaining to their matters. They should also be able to submit
questions via the Client Inquiries module.
SSL Encryption
Ensure that all transmissions within the application are protected from
the prying eye of hackers and anybody who wants to get their hands on any
sensitive information. The application provider must make sure that that all
the transactions are performed in a secured environment using the SSL
encryption
Multi-user Access
Web-based Practice & Case Management Applications are up and running
24/7. They are accessible via virtually any PC, device, or platform. An
unlimited number of authorized users can access data securely from any computer
as long as they have Internet access, whether it is from their office,
courthouse, home, or even while on vacation, if they chose to do so.
For more information on the features and functions of the On-line Practice
& Case Management Software Application visit our site @
www.attorneysbackoffice.com