Benefits and Advantages of Operating a Virtual Law Office

In our previous article, we talked about a Virtual Law Office - an On-line Practice & Case Management Software Application with an integrated Client Portal. A Virtual Law Office is designed for various purposes, and primarily to provide an attorney/paralegal access to the Back Office software used to run their daily business operations, maintain control over the Client Portal, and allow a firm’s clients to use certain parts of the application via the secure Client Portal. Other important uses of a Virtual Law Office are to enable both attorneys/paralegals and their clients to effectively collaborate, discuss matters within a secure, on-line, end-to-end encrypted environment, download/upload/share documents and information, and handle other business transactions related to the delivery of the legal services.

The benefits of operating a Virtual Law Office, an On-line Practice & Case Management Software Application, are both its convenience and affordability. It also helps with creating a better balance between practice, work, and personal life.

Another important aspect that positively affects both attorneys/paralegals and their clients is that there is little to no need to travel to the office and meet in person to discuss “non-emergency” matters. Maintaining a “paperless” approach to handling business transactions also has low to zero effect on the environment.

A Virtual Law Office enables attorneys/paralegals to expand their client base beyond their local area which gives them a competitive edge and an ability to tap into a broader market of potential clients that are looking for legal services. It complements the existing practice and helps streamline daily operations – all incoming and outgoing communications, as well as court fillings, discovery and other documents that are related to a specific client, are always accessible by that client whenever he/she needs to access it. Clients can securely communicate with attorneys/paralegals via a Client Portal with no fear that those messages might be compromised or viewed by someone else. A Virtual Law Office lets attorneys/paralegals, if there is no emergency, communicate daily between each other securely and stress-free without a single phone call. A Virtual Law Office allows attorneys/paralegals to use cost-effective methods of communicating with their clients, sharing documents, reviewing them on-line, approving them, handling invoices and payments for legal services via the Internet, keeping clients informed about the case status, hearings, deadlines, case associated tasks, etc., which give clients an ability to check on their cases at any time.

Using a Virtual Law Office could be very beneficial to a specific category of attorneys, such as contract attorneys or immigration attorneys. Also, attorneys that offer limited legal services by assisting their clients with specific limited legal work, such as drafting a legal document, can use an On-line Practice & Case Management Software Application with an integrated Client Portal.

One of the biggest advantages of a Virtual Law Office is that it can be used for collaboration with other attorneys statewide, nationwide, and even internationally to deliver legal services to clients on-line within multiple jurisdictions - provided, of course, that the necessary care and attention to comply with the rules of professional responsibility along with security demands and requirements are fully met.

By using a Virtual Law Office attorneys/paralegals can provide services to individuals in remote areas that have no access to traditional law offices, and those who simply don’t have access to the services because it is too expensive for them. Attorneys/paralegals, who use a Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, meet clients’ needs faster and at a fraction of the cost.

For more information on the features and functions of the On-line Practice & Case Management Software Application visit our site @ www.attorneysbackoffice.com

Introduction to a Virtual Law Office

A Virtual Office is a method of using the latest web technologies and software solutions to deliver services to the public over the Internet. A Virtual Office provides a solution for both the professional and the consumer because of its convenience and affordability.

What is a Virtual Law Office? 

Virtual Law Office is an On-line Practice & Case Management Software Application with an integrated Client Portal. The application provides an attorney/paralegal access to the Back Office software used to run daily business operations, maintains control over the Client Portal, and allows a firm’s clients to use certain parts of the application via the secure Client Portal. It is used by attorneys/paralegals and their clients to discuss matters within a secure on-line environment, download/upload/share documents and information, and handle other business transactions related to the delivery of the legal services. Digitally secure environment with the end-to-end encryption enables an attorney/paralegal to effectively collaborate with their clients. 

These do not apply to and are not considered a Virtual Law Office:

- Company Websites and E-mail Communications. 

These types of applications are not to be confused with the attorney’s/paralegal’s company websites that have integrated e-mail forms for informal “Inquiries” or “Contact Us” pages. A mere communication by the use of an e-mail program cannot and should not be considered a “Virtual Law Office” – an e-mail is usually not encrypted and, therefore, is not a secure method of delivering personal and highly sensitive data.

- Rented Physical Office Space

Rented physical office space with a receptionist service shared with other attorneys/paralegals/professionals – an office space for the purpose of meeting with clients – is not a Virtual Law Office because the arrangements usually do not include technology to operate or provide an On-line Practice & Case Management Software Application which allows them to work with clients on the web.

- Non-Internet Technologies

Use of the VPNs, extranets, or other popular applications that enable attorneys/paralegals to access their office computers remotely is not a Virtual Law Office. Neither the firm’s clients nor attorneys/paralegals themselves are able to access an On-line Practice & Case Management Software Application to work and collaborate with clients on the web. The provided services are not being delivered via the Virtual Law Office which uses the technology to establish the attorney/client relationship. Virtual Law Office is a law practice that is bound by the jurisdiction of the state bar in which an attorney using the On-line Practice & Case Management Software Application is licensed to practice law. 

These differences influence and affect the ethics and security issues related to the operation of the Virtual Law Office and the technology used to deliver it to the end users. Using and offering the Virtual Law Office services demands and requires, from an attorney/paralegal, a greater standard of care and attention to comply with the rules of professional responsibility and security which may not always apply to the process of running a business in the traditional brick-and-mortar way. 

The On-line Practice & Case Management Software Application with an integrated Client Portal are the primary features of the Virtual Law Office that deliver legal services over the Internet. Both must be accessible via secure username/password integrated software applications. However, the interfaces and layouts for each of these applications might be completely different. This secure portal, specifically designed for the company’s clients, is one of the key points that comprises a Virtual Law Office and is different from any other web-based companies that offer various types of services. 

Another use of the portal is to grant the user access to the opposing attorney. It will create a unique collaboration between two parties allowing secure communication and documents transfer within the Virtual Law Office environment.

For more information on the features and functions of the On-line Practice & Case Management Software Application visit our site @ www.attorneysbackoffice.com

How to Successfully Select an On-line Practice & Case Management Software Application in Eight Simple Steps

Since our first article publication, we've received a lot of feedback from both attorneys and paralegals with questions regarding the different strategies on how to select the right type of an On-line Practice & Case Management Software Application.

So, what is an On-line Practice & Case Management Application? It is a web-based software program that represents a wide variety of software tools and modules that provide attorneys, paralegals, and other industry professionals with a convenient method of effectively managing their day-to-day operations, from collecting data from your clients, matters, billing and accounting, to marketing, finance and reporting into a common database so that your law practice can share information, coordinate activities, and collaborate with your clients.

If you’re looking for your first On-line Practice & Case Management Application or looking to upgrade from an existing system, the evaluation, selection and implementation process is a long-term strategic decision for your law firm. Although, there are no perfect off-the-shelf software solutions that will satisfy your requirements completely, you need to be flexible and willing to learn how the program works to use it to the full extent of its capabilities. Work with the provider if you need help and, in some rare cases, to lightly customize the provided application. Those customizations might be the key elements that are missing in the solutions you currently use and might help improve your business workflows and successfully run your business.

The Suggested Steps

We suggest that you follow these eight simple steps before you select the On-line Practice & Case Management Application that is right for your business.

Step 1: Look for the On-line Practice & Case Management Applications with longer trial periods
Providers of the On-line Practice & Case Management Application usually offer trial periods ranging from 1 to 3 months. The longer trial periods, the better it is for you. It gives you more time to make the right decision. Be patient and willing to learn. If you need more time, ask the provider. Attorney’s Back Office ALWAYS extends trial periods up to 9 months in addition to the initial standard 3 months trial offer.

Step 2: Perform the Evaluation of the Software Application
Evaluate the software. You can do this yourself, or you can create a group of end-users from different departments within your company. If needed and budget permitting, hire a consultant to participate in the evaluation process. Establish an evaluation timeline cycle. Throughout the entire selection process, end each cycle with a meeting among all the group members that participated in the evaluation to come to an agreement and acceptance of the application’s functions and features.

Step 3: Make Your Own Assessment
Assess your daily company operations and routines. It will help you identify both your weak and strong points. This analysis and assessment will reveal problems that can be solved with the help and implementation of the On-line Practice & Case Management Application.

Step 4: Establish Your Own Standard Before Selecting the On-line Practice & Case Management Application
You will need to establish and develop your own selection standards to evaluate the available, on-the-market On-line Practice & Case Management Application solutions. The starting point for making a determination must be the applications‘ functions, pricing, platforms, compatibility, accessibility, support, and any other feature(s) that you and/or your application evaluation and selection group can think of. The standard must be set by the importance of the specific functions, features, etc., to your business, i.e. urgent, high, or low. To accomplish this, assign a score from 1 to 10, a progressive scale from 1 to 10 - low to high, to each identified standard in order to establish the assessment and evaluation process.
For example, if you are an immigration attorney practicing law in the Latino community where the majority of your client base speaks Spanish, you will need to determine whether it will be beneficial to both you and your clients to collaborate on-line using the same language. Therefore, during the selection process of the On-line Practice & Case Management Application make sure to find out whether or not the provider offers a multilingual solution.
Attorney’s Back Office is the only provider on the market that offers a BILINGUAL, both English and Spanish, solution for attorneys, paralegals and other industry professionals.

Step 5: Schedule a Demo
Call and set up a 15 – 20 minute phone meeting with an On-line Practice & Case Management Application vendor’s representative. Arrange an on-line demo of the application to obtain a better understanding and insight on the company-provider and the solution they offer. Be prepared to ask the selected On-line Practice & Case Management Application provider questions that will address your needs and concerns.

Step 6: Create a List of Providers
Create a narrowed-down list of up to three On-line Practice & Case Management Application solution providers that best meet your business needs.

Step 7: Contact the Selected Provider
Contact the On-line Practice & Case Management Application providers on your list to schedule an on-line or in-person (if the provider is local) presentation.

Step 8: Verify References
Ask the vendor to provide you with either one or two references where the selected On-line Practice & Case Management Application has been implemented and is being used.

Conclusion
By using and following this simple process, you should now be able to select the On-line Practice & Case Management Application solution for your business.

Call Attorney's Back Office at 818.217.0188 to schedule a free demo of the On-line Practice & Case Management Application. 

For more information on the features and functions of the On-line Practice & Case Management Software Application visit our site @ www.attorneysbackoffice.com

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