How to Add a Virtual Law Office to a Traditional Law Practice

To add a Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, to a traditional brick and mortar practice should not be a problem as long as the steps and suggestions below are followed during the process.

1. Select the available, on-the-market Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, based on the application's functions, pricing, platforms, compatibility, accessibility, support, and any other feature(s) that will satisfy your requirements. Remember that there are no perfect off-the-shelf software solutions that will satisfy your requirements completely. Be flexible and willing to learn about how the program works to use it to its full extent. Work with the provider if you need help and, in some rare cases, to lightly customize the provided application. The said 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.

2. Verify the State Bar Associations rules and regulations regarding your on-line business. Some State Bars have specific requirements regarding this type of business, especially if the intention is to expand your firm’s client base beyond your local area to tap into a broader market of potential clients that are looking for legal services. Collaborating with other attorneys statewide, nationwide, and even internationally to deliver legal services to clients on-line within multiple jurisdictions by using the same Virtual Law Office, an On-line Practice & Case Management Software Application, is one way of doing it, provided, of course, that the rules of professional responsibility along with security demands and requirements are fully met.

3. Contact malpractice insurance company to inform them about the decision to use the Virtual Law Office. Some carriers might quote lower rates – the use of the Virtual Law Office’s secure technology reduces malpractice risks.

4. Make changes to the corporate charter to include the Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, to make it official and to reduce the potential liabilities related to its operation.

5. Make sure that the firm’s website that is used to promote the main brick and mortar business is connected with the Virtual Law Office. This can be achieved by creating a Contact Us or Inquiry page(s) which will collect and insert visitors’ information into the Leads module of the Virtual Law Office. Later, those Leads can be converted into Client Accounts.

6. To accept on-line payments, set up an account with electronic payment clearinghouse companies. DO NOT store credit card information or other financial data on the site to avoid liabilities for potential breaches and security issues. The Virtual Law Office provider might have solutions already in place. Work with the provider to learn how to set the account up.

7. Set up your own data backup processes and procedures in addition to a data escrow protection for the Virtual Law Office – data escrow is a backup process of the data with a completely independent third-party hosting company which is not related to the Virtual Law Office provider.

8. Start using the Virtual Law Office, and educate the firm’s staff and clients on how to use it

To learn more about the features and functions of the Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, 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