What Do You Need to Know About the Rules and Guidelines that Apply to a 

Virtual Law Office – Part 1

In our previous publications, we’ve talked about how a virtual law practice, or a virtual law office, an on-line (“cloud”) software application, like the Attorney’s Back Office, is becoming increasingly popular as an alternative to the traditional, physical law office. The most important components within these software applications are the modules that help manage the entire law practice, including matters, clients, document management, calendaring, e-mail, tasking, accounting, time & billing, and reporting, as well as others. These modules provide an attorney/paralegal access to the software in order to run daily business operations and handle other business transactions related to the delivery of the legal services. 
A virtual law practice, or a virtual law office, also typically involves the use of a secure internet portal to render legal services, communicate with clients on the matters, and exchange documents and information within a digitally secure on-line environment with an end-to-end encryption.

Advocates of this type of approach emphasize decreased office rent and other overhead costs. They say that it helps increase productivity and the attorneys' ability to find that so called “work-life” balance allowing them to spend more time with their families and work from home. 
Critics of this approach stress the need for in-person client meetings to collaborate with them, to manage the firm’s staff on-site to resolve day-to-day issues and problems, and to run daily business operations. 
However, advocates and critics agree on one thing: attorneys practicing in a virtual law office must be in full compliance with the employment laws and the rules of professional conduct.

Under the employment laws, issues related to the operation of a virtual law office are similar to the policies that apply to telecommuting. Law firms that use the virtual law office software should adhere and implement practices and policies to address the following:
• Firm’s clients’ and staff's privacy and safeguarding of confidential information;
• Well-defined methods for time tracking, billing, and reporting;
• Firm’s staff's access to the Internet, computers, and the use of other equipment;
• Firm’s staff's compensation and safety issues.

In the United Stated, most of the State Bar Associations have issued their own Rules of Professional Conduct that the law practitioners must consider when using a virtual law office. These Rules are modeled after the August 2012 ABA-approved recommendations. They are based on the recommendations issued by the Ethics 20/20 Commission in order to amend the Model Rules regarding attorneys’ use of technology. 

In California, for example, there are no special rules of professional conduct that specifically address lawyers practicing and using virtual law office software. The chosen approach is simple – the same exact rules of professional conduct that apply to a traditional law firm apply to a virtual law firm.

The application and the enforcement of the rules, however, bring up some unique questions for virtual law office users, such as unauthorized practice of law, safekeeping clients' confidential information, communication and collaboration with clients, and others.

In our next article we will discuss more details related to the Rules of Professional Conduct.

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

How a Virtual Law Office Helps Law Firms

A virtual law office is an on-line practice & case management software application with an integrated client portal that uses the latest web technologies and software solutions to deliver services to the public over the Internet. A virtual law office provides an attorney/paralegal access to the back office software used to run daily business operations, handle other business transactions related to the delivery of the legal services, and effectively collaborate with the firm’s clients on the matters, exchange documents and information via a secure client portal within a digitally secure on-line environment with an end-to-end encryption.

As an effective solution for both legal professionals and consumers due of its convenience and affordability, a virtual law office can help law firms in the following:

1. Data Consolidation, Conformity and Accuracy

One of the most important goals that any law office must achieve is to have a centralized repository of records, such as clients and matters information, documents and opposition information, etc., so that everyone in the firm has access to the same records, especially if there is more than one individual working in the same office and on the same matter. When any record is updated, it gets updated everywhere, and everyone can see those updates. It helps to avoid risks for data-entry mistakes; it is in conformity with the accepted and used standards and formats, and it should be accurate based on the entries made by the individual that updates the records last. The Attorney’s Back Office virtual law office application, for example, does these tasks in a programmatic manner: it automatically tracks and displays the date, time, and name of the user that has made those changes last. The whole process of record creation, editing, and deletion is automated, which achieves the main goal – data is concentrated and consolidated in the central repository location, organized by specific modules, such as Client Accounts, Contacts or Matters, Documents, etc., and is accessible by everyone working in the office based on their access rights and privileges; it is accurate and conforms to the accepted standards.

2. Accurate Accounting and Billing

The main advantages of a computerized accounting system are generating fast and accurate invoices, purchase orders, printing statements and payroll documents. All is done on time and automatically, improves the cash flow, maintains better client relations, and contributes to less work lost or written off. In the Attorney’s Back Office application, the accounting records are automatically updated. With the integrated time control and billing modules, it eliminates the need to search through calendar appointments or notes to try to reconstruct time spent with a client. Firm’s clients receive accurate and timely invoices via the secure client portal. The data is also instantly available to the virtual law office’s different users in different locations at the same time. The software helps reduce the staff's time processing accounts and audit expenses making sure the records are up-to-date and accurate. The major advantages of having comprehensive accounting and billing integrated into the application are that they allow to effectively manage clients’ payments, are cost effective, and save money in the long run.

3. Efficient Time Tracking

Time tracking modules ease the process of tracking the firm’s staff work and time and greatly contribute to the improvement of the company’s business functions as a whole. In the Attorney’s Back Office, the module usually comes in conjunction with reporting, accounting and billing modules, or can operate as a stand-alone. In the ABO’s virtual law office, for example, the time control modules are capable of not only tracking time with a real-time clock, but also tracking time against clients, matters, services, tasks, and deadlines; it can add notes and due dates, generate reports and creates invoices, manage client and matter information, and perform other essential functions to the firm and practice.

With all records organized, accessible, and manageable in one easy-to-access place, there is less time spent filing, hiring, paying someone else to file, or trying to figure out where information is. There is no longer a need to spend time switching between programs, spreadsheets, e-mail applications, or moving data and information from one program to another. It leaves more time to concentrate on the core functions of the business, clients, and matters. Ultimately, the Attorney’s Back Office virtual law office application, on-line practice & case management software application with an integrated client portal, is all about streamlining how you do business, saving you time, money, and helping improve your business's efficiency.

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