LEAPP Case Management Tips

LEAPP Case Management Tips Courtney Kennaday Practice Management Advisor South Carolina Bar

Practice Management Assistance Program = PMAP Advice on managing your practice from start- up to finish Technology Assistance Help finding consultants Personnel issues Lending Library Using Casemaker Lots of Web content 2

www.scbar.org/pmap

Have a procedure for everything! Telephone calls & voicemail E-mail Snail mail Faxes Periodicals

And of course Docket & Reminder Date Control Intake / Engagement Agreements File organization Client Communications File Closing

Files, files, files

Danger Signals Disorganized files and messy file rooms Inconsistent procedures for opening or closing files Excessive backlog of files to be shelved No system for archiving closed files Misfilings Daily Searches for lost files No file checkout system

File Management 101 Consistent common-sense file naming Proper supplies for hard copies Document management software (Worldox) or a good folder system in Windows Copernic, Google Desktop, Windows Desktop, X1

File Opening Checklist

Create a Client Intake form to place within the file

Check for conflicts and place form in the file

Organize! Two hole punch clip on either side of the file folder, with correspondence on one side and court docs on other. Keep in Chronological order Files with dividers, each of which has its own two hole punch clip Accordion folder with smaller folders inside, labeled as to content Case notebook with all material three hole punched and organized chronologically behind tabs separating the material by topic

Good file habits A master index or log of all files (one closed, one open) maintained manually or through software A log of all documents within the file Check files in and out Create an index of all documents in closed files Keep documents with the file

Jazz Bands Easily identify files in accordion pockets Print with your computer using the envelope feeder 12 popular colors to identify files without cost of color-coded pockets Color-coding year, month, attorney, jurisdiction, court or area of law

Colored folders

Search law office supplies www.legalstore.com/ www.blackstonelegal.com/ Checklist at www.scbar.org/pmap Starting Up

Case Management Software Calendars Docket reminders Phone message pads Email Contact management (address books) Time keeping Organizational tools for email, word processing documents, faxes, memos to billing Links to time and billing software 17

Document Management Software Find work product (such as word processing documents) Creates a full-text index of every document in your computer system You create a matching profile for each document as it is created, so that you can also know the author, the date, the client, the matter number, the type of document, and so on. Never have to reinvent the wheel Also can be used to organize other types of files: pdf, jpg, tif, emails, etc. 18

Desktop Search Products Although Windows desktop search has come a long way Other products index your hard drive: Copernic Desktop (www.copernic.com) X1 (www.x1.com) MSN Desktop (http://desktop.msn.com) Yahoo! Desktop (http://desktop.yahoo.com) Google Desktop (http://desktop.google.com) 19

Desktop Search Functionality Search for: Documents E-Mail PDF files Music Files Favorites Search for: Images Videos Contacts History Spreadsheets Results are instantaneous 20

Computer folders

Case Closed Closing File form Determine whether client paid in full trust account balance = zero before closed Archive the case in billing and case management systems; remove from active file list Have a checklist so that each person involved can initial that they have finished their part Store closed files separately

What about the file? The file should be purged of all important client documents, which should be returned to the client. Have a complete Index for each file box s contents; 1 copy in office and another copy in the box. Don t let old files become your family s problem.

$toring old File$? Many lawyers would love to eliminate old files in storage See FAQ#1: http://tinyurl.com/m4ujp Scanning old files into electronic files sounds good, but Costs are usually prohibitive Why waste manpower and money on old files? Better idea: go electronic starting today forward 24

CoreVault www.corevault.net/scb

Calendar Management

Warning signs Frequent last minute panics Too many unkept promises No backup calendar Disgruntled clients Constant disorganization Inadequate preparation Failing to review mail for deadline notices Relying on your memory alone

What to calendar? Statute of Limitations Court dates, deposition dates Client and other appointments All administrative hearings and deadlines All litigation deadlines At least one docket date per open file even if just a reminder every 6-8 weeks to review file and send client an update Self-imposed deadlines Discovery requests Client imposed deadlines Appeals Vacations or time out of office

More Tips Reminders before final deadlines Who is responsible for the docket system and follows up to confirm an item is complete? Have a system for screening incoming mail, faxes, e-mail, etc. Client intake form with due dates How does info get entered when something changes and you re out of the office? Put office procedures in your firm manual

Capturing Calendar Dates When you open a client file Snail mail you receive E-mail you receive In office checklists Synchronize attorney s calendar and assistant s calendar and make sure they re current.

Everything should have a date. Don t calendar in pencil, but if you feel that you must, cross out any necessary changes. You may need this record someday. Make sure that conference rooms and other shared office facilities are included in your calendar system. Have a back up.

Snail mail Designate a specific place to receive incoming and outgoing mail. Handle incoming and outgoing mail efficiently. Consider client confidentiality when dealing with mail.

Incoming Give a specific person responsibility for opening all mail. Open and date-stamp all mail packages immediately. Compare the postmark date with the date of the document. Make note of returned mail and changes of address.

Use a mail log

Outgoing Mail Designate a specific person to prepare all outgoing mail. Know when mail is picked up or taken to the post office. A specific person should be responsible for maintaining postage on the meter. Record return receipt letters in a log for easy reference.

Client Communication Evaluate your message system. Computer-based Manual Messages should always be put in the same place to be picked up by the attorney.

Getting the bills out Bills are an important communication with your client Don t be too terse. At least every month- no exceptions Communicate effort by attorney and value to the client Have a written collection policy Over 60 days average 70% Over 120 days average 20%

My Favorite Tips (lightning round)

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