Law Practice Management Problem

1. Law Practice Management Problem Philip Coffaro, Brad Kimber, Christian Pipas

2. Billing problems: • Bills do not go out for weeks or months • Billing kept on paper and only done by one legal assistant • Possible ethics problems with the legal assistant doing the billing for the lawyers • Firm is not being paid regularly

3. Proposed billing solutions: Purchase Billing software such as “CLIO” – web-based law practice management system • automatically sends out billing on a set schedule • Allows for online payment for clients that cannot make it into the office • Designed for small firms and solo practitioners • Data is secure and less issues with the information being compromised • Relatively inexpensive - $50 per attorney and $25 per support staff per month

4. Proposed billing solutions continued: • Client knows what to expect • Regular cash flow resulting from regular billing • Prevent client shock by spreading out payments • When the client is present, smart phone apps can do credit card billing without an expensive point of sale machine. • By using online processes the firm can save money by doing online billing and not have the expense related to mailing out a bill every month • Online billing also more secure because no loss of information that would lead to disputes with client about the amount of work being done

5. Future solutions: • If the business makes more money by having better and more accurate billing, the firm could upgrade to more sophisticated internal software like PC Law and Amicus. • Amicus is $600 per person, plus $600 to install and $600 for an Amicus representative to train the firm on how to use the software • If the firm is more established and there is a degree of continuity, this would be a good program to have because of its overall quality and comprehensiveness

6. Why this would be beneficial? • Using the software will create more profit because of the accuracy of the billing • There will be less issues with the accuracy of billing • Everything recorded as it happens/ reduce ethics issues • Helpful to analyze the performance of each employee • Initial cost for a program like CLIO is relatively low • Can bill when not in the office on phone or computer • Option to outsource workers like a bookkeeper to lower costs • Regular billing more helpful in getting paid and a helpful communication tool for the clients

7. Changes that would need to happen? • Everyone would need to keep track of their own billable hours on the software • Bills would be sent out by email after client consents • Clients would need to be informed of the billing method • Work that is not billed would need to be included on the bill as “free” to build client relations and prevent bill disputes

8. Website Problem • The website is a written brochure online • No updates • Lack of compelling content • Lack of marketing and client relations strategies being used

9. Solutions to fixing a bad website • Want to drive traffic to the website • Can start a blog that links to the firm’s website • On emails include a link to the firm’s website in your signature • Begin to link Facebook and LinkedIn address to your firm’s website • Include relevant videos to a YouTube page for the firm • Ask other attorney’s with websites to put a link to the firm’s website • Consult with a web developer to improve your search results in search engines

10. Solutions to fixing a bad website continued • Improve marketing by doing the billing online • Could also improve client contact by sending out birthday and thank you cards when appropriate

11. How to persuade the lawyers? • Having a better website will bring in more clients, which will bring in more money • Most of the solutions for improving the website are cost-effective • Can help with determining the best clients • Having a better website better represents the firm • By keeping in contact with the clients, there is a stronger likelihood of referral business