Help Information on Practice Case Management Software for Law Offices

Case management software, (CMS), is designed not only for litigation firms, but for any type of law practice. A case or practice management software program is one that manages all of the information about a case, issue or matter in one central location. It provides law firms with the tools to effectively track expenses and manage documents, client relationships and contacts while providing quantitative reporting in the areas of marketing and client and case profitability analysis. CMS programs are relational databases that include an integrated calendar, task and case file data and contact information. Typically this information also includes docket dates, reminders and to-do lists, as well as billing information, notes and activities related to a matter.

For example, entering a client’s calendar information will update the case file and contact records, avoiding the need for double or triple entry while reducing the likelihood of introducing inconsistent data into one or more of these files.

Another benefit of using a case management system is reduced handling of data and documents. Some case management systems will integrate with online research and subscription services that automatically keep your time so research can be expensed and billed to clients.

General Features

General features of case management systems include: to-do lists, conflict checking, calendaring, timekeeping, billing and document assembly. Most case management software programs provide these functions or are capable of integrating with popular software programs that provide these functions. Most law offices already have one or more of these packages, ( LawOfficeHelpedited.doc ), accounting, timekeeping, document assembly, etc.). By continuing use these familiar programs firms may receive an added advantage in the acceptability of the new application.

With Case Management Software, you can easily transfer contact information for use in mailings or other documents. By synching this information, when an address is updated in one area, it will automatically update everywhere else in the system. Additionally, many CMS allow users email messages matters, and customized categories and subcategories to encourage organization and easy retrieval.

Calendar information and to-do lists automatically generate task lists in your calendar each time you open a new issue. This ensures that routine tasks do not fall through the cracks. Other included features include conflict of interest checking and statute of limitations checks.

Customizing case management software allows users to create a system that works the way they do. Software features that are especially valuable include the ability to customize contact management, client matter maintenance, document format, document production and email management. For example, with contact management, one can typically create categories (attorney, client, potential client, referral, vendor, expert witness, etc.) and subcategories.

Setting up a Case Management System

Successful implementation of any software application and system requires that customers remain aware of two key aspects: commitment and scalability. Commitment includes training, regular upgrade installation and working with software consultants who make the difference between a successful implementation and unsuccessful. Consultants are commonly hired for both pre-installation, installation, training, support and maintenance. Like most professionals, your firm should consider them an extension of your technology department. A key area of commitment relates to staff investment since proper training is critical to the group’s ability to use the software programs to achieve optimal effectiveness.

Scalability relates to the size and scope of involvement from the first location, department or office, through the final implementation and future use. A case management system should accommodate firm growth, expansion, technological upgrades and changes.

Implementation Issues

In most software implementations, one location is chosen as a pilot. From a success standpoint, this ensures that the system can be tailored to your needs, and allow the program to be proven to any potential user. Since a successful pilot location provides an opportunity for them to see the software in-house and “play” with it. This furthers their ability to recognize how the CMS can help their office, department or group.

Another aspect of implementation relates to determining what system features should be employed first. Offices heavily involved with other user applications, may be substituting multiple separate applications with an integrated central system case management software. Decisions must be made Re: whether an “all out” substitution should be made or whether basic features should be gradually implemented. For example a firm may begin by adding cases, clients and contacts and then including features such as document templates and report generation. Offices already having a high degree of software proficiency may opt for a full scale implementation.

Training is a key component in the success or failure of the implementation of your case management system. Obtaining proper training from a certified product consultant can make the difference between user frustration and wasted time, and efficient use and optimization of your system’s features.

Choosing a case management software system

One of the first steps in choosing a case management system is to identify what features you want and need. Weigh each item accordingly (with needed items weighted greater than items wanted). Compare these options your firm is considering. To determine which system is the most appropriate for you. Features including customer support, user seminars and training should also be waited.

Other items of consideration:

How many workstations will you need?

Will you be implementing one law office or multiple law offices?

Will you be using the programs in a highly customized area of practice?

Do you really need a case management system or is it a billing system that your firm needs more? A case management system will be more comprehensive than a billing system.

Does it integrate with your billing system?

What do you know about the company?

o How long has the software company been in business?

o Does the company have a proven track record for providing case management software for law firms?

o Is the company that provides the programs focused primarily on software or are their resources scattered in many other directions?

o Does the company freely provide client referral lists?

o Does the company provide training?

o Does the company provide yearly software updates and maintenance?

The Market

The United States is estimated to have the world’s largest legal market, with 1.1 million attorneys. In 2002, an estimated 27% of U.S. law firms reported using a case management system. According to survey results from the Technology Resource Center, American attorneys are still not taking advantage of legal software. The 2003 survey reported that generic document assembly software was being used by only 31% of the 48% of attorneys who had access to it. Also, document management software was used by only 36% of American lawyers. However, the numbers have been growing. During 2003, the number of firms reporting case management technology usage almost doubled to 48% with expected continued upward growth. This growth indicates a shift in how law firms are conducting their business. Case management technology is also thought to be a great equalizer for smaller firms or boutiques set on competing with larger law firms for legal business. The use of case management software provides a more level playing field that can increase firm wide productivity by streamlining client communication and providing integrated billing and financial information as well as easy case and matter client collaboration. The size of the legal software market is difficult to ascertain because so many of the companies are privately held.