My executive team is composed of my business manager, project manager and human resource (HR) director. We have a virtual team, which is comprised of a lot of international workers as well as an in-office team. Both the virtual team and in-office team are notified when a client hires us to handle their case, and both teams work together to ensure the firm’s efficient case flow.
The case starts with the virtual team.
Even during the COVID-19 pandemic, we’ve stayed open. So we do have clients that come in.
In that case, we take their fingerprints on the spot. And then the case goes to the virtual team.
We open their case in MyCase, our case management system. We draft the contract, take the payment, and issue the receipt. They also sign forms on the spot, even if it’s a blank form, just so they won’t have to come back for another signing appointment.
We also collect whatever proof or evidence that the clients have brought with them.
Then we schedule:
- A virtual meeting for the client to start with the virtual team
- A document drop-off so they’ll know when to bring in the necessary documents
Note: That schedule is important. Otherwise, you’re babysitting clients. If you’re not scheduling a date for clients to bring in their documents you will end up babysitting them, waiting on them to move on to the next steps.
Done virtually, the process is pretty much the same, only done online.
We sign up people over the phone or in a Zoom meeting. We open the case in MyCase, take payment, issue a receipt. We then email the contract and schedule everything from there.
We also mail the signature forms and fingerprint supplies so they can take their own fingerprints and mail it to us.
The virtual team is made up of our international workers. We have workers all around the world—Mexico, Colombia, and Texas.
The virtual team players are composed of the client interviewer, the declaration writer, the forms preparer, the cover letter preparer, and the index preparer.
The client interviewer prepares the declarations.
Once the case is opened, we provide a form of declaration interview for clients– this is handled by the client interviewer.
Once the client interviewer is done, the case is passed on to the declaration writer to prepare the cover letter or the legal argument. Then it goes to the forms preparer. And finally, it goes to the cover letter preparer.
It’s like links in a chain. When one person is done, the next person in line gets notified and starts right away.
The index preparer works on the documents independently.
While the client interviewer is busy preparing the declarations to pass them on to the other preparers, the index preparer can start working on the case documents if there are any in the pipeline.
The index preparer doesn’t need to wait for the client interviewer to complete their portion— unlike the other preparers.
Once everyone within the virtual team is done, they start notifying the in-office team right away to continue the case flow.
The in-office team continues the work.
The in-office team players include the legal assistants, the document collector, paralegals, the admin, and the attorney.
The legal assistant and document collector assembles the cases.
Legal assistants are going to be assembling cases while following up with clients for missing documents. In our office, that’s why we call the legal assistant. So the legal assistant assembles the case.
We also have a document collector because there is always a need to collect documents. She’s in charge of collecting the documents that the legal assistant requires for case assembly.
Document collection can be very time consuming so by having one person dedicated to this task, it makes it a lot easier for us.
The paralegal reviews the assembled case.
The paralegal does sign-ups with clients and also reviews packets to make sure that the packets are ready to go.
Admins are essential and can play a lot of different roles within the case flow process. We have a lot of different admins who are dedicated to doing just one job. There is one who is tasked to answer phones, another to schedule appointments, another to create hard files and scan filings, and so on. They also do client document drop off appointments, which is now part of our document collector position. And then they submit the package. Additionally, they receive clients, as you know, clients are constantly coming in.
Again, it then goes to the paralegal for review, and finally, it goes to the attorney for a final review. So that’s kind of a little more technical on how it goes.
I continue talking about my case flow in the next blog, but you can already see that each member of the virtual and in-office teams have their own role in the case assembly line. It all goes very smoothly, and every case moves forward very fast!
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