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Case Study

Rosie Fleet, Criminal Lawyer

Employee of Black, Black & Boldas Criminal Department virtual office team working with iLaw Professional case management system remotely.

Please note: Rosie Fleet is a fictitious character, a composite of a number of our real life clients and how they use iLaw Professional. This is to enable us to describe a full work process without accidentally breaching any client confidentiality.

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Rosie works mostly from home, on 24 hour call to police stations. An essential part of her job is to get information back to the Brook Street Office in time for the court solicitors to pick-up and attend remand hearings at the Magistrates Court. She is also required to submit her time recording within 3 working days for inclusion on a CDS6.

Stage 1: Create a secure login account for Rosie in iLaw Professional.

Stage 2: Set-up permissions for the things Rosie needs to do

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Stage 3: Configure her options regarding permitted case types within iLaw, the terms of her unsocial working hours and her targets

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Now Rosie can get to work. She has permission to open files. She also has iMobile on her laptop. This contains a mobile version of iLaw Professional that allows Rosie to open files at the police station, create notes and record time. It means that once she returns from the police station, she can upload all the information she has collected into iLaw Professional for the magistrates court lawyers to pick up:

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Including all notes:

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And record her time for billing ­ note how the system has also taken care of the UFN:

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As a result of this work into iLaw Virtual Office, the following people's jobs have become immediately a lot easier:

1. John Holland: The lawyer who will attend the remand hearing in the morning now has everything Rosie had. This includes full instructions for the client regarding possible plea, bail conditions and what happened regarding the breach of the bail the client is currently subject to. When John sees the client at court, he can save the client from repeating everything and look well briefed, which increases client confidence at a critical point ­ it is well know that clients dislike changing their initial point of contact to whom they have given their first instructions. You can help overcome this when the transfer of file and information is smooth. John also has Rosie's notes as to what happened at the police station, including a head's-up on the contents of the interview and the evidence the police have relied upon.

2. Harriet Fielding: the office administrator who monitors time recording and creates the monthly submissions. She now has all of Rosie's time recording without having to wait and chase for it ­ a big issue with staff who are permanently out of the office and who have to get to the office to hand their paper information over. The advantage works two ways: she can prepare this file's investigation claim for the CDS6 today, which is good for the firm and she can calculate how much (if any) unsocial time is due to Rosie using the unsocial payments section of Rosie's timesheets:

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5.The timesheet is also very useful to show the managing partner how much work Rosie is actually doing and whether she is meeting her targets. Remote working causes a lot of concerns for partners and this is a great, open way of tracking fee earner's performance. The beauty of timesheets is they are common knowledge to both the fee earner and managing partner so everyone is viewing the same data all the time and can see the immediate implications of it. And the Audit Tracking system monitors all changes to time recording information so partners can check behind the scenes to see whether a fee earner is routinely amending or deleting their time records.

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Communication too is so much easier with iLaw Professional. All calls are received through the Brook Street Office switchboard during working hours and on the emergency number out of hours. As soon as the call is received and input to iLaw by the receptionist, Rosie is notified automatically with a pop-up message on her screen:

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Rosie can click on this to see the full message:

And everyone can see if Rosie has actually read the message because of the traffic light system on it:

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A green light against a recipient indicates they have read the message A red light against a recipient means they haven't.

If Rosie is out of the office, she will instead see an alert message on her return:

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Again this allows her access to the message.

Rosie can of course do the same for all calls she takes, even if they don't have to be forwarded to anyone else. This allows the call log on the file to be kept up to date and be available for everyone to see on a case:

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The same applies to actions that are required. There is a central diary as you would expect and everyone can add their appointments into it from their own location. The whole office will then see the central office diary in iLaw. Equally important is the fact that actions that aren't specifically diary events can also be logged by and for everyone so that key dates and actions can be monitored with alerts being set for them. Crucially, the whole office has sight of matters that are becoming or have become overdue:

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Case Study

For more information about iLaw Legal Software, please visit our website www.anyadesigns.co.uk or call 0845 259 1276

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Microsoft Word - Rosie Fleet.doc