Benefits of Case Management Software
By Dave Bilinsky
Lawyers consistently seek software to help them
run a more effective and efficient practice. Changing from the
traditional paper-based system to an electronic case management
system that combines and automates your desktop calendar, Rolodex,
file system, tasks, and time-keeping system provides benefits
beyond doing the same old tasks faster.
Benefit #1 Organize Your Day
Replace your desktop calendar with an electronic one that alerts
you to scheduling conflicts and upcoming meetings. An appointment
entry can be converted easily into a time and billing entry or
loaded into a Palm organizer and synchronized with your desktop
computer. Benefit #2 Organize Your Firm
In a few clicks you can ease the headache of trying to schedule
a partners' meeting: view everyone's schedule, select a time they're
all available, and notify them of the meeting. Benefit #3 Manage
Your Tasks
Carry forward your "to do" entries until they're done and send
reminders for future tasks. Many programs track the number of
days each task has been in your system and calculates the time
remaining until the deadline. The software can also convert tasks
to appointments-carving out time in your schedule.
Benefit #4 Create and Automate Time and Billing Entries
When you call a client or complete a task or appointment, most
case managers will track your time, create a reminder to follow
up, generate a time and billing entry, and warn you when you have
exceeded your budgeted time on a file. Entries also can be exported
directly into numerous accounting systems.
Benefit #5 Customize Documents and Reports
All case management software packages can be configured or customized
so you can create your own file types, appointment categories,
and lists. Using the contacts in your database, most systems generate
and customize documents (retainer letters and agreements, fax
cover sheets, and the like).
Benefit #6 Organize Information on Each Client
You can view a current index of the file rather than the paper
version of the entire file. You can also search your contacts
list to determine potential conflicts regarding a new client.
Benefit #7 Keep Up with Changes
Information is integrated in a common database, so additions are
easy and updates are automatic. You'll never have to rekey the
same information.
Benefit #8 Link Events According to Defined Schedules
OK, so you have to create a pleading and the response must be
filed within x days. Using your case management software to link
each event in the process, you can track each step, and if a date
changes for an early task, the software will automatically adjust
the dates of succeeding tasks in the process.
Benefit #9 Keep All Documents at Your Fingertips
Information integral to a case is ordinarily stored in the paper
file. But, by using a scanner, you can convert information digitally,
including audio and video evidence, load it onto a CD-ROM or on
your hard drive, and you won't have to cart around the physical
evidence again. Just call up the file and view, hear or see the
evidence directly on your computer screen. Benefit #10 Automate
Reminders of General Housekeeping and Business Development Activities
You can program most case management programs to prompt you
when it's been too long since you've opened new files, accessed
client information, or posted any entries on certain cases.
Dave Bilinsky is practice management advisor for the Law Society
of British Columbia.
READY RESOURCES Computerized Case Management
Systems: Choosing and Implementing the Right Software for You.
1998. Law Practice Management Section. PC #511-0409. To order,
contact the ABA Service Center at 800/285-2221.
