20112011Time, Billing and Records Management

Instructor: Attorney Lorri Scott

PA 321PA 321TIME, BILLING, AND RECORDS TIME, BILLING, AND RECORDS

MANAGEMENTMANAGEMENT

Unit 1 Seminar

You can contact me via office hours: Thursdays 9:00 p.m.to 11:00 p.m. E.S.T.

via AOL instant messaging. My AIM Id is TEACHJD2 You can also contact me via Email or Ask

the Prof.Telephone: (630) 881-6004

Course Description Keeping time, billing and managing accounts and records are time-consuming tasks that the

right technology tools can streamline.  Students will learn how to streamline time, billing and records management tasks in a law office using technology tools and applications. In addition, they will learn how to use technology to automate records management and document control, track costs, track and schedule work, analyze work flow, manage the calendar and manage deadlines and due dates.

  Course Outcomes As a result of completing this course, students will be able to: PA321-1 Use technology to track costs PA321-2 Analyze business processes and work flow using technology PA321-3 Analyze how to automate document management and control PA321-4 Use technology to manage the calendar and schedule meetings PA321-5 Analyze how to keep client information confidential in the paperless office GEL-1.1 Demonstrate college-level communication through the composition of original

materials in Standard American English GEL-2.1 Relate mathematics to the discipline of time, billing, and records management

Be sure that you can access the companion website for this course:– http://wps.prenhall.com/chet_goldman_technology_2/

On the companion website you can access AbacusLaw, SmartDraw, Tabs 3, Summation iBlaze, and other programs

If you cannot access the companion website, contact your advisor and/or Student Support Desk ASAP

Student Support Desk: 1-866-522-7747

Always read your e-book and all other materials in the unit carefully before feeling confused, or before trying to do that unit’s assignment.

Please read all assignments carefully and follow the instructions.

Always, if you have questions, contact me through “Ask the Prof” link, email me or look me up during my office hours via AIM

Guidelines for Evaluating Discussion  

Timeliness & Frequency

 (4)

Breadth and Depth of Responses

 (10)

Clarity & Organization  

(4)

Grammar and Mechanics 

(2)

  4 points       Responses are across at least three days during the unit (W thru T)  

10 points       Contributions are thoughtful, include original evaluation, synthesis or analysis of the topic on the discussion board        Responses are relevant, meaningful, tactful, and original.       Responses advance the discussion on the discussion board

4 points       Contributions are clear and concise

2 points       Contributions are mechanically and grammatically correct 

  3 points       Responses are across two days during the unit  

8 points     Contributions are thoughtful, original, and have some synthesis, analysis and evaluation of topic     Responses are original and thoughtful, but limited in analysis of topic

3 points       Clear and concise

1.5 points       Contributions contain few mechanical, grammatical errors 

  2 points        Responses are not throughout the unit but posted on 1 day

6 points       Postings give adequate, original explanation but limited analysis of topic       Responses add no meaning to discussion, repetitive of reading or other students

2 point       Brief and limited contribution

1 point       Frequent mechanical, grammatical writing errors 

  1 point        Responses are not throughout the week but posted on the final day of the unit 

5 points       Inadequate explanation, confusing, or irrelevant postings with only repetition of readings, no original thought       Responses off topic, irrelevant

1 point       Minimal contribution

0.5 point       Significant grammatical, mechanical writing errors in postings 

  0 points        No responses during the unit

4 points       Postings are brief statements       Postings off topic       Inappropriate or abusive responses 

0 points       Minimal to non-contribution

0 points       Pervasive  grammatical, mechanical writing errors in postings 

Written Assignment

For your first Written Assignment, begin by reviewing the Technology Resources website.First, identify three of the most exciting areas on the website from a technology tool standpoint. In your paper, summarize your three chosen areas and explain the basis for your selection. Include a discussion on why you believe the three tools that you selected would assist you in your work as a paralegal in a law office. Write your paper in Word document format. It should be about one page in length. Submit your Written Assignment to the Dropbox by the end of Unit 1.

Grading RubricUnit 1 - Written Assignment100 points possible

No Progress Introductory Emergent Practiced Proficient Mastery Relative Weight Points0 1 2 3 4 5

Identify technologyDoes not fulfill criteria.

Student failed to identify any types of technology.

Student identified one type of technology to track costs but is inaccurate.

Student accurately identified one type of technology to track costs.

Student identified two technologies to track costs.

Student identified two or more types of technologies to track costs and thoroughly supported his or her answer.

80% 80

MechanicsDoes not fulfill criteria.

Grammatical, punctuation, and spelling errors pervasive and distracting.

Grammatical, punctuation, and spelling errors significant and distracting.

Frequent grammatical, punctuation, and spelling errors.

Minor grammatical, punctuation, and spelling errors.

Technically flawless, mechanically and grammatically correct.

5% 5

FormatDoes not fulfill criteria.

Organization and structure detract from the analysis.

Organization and structure are not easy to follow and interfere with meaning.

Organization and structure developing but still some illogic in flow.

Organization and structure are clear but presentation could be more precise.

Organization and structure of the paper are clear and easy to follow.

5% 5

StyleDoes not fulfill criteria.

Analysis is disjointed and lacks transition of thought.

Paragraph and sentence transitions need significant improvement.

Transition of thoughts needs some improvement.

Minor flaw(s) in flow of analysis.

Logical flow of ideas. 5% 5

LanguageDoes not fulfill criteria.

Language inappropriate, mundane, and unfocused.

Random, choppy, and/or awkward language significantly detracts from analysis.

Language ordinary, imprecise, and/or lacks interest or precision.

Language functional, appropriate, and acceptable.

Variety of sentence length and structure. Language rich, precise, and vivid.

5% 5

Overall Grading Score:

100

Everything you will learn in this course is a balance between the business aspect of a law office (making money) and the clients’ best interests

Evaluating the needs of the office

Where do we begin? How do you evaluate the technical needs of your office?

1. discovery

2. electronic filing

3. communications with clients

4. documents-preparation and storing

5. website

6. in-house communications

What are the pros and cons of each option, including the ethical considerations and concerns:

1. discovery

2. electronic filing

3. communications with clients

4. documents-preparation and storing

5. website

6. in-house communications

1. Discovery: Litigator Competence - Much valuable information resides on the hard drives of

the parties to the litigation. A client whose lawyer does not know how to discover that

information, both incoming and outgoing, is at a distinct disadvantage.

2. Electronic Filing Check your local rules-some jurisdictions now REQUIRE

e-filing (Maricopa County, Arizona) How to demonstrate proof of filing?

3. Communications with Clients

E-mail issues:To e-mail a client or not?What should/can it contain?

It is, of course, possible to send a fax or an e-mail to the wrong person, thereby disclosing client confidences to someone who should not have them. Speed dialing and the ability to send documents to multiple locations with the press of one or two buttons only increase the danger.

Viruses Failure of a lawyer to use standard antivirus software can

cause the loss of crucial client data.

Internet E-mail and Encryption

A debate persists about whether lawyers should communicate with or about clients using Internet E-mail without encryption.

1. Is it a violation of ethics rules on confidentiality? 2. Could it cause a waiver of the attorney/client

privilege?

3. Does it expose the lawyer to a malpractice claim?

Tapping a telephone and intercepting an Internet E-mail message are both felonies under the same federal law.

My two cents: I never put anything sensitive in an e-mail to a client (same practice on cell phone calls.)

4. Documents – Storage and Retrieval

A. BackupThe failure of a lawyer to back up her computer system could result in the loss of crucial client data.

B. Must have a document management system of some kind to store and find documents efficiently

5. Website Many firms have their own website. Pros and cons? Any dangers? What about those “contact us” forms?

Websites should contain this language: We will not have an attorney-client relationship

with you until you have spoken to a lawyer in the firm and have been sent an engagement letter. Do not put any confidential information in a message to us, until a lawyer in the firm asks you for it.

Good example of a law firm website:

Beauchamplawoffice.com

This website gives no legal advice

Possible problematic example of a law firm

website: Phillipslaw.com

This website gives legal tips on what to do if

stopped for a DUI. Why might that be a problem?

6. In-house communications

-Use of passwords

-Former employees

-Don’t send it if “it wouldn’t look good in the newspaper”

-Same rules as inter-office communications apply

Future Trends in Technology

Outsourcing is the use of an outside professional or professional organization to perform a project or a series of related tasks for a specific period of time

does not require day-to-day management and direction from an on-site supervisor or manager

can even outsource attorneys

client expectations are high for expertise and specialty

annual cost of an employee is enormous

employers fear the ramifications of hiring the wrong person

advertising, interviewing, hiring and training are extremely time consuming

law practice continues to become more and more specialized - is our time better spent focused on our specialty?

can outsource to an expert (just like you outsource to someone to do your taxes or payroll)

Preparing for Unit 2 SeminarPreparing for Unit 2 Seminar

Next week

Software as a tool in cost tracking

- Review the AbacusLaw portion of your software - View the preview and summary of Timeslips located at

http://www.timeslips.com/ and Billing Matters located at http://www.timematters.com/products/billingmatters/

Come to Seminar prepared to explain the features, pros, cons, and ease of use of the different cost tracking software. See you here next week!

HAVE A GREAT WEEK! SEE YOU ON THE DB!