Workflow Example - Client/Matter Intake

Electronic Client / Matter Intake and Conflict Search Following is an example of one of many possible client/matter intake processes that a mid-size law firm might follow – comparing the differences between the traditional (manual) processing and current workflow (automated) processing. Your intake process may be substantially different than this. LSS Workflow Management is easily configured to handle hundreds of workflow process variations – from those that are very simple to those that are highly complex.
	Traditional Firm Process (Manual)	LSS Workflow Process (Automated)
Step 1 Initiate Process	Attorney or legal assistant fills out a printed form with client contact information, names of related parties, referral tracking information, practice group designation, special rates, physical files to be created, etc.	Attorney or legal assistant completes the intake form on-line.
Step 2 Delivery	Form is hand delivered to the conflicts department.	Form is electronically delivered to the conflicts department. While in transit, LSS Workflow automatically performs intelligent conflict checks on all names appearing on the form, including dozens of variations of each name.
Step 3 Conflict Search	Conflicts department enters all of the names from the printed form into a conflict checking system. Often requires that multiple variations of each name be entered separately. The results of each search are printed and physically attached to the intake form.	Conflicts department receives an email notification that a form has arrived in their Workflow inbox. They open the form to view consolidated conflict reports showing all search results ranked in order of relevance. ALL SEARCHES HAVE ALREADY BEEN PERFORMED.
Step 4 Delivery	Form is hand delivered to responsible attorney for conflict approval.	Form is electronically delivered to responsible attorney for conflict approval.
Step 5 Conflict Approval	Responsible attorney reviews attached conflict reports to determine whether or not a potential conflict of interest exists. If multiple variations of the same name were searched, there may be duplicative information across reports.	Responsible attorney receives an email notification that a form has arrived in their Workflow inbox. Attorney opens the form, reviews the electronically attached conflict reports, then either approves or disapproves the conflict results.
Step 6 Delivery	If conflicts are approved, the signed form and attached reports are hand delivered to the managing partner (or practice group chairperson) for new matter review and approval.	If conflicts are approved, the digitally signed form and attached reports are electronically delivered to the managing partner (or practice group chairperson) for new matter approval.
Step 7 New Case Review	Managing partner (or practice group chairperson) reviews the intake form, attached reports and notes, and then decides whether or not to approve the new client or matter.	Managing partner (or practice group chairperson) receives an email notification that a form has arrived in their Workflow inbox. Attorney reviews the intake form, attached reports and notes, and then decides whether or not to approve the new client or matter.
Step 8 Delivery	If the new client or matter is approved, the form and attached reports are hand delivered to the accounting department.	If the new client or matter is approved, the digitally signed form and attached reports are electronically delivered to the accounting department.
Step 9 Accounting/ Conflict Entry	Accounting department enters all of the contact information, referral tracking information, billing rates, and related party names from the intake form into the billing and conflict systems.	Accounting department receives an email notification that a form has arrived in their Workflow inbox. They review the information for accuracy and click a button to automatically import all information into billing and case management systems.
Step 10 Delivery	Form is hand delivered to the records department.	Form is electronically delivered to the records department.
Step 11 Records Management Setup	Records department creates physical files, enters file information into the file control software and either types or prints file labels.	Records department receives an email notification that a form has arrived in their Workflow inbox. They review the information for accuracy and click a button to automatically import all of the file information into the records management system. Afterwards, file and bar code labels can be printed and physical files created.
Step 12 Delivery and Notification	Intake form and attached reports are stored in a newly created file which is hand delivered to the legal assistant.	Intake form and attached reports are electronically linked to the client and matter as part of the practice management and case management database, accessible by users throughout the firm. An email is sent to all participating users - notifying them that the new client/matter number has been established and is now ready to use.
Key Workflow Advantages: There is no retyping of previously recorded information. Data from the on-line form is fed directly into the conflict search engine, billing database and case management database – saving time and reducing the chance of error. Electronic forms are delivered electronically at the speed of e-mail. No more waiting for the mail clerk to make their rounds, or time wasted personally delivering paperwork. In this fairly complex example, a new matter could be established, from start to finish, in just a few minutes. There is no physical paperwork – it is a true paperless system (although you can print any time you want). Everything is stored and tracked electronically. Attorneys and staff can see exactly where the form is, what it’s waiting for, and where it’s going next. Intelligent conflict searches are more comprehensive than the traditional searches performed by staff. LSS Workflow will perform as many as 100 separate searches on various permutations of each name already entered on the form. The conflict department doesn’t need to type any names. Results are combined, duplicates dropped, and everything is ranked based on likeness to the original name. It’s all done automatically, in the background, before the form ever reaches the conflict desk – and it takes only seconds to complete. Conflict reports are more concise, making it easier for attorneys to determine whether or not a potential conflict of interest exists. Entering all the information from the form into the billing and case management systems takes about two seconds. The accounting department simply opens the form and presses “Import”. Remote offices can establish new clients and matters just as quickly and easily. LSS Workflow can be accessed remotely from anywhere with an Internet connection. No more faxing, scanning and emailing. Workflow operates seamlessly across multiple offices and locations. Everything is linked to the client and matter within the billing and case management database. Anyone (security permitting) can access previous intake forms, conflict reports, change of address requests, etc. – all from the case management inquiry. Workflow saves time, money and resources. By eliminating duplicate data entry, it also reduces errors. And with intelligent conflict searches, it lowers the risk of missed conflicts; helping to protect your firm’s good reputation.