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Practice Management Face-Off - Time Matters vs. Amicus Attorney

1. J NN Presenters Brian Cameron Dave Bilinsky Dan Pinnington NOLOGY FOR LAWYERS 2004 A Legal Technology Conference amp Vendor Expo Technology for Lawyers 2004 Nov 11 12 2004 Toronto Ontario Practice Management Face Off Time Matters vs Amicus Attorney Table of Contents FADOUE ENS AUGNOlS sesitinieciiecuiesnnwiriusnawcarvenseseevsassueesnseseewenaesenwanaasesweans 4 FBO SO ave BINNSKY srrirsercrisricariid orina Eere A mda EEE a ce 4 Dan PINNINGQUON ccc ccc cece eect eee eee ee eee e ee ee eens eeeeeeeeeeeeeeeeeeeeeeteaneeeeseaaes 4 SESSION Descriptio caccinsssnsncneesuwnsnsesenesnnenesesnnuensusnsinsaseesennwuseeennamiewenin 6 PL ACEOGUCTION citicsncnecininaseieniensena aa ciuialciessieuniausiniNs 7 Practice Management Products COMPAared c ccc cece cece ee eeeeeeeeeeneeeeenas 7 Practice Management Software The Ba SICS cccccseeeeeseeeeeeeeeeteeeeeees 9 The Types of Errors Lawyers Make ccccccccsee cece sees eeeeeeeeeeeeeneeeeenas 11 Face Off Handling COMMON Tasks ssssssssss2222222222222522222252 25 8 13 l Initial Contact with a CHEN ccc cccce cece cee eeeeeeeeeeeueeseeueeteneeetsagees 13 Zs SCG a LOO a herd ecasee T sien eee eso T 13 3 Respond to a Client Email i isiiwnsivieeiirntise teres erieani aves eins 13 A otanta NOW Day ve circa ceecsnaannes cameauts
2. cceeeeeee cece eens 80 What are the 3 main strengths of the product cccccee cece ee eee es 80 Amicus Attorney SUMMAaATry ccccce cece cece eee eens eee eseeeeeeseeeeeeeeeeeeneneas 82 What versions of the product are avallable ccc ccce cece eee e eee eeeeeees 82 What does Amicus Attorney COSC cc ccccce cece ceee eee eeeneeeeeeneeeesanaes 85 What types of practice is the product suited tO ccc cee cece eee eee ees 88 Implementation issues can you install it yourself cccee ences 90 How long does it take for people to get up to speed on it 92 How customizable is the Product cc cece cece cece eeeeeeeeeeeeeeeseeneees 93 What kind of ongoing Support dO you need ccc ccce cece eee eeeeeeeeeeees 93 What are the 3 main weaknesses of the pProduct ccseeeeeeeeeees 94 What are the 3 main strengths of the product ccc cece cece ee eee es 94 Selecting and Implementing Practice Management Software 95 SUMMAN y scree EEE 96 Each line above is a hot link that takes you to the related section in the electronic version of this document Web addresses throughout are active links to sites on the Internet For example clicking on www oba org opens your Web browser and takes you to the Ontario Bar Association website 2004 Dave Bilinsky and Dan Pinnington This document was heavily based on a paper prepared
3. Bobby Donnell s Contacts Fie Edit Amicus Tools CONTACTS Help Showing Conflict Search 0 Contacts Name Flagged Relationship ContactDate Amicus Attorney Contacts with matches for your search and related Contacts are listed in the Contacts Index Please remember that searches cannot locate information which was not entered or which is misspelled You must make your own independent determination as to whether all relevant information has been searched and as to whether there is any conflict of interest in the circumstances of each case SAVE cj oj E E Sl Hu a KL N of Pf of wf si I iw xi xi ZI ai 3 mme X Delete Open pP You can see that the conflict check came up negative If you had located a match you could then open Jane Doe s entry in AA to see if she is an existing client which is just fine or a party adverse in interest or simply someone in the firm s database that happens to have the same name If you don t find Jane Doe then you know that no one in your firm has dealt with anyone of that name Having determined that Jane Doe is someone to whom you can speak you click on the telephone icon next to Jane Doe s telephone number Bs G 967 6543 This opens the telephone message dialogue box and if you have Amicus Telephone Pro installed it will dial the number for you as well You should see 25 Hew Phone Call Fy oo dope O File E O g Phone 416 987 65430
4. The first thing a prudent solicitor would do is check to ensure that they would not be in a conflict by talking to Jane Doe about her case So what do you do Check to ensure that no one in your firm has acted for Jane Doe So how can you do this Click on the cones icon this will bring up the Contacts Module Now click on Contacts and then Check Conflicts from the menu as follows 23 Bobby Donnell s Contacts File Edit Amicus Tools Meej ies Help New Conkact Ctrl M All 81 Conta Show BEIJO mine 5724 Philip J Agraria Show Marked Mathew Alladi 555 0708 Amicus Attome sis n ii 977 6633 Janet Baily Hia 555 6844 David Barrett ed canic 555 9499 Ext Samuel Beatty a 65 8535 Amie Becker Search Team 977 6633 Jimmy Berluti e300 Gary Benvood 555 9999 Jonathon Bittle 555 8875 T Blade cc Maude Blank B5 4949 SP EAT A a 55 9598 Ext 34 Douglas Brack Large Contacts View 555 1286 City Treasurer s Office 476 555 5999 Ww hipper Cone City of Boston 1 617 555 5844 LJ TI Ld mi I 4 nA rrr ws Generate 4 Document Cbrl o You will notice the following dialogue box opens Check Conflicts Enter the name you wish to check for a possible conflict Doe The last name company name address and notes fields will be searched across all contacts in the database M Also check Contact Relationships When you click on the OK button you should see the following 24
5. pm n J W Include Unposted Time vi Last Year This Week This Month This Year This Date Actual Billable i i 1547 00 Actual Non billable Actual Total 1674 60 Billable Hours Goal 1813 00 1712 00 Hours Remaining to Reach Goal 1 90 266 00 1712 00 Percentage Achieved To date 105 144 65 3434 0 00 Projected Hours at Current Pace 34 90 1850 33 1712 00 Percentage that would be of Goal 105 144 102 064 100 004 This Year Goals Last Year Actuals Blable Hours Fota 1813 1712 Curent average billable hours per Non billable Hours Total 147 164 business day T 98 Average Billable Hours per Month 151 08 142 67 Average Billable Hours per Week 37 00 35 By Average required to achieve goal for the 40 working days remaining to you Avg Billable Hrs per Business Day 40 13 this year Vacation Days 10 12 This sheet assists in goal attainment and income fulfillment You can see that Amicus keeps tab no only on your billable time for the day but also for this Week this Month This Year and compares this with last year s data for comparison s sake Amicus also provides you will forward looking data the box in the lower right tells you what you have to do to keep on track from a billable time standpoint Current average billable hours per business day 7 58 Average required to achieve goal for the 40 working days remaining to you this Year 6 65 In this case Bobb
6. Bobby Donnell s Dailies File Edit Amicus Tools DAILIES Help Today s Practice Reminders Sunday October 24 2004 Warts Going on Today Today s Practice perme Double click any item for details Today s Overview You have unread phone messages You have no appointments or deadlines today Firm Mews Warming You have spent more than 12 hours on Alladin Purchase Legal News You have not posted any time entries to accounting since Wednesday October 70 7004 There are unposted time entries for Monday October 25 2004 and 7 other days in your list Top Mews Stones There ts a lot of time that has not been posted Not only does this create the risk of time being missed we ee by your accounting system but also it will unduly slow down your Amicus Attorney Time Sheets IF you are not using Amicus Attorney s ability to send time electronically to accounting you should still post it Golf using the Hanual Entry posting format Ho time entries have been recorded for January 2 5 6 7 8 9 12 13 14 15 16 19 20 21 22 23 26 27 28 29 amp 30 2004 and February 2 3 4 5 6 9 10 11 12 13 16 17 18 19 20 23 24 25 26 amp 27 2004 and March 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26 29 30 amp 31 2004 and April 1 2 5 6 7 amp 12 13 14 15 16 19 20 21 22 23 26 27 28 29 amp 30 2004 and May 3 4 5 6 7 10 1711 12 13 14 17 18 19 20 21 25 26 27 28 amp 31
7. 700 Marquett ve Minnepolis MN 55402 English Nigel State Attorney s Office 305 555 64 1 At the Contacts list Allison begins typing the caller s name Instantly Jane Doe s name is highlighted 2 Allison clicks the Add Phone Message icon 14 r HA Phone Call Add File Edit View Process Help 4 save amp Close 4 Save lt gt lt P x Delete E aj E Ts A E K Cancel A 1 Dae ma a Thu Time _1082an E A Subiect C O S E Expert Regarding Frem Cen infin RL Fate lp sje suoud Into Request Phone Sd Investigator Reminders Follow Done I Notify Hide Trigge marl Fy Ptnrtl Client SendTo ASM From Personal Message Phone Call 2 3 C Read Unread Personal Haold Urgent are 6 Mema Al The Phone Call form pops up 3 Allison selects a Code that best describes the type of Phone call Choosing PCLI for Potential Client automatically causes several other fields to fill in HA Phone Call Add File Edit view Process Help Save amp Close Save ab ar J Date 1715 2004 Thu Time 11 15am Code PCLIPtnt Client Subject Potential Client Staff PASM 4llisan S Monroe Select who the call is In From and whom it is To Regarding Fe ee InFiom f sneDoe PAT wels Fargo amp Company To Rss Phone 1B Phonea hones Reminders Of Follow Done I Notify Hide Trigger Review Billable Prive Send To Aj From Fa Msg Ema T Message Phone
8. What does Time Matters cost Pricing varies depending on which version of the software you purchase Basic standalone versions start at US 300 or so per user More advanced network and web enabled version cost more See the Time Matters website www timematters com sales for details and the latest information What types of practice is the product suited to Time Matters is suited to law firms and departments of all sizes gt Small Firms Time Matters handles a variety of practice specialties in one application to serve each practitioner in the firm No separate database software needs to be purchased and updated Time Matters Professional runs on a shared network hard drive on Microsoft and other networks or peer to peer on an available PC Solo Practitioners A solo can take the law practice along anywhere in a laptop Over the Internet or back at the office the attorney can synchronize everything for the purpose of sharing with assistants and backup Multiple Office Firms Time Matters can synchronize multiple locations including lawyers home offices using one of several approaches For larger firms SQL databases can update each other regularly For smaller firms Time Matters synchronization keeps far flung offices and laptops up to date Very Large Firms Running on Microsoft SQL Server Time Matters handles hundreds of users in one or multiple locations With World Server the firm can host the main Time Matters data
9. 10 Berwood vs wright Dom Coop Philips Shoes a C Research Supreme Court Rulings on list mms Awd Cooperman Cooperman at day CI Call Ms Jane Woo on list W Neighbor re Roads 2nd day C Issue Jury Notice on list rTacos Awg Jamison Ine bth day C T Draft retainer on list W Parker Agency at day O Review Hubbard transcript amp report of on list a MT Awg Markham Realty re General Tat day C T Email Harold my findings on list Soon Personal 13th day O a Play Cards on list Low Technology Committee 138th day IGO Decision re new software on list Azman TEDI Now double click on the appointment with yourself to work on the Berwood vs Wright cross examination this allows you to change the default appointment time and schedule it instead from 9 15 am to 12 15 pm Why do this First a good time management tip is to schedule To Do s aS appointments allowing you to manage your time by your priorities 71 rather than otherwise Secondly because this time is shown in the Group Calendar in the office everyone can see that you have set aside this morning to work on this file and hopefully will respect this and check the Group Calendar in Amicus Attorney before interrupting you allowing you to work in peace This drag and drop feature is useful to take a phone call convert it into a To Do using the icon then drag and drop it into an appointment and then when you Nave finished click on the
10. Ca ri a i Con GEN sere Notice the pull down menu in the upper left hand side By clicking on the down arrow you can pull up down the menu that allows you to select to see just Messages just Saved E mails or Messages and Saved E Mails For our purposes click on Messages and Saved E Mails 52 Bobby Donnells ComCenter File Edit Amicus Tools COMCENTER Stickies Help Wee Outstanding Today Messages amp Saved E mail E Mail From Gary Benyood Tue Jan 20 04 5 20 PM Bernwood vs Wright RE Progress on Berwood Wright E Mail From Anne Meighbor Mon Jan 19 04 5 59 PM Neighbour re Roads RE Deposition Date C Meg From Mr Fred Jamizon Mon Jan 19 04 2 54 PM Jamison Ine 416 555 5760 Needs to talk to you today _ Meg From Mr Philip J Agrarian Mon Jan 19 04 11 40 AM Widgetco Share Purchase 997 6398 C Msg From MMs Jane woo Mon Jan 197 04 11 16 4M Cooperman Cooperman 24 97665 Wants to discuss the file before her meeting tomorrow with the social worker _ Msg From Mr Jonathan Fly Fidan 16 04 2 52 PM Business Development 5n56 5555 Would like to arrange dinner for late nest week Please get back to him tomorow Msg From hr David Barrett Fri Jan 16 04 11 35 AH Business Development 1 313 555 9499 x384 Would like to set up a meeting for next week to discuss the possibility of having you do their corporate E Mail From Jim Cooperman Thu Jan 8 04 6 07 PM Cooperman w Cooper
11. 1 14 2004 Olam 2 TAI Taa Mr State v Theedere Boland Tie 204 LETT Chert Wrapup Letter amp Docs Brubaker Barkuphcy 12 200 3 LETT Serd Decumerts bo Dient Brubaker B arkiuphep ENN E EIEE NE ab Bare v A Jerkins Engreenmg LLC 01 7458 22 FAT 6 003 22 Chekea v Cip of Hialeah 0312521 PUP 6 02 2008 222 Oty of WPB v Hogkins 01 1342 4 CIV 6 04 2003 222 Fieu w Feun 02 1 257 1 ry iiias 222 Fiada v Sanders Sa ELA CAI Tete oe risha Calendar See today s Events and on ahead to the week Day File A personal list like a yellow sticky Alerts Reminders and Watches A fail safe hot list To Do s Tasks scheduled for this date We will look at what these Time Matters tools can do for you Calendars in Time Matters You choose your main calendar view Today Multiple Days a Week or a Month The calendar can show just your schedule just your workgroup s schedules just the lawyers schedules or the entire staff s schedules The 5 day view of one lawyer s calendar may look like this a 61 1 Your name appears in the Staff field You can easily check other people s calendars by choosing another name here 2 Your appointments appear in color coded time blocks Double click any one for full details Drag and drop to move an appointment 3 Each day s ToDo s appear at the bottom of the Calendar 12 Daily Calendar P b rt Brown Calendar jl 1 13 2004 Staff ASBIRobert S Bro
12. BO MSG FROM Mr Gan Bernyood Please call to set date to review testimony Clicking on any of these short entries will bring up the full communication for an in depth review You can read any of the information on the Brad and do a full overview of the status of the file within Amicus 57 Let s return the email Having reviewed the status of the file click on Reply within the email message This opens up a reply email within Outlook In this example have typed a reply and am ready to hit Send RE RE Progress on Berwood v Wright Message Plain Text File Edit wiew Insert Format Tools Actions Help Eend Ly amp E This message has not been sent fax U T Attach as Adobe POF E ge Options Ay To Gary Berwood lt qarrvigberwood con gt Een Subject RE RE Progress on Berwood v Wright Crary Twill call you at 9 00 am if I miss you then call the office and have me paged I wil instruct the staff to watch for your call Regards Bobby Donnell From Gary Berwood went Tuesday January 20 2004 5 20 PM To Bobby Donnell Bobby I ll be travelling tomorrow so your best method of contacting me is by cell phone 617 555 8644 Cary From Bobby Donnell To Gary Herwood mubject Progress on Berwood v Wright Gary just a reminder that I willbe preparing for the cross tomorrow and may need to contact you on afew points This shows the seamless integration between Outl
13. F then click Merge Copy to Clipboard Primary Custom Rela Se Date 1 20 Description Initial meg Regarding Jane Dog Reminders 71 Merge 2 00pm 2 45pm Code INITIInitial Mtg Cd Sea PSBlRober 5 Brown E aies me Notify Hide l Trigger Review Bilable Priv l Export Send to Billing i Select Merge Template Program User Both wo Select x Cancel Event Merge Templates Ty Estate Planning Double click on the Sy General Merge Template for L ZE Initial Meeting Letter to Client Initial Meeting etter Patent gy Tax 29 Time Matters Merge January 19 2004 Re Initial Meeting with Robert 5 Brown on 01 20 2004 at 2 00 00PM_ Dear Jane I am very pleased that you have decided to meet with me concerrung the legal matter we chscussed bneth on the telephone recenthy We are scheduled to meet at our offices at the above date and time If for ary reason this tme should become incorcverdent please call cur office so that we can reschedule our meeting Enclosed are chrections to our offices and suggested place to park Feel free to call ry assstard or me with ary questore Sincerely nes The merged letter appears in the word processor In this screenshot we have highlighted the text that was merged from Time Matters In MS Word Allison clicks the special Time Matters button TM Save to save document and link it to Jane Doe in Time Matters ere Meeting Letter to C
14. fret 3 ridens If only one user is icensed 50 50 20 20 5 wW W 3 3 Basic Basic k electronic only No warranty period Technical Support contracts available 25 Basic 20 E S S SSS Unlimited wv Indexed W W W W Unlimited Unlimited Unlimited r fh EIN SRS W Untimited v Incexed EINI NIS 84 What does Amicus Attorney cost US pricing Amicus Attorney Software Amicus Attorney X Standard Edition Premium Edition Add SQL to Premium Editon Amicus Attorney V Advanced Edition CientServer Edition Organizer Edition Shipped Onganmaer Edition Downloaded Amicus Assembly Amicus Assembly End User Edition Amicus Assembly Developer Edition First Ucense of Amicus Assembly must be Gewsloper Ediior Amicus Attorney Upgrades From Amicus Attorney X Standard Edition te Premium Edition From Amicus Attorney W Advanced Edition to Amicus A Standard Edition Advanced Edition to Amicus A Premium Edition Client Server Edition to Amicus X Premium Editon Advanced Edon to Amicus Y Client Server Edition ist License 3390 590 3100 399 3590 129 SED NIA 199 ist License 199 3199 340 3250 3299 Each Add l p220 Hor F100 Hoo BLA NiA 120 ae Each Add l 5129 1142 S122 pita 85 From Amicus Attorney Version 4 or earlier Advanced Edition to Amicus Standard Edition F249 7100 Advanced Edition to Amic
15. jiii Clients Lawyers Personal Op Clients Clients Suppliers Prospects Lawyers Opposing C Lawyers Opposing C Internal Clients Parties Other Personal Clients Clients Clients Lawyers Parties Municipal Offices Judges Clients Parties Contact Date 01 14 2004 0171972004 0170172004 12 02 2003 12 02 2003 0171572004 01719 2004 0171972004 1172972002 0171572001 1171072003 0171572004 0171672004 0171272004 0171272004 X Delete ETETETT a ol Uw x vz 3 Q Find v 5 Open Ja New For this example double Click on Janet Baily or highlight her and click Open You should see 34 Bobby Donnell s Contacts CONTACTS Help File Edit Amicus Tools Showing All 1 Contacts Company Name Group Clark M Admiral Philip J Agrarian Mathew Alladin Amicus Atome Janet Baily David Barrett Samuel Beatty Armie Becker Jimmy Berluti Gary Berwood Jonathon Bittle Bonnie B Black Harold Blank Maude Blank Ronald Blatchford Douglas Brackman City Treasurer s Office Whipper Cone Jim M Cooperman Tanya Cooperman lt Admiral Heating Agrarian Billman amp Ca Gavel amp Gown Softwa House of Grant Brown amp Co Beatty amp Perrin Gavel amp Gown Law Firm Donnell Young Frutt Bernwood Construction Kitchen Stuff Galore Blank Industries A T Industries Ltd McKenzie Brackman Municipal Tas Office City of Boston The Mega Ba
16. 1 occurred over a 14 year 11 period from 1989 2003 These claims number in the thousands and represent many millions in dollars of claims costs Under the LAWPRO program all claims are categorized with a description of loss representing the type of error that was made From this information it becomes apparent where the common mistakes are being made Most lawyers are surprised to learn that a failure to know or apply the law only accounts for about 7 of malpractice errors The most common error is a failure to follow client s instructions which accounts for almost 23 of errors This description of loss category is perhaps a bit of a catchall for other types of errors However in essence on these matters it was unclear as to what instructions where given or not given by a client These types of claims usually occur because there are no notes in the lawyer s file and or no letter to the client confirming instructions and the client s recollection is different than the lawyer s recollection as to what was said or done The second biggest cause of claims is procrastination It accounts for just over 15 of the errors that occurred The predominance of this type of claim is not a surprise to most lawyers it is human nature The next three most common types of errors are conflict of interest acting for more than one party failure to calendar and poor communication with client respectively at approximately 9 8 and 7 Notwith
17. 90 days _ So a aa a The Alerts Reminders and Watches window is available with one click 63 It allows you to focus on today s activities as well as jog your memory about other things that may need attention AS upcoming Events are entered into your Calendar you can have reminders set with varying lead times that depend on the type of Event For example you may want to be reminded of a CLE Seminar twice once in time to cancel and still receive a refund and again the day before For a major client meeting requiring extensive preparation you set multiple reminders such as 14 7 3 2 and 1 day in advance Keeping on Track during the Day with Time Matters During your workday you may spend most of your time at the PC with Emails and documents With Time Matters running you can quickly switch to your Calendar Day File and Alerts screens to keep your important priorities in mind You can be more relaxed when you do not feel as though you have to keep everything in your head and are not at the mercy of sticky notes and elusive paper lists 64 Task 4 Amicus Attorney Practice management software should give you the big picture the 50 000 foot view on your practice and firm Here are Amicus Attorney s ways of doing this First we start with the Dailies There are two screens to the Dailies the first is Today s Practice Reminders that sums up What s Going on Today Here is what it looks like
18. Communications Status Report j sid Administration P support of their p File Summary mining on that rior General Notes Status Report Events Time Spent Se Ty Calls Documents d My E mails Chronological List My Communications Research ll File Calls Civil Litigation d All File E mails All Communications This brings up a list of summaries of all the communications logged on this file allowing you to scan the telephone calls messages and emails and get a sense of what is happening on the file this is my favourite way to stay on top of a file since most lawyers usually confirm when something is to be done on a file by way of a telephone call or email If your practice is to send these confirmations by way of letter you would review the Documents on the brad instead Here are the communications on the Berwood vs Wright file My Communications Tue Jan 20 04 05 20 Bervood vs Wright g BD E MAIL FROM Gary Bermood RE Progress on Bernood w wright Mon Jan 19 04 07 01 Berwood ws Wright g BD E MAIL TO Gar Berwood Progress on Benwood w Wright ed Jan 14 04 04 12 Bermvood ye Wright BO CALL TO Mr Gary Bernwvood Spoke Discussion regarding various matters Mon Dec 29 03 02 38 Benvood vs Wright BO MSG FROM Mr Gan Bernvyvood Fri Dec 6 03 01 37 Bermvood ve Wright BOD CALL TO Mr Gary Bernvood Lett Message Fri Dec 26 03 01 36 Benvood ws right
19. Edit View Process Ha the other Contacts and Matters Jane Doe is lel Save amp Close FH Save related to Prirniary Secondary Additional Custom Related Notes Documents Phone E mail ha aul web Billing Timeline Full Name Jane Doe h oe Las Fist lee J se Sal COo OOO MOOO Main B12555555 0 Fa At MatterRet DOO O Notify f Trigger Review Billable Related Event ToDo Contact Matter Specified Automatic EA Ex fief i ie u Ea All Jane Doe has referred two Matters and is employed by Wells Fargo Bigs Related Records Minneapolis MN Office g Contact Records 1 EG Wells Fargo Mpls MN office Firm Matter Records 2 Arthur Patent 01 4878 1 ReferedBy Betty Arthur Goodrich Estate 03 1593 1 ReferedBy Sarah Goodrich Based on Jane Doe s employment information and her status as someone who has referred business to the firm Robert sees no apparent conflict of interest But to be sure he runs a comprehensive Conflicts Search covering all the information that has ever been entered into Time Matters excluding what has been specially flagged as Private 16 a Time Matters 5 0 Training Mode Active Practice LLC Contact Mame ra File Edit view Calendar Database Mail Billing Report Search Window Process Help ar la d asuka ABE Inbox Daily Contacts Matters Phone AddDoc AddEma AddNot AddPho AddTod Alerts Conflict Day File AddBil Robert clicks on the Conflict button to br
20. I DOC PREP Document Preparation of Phase i Staff ASB Robert 5 Brown Description nitial meeting letter to Client TotalDur C O0 J Statte Jej Charge Status Bilable z Bill Date 1 19 2004 3 Mon Mema Allison records a time record for preparation of the letter to the client ENT Details Task 2 Amicus Attorney So you have had your first meeting with the new client You need to send a confirmation letter to the client confirming as Abe Lincoln said that they have a lawyer and you have a client For the rest of this paper you can follow along on your computer in Amicus Attorney version V by launching F Amicus Attorney and clicking on the Office button on the toolbar This launches the office module you should see 31 Fa eee JT ICE Fie Edit Amicus Tools OFFICE Help YDBARHORKB VaAoOR B Se VS SS i Al SEN Now click on the word OFFICE in M e Edt Amicus Toos OFFICE Help 3 the upper left of the Office module This will bring down a menu as follows Office r inning ottune File Edit Amicus Tools Help Remote Update Go Online 32 Now click on Open Tutorial Office You will see a further pull down menu as follows Open a tutorial office Blank Database Calendar Basics Tutorial ComCenter Tutorial Files Tutorial Tutorial with Sample Data rea Click on Tutorial with Sample Data and click Open Now your office o
21. M Ctrl 4 Ctrl D a Small Contacts view aude Blar l Ronald Blatchf 7 Medium Contacts View Large Contacts view X Delete menu Click on 35 You should see a dialogue box open asking you to select a Master Document Generate Document Range of contacts COO AllShown Selected C Marked Master Document Click here to select Accounes Contact Reports Fax Covers File Reports k Power of Athorney HD iord KJ L K Letters and Labels Retainer Fire Litigation Retainer HD WP Memos E H H H H General Documents P H H H H Tutorial Click on the down arrow and the pull down menu appears Click on General Documents which produces the sub menu Click on Retainer and you will see that Retainer is now shown as the Master Document Retainer HD WP is a retainer agreement precedent for use with Hot Docs and WordPerfect Generate Document Range of contacts CO Al Shown Selected Marked Master Document cancel Click on the OK button Now you have to tell Amicus the name under which you wish to save the retainer letter 36 Save the file as Save in DOCUMENTS rl amp E AoFPS txt E will tect B Authorization kxk DocRtr txt B Juryntice Ext E Opinion Ext B Resolution txt File name Bailey Retainer Letter tut Click Save and the retainer letter and agreement are c
22. Period 1 01 1900 3 4 Mon to 12731 2050 3 Sa Staff ASBIRobert S Brown Bill Date Matter Billable NonBill Total Status Dur Type Basis 1 19 2004 Phone call with Fred re scientific studies zalech Patent Billable 1719 2004 Initial meeting letter to Client Billable 171572004 Teleconference with assistant attorney ge Able v State of Florida Billable 1119 2003 Conterence with clent Goodrich Estate Billable 1171972003 Preparation of documents Goodrich Estate Billable 11 19 2003 Prepare estate planning documents Goodrich Estate Billable 1119 2003 Meet with 3 sons to discuss will Goodrich Estate Fillable 11 18 2003 Conference regarding estate planning pre Estate Plan Billable r25 2003 Meet with Jeremy Baird investigator Able v State of Florida Billable fey in Fillable Hours 126 21 Non Billable Hours 2 00 No Charge Hours 1 50 Total Hours Fillable Expenses 0 00 Mon Billable Expenses 0 00 No Charge Expenses 0 00 Total Expenses o Emesa O ASB A56 3265M 1 19 2004 Quick Item View a Spreadsheet for Time and Expense Entry Quick Item window is available when Billing Matters is activated with Time Matters It resembles a spreadsheet for entering time and expense records This window supports the rapid entry of time records For example by s
23. Screen and toolbar appear similar to the Office and toolbar in prior versions of Amicus Attorney Notice the row of buttons on the top right of the screen this is your Office Toolbar The toolbar provides you with a quick way to access the different modules in AA If you look closely you should see Ea Ra AO Filas Contacts Calendar Time Shoot Notes Com Genter Library Dailins Office Timer Phana 21 Each of these icons or buttons opens a different module of AA For the moment in this task we are going to concentrate on the ComCenter button which opens the Communication module in AA Now let s return to our task Let us assume that someone in your office took a phone call message for you from Jane Doe They would have used AA s phone message slip within the ComCenter module The phone message then shows up on your desktop within your ComCenter module To check for your new or unreturned phone messages the first thing you would do in AA is to click on the COMCENTER button on the toolbar to open up the ComCenter module You should see Bobby Donnell s ComCenter File Edit Amicus Tools COMCENTER Help Outstanding Today Messages at ee _ i OSNR C Meg From Mir Fred Jamizorn Mon Oct 25704 2 54 PM Jargon Ine 1 416 555 5766 Needs to talk to pou today Meg From Mir Philip J Agrarian Mon Oct 25 04 11 40 46 Widgetco Share Purchase 997 6398 C Msg From Ms Jane Woo Mon Oct 25 04 11 16 AM C
24. a To Do an appointment a time entry etc This will replace all the sticky notes that you have on your monitor 6 You can design custom pages unlimited in the Platinum edition as well as having increasing customization with the addition of many new custom fields in existing parts of Amicus Attorney 7 There are custom records in Amicus Attorney for information that you need collated and totaled if numbers are important such as spend on medical legal reports 8 Searching within Amicus Attorney has been enhanced 9 Scheduling within the Calendar module has been enhanced such as having Amicus Attorney automatically remind a client by email the day before an appointment 10 Document management features have been enhanced by the addition of Microsoft s Indexing Service and the CommCenter now includes letters and faxes with your emails and telephone calls and messages 11 The Contacts Module is now the People Module and you can include all your staff as people on the file with associated roles and responsibilities You can attach a photograph to everyone in your People Module allowing you to associate a face with a name 12 The Time Tracking and Accounting Links have been enhanced easing the creation of links with accounting systems using the new wizard and the tracking of expenses on files 13 Client collaboration features have been added that grant client select access to their files and informati
25. and sift through all your files and give you all in one place all the information you need to complete all current tasks and meet all imminent deadlines Task 4 Time Matters At the start of your day you want to know gt What is important now gt What is right around the corner Three views in Time Matters help you start your day In the next few pages we highlight these individually customizable views Using menu driven settings we have tailored some of the views All three are shown in the screenshot below 60 E Tima Matiors 5 o Training Modo ye etiw Practice uc en oe i mlx R Hela 48 Ge 380 mi aR z Innbes Day Contacts Malers Toat Dom Addfioc AddEma AddNet AddTod res Corti Day Fie Addid Bing Sheet Hep calendar ini a fa GS AlginS Homoe Babes E Angela D Enck 2l Das Weekly Monthp z Tus Jan 13 Wed Jan 14 Tau te Desc tri Cortact Able Bam 1 14 2004 1 Get the imsar declarations page Da HE Dam Piel are E OS OEA AO E E E ry ea RE Wie a0 amp lami CONF Case Managemert Conference Molina v Urited Sulders i220 11 00am DEFO Deposition eed s Automated Machine OAR N i 1112 2004 1 30pm MTHG Meet raih Jeremy Baird invectigaler Able v State of Floss W204 pm MTHG Meeting Reed v Automested Machine 112004 20pm RAT AG biegi Dient Reviews Schedules Brubaker Bankruptcy
26. are being maintained in a manner that allows you to carry on the practice of law in conjunction with the application and supported by it Ultimately despite the leapfrogging that takes place between Amicus Attorney and Time Matters in terms of Who is Rated 1 or 2 Time Matter was ranked 1 and Amicus Attorney 2 by a Law Office Computing Survey released in 2003 while Legal Assistant Today reversed these rankings in their survey released in 2003 the best tool is ultimately the one that is actually used Accordingly you are the final arbiter Look at the functionality that is most important to you and see which application meets those needs best in terms of how you work Then implement it and join the thousands of lawyers who now say that when it comes to Practice Management Software they simply could not imagine practising without it 2004 Dave Bilinsky and Dan Pinnington This document was heavily based on a paper prepared in 2004 for ABA TECHSHOW 2004 by Wells Anderson Dave Bilinsky and Dan Pinnington and the authors wish to gratefully acknowledge Well s consent to the use of his original paper 97
27. be more integrated than they are and this applies to Amicus Attorney as much as to all other software would want the links with other products to be as simple and straightforward as possible What are the 3 main strengths of the product Undoubtedly the first and foremost major strength of Amicus Attorney is its Ease of Use The program has been designed by a lawyer to work the way that lawyers need a practice management program to work The modules and screens have been designed to be instantly understandable to lawyers The program mirrors how lawyers work starting from the Files orientation of the program and continuing through the Calendar the Time Sheet and the CommCenter Each of these has been given careful thought to ensure that they work as they ought to And they work seamlessly together as an integrated whole The second major strength would be Workflow how Amicus Attorney allows you to be efficient and effective by taking a telephone call message and converting that to a telephone call record and converting that to a To Do and converting that to a Calendar Appointment and converting that to a Billable time entry that is in turn sent to your accounting system This integration ability that saves keystrokes and allows you to keep progressing with a file by working with the product is a major advantage over paper systems or indeed over systems such as Outlook This workflow ability has allowed me to take my practic
28. check for conflicts and schedule a meeting This is a basic function that is performed in law offices hundreds of times a day Failure to pick up on a conflict of interest can result in the disqualification of a firm from continuing to act on a current file potentially costing the firm not only thousands of dollars but also resulting in the loss of a client and gaining the firm an ethical violation in the process Accordingly any practice management product must be able to surface potential conflicts quickly and easily hopefully before matters progress beyond the disqualification point Here is how both Amicus Attorney and Time Matters would handle this task Task 1 Time Matters Assistant takes a call from a prospect The assistant in our example Allison Monroe starts with the Contact List on her screen When she answers a phone call from Jane Doe Allison just starts typing the last name 3 Time Matters 5 0 Training Mode Active Practice LLC Contact Name i File Edit View Calendar Database Mail Billing Report Search Window Process Help BEES sSehe 46 ah Inbox Daily Contacts Matters Phone ToDo s AddDoc AddEma AddNot Ne Alerts Conflict AddBil T Sheet Contacts id Phone Message All Client Address Clients Courts Experts Potential vendors ASM Last First Jane Doe Main 612 791 5555 D Ambrose 961 555 02 A Fax 612 791 5556 D amigella 954 555 71 T iia Wells Fargo amp Company Alt naie m 901 555 869
29. fee agreement that we have signed scanned and digitally signed Please let me know if you are available for a meeting with two of our scientists on Thursday morning 1 29 2004 Fred Sherman I r gt CAm Dutor RSB ASE Z Arah 171972004 Alerted by an optional sound or flashing icon that he has new Email Robert Brown opens his Personal Inbox by clicking the Inbox icon on the toolbar An Email has arrived with an attachment regarding a Signed Fee Agreement Robert can scan the contents of the Email message in the Preview Pane below the list of Emails It is important so he double clicks on the Email to open it 46 Time Matters Email File Edit View Process Help i Save amp Close J lt P x Delete Q1 Reply ey Reply All PO Forward Es j 5 S E J Date 1719 2004 2 Mon Time 10 00am od al coe Subject Signed Fee Agreement Staff ASBlRobert 5 Brown Regarding MegaT ech Computers Inc mmm MegaTech Patent ao The Client and Matter fill in automatically because Ee Te the sender s Email address was entered in the a Reminders Matter earlier iew Gillable FP Click on the Attachment button to open it f Read pt Priority C E Message Attachments 1 N Robert Attached please find the fee agreement that we have signed scanned and digitally signed Pleage let me know if you are available for a meeting with two of our scientists on Thursday moming 1 29 2004 Time Matters Email messa
30. from an image problem among lawyers Less than 50 of lawyers are regular users of practice Management software Other professions and businesses have fully embraced technology as a vital key to their success Many lawyers still view computers and software almost as necessary evils Though DATA TXT the maker of Time Matters and other companies are trying hard we would like to see even more effective communication about the differences that practice management software can make to the practice of law Lawyers and Staff are not the only beneficiaries of increased effectiveness and productivity legal clients benefit from faster and more economical service What are the 3 main strengths of the product Time Matters Advantage 1 Choice Choice has become almost a mantra with Time Matters The answer to the question Can it do this is almost always Yes Which of these three or four or five different approaches works best for you Need to track more information There are scores of customizable user fields on Contacts Matters and other records A record layout looks too busy Change the 80 layout and hide unneeded fields Want to access your information from another office your laptop Palm organizer or any Internet connected PC in the world You can One firm may simply want to share a calendar to coordinate their appointments a list of clients and a list of matters with basic information about each one They can get up and running
31. meet with Robert five days later so Robert asks an assistant to enter the appointment with his new client in the Calendar Allison highlights Jane Doe on the Contact list then clicks on the Add Event button to bring up an Event Form with Jane s name already filled in Event Form Change Fill in just the Start Time File Edit view Process Help and the Code for Initial Mtg H Save amp Close H save X delete HAI the other fields fill in 7 automatically Primary Custom Related Notes Documents Phone Emap e ame C Ten A jTue Time _ 2 00pm 245pm 075 Code INITInitialMig Desc Stait FSFobet S Bon Regarding Reminders Follow Done Notify Hide Trigger Review Billable Priv Event Form Time Matters tracks the flow of communications within an office It helps to ensure that phone messages are routed and handled It checks for conflicts of interest dials the phone and records important notes on each call 20 Task 1 Amicus Attorney This section will highlight the new version of Amicus Attorney V When you first start Amicus Attorney AA version V you will see the following tic PEN TE File Edit Amicus Tools OFFICE Help Bobby Donnell p Be we 3 at 5 k ES A w Da p Files Contacts Calendar Time Sheets Notes ComCenter Library Dailies If you are familiar with Amicus Attorney V you will notice a new icon has been added the Notes icon Otherwise the Office
32. so caught up in working on current files that you lose touch with the fact that you need to continually add new files to the hopper This is a marketing prompt 6 7 3 Time Sheets Remind me about Time Entries This prompts you to keep your time entries current by not allowing business days to go by without any billable time entries and to post your time entries into the accounting system You can explore the remaining tabs in this screen to customize any of the other modules of Amicus Attorney Let us return to keeping a 50 000 ft view on your practice and firm The Dailies allows you to look at you own day but the Group Calendar function allows you to get a quick overview into everyone else s calendar appointments Click on the Calendar icon in the toolbar You will see Bobby Donnell s Calendar File Edit Amicus Tools CALENDAR Help October 2004 Mon 4 T W Wi 28 279 30 3 3 5 10 E arlier 12 13 17 F 7 qa 20 24 anm OF es 27 Tuesday October 26 2004 gt wed zmms Benvood ve wright DEADLINE Prepare cross examination High Widgetco Share Purchase E Finalize Shareholders Agreement Due Noy 2 T days to do Avg Dom Coop Philips Shoes bth day O Research Supreme Court Rulings Avg Cooperman v Cooperman E Call Ms Jane Woo Avg Neighbor re Roads O Issue Jun Notice Ayig Jamison Inc E Draft retainer Avg Parker Agency O Review Hubbard transcript amp report of Avg Mar
33. software and what data sharing or importing will be required this can be time consuming and expensive Ultimately it should be about the product helping your practice not about making your practice adapt to fit the product Although in some cases you will have to change or adapt the way in which you do certain tasks or processes This may include how you handle information who enters it in the computer how file materials are collected and stored etc This will require some thought on your part and the input participation and co operation of your staff It is critical to get their input and have them participate in the selection and implementation process The basic cost of practice management software products varies from a several hundred to a few thousand dollars per user Stand alone versions tend to be at the lower end of this range versions that allow seamless 24 7 access over the Web tend to be at the upper end of this range However the actual cost of the software will be a small part of your overall costs which will include implementation and training costs To implement it you will likely need to hire the product vendor or a consultant especially if you have to convert data from an older system All practice management products are complex Everyone in your office will require training Training is essential if you don t properly train your lawyers and staff they won t use the product to its full advantage Summary Techn
34. three V versions Organizer Advanced and Client Server and Version X is as follows 82 Edition Matrix Amicus Attorney V Organizer Edition of users 1 Meworking FairCom Database Included Workstation Thick client softwares Palm Synchronization Outlook Synchronization price peel ailn npn hil ad Fe eed Advanced Edition 1 15 File share Fairlom Included Thick client w ETE FH Client Server Edition 4 100 Client Server Fairlom Client Server included Thick client W k Amicus Attorney X Standard Edition 2 15 Chentil Server not recommended for installation on a single computer or Peer to peer network MSDE included Browser lE W Premium Edition 2 2000 Client Server not recommended for Installation on a single computer or pesr to pesr network MSDE included or Microsoft SOL licengad separately Browser lE W 83 PDA synch via Outlook Security Access Profiles amp Record Resinctons Custom Fields per file type Custom Fields for Contact People Custom Records Custom Layouts Shared Resources far scheduling Notes module Search module Team info on contacts ODBC Support Many to mary relationships Addresses per contact Time Zone Support Document Management Auto updating Getting Started Guide User Guede Administrator Guide Free Warranty 2 Service Incidents whichever comes
35. to Show the information you need to see Different lists may be designed for different purposes and users showing only records that meet given criteria Contacts CY iter A Records view All Clients Courts Experts Potential Vendors RSB Last First Firm Redmond Carl State of Florida 305 555 5257 Reed Leonard Reed Electronics 305 555 9926 Sanders Gloria 919 555 6565 Sawyer Laurie 305 555 0792 Shah Rudy Shah Unlimted 305 555 454 Sharp Tommy General Properties Development 305 555 6333 Shearer Elizabeth Megalech Computers Ine 305 555 4546 Shelby Luke Medical Case Management Inc 612 555 1289 Sherman Frederick Megal ech Computers 305 555 4344 Quick Tabs on the Contact List Templates The appearance and content of different types of records Contacts Matters Events To Do s Documents Emails Notes Phone Messages Custom Forms and Websites can be adapted for each practice area and for special purposes Clipboard templates can be created for pasting information from Time Matters into documents and Emails Merge templates can be designed to create documents and envelopes automatically AutoEntry Forms may be designed to accelerate the partial completion of frequently created records such as time entries and phone messages Security A comprehensive set of security options can prohibit access to sensitive information based on a wide range of criteria Security can be applied based on features users cli
36. 00 when E Toda fezaPm ooo GB Spoke l Show Calls f ch Callback Reminder Print Memo 7 Do a Time Entry Delete Cancel In this box you can see the Call Summary area where you can record the notes of your telephone conversation There are several reasons for doing this The first and foremost is to have a permanent record of this call within AA This allows you to click on Bee to bring up the notes of all past telephone calls with Jane Doe while you are still making small talk with her on the line This is a very useful way to quickly come up to speed without having to go on a hunt for Jane s file This allows you to always appear to be on top of things whenever a client or another lawyer calls The second reason would be that AA is most useful when as much information is stored within it as possible such as the record of all past conversations and communications This allows you to use the search features of AA to find all past communications and attempts to communicate such as notes of leaving messages with any person without having to find the paper file use this feature constantly in my practice at the Law Society where must constantly give advice to lawyers ie our clients My AA contact database contains 6900 people and NEVER have to go in search of a paper file to determine what advice gave to any of them at any time over the last 5 5 years Having determined that you do not have
37. 2004 and June 1 2 3 4 7 8 9 10 11 14 15 16 17 18 21 22 23 24 25 28 29 amp 30 2004 and July 2 5 7 8 9 12 16 19 20 21 23 27 28 29 amp 30 2004 and August 3 4 5 6 9 10 11 13 16 17 18 20 23 25 26 2f amp 31 2004 and September 1 2 3 8 9 10 13 14 15 16 17 20 21 22 23 24 27 28 29 amp 30 004 and October 1 amp 4 2004 Be sure you do not forget to record your time for these days If these days were vacation and illness recording that will ensure more accurate statistics Personalize J The Dailies quickly gives you a summary of your day phone messages that you have not opened and read upcoming appointments and deadlines from your calendar and To Do list and of things that need doing such as posting unposted time to your accounting system It also tells you when you have forgotten or neglected to make any billable time entries for any business days It will also tell you that you have hit a billable time ceiling on any files for which you designated such a limit thereby warning you that a discussion with your client about this file is in order Double clicking 65 on any of these entries takes you to the details regarding these entries such as opening the Alladin Purchase file This is the default view for the Dailies but if you click on Dailies in the menu 2 Bobby Donnell s Dailies File Edit Tools Serika Amicus Today
38. 8 42AM IAS v Freedman d Report from Wells Fargo ASE fee OOS 8 454M ASM 1 15 2004 11 15AM 4 Double clicking on records found by the ae brings up separate windows ae a l H Save amp Close 2 Matter Archived Records Biling Active Records Billing Archived Records Contact Active Records TH Doe Jane Contact Archived Records Document Active Records 5 E B Event Active Records 10 l w EEHEHE Cow Event Archived A d 3 a cess i ppoke with Jane Doe about the CDs purchased at the Palm Springs CA branch of Yells Fargo We w E Mail Archived Records 7 1672003 EMail Active Recordi amp Note Form View File Edit WEW Process Help H Save amp Close H sae X Delete E a E BH 2 amp w 1 Date P2272003 3 _ Tue Time a Code CMNTIC Description Report from Wells Fargo Sally Regarding Deborah z Anhor Font or Bruly ale Eugene Hopkins ells Fargo s Jane Doe provided a statement that the funds in the George Freedman account Mary Public D 2065074331 on 6 2 2001 Neither of the two Notes suggests any basis for a conflict of interest so Robert calls the prospective client Jane Doe Attorney calls and schedules a meeting The Contacts list is again visible and Jane Doe s record is still highlighted so Robert clicks on the Add Phone record button to start a call to Jane Doe a Time Matters 5 0 Training Mode Active Practice LLC Contact Name File Edit view Cal
39. 9 Each additional user in firm 199 user Advanced Edition IV to Client Server Edition V 399 user Client Server Edition IV to Client Server Edition V 279 user Upgrade From Version III amp Earlier to Version V To Advanced Edition V 1 User 349 Each additional user in first 249 user To Client Server Edition V 459 user Upgrade From Organizer Edition or Any Corel Edition Organizer Edition IV to Organizer Edition V Shipped in box 179 user Organizer Edition to Advanced Edition 1 User 489 Each additional user in firm 349 user Organizer Edition to Client Server Edition 629 user New Developments There is one big development with regard to Amicus Attorney Amicus Attorney Version X has been released Here is an overview of what Is new in Version X 1 If your server is connected to the Internet you can run from any machine that is connected to the Internet anywhere anytime Nothing is installed on the local machine 2 All existing functionality is preserved and in fact enhanced 3 Amicus Attorney is now built on Microsoft s SQL platform building on this strong database foundation 4 Now one phone call or appointment or email can be filed as being relevant to multiple files Such as when you talk to a client about all their files and not just one 87 5 There is a new Notes module in Version X that is free form allowing you to jot down something and then go back and convert it to
40. Amicus Attorney is file centric and lawyers work from files not contacts Where do emails go in Amicus They come into the Communications module Let us click on the ComCenter button on the toolbar ain Ie 2l Bobby Donnell s ComCenter File Edit Amicus Tools COMCENTER Help r ee A 2 Se Outstanding Today Search er Be ann ears Ss Messages amp Saved EEE T mt oe ee ere est E Mail From Gary Benvood Wed Oct 2704 5 20 PM Benwood vs wright RE Progress on Berwood y tight E Mail From Anne Neighbor Tue Oct 26 04 5 59 Pe Neighbor re Roads RE Deposition Date C Msg From Mr Fred Jamison Tue Oct 26 04 2 54 PM Jamison Inc 416 555 5768 Needs to talk to you today Msg From Mr Philip J Agrarian Tue Oct 26 04 11 40 4M Widgetco Share Purchase 997 6398 C Msg From Ms Jane Woo Tue Oct 26 04 11 16 4M Cooperman Cooperman 24 977665 Wants to discuss the fle before her meeting tomorrow with the social worker Meg From Mr Jonathan Fly Mon Oct 25 04 252 PM Business Development AAB 5555 Would like to arange dinner for late nest week Please get back to him tomorow Msg From Hr David Barrett Hon Oct 25 04 11 39 AH Business Development 1 313 555 9499 x384 Would like to set up a meeting for next week to discuss the possibility of having you do their corporate E Mail From Jim Cooperman Fri Oct 15 04 6 01 FM Cooperman Cooperman g RE Information required J F sa J
41. Call from Jane Doe 612 555 5555 4 Allison selects Jane Doe s name from a pop up list in the In From field and 5 types the initials of the person to whom the call was made RSB in the To field Based on these two entries the rest of the Phone message fills in automatically with Jane s company phone numbers and a Time Matters Message for RSB the attorney Jane Doe was calling Allison saves the Phone Call record and it is automatically sent to the attorney Robert S Brown with a Time Matters Message 15 Attorney opens the Phone message and looks up the caller ca TM Messenger RSB ce Eq amp O4 BAR Ga R E Options From Date Time Message a ASH 17157 2004 12 10PM Phone Call from Jane Doe 612 555 5555 ua BEA 171572004 11 07AM Phone Call from Betty Arthur 305 555 9033 W BEA 1 15 7004 ELA hs H TM nava Time Matters Message arrives E VEM 3 28 200 i f ASE 328 200 on attorney s screen Il himn com gt Robert S Brown the attorney Jane called receives a Time Matters Message This message window can be set to pop up when a new message arrives so Robert will not miss an important message He double clicks it to open it Robert sees on the message that Jane Doe has called as a potential new client He opens up her Contact record in Time Matters to see what information the firm has about her Attorney checks for conflicts fe Contact Form Change The Related tab of the Contact Form shows File
42. a conflict the next thing is to make an appointment with J ane Doe to discuss her new file 26 ch Callback Reminder f i Notice the button and click it This opens up an Event Details dialogue box In the example below have entered the purpose of the meeting in the Title area used the drop down menu to select Appointment scheduled the time for the meeting to be from 10 30 to 12 00 PM for Nov 25 2004 and created an email reminder for Jane Doe located the meeting at my office Event Details 7 EBB Thu Wo 25 2004 fima te fr E Doe Jane Commerci ij Bobby Donnell Assishance Setup oles Regarding call on October 24 2004 at 4 35 PM Spoke 416 957 4321 ve a Last modified on Sun Oct 24 2004 2 41 PM On clicking OK this event will be scheduled in my calendar and the Event Dialogue box will disappear A couple of things one we have indicated that a reminder is to be sent to the Contact ie Jane Doe to automatically send an email to Jane Doe the day before the appointment to remind her of the appointment with you You could also have clicked on the Assigned button to schedule this appointment with your associate to attend the meeting if you wished One matter remains making a time and billing entry for all of this Notice that the telephone call dialogue box is still open and contains the button H Do a Time Enty hick on this button You will see a time entry dialogue box open
43. al and videos to master the tools for customizing the product The vendor also offers live training classes and training over the Web But if you do it yourself you miss out on efficiencies that a consultant can bring to your practice based on years of experience in working with firms like yours How long does it take for people to get up to speed on it In our experience most people get over their initial resistance to changing to new computer software including Time Matters in less than two weeks By the end of that time with a few exceptions the users are glad to have the new software and wonder how they ever got along without it The results depend to a great extent on these critical factors 76 1 Did the users spend at least 6 hours learning the basics of Time Matters 2 When everyone started using Time Matters did it contain all the essential information that was in the old system 3 Was at least some customization done to address the firm s practice area or areas 4 Was someone available to answer questions and make necessary changes while users were getting used to Time Matters 5 Was everyone required to switch from the old system to the new system The best way to minimize the amount of time for people to get up to speed is to carefully prepare for the transition from the old ways of doing things to the new ones How customizable is the product Time Matters is highly customizable without programming Its p
44. as follows 2 Time Entry Details m E al Doe Jane Commercial lease matte g E Billable Normal Default Rate Telephone call to Jane Doe Entered at 14 56PM Oct 24 In this case have created a new file for Jane Doe and entered this info into the Matter field The billable time entry will be complete when you click on OK 28 Task 2 Send a Letter Use document assembly to generate an initial client meeting confirmation letter to the new client and docket the time This is another basic function that is performed in law offices hundreds of times everyday Lawyers and law office staff soend much of their time generating documents Anything that will allow them to do this more efficiently should be welcomed with open arms Most practice management software now includes advanced document assembly and automation functionality This allows you to easily and almost instantly create generate documents from precedents that include client specific information Don t forget to docket your time Here is how both Amicus Attorney and Time Matters would handle this task Task 2 Time Matters After entering the Initial Meeting with Client tn Robert Brown s calendar described in Task 1 above assistant Allison merges a confirmation letter She still has the Event Form up on her screen Event Form Change File Edit View Help To merge a letter E Save amp Close Show on Day File click on Process n
45. ately anyone using Outlook should seriously look at moving to one of the law office specific practice management products Practice management programs are more than fancy calendars with collections of e mails and addresses They have evolved into complex practice management systems that contain in one database almost all the information you need to run your law practice When used properly a case management program unifies all the data about a client potential client or matter into a single point of reference What this means for the practitioner is the ability to draw relations between events and information gathered over long periods of time by matter documents or people and bring them to bear on a particular issue or matter in an instant For example Time Matters uses the metaphor of a time line From the time line tab on a particular matter the entire history of a particular matter can be viewed The time line displays all billing email notes phone calls documents created documents scanned legal research events and to dos open and completed showing the state of these items who did the work how long it took and when it was done See Task 3 at page 48 for the Timeline Other information pertaining to a matter or contact can be viewed through the related tab Amicus Attorney presents all matter information using the metaphor of a traditional paper based calendar and contact book You can easily see this from the screensh
46. aw Ready for smaller firms www prolaw com gt PracticeMaster www practicemaster com from the makers of Tabs3 gt Client Profiles www clientprofiles com an integrated legal accounting and practice management system gt Computer Law Systems Inc www clssummit com gt Corprasoft www corprasoft com Corporate Law Departments gt LawStream www lawstream com an integrated legal accounting and practice management system gt LAWTRAC www lawtrac com Corporate Law Departments gt Legal Easy Inc Attorney s Assistant www legaleasy com Family Law Office Suite gt Legal Files www legalfiles com gt LextraNet www lextranet com Web based litigation Support and case management gt Needles www needleslaw com gt PCLaw www pclaw com this is a legal accounting system that has added practice management features in their latest version 7 gt Perfect Law www perfectlaw com gt RealLegal Practice Manager www reallegal com Study the examples and features covered in the presentation and these materials as aids that help you focus on how practice management applications might improve the productivity of your office To discover more about the competing products visit the vendor websites and the Technology for Lawyers exhibits Practice Management products have each has grown and expanded their scope partly as a result of the intense competition among them Some see the environment as one
47. base on its own premises and also make it available subject to strong security over the Web Practice Areas Time Matters includes customizations for the following gt VV VV V WV Bankruptcy Construction Law Corporate Elder Law Employment Estate Planning Insurance Defense 74 Intellectual Property Personal Injury Real Estate Tax Law Transactional gt Workers Compensation Many other practice areas may be served using the customization features that require no programming Implementation issues can you install it yourself Installing Time Matters Professional Yes Installing Time Matters is easy The program is very useful right out of the box and most users do not hire consultants to do the installation A new empty Time Matters database along with a separate Tutor Database populated with sample data takes about five minutes to create As a part of a standard installation Time Matters is ready to send information into Microsoft Word and Corel WordPerfect It can print calendars contacts lists matter lists invoices and other documents Ordinary users can learn the basics of customizing fields and other features in Time Matters without spending too much time The product includes a large selection of narrated videos and a 582 page User Manual both as a printed book and an Adobe Acrobat PDF file But a word of caution If you do not invest the time necessary to understand what you are doing when customi
48. cations tailor these applications to individual needs and develop specialized solutions It is available to registered users via Email Newsreader and the Web and is accessible from the Service Center gt New purchasers receive 10 free support incidents to be used within 90 day of purchase Additional incidents may be purchased The Time Matters support staff have earned a great reputation for quality and responsiveness 719 What are the 3 main weaknesses of the product L Although some are available through the Time Matters Store a wider selection of third party guides and feature packages targeted at particular practice areas and advanced features would allow users to gain greater efficiency from advanced Time Matters features without investing as much time 2 Time Matters could benefit from more attractive cosmetics The program received an extensive makeover in Version 5 improving its usability and aesthetics but there is still room for improvement A popular recent addition was the inclusion of beautiful artwork as optional backgrounds a Ta pa a r J Ab z bp tr ar i The current Power Views feature allows for the design of customized record layouts for the display of information Although all the standard Time Matters data entry screens are customizable we would like to see the power of Power Views available for data entry screens too 3 Time Matters and practice management applications generally suffer
49. cations including Law Office Computing ABA s GP Solo Magazine and Law Practice Magazine the Canadian Bar Association s The National Magazine and others Dave is a regular columnist for the CBA PracticeTalk the TLABC Technology the LSBC Practice Tips and The Lawyers Weekly Focus on Technology Dan Pinnington DAN PINNINGTON dan pinnington lawpro ca is Director practicePRO at the Lawyer s Professional Indemnity Company LAWPRO LAWPRO www LawPRO ca is the malpractice insurer for 20 000 lawyers in private practice in Ontario practicePRO www practicepro ca is LAWPRO s innovative 4 change and risk management initiative Its goal is preventing claims It provides lawyers with tools and resources to assist them in incorporating risk management strategies into their practices including the use of technology Prior to joining LAWPRO Dan practised for seven years in the Litigation Department of a Niagara Falls area law firm Dan has advanced technology Skills and for several years also held the Manager of Information Systems position at his firm Dan is well known in legal technology circles and writes regular and occasional articles on legal technology for several legal and general publications Dan has presented at ABA Techshow in Chicago The Pacific Legal Technology Conference the LegallTech and Technology for Lawyers conferences in Toronto the Law Society of Upper Canada s Bar Admission Course and many other CLE confer
50. cuncewsriecaateatnassameuncuatdsedetacunin see 13 TASK 1 Initial Contact With a Client sssssssssssuususu2unuununnnnnnnnnnnn 14 Take a call from a potential client check for conflicts and schedule a MEEN an e E hear leases T R 14 Ta KA TNE MI araea A AEE E AEN ATEENA 14 Assistant takes a call from a proSpect seseresererrrrrrererererererererer 14 Attorney opens the Phone message and looks up the caller 16 Attorney checks for CONTIICES cc cece cece eee cece nese eeeeeeeesenneeetaennees 16 Attorney calls and schedules a MeetiNG cc cece ceeeeeeeeeeeeeeseneeees 19 ask amp AMICUS ALO ey sities taiscceinnnttooess chentnininarnseinnvenseeetetsages 21 Task 2 Send a Lett f siridir aa 29 Use document assembly to generate an initial client meeting confirmation letter to the new client and docket the time nononenenerererererererrrrrrrrrn 29 Task 2 TME Matleenan natin ats eer seen nn ais evened a 29 FaSk A AMICUS ANONO arira A A SA 31 Task 3 Respond to a Client EMail sssssnsnssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 45 Receive a client document via Email file the document in the matter check the matter status respond to Email and docket time 45 Task oe TIME Malle S ayirmani ee ae 46 Task o AMICUS ATONG Y orien I LE 51 Task 4 Start a New Day ssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 60 A lawyer s routine to start the day reviewing deadlines li
51. e 55 Bobby Donnell s Files File Edit Amicus Tools FILES Help Add Peaple on this File Remove Harold Wright i a former employee of Benvood Construction suing for wrongful dismissal a We Bemood Construction Bermond Client Douglas Brackman o Harold Wright We act for the defendant company Gary Berwood President Berwood Construction Lti 1230 Nugget Road Long Island W 10202 1 2 12 555 9999 Rin 212 555 9500 Qanmi benwood con s Now click on the Brad you will see the Status Report in the pull down menu File Summary 7 Harold Wwrig Administration encod Construction suing for wro File Summary General Notes We act for t s Status Repart Events Time Spent Communications Documents Chronological List Research Civil Litigation Double click on the Status report you will see l Status Report 7 Phe other side has served an affidavit in support of their motion for particulars We are cross examining on that affidavit prior to arguing the motion 56 The Status Report is an area on the Brad for the file where anyone who has worked on the file can continually update the status of the file for everyone in the firm to review just in case someone was confined due to SARS or was hit by the proverbial bus on the way to work There is another way to quickly come up to speed on the file click on the brad and then on Communications then on All
52. e best suits their individual needs Following the task comparison we summarize Amicus Attorney and Time Matters looking at issues such as cost versions available and other comparison data Finally there is a detailed discussion of how to select and implement practice management software Practice Management Software The Basics This section of the paper reviews some basic background information about practice management software Practice management software originally called case management software is a powerful tool for bringing efficiency to any size law practice or legal department While it got its start in the world of litigators hence the Original case management label practice management software has evolved to the point that it is for everyone litigator and solicitor alike and is equally useful for those in corporate legal departments There are many lawyers using Microsoft Outlook for e mail and a significant portion of those lawyers also use it for contact management or as a calendar While Outlook is a reasonably good general purpose personal information manager it is not specifically designed for use as a law practice management tool It is contact centric not matter centric Lawyers work and think in terms of matters There are several excellent case or practice management programs specifically designed to help lawyers manage their law practices These programs are matter centric not contact centric Ultim
53. e can contain links to Phone Calls ToDo s Emails Clients Documents really anything you need to respond to Day File Day File Ea Et LU E cose Type Desc Contact Able Barry ToDo 1714 2004 1 Get the insurance declarations page The Day File a Yellow Sticky hot list In Time Matters you can Double click on any item to see its details After you handle an item you remove it from the Day File Alerts Reminders and Watches Ta Alerts Reminders and Watches Eile Edit wiew Search Process Alerts Reminders and Watches SAR A ama m a i Reminders spotlight Staff RSBIRoben 5 Brown Date future Events Earl The Days column shows O Actual 1 14 2004 3 00am Fi how near they are O Actual 1714 2004 3 00pm TT Actus 1 2004 1 00 ore 7 tial Ci i Reminder 171572004 CONF Conference with chent Gordon w Miami Marine O Reminder 1 75 2004 MTN Initial Client Meeting J amp Reminder 1716 2004 MTNG Meet with Staff Revisions Brubaker Bankruptcy oll o s g EJ Actual 1 14 2004 DISC Discovery requests sent out Brown w Brown EJ Actual 171472004 DISC Get the insurance declarations page Lee w All County Inau of 2003 220 Baxter v 4 Jenkins Engineering LLU 01 456 22 PAT 6 04 2003 24 Arthur Patent 01 4878 1 PAT b O04 2003 Chelsea w City of Hialeah 03 1252 1 PIJP Inactivity Watch list shows Matters for example with no time entries or calls for
54. e virtually paperless since work with emails and electronic documents rather than generate paper All this electronic information is stored within Amicus Attorney or linked to it such as the Outlook email integration allowing me to use Amicus Attorney as the center of my practice 94 A third major strength is that Amicus Attorney s Systems Approach Amicus Attorney maintains all of the systems conflict checking bring forwards ticklers and the like that lawyers need to practice ethically and competently right to their desktop There is no need to maintain separate time wasting paper systems Selecting and Implementing Practice Management Software The best way to see the features of the practice management products is to take an on line demo or download trial versions See the Amicus demo at www amicusattorney com On the Time Matters Website there are dozens of multimedia files that demonstrate its features www timematters com Other popular practice management products include gt Prolaw or Prolaw Ready for smaller firms www prolaw com gt PracticeMaster www practicemaster com from the makers of Tabs3 gt Client Profiles www clientprofiles com an integrated legal accounting and practice management system gt Computer Law Systems Inc www clssummit com gt Corprasoft www corprasoft com Corporate Law Departments gt LawStream www lawstream com an integrated legal accounting and practice mana
55. ences Dan is Chair of the Ontario Bar Association Law Practice Management Section is Vice Chair of the OBA Technology Committee and is on the executive of the OBA Solo Small Firm and General Practice Section He is Secretary to the Canadian Bar Association Law Practice Management and Technology Section He is also on ABA 2004 Techshow Board and the Practice Management Advisors and Core Web Committees of the American Bar Association Law Practice Management Section He is a past president of The Canadian Society for the Advancement of Legal Technology a a PA i aw OFFICE ON COMPUTER BATTORNEY Yi BUSIMNeSS Practice Vid agement SIMpPined Practice Management Face Off Time Matters vs Amicus Attorney By Brian Cameron David J Bilinsky and Dantel E Pinnington Session Description Practice management software goes far beyond its case management roots it is now the killer software application Take control of your time and practice with this powerful tool Practice management software helps you better serve and communicate with your clients and complete all tasks necessary to handle legal matters and manage a law office It can also help you avoid malpractice claims See a side by side comparison of two of the more widely used case management products handling four common tasks Regardless of which practice management product you ultimately use this session will demonstrate why you can t afford not to use it Introductio
56. endar Database Mail Billing Report Search Window Inbox Daily Contacts Matters Phone ToDo s AddDoc AddEma AddNot AddPhr eel te Contacts Click the Add Phone button to call the Filt View 5 a cs on Bt highlighted person All Clients Courts Experts Potential Vendors ASB Last First Firn Main D Ambrose Mara Johngon Hart amp Johnson 561 555 0272 A amigella Anthony Broward County Attorney 954 555 7127 District Court for C District Court for Charles County el 555 5954 Jane Wells Fargo amp Company English Nigel State Athorney s Office a sg Finckler Lary 305 555 5567 Phone Call Add File Edt view Procedi Attorney picks a Code types a Subject 2 Save amp Close El Save picks the person to call Dele qaspa Picks who it is from Subject Newmatter and clicks the Dialer button to ae automatically dial the telephone Dut To ane Doe ee AT wells Fargo amp Company From Main 612 555 5555 Ea Fax 612 791 5556 H556 612 791 5556 sd Home Reminders a 2 Dialing Selected Number C Read Unread 6 klemo Dialing 16125555555 Walt for the sound of the Dialing to stop then pick up Handset then press OE After Time Matters dials the phone Robert talks to Jane Doe making notes of the call on a scratch pad When done he summarizes the important facts 19 from the call in the Memo section of the Phone record marks it Done then clicks Save amp Close Jane Doe agreed to
57. ents matters types of records time of day and more Coding and Color Coding Four letter abbreviations with understandable labels are used throughout the program to classify information You have complete control over the addition modification and deletion of these codes They may be used to color code records by Staff or by type of record Integration with Other Applications Time Matters includes links to a variety of industry leading third party applications including MS Word Corel WordPerfect LexisNexis Research MS Internet Explorer MS Outlook Palm OS Pocket PC HotDocs WORLDOX iManage Tabs3 PCLaw Timeslips QuickBooks and Juris What kind of ongoing support do you need The amount of support you need varies with who you are but everyone benefits from devoting some uninterrupted learning time at the beginning A 78 variety of resources are available to facilitate learning and allow users to answer their own questions Time Matters is designed for users to install and learn the program themselves and that is what most users do In order to achieve the efficiencies that are possible with Time Matters and reduce the amount of non billable time getting started with it users can take advantage of a network of Time Matters Authorized Independent Consultants AICs A directory of AICs is available on the Time Matters website www timematters com consultants A number of these consultants work with firms throughout Nor
58. ets a new standard for handheld integration an easy to use Outliner Case Planner a whole new level of Outlook integration including background AutoSync and more TimeMatters 6 0 Professional Edition This Edition includes Time Information Billing Document and Communication Management features plus bulletproof networking and the best links to industry leading programs for billing expense control document automation and management TimeMatters 6 0 Enterprise Edition The Enterprise Edition of Time Matters running advanced client server technology for large networks or small networks with large databases Enterprise Edition is the same as the Professional Edition except that it uses the Microsoft MSDE database or Microsoft SQL Server Version 7 or 2000 Database Engine BillingMatters 6 0 plus Accounting Billing Matters 6 0 Plus Accounting adds full back office accounting to the award winning Billing Matters standard feature set Get complete accounts payable and receivable a flexible general ledger world class check writing and reconciliation and more World Server 5 0 World Server 5 0 gives you access to your practice management information through the Web It has a nearly identical interface and the same core functionality as the Time Matters desktop application and they work together The World Server browser version shares your practice 73 Management database in real time with your desktop version of Time Matters
59. g in detail what you would see as you complete these four task scenarios Practice Management Products Compared The two case management products demonstrated in this session are e Versions V and X of Amicus Attorney by Gavel and Gown Software www amicusattorney com Version V has just recently been released and is an upgrade to the traditional Windows line of Amicus Attorney comprising the Organizer Advanced and Client Server versions Version X is a new version that runs within Internet Explorer In this paper we will deal with Version V as that is the version that is being used by the vast majority of users e Version 6 0 of Time Matters www timematters com by DATA TXT Corporation The screenshots in this paper are of Version 5 0 which is not substantially different than Version 6 0 Version 6 0 included a BlackBerry link an easy to use Outliner Case Planner a whole new 7 level of Outlook integration including background AutoSync and more These two products were chosen for the face off demonstration as they are currently the two most widely used case management products in the legal profession This is not meant to be an endorsement of either of these products relative to the dozens of other similar products that are available rather it is intended to give session attendees an idea of the features and abilities of practice management software Other popular practice management products include gt Prolaw or Prol
60. ge Because the sender s Email address matches the Email address entered in the MegaTech Patent matter the client name and matter name are filled in automatically by Time Maters Robert clicks on the Attachments button to bring up a list of attachments E Message Attachments 1 Open H Save H TM Save g Delete File Hame Patent Fee Agreement doc Attachment List The Attachment list appears with options to Open Save TM Save or Delete Robert clicks the TM Save button to bring up a Document Form used to link the document to a matter and to save it 47 Document Form Add Document Form automatically fills in the File Edt view Process Help Date Time Client and Matter H Save amp Close H sae lt b x document is auto assigned to a Matter J folder within a Client tolder Dae 1A 4 Mon Time imn o a eoo vesci S SS CS Regarding File Name Document Form The Document Form has already filled in the Date Time Client and Matter Name and a filepath the folder and subfolder where the document will be stored When Robert fills in a descriptive name in the Description field Time Matters will complete the File Name Robert clicks Save amp Close to save the Document Form and the document file to disk Returning to the client s Email message Robert now opens the attachment and reviews it No action is required on the agreement so Robert deletes the attachment knowing he already linked it to the matter a
61. gement system gt LAWTRAC www lawtrac com Corporate Law Departments gt Legal Easy Inc Attorney s Assistant www legaleasy com Family Law Office Suite gt Legal Files www legalfiles com gt LextraNet www lextranet com Web based litigation support and case management gt Needles www needleslaw com gt PCLaw www pclaw com this is a legal accounting system that has added practice management features in their latest version 7 gt Perfect Law www perfectlaw com gt RealLegal Practice Manager www reallegal com Ideally you should also spend some time with a legal technology consultant who can demonstrate the features of the software you are looking at and who can listen to your questions and provide one on one answers and feedback Talk to existing users of the products you are looking add and 95 ideally look for attorney in the same area of law The services of a good legal technology consultant can also help you sort out which product is best for you Law Office Computing Magazine www lawofficecomputing com is an excellent source of information as are the Technolawyer www technolawyer com and ABA LawTech www abanet org Email lists When you are reviewing different products make sure you consider whether they are flexible enough to work the way you do Can they be customized Do like the standard billing format and or can accounts be customized How do they integrate with your existing
62. gly electronic and am continually exchanging communications by email Documents are exchanged in PDF format Adobe Acrobat s Portable Document Format rather than on paper or in Word or WordPerfect format indicating that the people with whom communicate largely have become electronic rather than paper oriented Indeed even the papers for this conference are not printed but rather burned into a CD ROM which allows for the inclusion of live hypertext links or interactive spreadsheets In our jurisdiction we are now filing land transfer documents electronically in PDF format and we are already filing documents in the Corporate registry electronically The greater utility of electronic communications reflects how lawyers are operating in an increasingly digital environment and how our systems and applications have to adapt accordingly So let s start with email Amicus Attorney works well with Outlook sharing emails contacts calendar appointments and to do s bi directionally In our office we use Outlook fortunately since Amicus sits on top of Outlook this allows everyone in the office to use Outlook while use Amicus allowing me to fully integrate with them and them with me but giving me access to all the additional features and functionality available in Amicus Attorney but not in Outlook In a very real sense have much greater functionality than they do due to the fact that Outlook is contact centric but
63. hat will generate all reminders for the production of expert reports for reminding your client to bring in a retainer prior to trial etc that can be designated a precedent and reused over and over again on different files However to be fair have done little customization finding that the program suits my needs without much tweaking and that is after using it for 8 years Others may find that they want to highly customize the program and in this respect acknowledge that Time Matters has the edge over AA version V But version X of Amicus Attorney is very customizable and it maintains Amicus Attorney s famous ease of use You may in fact find that you can get your cake and eat it too Wells has mentioned TM s Feature Packages Amicus has an equivalent called Practice Packs In fact if you are interested in how to customize Amicus Attorney in your particular instance and recognize the inherent difficulty in writing a generic paragraph on how to customize a program for a particular user recommend that you call Amicus Attorney directly and speak to them have found that they are more than willing to discuss their product and whether the product is suitable for use in a particular instance after all they don t want unsatisfied purchasers out there What kind of ongoing support do you need Amicus Attorney comes with a free support period 90 days or 5 incidents after shipping 3 with the organizer edition a
64. hent doc Microsoft Word Fie Edit View Insert Format Tools Table Quickword Window Help leh amp la K Paste Special M 22 fa T 77 ER Insider TM Open FA tM save Normal Times Mew Roman 12 Save os TMDocument January 19 2004 Click the TM Save button in MS Word Jane Doe TOO Tlarquette Ave WWirmepols WH 55402 30 Document Form Add File Edit View Process Help H Save Close H Save F a x Delete E sn 25 ji a Ei gt Cancel P 1 Date 1 19 2004 3 Mon Time 9 00am 9 12am Code CORR Correspond Description Initial letter to client Choose a Code for the type of document Regarding Enter amount of time to be billed for it File Hame amp Doe Jane snitial letter to client doc Type A descriptive file name in Description i Reminders JT Follow T 4 Time Matters fills in the rest linking the Initial letter to client Document to the Client In the Document Form Allison chooses a Code that best describes the type of document CORR for Correspondence She enters the amount of time to be billed to the client for the document then types a descriptive file name that Time Matters will use when it saves the document to disk 4 Billing Item Form Add File Edit View Process Help z While on the Document record click the E Save amp Close TX Save gt A Delete EH Billing icon It automatically fills in everything except for a detailed Description of the work done Time Code
65. ill show up on the brad in the Berwood vs Wright file If this field was blank clicking on the file icon would bring up the Files module allowing you to select the file on which the email would be filed Amicus will try to do as much work for you as possible if the sender is in your Amicus database then the down arrow in the Files section of the email will bring up a short list of the files on which the sender is associated and you can select the right one by a quick mouse click h E c ry E a al E E d 54 Just a few other things to note See the icons at the bottom of the email box The E sends the email to the printer in case you need a hard copy The LF allows you to toggle this email as being visible only by assigned team members for privacy reasons Restrictions Visible only by amp ssigned Team Members Ba J rea The 2 icon allows you to do a time and billing entry for handling this email Lastly the e icon opens an Event dialogue box allowing you to create a To Do or an appointment from this email thereby taking the email and making it into an action item Now we have already filed the email on the Berwood vs Wright file or rather Amicus Attorney has done this for us Our next task is to check the Status of the file responding to the email and making a billable time entry Click on the or information icon within the email This opens the Berwood vs Wright fil
66. in 2004 for ABA TECHSHOW 2004 by Wells Anderson Dave Bilinsky and Dan Pinnington and the authors wish to gratefully acknowledge Well s consent to the use of his original paper Product names are trademarks of their respective companies Images are copyrighted by and used with permission of their respective owners The opinions expressed here are not necessarily shared by OBA or all of the authors or their respective employers While care has been taken to ensure the accuracy of product and other information be sure to check with the vendors for confirmation and updating of important information About the Authors Dave Bilinsky daveb lsbc org David J Bilinsky is the Practice Management Advisor and staff lawyer for the Law Society of British Columbia Dave is a Fellow of the College of Law Practice Management the Finance Chair of the Law Practice Management Section of the ABA and a member of the National Executive for the Law Practice Management amp Technology Section for the Canadian Bar Association Dave is a past Co Chair of ABA TECHSHOW the founder and current chair of The Pacific Legal Technology Conference and a member of the Technology For Lawyers Conference Advisory Board Dave is an international lecturer in legal technology having presented in China across the US and Canada including the Yukon and over the Internet for such organizations as the All China Lawyers Association the American Bar Association ABA LEGALTECH To
67. ing up the Conflict Search window Conflict of Interest Global Search Enter Search Name or Text Each Record will be searched for a match with the Name or Text entered below This will be a direct character match search Enter as few characters as possible that are still most likely to be unique to the Record s Generally itis better to not use multiple Words or Names since even small vanations can cause the match search to fail and a Record to be missed This approach will tend to eror on the side of finding Records rather than missing them which i valuable to a Global Search Name or Text Advanced Help Back Next gt Cancel After clicking through the first windows Robert types Jane Doe into the Name or Text field The search can be refined using the Advanced button which supports and or searches sounds like searches and keyword searches 17 ie Conflict of Interest Global Search Fa aA O B chose aii l 03 1593 1 Sarah Goodrich 01 4676 1 Bethy Arthur Conflict Search for Jane Doe finds 2 Matters already listed on Jane s ES achive Record Doe Jane Contact record i the Contact record already Document Archived Records reviewed D Event Active Records 2 Notes records and D Event Archived Records cae Eoo the Phone record just received EJ Mail Archived Records EJ EMail Active Records ad Goodrich ee fs sive of certificates of deposits f ASB Y I1 2003
68. irectly to your Matters in PCLaw The links with PCLaw also features the Account Inquiry option to access accounting information from a particular Client or File in Amicus Attorney Click here for more information and a demonstration of the link Timeslips The Dynamic Accounting Link with Timeslips also allows you reve Zo to automatically share your Client and File information Timeslips between the two programs and allows you to post your i uF Amicus Attorney Time Entries directly to your Clients in Timeslips Click here for more information and a demonstration of the link QuickBooks The data sharing feature with QuickBooks 2002 products allow users to automatically share information between the two programs minimizing the amount of data entry Client Files in Amicus Attorney exchange with Customer obs in QuickBooks Vendors are exchanged between the two and Time Entries are posted directly to QuickBooks Click here to see a demonstration of the link Enhanced Accounting Links Juris The integration with Juris allows time entries to be passed to Juris and it allows both systems to share client and matter hurse details The link also features the Account Inquiry feature to display accounting information on a particular Amicus 89 Attorney Client or File Click here to learn more about the link with Juris TABS III The integration with TABS III allows time entries to be TABS if pas
69. kham Realty re General C Do Email Harold my findings Soon Personal O Play Cards Low Technology Committee E Decision re new software or list 1st day on list end day on list bth day on list at day on list at day on list 19th day on list 136th day on list Notice the Group tab on the lower right hand side Click on it 68 oe mMm a Ee mM ni e TDG Bobby Donnell s Calendar File Edit Amicus Tools CALENDAR Help SCHEDULE FUR Blecty Donnell Rebecca Washington Lindsay Dole Eugene Young One Day Combined l a Tuesday October 26 2004 gt SEY Unavaiil 9L Unayailabl 79 Unavailable 11 Isazoz mms wm JET Unavailable SEY Unavailable C4 Unavailable 04 Unavailable 05 05 05 05 05 A h peee Prepare cross e Bermond ve Wr Beran Review Richter F Finalize Shareh Widgetco Shar Widget E Research Supr Dom Coop Phi Dom L Call Ms Jane Cooperman w Cooper Sm lt M Zeon lesue Jury Notice Neighbor re Ro Neighb Review agr t of Richter Purchase Jami o t PirsFt rak ammar ararnar lee Park or Here you see a combined schedule on the left hand side and everyone s individual calendar on the right The combined schedule can be used to schedule group meetings use your mouse to click and drag between 2 pm and 3 pm and you will see that you have just created an appointment that will be sh
70. little blue billable time sheet icon shown in the upper right hand side of the appointment 3 15 10 45 Prepare cross examination Berwood ys wright l l l and that will create a billable time entry This is a great way to use the workflow features of Amicus Attorney to save time and keystrokes This is a quick overview of how Amicus Attorney keeps you on top of your Day your To Do s including your limitation and Bring Forward reminders your appointments and communications Of course for a more detailed overview of your day you could open up the Calendar and the CommCenter to review the details of your appointments and your outstanding telephone calls messages and emails generally find that use this method by opening the Calendar and the CommCenter to organize my day by quickly looking at my To Do s my appointments and my outstanding telephone calls and then deciding what it is that should be doing to make the best use of my time that day And I do drag and drop To Do s into my calendar to reinforce that want to use my day to attack that particular task 72 Summary of the Products This section contains some basic information on the two practice Management products covered in this paper Time Matters Summary By Wells Anderson Updated by Dan Pinnington What versions of the product are available Version 6 0 of TimeMAtters was recently released Improvements include a BlackBerry link that s
71. lky to carry Many of the practice management products now have Web versions that give you full access across the Web through a Web browser to all information just as if you were sitting at your desk Not only can case management software help you better manage your practice and be more profitable it can help minimize the chance of a malpractice claim To understand why this is so here is a quick review of the most common types of mistakes that lawyers make it is not a failure to know or apply the law The Types of Errors Lawyers Make Chart 1 Comparison of Claim Count by Description of Loss 1989 2003 All Other Inadequate Discovery of Facts Invest Fail to Know Ascertain Deadline Failure to React to Calendar Fail to Obtain Clients Consent Failure to File Docs Failure to Know Apply Law Poor Communication w Client Failure to Calendar Conflict of Interest gt 1 Party Procrastination Fail to Follow Client s Instruct 0 0 10 0 20 0 Chart 1 contains claims count percentages by description of loss for the Lawyers Professional Indemnity Company LAWPRO LAWPRO is the sole provider of professional malpractice coverage to lawyers in the province of Ontario Ontario lawyers in private practice are required to have professional malpractice coverage Malpractice errors in the US have a similar distribution At the end of 2003 there were about 20 000 lawyers in private practice in the province The claims represented in Chart
72. ll as the details of the retainer and refreshment of same also entered the time that this took 1 5 hours another method to do this would be to start a timer m within Amicus at the start of the meeting and use the timer to generate a Time Entry Once you click OK the time entry is entered into your time sheet in Amicus To confirm that this has TIHE Time Sheet occurred click on in the toolbar You should see your daily time sheet with the Bailey time entry as 42 follows Bobby Donnell s Time Sheets See File Edit Amicus Tools TIMESHEETS Help Statistics Unposted l Monthly Search ss i ae h Today wi i Hi 1 50 Baily re Kipling miscellaneous 7 50 Gillable Sorted by time of entry 0 00 Non billable 1 50 Total Hours Notice a few things while we are here First your time is accumulated and tabulated as you make time entries during the day Secondly the time Sheet keeps tab on your billable and non billable time during the day allowing you to have real time feedback on how you are doing in terms of meeting your minimum billable time entry requirements Bu there is more click on the Statistics tab Miia in the timesheet at the upper right hand side You will see a summary of how you are doing from a time billing Standpoint that is kept up to the minute 43 Bobby Donnell s Time Sheets File Edit Amicus Tools TIME SHEETS Help Unpozted I Honthly Statistics
73. man ig RE Information required You can see how Amicus brings in telephone messages Msg From and emails into one communication center Version X extends this to include letters and faxes as well Double click on the first E Mail from Gary Berwood This opens up this email in Amicus Attorney 53 E mail Details Reply To All Forward View From Gary Berwood Received Tue Jan 20 2004 5 20 PM To Bobby Donnell Ce Bec Subject RE Progress on Berwood v Wright Contact Le Mr Gary Berwood File E hid Bobby I ll be traveling tomorrow so your best method of contacting me is by cell phone 617 555 8844 Gary From Bobby Donnell To Gary Berwood Subject Progress on Berwood v Wright Gary just a reminder that I will be preparing for the cross tomorrow and may need to contact you on a few points Regards Bobby Dealt With Attachment 0 Notice a few things First you have all the usual buttons at the top that you would expect with email Reply Reply To All and Forward View opens the email in Outlook Notice the Amicus Attorney icons one for the link to the Contact module Kel showing that this email is shown from Mr Gary Burwood but clicking on the icon would allow you to select anyone from your contact database for example where the sender may not be the person with whom you wish to associate to the email The File icon Mo weit emalie linked io he Benada e Wright file and w
74. mitations COMMUNICATIONS ANC CO CO S cece cece eect nese cece senses eeeneeeeeeeneeeesaaaes 60 Task 4 Time Matters ccccccccee sees ee eeeeeeeeseeeseneeeseueeteeueeteeueetegeeenas 60 Calendars in Time Matters ccccccceee eee eeseeeeeeeeeseeeteeeeeetsegeeneeeas 61 The Day File a Personal Hot LiSt ccccecceeeeeeeeeeeeeeeeeeseneeees 63 Alerts Reminders and Watches cccec cece seen eee eeeeeeeeseneeeessennenes 63 Keeping on Track during the Day with Time Matters cce eee 64 Task 4 AMICUS Attorney s ssserererererererrrrrrrrrrrrrrrrrrrrrrrrrrererererene 65 S mmary OF TNE PFOGUCUSS wviisisisiiediciiseewesevneinesivindereerdewseeescwderreedes 73 Time Matters Summary cccccceeceeeeeeeeeeeeeeeeeeeeeeeeeeenetettageetettagentengs 73 What versions of the product are available c ec ccc cece eee eee eeeeeees 73 What does Time Matters cost ccc cece cesses eee eeeeeeeeeeneeeeeteuneeetnaaes 74 What types of practice is the product suited tO sseseserrererererrrrern 74 Implementation issues can you install it yourself cece eee eee es 75 How long does it take for people to get up to speed on it 70 How customizable is the Product cc cece cece cece eee eeeeeeeeeeesseneees 71 What kind of ongoing support do you need sssssseserrerersrrrrerererree 78 What are the 3 main weaknesses of the product
75. n Practice Management software should be operating as the central nervous system in every law office or legal department Why Quite simply because there is no better way to supercharge your practice or department by putting all the key information on every matter at the fingertips of every lawyer and staff person in the office This software will make your office or department more profitable by making everyone more effective and efficient As an added bonus it can help prevent common errors and mistakes including those that can lead to malpractice claims The presentation for this session will feature a side by side live demonstration of how two widely used practice management products handle four common series of law practice related tasks These task scenarios are as follows L Taking a call from potential client checking for a conflict of interest getting basic information and scheduling a meeting 2 Using document assembly to generate an initial client meeting confirmation letter to the new client and docketing the time to do this 3 Receiving an e mail document from a client filing the document in the matter checking the status of the matter and responding to email and docketing time and 4 Showing the routine lawyers go through at the start if a new day in terms of reviewing deadlines limitations outstanding communications and to do s This paper covers what is presented in the session including screen shots Showin
76. n the screen will match the rest of this paper and you will be able to follow this demonstration exactly on your computer Let s go back to our task at hand We need to send a confirmation letter to our new client How can you do this quickly and efficiently First click on the Contacts button on the toolbar This opens your list of contacts 33 Bobby Donnell s Contacts ile ools Philip J Agrarian Samuel Beatty Amie Becker Jimmy Berluti Gar Benvood Jonathon Bittle Bonnie B Black Maude Blank Ronald Blatchford Douglas Brackman City Treasurer s Office w hipper Cone Jim M Cooperman Tanya Cooperman is Admiral Heating Showing All 81 Contacts Name CompanyName Phone Group Clark M Admiral 532 555 9354 Agrarian Bilman amp Ca 555 6398 1 312 555 0708 Gavel amp Gown Softwa 1 416 977 6633 House of Grant Brown amp Co Beatty amp Ferrin 1 613 555 9844 1 313 555 9499 Ext 312 555 5585 Gavel amp Gown Law Firm 1 416 977 6633 Donnell Young Frukt 1 555 8800 Bermood Construction 1 212 555 9999 Kitchen Stuff Galore Blank Industries R T Industries Ltd Mckenzie Brackman Municipal Tax Office City of Boston The Mega Bank 1 541 555 5675 1 715 555 9628 1 312 555 4949 312 555 4949 312 555 9598 Ext 345 1 212 555 1286 1 416 555 5999 1 617 555 5644 1 225 555 3342 Est 1 333 555 7634
77. nd saved it Before replying to the request for a meeting contained in the Email Robert opens up the MegaTech Patent matter to check its status Matter Form Change File Edit wiew Process Help 4 Save amp Close H Save feb lt P x Delete Primary Secondary Additional Custom Related Notes Documents Phone Email Mail web Billing Timeline AvP HdatterRef MegaTech Patent Code PaTPatent W pee veut _IClicking on the Timeline tab of a Matter igi shows all the dated information in the sn system regarding a Matter listed from oldest to newest b O4 20005 Charge for Expenses 11 07 2003 Need to reschedule Wed meeting 1 12 2004 Scientific expert opinion received fram A ChAT 171972004 Signed Fee Agreement E mal Document 17197 2004 Fee Agreement signed C 0 Note 1220 2004 Discussion re prior art Timeline Tab on Matter Form 48 Robert reviews the Timeline a chronological listing of records of all sorts phone calls notes Emails documents that relate to the matter Having refreshed his memory about the matter from the Timeline Robert closes it and returns to the Email from his client ey Time Matters Email File Edit View Process Help H SavekClose GG O HK Delete Ot Reply Go pep al CQ Foward i r Date IEE 5 Mon tine esi io ser O Subject Signed Fee Agreement Regardng MegaTech Computers Inc Megal ech Patent Clicking the Reply button starts a new Email message with ever
78. nd you can elect to take out an Annual Service Plan have such a plan and find that it is invaluable have found that have needed support usually 1 2 times year either to assist in migrating the system between computers or when the product undergoes an upgrade or unfortunately when the database gets corrupted usually due to an premature shutdown of the Windows operating system for reasons not attributable to Amicus Attorney hopefully with Windows XP being more Stable than prior Windows versions this will not occur at all When Windows did crash taking my database with it Amicus Support took in my database by FTP fixed it and FTP d it back to me so that was back up and operating with as little down time as possible have found that Amicus 93 Attorney s Support has always been very helpful and sympathetic a nice touch when you really need it but no matter how fast the turnaround time is it is always too long when you are waiting for a problem to be solved What are the 3 main weaknesses of the product While Amicus Attorney links dynamically with many accounting systems such as PCLaw Timeslips or Quickbooks in a perfect world would like to see Amicus Attorney have a fully integrated Accounting Module providing general and trust accounting functions all within one database Secondly would like to see the ability to resize the screens and dialogue boxes within Amicus Thirdly always want systems to
79. nk 532 555 9354 555 6398 1 312 555 0708 1 416 977 6633 1 613 555 6844 1 313 555 9499 Ext 312 555 8555 1 416 577 6633 7 555 8800 1 212 555 9999 1 541 555 8875 1 715 555 9628 1 312 555 4949 312 555 4949 312 555 9598 Ext 345 1 212 555 1286 1 476 555 5999 1 617 555 8844 225 555 3342 Est 1 3331 555 7634 Iil Clients Lawyers Personal Op Clients Clients Suppliers Clients Prospects Lawyers Opposing Lawyers Opposing C Internal Clients Parties Other Personal Clients Clients Clients Lawyers Parties Municipal Offices Judges Clients Parties Contact Date 10 26 2004 10 26 2004 10 08 2004 09 08 2004 0570872004 10 26 2004 1026 2004 10 26 2004 03 05 2003 10 23 2001 061 7 2004 1026 2004 10 25 2004 10 15 2004 1071972004 23 E af ej cl oj Ef Fj aj Hia ali Limi Ni Of ej al Bisi Tf u yis xi xi ZI EF Open EI New Now click on Contacts you should see a pull down Q Find Generate a Document within that menu Bobby Donnells Contacts File Edit CONTACTS Amicus Tools Help Mew Contact Show Show All Clark M Admire Philip Agraria Show Marked Mathew Alladin Mark Contacts Amicus 4thomne Unrmark All David Barrett Samuel Beatty Amie Becker Jimmy Berkut Gary Benvood Jonathon Bittle Bonnie B Blac Check Conflicks Search Team Delete Contact Douglas Bracks a Document Ctrl
80. of co opetition all users of practice management software products stand to benefit when products integrate as much as possible with other common software applications such as accounting 8 systems document managers document automation systems and the like so that practice management software products as a class become the nerve centers of a lawyers desktops The continual leapfrogging in new developments the introduction of customer requested additions the enhanced abilities offered by new operating systems all of these and more have allowed the practice management applications to continue to grow and to offer more and more features and functionality to practicing lawyers The Major Premise of this paper is that there is never one product that is best for all situations each practice manager on the market has its own strengths and weaknesses What is important is to evaluate each of the products in light of your practice and determine the best choice for you While the core functionality of all practice management products is essentially the same their features vary a great deal They have very different screen interfaces require different network hardware and software configurations and vary in the other software products they interface or link with a key factor with respect to accounting and billing Ultimately anyone looking to purchase practice management software should carefully review the available products to determine which on
81. ology has become an essential part of what is reasonably necessary to practice law in a competent manner Ideally practice management software Should be in place as the central nervous system in every law office or legal department The ability of these products to share and manage the critical information that lawyers and law office staff need is nothing short of amazing They can make an individual practice and indeed an entire firm far more efficient and profitable with the added benefit that they can help implement basic practice management processes that can help prevent the common types of errors that lead to errors or malpractice claims While Outlook can assist lawyers in managing much of the information they need and many of the tasks that must be completed it is not a true substitute for one of the law office specific case management products 96 The level of integration that many of the law office specific case Management products have with other law office specific products be it timekeeping and billing document management issue management and document assembly along with their being tailored to how a lawyer works and the systems that need to be kept and the tasks that must be done Simply makes them unbeatable These practice management tools can become the central nervous system for your practice they can save time they can save money and they can save worry by ensuring that all the different systems of your practice
82. on but only such access as you choose You can collaborate with a client on the drafting of a document for example via Amicus Attorney 14 Support for Hot Docs version 6 Check the Amicus Attorney web site for full details on this new version www amicusattorney com What types of practice is the product suited to Amicus Attorney Organzier edition is well suited to solo practitioners The Advanced version is for firms with up to 15 users The Client Server edition is suitable for firms up to 500 users In terms of the types of practices that use Amicus Attorney have used Amicus Attorney in my practice as a PI lawyer and seen successful 88 implementations in family law practices in general litigation practices in corporate and commercial firms in other words in many many small to mid size firms Amicus Attorney is most useful when it is paired with a legal accounting system In my experience this is particularly true where Amicus Attorney is paired with PCLaw as their accounting system as have seen that PCLaw and Amicus Attorney work well together However Amicus Attorney is designed to work with many accounting systems in a dynamic mode an enhanced mode or otherwise as follows Dynamic Accounting Links PCLaw The Dynamic Accounting Link with PCLaw allows you to automatically share your Client File and Matter information between the two programs and allows you to post your Amicus Attorney Time Entries d
83. ook and Amicus Attorney The last part of the task is to create a billable time entry Click on the Time Sheet icon within the email in Amicus Attorney This opens a Time Entry dialogue box 58 Time Entry Details ri Billable Normal Default Hate E mail corespondence with Gary Benvood review of status of file email reply to Gary Berwood Epo Entered at 20 06 Jan 18 last modified 20 08 Jan 18 In this case have entered a description of the tasks and entered 0 4 as the billable time you could also have used the Timer within Amicus to track this time as well by clicking it on at the start of the task and allow it to collate the time on this file task This task is now complete when you click on OK All emails have been logged within Amicus Attorney for future reference the billable time is entered on the daily billable time sheet and Outlook is used for sending and receiving all email integrating this information with the files maintained in Amicus Attorney 59 Task 4 Start a New Day A lawyer s routine to start the day reviewing deadlines limitations communications and to do s Keeping up with multiple deadlines and tasks on many different tasks can be very difficult Practice management products excel in their ability to neatly organize and manage the tasks and deadlines that must be handled to complete all work necessary on a legal matter Here is how both Amicus Attorney and Time Matters sort
84. ooperman v Cooperman 24 97 665 Wants to discuss the file before her meeting tomorrow with the social worker E ig From Jane Doe Sun Oct 24 04 2 05 PM 416 987 6543 Please call new client would like to discuss her situation C Msg From Mr Jonathan Fly Fri Oct 22 04 2 52 PM Business Development n56 5555 Would like to arrange dinner for late nest week Please get back to him tomorow Msg From Hr David Barrett Fri Oct 22 04 11 39 AH Business Development 1 313 555 9499 x384 Would like to set up a meeting for next week to discuss the possibility of having you do their corporate This is your Communications center within AA allowing you to track all incoming and outgoing telephone calls and messages emails faxes and letters For the moment we will concentrate on phone calls and messages only Since this is a telephone call you wish to return you would want to first look at the phone message Double clicking your mouse while pointing anywhere 22 within the phone call note will open the phone call message You should see Phone Message To BB Bobby Donnell fi Today 02 05 PM From w ane Doe Li Bila 6 987 ba43 File bi Call was Returned Do not Purge Dealt with ho Please call new chent would like to discuss her situation E 5 5 h E E URGENT Please Call CJ Returned our Call L Will Call Again L Delete Forward Make This a ToDo alge Cancel Taken by Bobby Donnell
85. ots of Amicus Attorney throughout the paper The ability to quickly identify all of the people related to a given matter to review the history of e mail communications and notes related to that matter to view all of the past and upcoming events and deadlines brings a high degree of efficiency to these necessary if mundane tasks The status of a given matter can be assessed with a few clicks of a pointing device without the need to find and review a physical file For those willing to put more effort into customizing a particular application the rewards can be even greater Practice management programs can be customized to create rules based scheduling For example when a matter has been set for trial the program can calculate all of the case management deadlines based on the trial date Changing a contact record from a potential client to a client code can launch a word processing application prepare an engagement letter and even a first set of draft documents for a particular type of client Most of the practice management programs allow for quick and easy synchronization of the information hosted on the office server with a remote version of the program run off the network while away from the office Taking a synchronized data set on a laptop computer generally provides far more case management information than can be synched to a personal digital assistant Of course you can still synchronize to a PDA if the laptop 10 is too bu
86. ower can be magnified through the use of both simple and complex techniques for adapting it to specialized uses Property Files Time Matter lets you choose from among the 13 different practice areas listed above Click here to see the list When installing Time Matters you choose the appropriate property file from the list Feature Packages Some Time Matters consulting companies offer pre packaged bundles of features tailored to the needs of particular legal Specialties These features can be imported into Time Matters for example to change fields set up options merge information into form documents categorize contacts and matters produce docket systems See the Time Matters Store under Categories Feature Packages for available products www timematters com store Program Level and User Level Setup Time Matters allows you a wide range of choices that may be applied to the entire system or individually for specific users Because different groups of users handle different kinds of work within Time Matters it is important to set up button bars lists reports and other options that support each group of users S Program Level Setup General Lists Forms Biling Links Audit Regional Update Sync Keviword E mall Lexis Default Program Version Program Series Property File a F Matter Label batter Program Level Setup 11 Lists and Quick Tabs Record lists in Time Matters can be reconfigured
87. own in EVERYONE s schedule that is Assigned to the appointment as follows 69 Event Details 3 pointmentk pi Critical Appointment l Bl Bobby Donnell Rebecca Washington Lindsay Dole Eugene young Assistance Setup cere ae tI Last modified on Mon Jan 19 2004 11 49 AM This is a great way to save time scheduling an office meeting You can even assign a client a room or an office administration file to the appointment such as Alladin Purchase or Staffing or Holidays etc Let s go back to your own calendar for a moment Bobby Donnell s Calendar File Edit Amicus Tools CALENDAR Help kaa lt 4 Tuesday October 26 2004 gt Wed T T 20 4 i 7 11 i E arlier 44 48 7 24 25 OF 28 O05 xmm i Og Berwood ve Wright DEADLINE Prepare choss examination i 10 Widgetco Share Purchase Due Nov 2 Finalize Shareholder Agreement 7 days to do q 11 Dom Coop Philips Shoes bth day l IO Research Supreme Court Rulings on list 4 i2 Iazos Ayig Cooperman w Cooperman 1st day IC Call Ms Jane Woo on list un Avg Neighbor re Roads 2nd day _ IC Issue Jury Notice on list L j xg Jamison Ine Eth day l 03 oO Do Draft retainer on list a Ee m Avg Parker Agency Tet day a E O4 IC Review Hubbard transcript amp report of on list i Avg Markham Realty re General Tat day IC Dia Email Harold my findings on list O05 AAMEN 06 Soon Pe
88. p you If you ask a question in a forum expect multiple answers without waiting long The company has experienced increasing sales every year right through the technology recession so expect the community to continue its strong growth too Amicus Attorney Summary By Dave Bilinsky A brief note for this part of the paper have no affiliation with Amicus Attorney or Gavel amp Gown software other than as a user and sometimes author of papers regarding their software such as this paper for which receive no remuneration from Gavel amp Gown or anyone else for that matter neither sell the product nor do consult on the product Accordingly this part of the paper reflects my opinions on the product have included information from Amicus Attorney s web site only because this is the most efficient and effective way to gather and present this information With no further ado here is a brief overview of different Q amp A s regarding the product What versions of the product are available Currently Amicus Attorney V has three versions Organizer edition for the Single user Advanced and Client Server As well Amicus Attorney version X is now available Amicus Attorney X is a web based version of the product that is platform independent it will run on any computer running Internet Explorer with advanced features see summary on the new version just a little later in this paper A detailed feature comparison between the
89. ppointments and to do s with Client File references as well as your complete contact list Alliance Member 7 Client Server Edition users can synchronize with other hand Pocket PC held devices through Microsoft Outlook by enabling Outlook Synchronization in Amicus Attorney E mail Integration E mail messages can be attached to your Files and Contacts so the history of e mail communications is at your fingertips when and where you need it Save e mails individually or Outlook have Amicus Attorney do it for you automatically E mail can be sent received and managed from the new ComCenter module Amicus Attorney helps you follow up on your e mails _ Novell as well Attach documents to files Convert e mails into To GroupWises Dos Get reminders in your Daily Report And of course generate automatic time entries for your e mail correspondence Amicus Attorney s e mail integration works with both Microsoft Outlook and Novell GroupWise Scanned Documents Scansoit A convenient link with PaperPort automates the process of PaperPort attaching scanned documents to your Client Files in Amicus aie i Attorney 91 Document Management The popular WORLDOX document management system ENTERPRISE DOCUMENT MANAGER integrates with Amicus Attorney Medical Record Retrieval Online integration with RapidRetrieve by MediConnect net RAPID PGETRIEVE allows for easy online medical record retrie
90. puter hardware and software can be finicky the time you spend can be many more times the cost if a kKnowledgably person was used happen to be fortunate there is a certified Amicus Attorney consultant in my area who is rumoured to walk on water at least that is what everyone says after they use her you can find an Amicus Certified consultant in your area by going to http www amicusattorney com consultants index asp She also has her credentials with PCLaw which may also explain why have so many lawyers in my area who are happy with the combination of Amicus Attorney and PCLaw 90 Accordingly recommend that you use an Amicus Attorney certified consultant to set up any third party software links and any customization for yOu In terms of links with third party applications Amicus Attorney will work with the following products Court Docketing Automatically schedule your court dockets according to State and Federal court rules By licensing CompuLaw s court engine for use with Amicus Attorney you can schedule hundreds of related dates in just seconds All the appropriate deadlines are instantly entered on your calendar and in your client s file Order your copy of CompuLaw from Gavel amp Gown Compulaw Handheld Organizers HotSync your Palm OS Organizer with a single button Amicus Attorney provides a direct real time bi directional synchronization with Palm OS organizers It transfers your calendar a
91. r Won Jan 19 04 Retamer imn TT format Baily Retainer Letter Mon Jan 19 04 Retainer Letter in word format Click on any of the entries you will see a document profile dialogue box open as follows Document Profile Details Title Baily Retainer Letter Document Groups Correspondence Summary e Letter in Word format Gl Author Tutorial El Mon Jan 19 2004 04 44 Ph Location C Program Files 4MICUISSO4TUTORIALADOCUMENTS Browse f File C Folder WebPage URL C Other View 8 Print Memo Do a Time Entry Remove OF Cancel Notice the Do a Time Entry button on the lower right side of the dialogue box click on it This brings up a time entry dialogue box as follows 41 Time Entry Details B fea re Kipling Client Janet Baily Matter First Edition Publishing Client ID BALJA Matter ID 2345 Category Billing Rate Billable Normal Default Aate Activity code None Activity Descrptiors Met with client discussed new claim discussed legal basis for claim timing of litigation and possiblities of settlement prior to trial discussed need for retainer and amount and need to refresh from time to time as accounts are rendered generated retainer letter and agreement review and signature and forwarding same to client Delete a Egs Cancel Entered at 11 194M Jan 18 In this case have filled in the details of the meeting and what was discussed as we
92. reated in this case in Notepad Sader Adme Ari ae ict z Fila Lu Format mey po o 3 h i E E e 3 i meneli Tar sarge te oll hone GL T Sh 5 999 i ir e t 5 878 fanny 16 20M Hr Jamet Sa ly goof rack Maple a1 age cara Sina lt 1 SR Sear Janeti age teen Edin ion cul ised rey Thank you for cataining ua yoa in tala matter on pecanbier 5 2003 wa oper a cied Tarton ale in yaa F r oUr reference ac fle mer qa Bees edd Plage ae to iali cumber din al your comtmipendacce with ui we hee elo a Porgi retainer domen coined gr Eran our laqal representatives Slesia iigh this seat hasi 1E irii i ind retien At to us at your fae liesr oaeen mi Cur Lier af p talrar retuit dru fe oz seevide this Firm wlth Thee sun te PS ee tafor Gat cae 4 Ti ms ca n any af i cera fhis mm will ee held a M in px F ippl ina By af rs ageledt sda gcse ki chore ai an Hi zron mek tu 12 oper iz a To reMeesh r mits tair i r MTT Goh The Ie poate Faj WEE at Loh Tore to reese ing pou Ta Ms nator Proud wiry Gedy sob core eee Fas Geek eee ARTALHFE To ornnel l Young Front amp bale C janet Aa ly Rarely ree aim i rirti yia ca ripe PETHA i i ee Ph af Fir ce right al Bia Uh ae BS ciat Such mrima 2d T Sarat AE wings it pers ect Tis Pees ay a ad mm eas lc mari agente h re af g ELIZ Seale aE Ypa core ide Praal ait DATES wl tones Jarat mai ly You can create an unlimited
93. ronto NYC and LA the Canadian Bar Association Nationally BC Alberta and Ontario Colorado Bar Association Canadian Corporate Counsel Association the Continuing Legal Educational Society of British Columbia District of Columbia Bar the Ontario Bar Association SKLESI the Trial Lawyers Association of British Columbia the Washington State Bar Association and others He combines his law math computer science degrees and subsequent MBA in focusing on practice management issues emphasizing strategic planning finance productivity and career satisfaction issues for lawyers Dave has contributed to several books including Barristers amp Solicitors in Practice Butterworths Flying Solo a Survival Guide for the Solo Lawyer 3rd edition ABA Law Office Procedures Manual for Solos and Small Firms 2nd edition ABA Managing Your Law Firm CLE BC Annual Review of Law and Practice 1998 2003 CLE BC and his own Amicus Attorney in One Hour for Lawyers ABA He is a contributing author and past member of the Editorial Advisory Board for Law Technology News published by American Lawyer Media Inc and for Law Practice Management Magazine published by the ABA his article co written with Reid Trautz entitled Ten Sure Ways to Fail for Law Practice Management magazine was awarded one of The Best Articles Published by the ABA by the GP Solo Magazine in September 2003 Dave is a prolific writer on practice management and has written for many publi
94. roups Nightmare wit JEC and the Related Contacts Events FO Likes red wine Communications Custom Click on All Files this brings up the brad of all the files for J anet Baily Her All Files p nguin Bally re Kipling BALJA z2345 Chent on this file Double click on the Baily re Kipling file this is the file on which we have been working this highlights how in Amicus you can start with a contact and go to any file relevant to that contact If you wish you could have started from the Files button on the toolbar and looked for the Baily re Kipling file but in our case starting from the contact listing for Janet is faster since we are already working from here Double clicking on the Baily re Kipling entry on Janet Baily s contact brad opens this file as follows 39 Bobby Donnell s Files File Edit Amicus Tools FILES Help a P7 File Summan fOur client Janet Baily it a lawyer and an author of mystery ei stones based in the exciting environment of a legal practice Janet Baily Client Douglas Brackman Lawyer Janet s publisher First Edition Publishing has refused to E First E dition Publis Kipling Party release her latest book and has withheld 4 promised advance on royalties Janet has retained us to bring an action against Fisrt Edition and its editor Mir A Kipling for breach of contract Expert testimony i going to be required to deal with the detence allega
95. rsonal 19th day a IC Play Cards on list 7 07 Low Technology Committee 138th day k O Decision re new software on list pg piri E L 70 would like to point out a few things First the To Do s Note that Amicus ranks the To Do s in order of whether they are Past Due with a count on how many days past due Due Today or due at some time in the future with a count up to the due date There are also To Do s that do not have any assigned due date in which case Amicus counts the number of days that they are on the list such as the Technology Committee decision on new software that has been on the list for 138 days Here is a quick way to schedule your To Do s and make time to actually DO them Highlight a To Do with your mouse such as the Berwood vs Wright prepare cross examination entry by clicking once on it with your mouse Now Click on this highlighted To Do and drag it with your mouse over to your calendar and drop it into your calendar as follows Bobby Donnells Calendar File Edit Amicus Tools CALENDAR Help Sep lt October 7004 November 2004 gt F Won 1 Tuesday October 26 2004 gt Wed S M T W T F M T Ww T F I 26 27 28 29 30 4 1 2 5 TE 3 4 5 6 7 8 5 9 12 AE Earlier 10 41 42 13 414 16 E 17 48 49 20 21 23 a r 24 25 25 27 28 30 En 31 i pg O49 Wwidgetco ohare Purchase Due Nov 2 E 3 15 10 45 Prepare cross examination Finalize Shareholders Agreement f daystodo
96. s Practice Reminders Today s Overview Whats Going on Todi Firm Mews Today s Practice Reminde Legal News Today s Oyvernvien Top News Stories weather Galf Firm Hews Legal Hews Personalize Dailies r and then click on Today s Overview you can open up a different view that looks like this 2 Bobby Donnell s Dailies Fie Edit Amicus Tools DAILIES Help Today s Overview Whats Going on Today Today s Appointments Today s Practice Reminders Today s Overview Firm Mews Legal News Top News Stories Outstanding To Do s Weather Golf Outstanding Phone Message Mr Fred Jamison Tue Oct 26 04 2 54 pm Mir Philip J Agrarian Tue Oct 26 04 11 40 am Ms Jane Woo Tue Oct 26 04 11 16 am Mr Jonathan Fly Mon Oct 25 04 2 52 pm Hr David Barrett Hon Oct 25 04 11 39 am Outstanding E mails From Gary Berwood wed Oct 27 04 5 20 pm From Anne Neighbor Tue Oct 26 04 5 59 prm From Jim Cooperman Fri Oct 15 04 6 01 pr Personalize 416 555 5768 Needs to talk to you today 997 6398 24 19r BBS Wants to discuss the file b n56 5555 Would like to arange dinn 1 313 555 9499 38 Would like to set up a New RE Progress on Bernwood v Wright RE Deposition Date RE Information required 66 As you can see this view provides you with a detailed overview of today s Appointments Outstanding To Do s Outstanding Phone Messages and E Mails This view allows you
97. sed to TABS III and it allows both systems to share client and matter details Other Accounting System Options Along with the Dynamic and Enhanced Links Amicus Attorney also works with the following accounting programs Brief Accounting Cognito Dexco Elite ESI Law Laserform Legal Accounts LegalPRO SoloPRO Lagalmaster Legal Vision Canterbury Lighthouse Manac Quicken Quill Solace Accounting Solace Millennium SOS Practice Manager and Verdict If you don t see your accounting system in the list you can still have it work with Amicus Attorney If your accounting system has the ability to import then you can create a template in Amicus Attorney that will allow you to post your time entries to your accounting system Implementation issues can you install it yourself In every case but one have installed Amicus Attorney myself advanced and client server In most of these cases have taken advantage of Amicus Attorney telephone and email Support why not it is free to you with every new purchase and upgrade However believe that lawyer time Should be spend on what lawyers do best lawyering and we should leave the technology and implementation issues to those who do this work best The time that you invest in installing a software package Amicus Attorney or any other system can be better put to lawyering Furthermore if you were to run into a technical glitch after all com
98. set of precedents that can be merged from within Amicus Attorney using Notepad if you wish or Word or WordPerfect merge or Hot Docs with either Word or WordPerfect or by using Amicus Assembly an add on product that is a full featured document assembly application Ghostfill is the document generation engine adapted to work with Amicus Attorney 37 Here is the same letter and agreement if you had generated it in Word merge format iy Baily Retainer Letter doc Read Only Microsoft Word KX i eux Pe O erp E Ef Ea j E E a oau File Edit View Insert Format Tools Table Amicus Assembly Window Help AdobePDF Acro whee 5 a aE cones ree ti x hoet Com Dailios Office er Phone Cees 64 am e 2408 1 Akg ASE Normal Wide Wide Latin 16 Bl z U fe tS f te PJrA _ i 7h Ma FinalShowingMarkup Showy gt gt p UP 0 Oe Se t18 19 1110 1 A11 M2 1 1351 14 i 1S A Sage Dish amp Thomas Attorneys September 24 1998 Ms Janet Baily 124 Moore Averme Toronto Ontario M4T 3E3 Dear Janet Re First Edition Publishing Thank you for retaining us to represent you inthis matter On Wednesday August 12 1998 we opened a Civil Litigation file in your name For your reference our file mmber is BALJA 2345 Please refer to this mumber in all your correspondence withus We have enclosed a formal retainer document confirming our status as your legal representatives Please sign this document have it wi
99. solicits new ideas from users Email yours to ideas timematters com and incorporates them into new releases As a result all of the users benefit from the ideas of their peers The same process occurs on active forums where questions and answers are posted The AIC Support Forum available through the Time Matters Service Center the TechnoLawyer Community and the Time Matters Elder Law Listserver are constant sources of information about how to make better use of the program and how to adapt it to particular legal tasks and specialties An active network of consultants assists firms with planning installation data conversion training and follow up support They produce learning materials and feature packages available through Time Matters and they volunteer answers regularly in the forums Some have organized local user meetings with presentations and open discussions among Time Matters enthusiasts 81 Knowledgeable users consultants and experts at DATA TXT contribute to the resources in the Time Matters Service Center It offers white papers and a Knowledge Base that cover narrow topics in depth Perhaps the best aspect of the community is the way that Time Matters people share and help each other If you are new to Time Matters and have the opportunity to visit another firm that has the product be prepared for an enthusiastic tour If you call Tech Support expect a call back within two hours from someone who really knows how to hel
100. standing that they are easily preventable together these three errors account for almost 25 of LAWPRO s claims portfolio The most common malpractice errors share a number of common characteristics relevant to the discussion in this paper In particular they are all easily preventable through the use of practice management software 12 Face Off Handling Common Tasks These are the tasks we ask the spotlighted practice management products Time Matters and Amicus Attorney to perform 1 Initial Contact with a Client Taking a call from potential client checking for a conflict of interest getting basic information and scheduling a meeting 2 Send a Letter Using document assembly to generate an initial client meeting confirmation letter to the new client and docketing the time to do this 3 Respond to a Client Email Receiving an e mail document from a client filing the document in the matter checking the status of the matter and responding to email and docketing time 4 Start a New Day Showing the routine lawyers go through at the start if a new day in terms of reviewing deadlines limitations outstanding communications and to do s In the ensuing pages you will see step by step illustrated descriptions of how lawyers and staff can accomplish these tasks aided by Time Matters Amicus Attorney and other applications to which they link 13 TASK 1 Initial Contact with a Client Take a call from a potential client
101. t to use the services of a person familiar with Linux to get up and running Support is available at reasonable rates from Time Matters for all versions of the program Importing Existing Information Bringing existing information into Time Matters is not technically installation but it is a crucial step for most offices Converting data from and old system can require significant effort not due to limitations in Time Matters but rather due to the usually less than perfect condition of a firm s existing data Often the information has been entered into the old system in different ways People have saved information in odd places in the old program because of its limitations These factors can complicate the conversion process Time Matters has pre programmed import routines for 21 different software products including various versions of Amicus Attorney Act Goldmine Outlook PCLaw Timeslips QuickBooks Juris and TABS You can save a great deal of time and effort by importing your list of clients matters and other information using one of these imports In addition Time Matters has a Custom Import feature for working with information that can be exported from other software products You can save time and get better results by hiring an experienced Time Matters consultant to assist you with importing information and customizing Time Matters to the needs of your particular practice Sure you can take the time to work through the manu
102. tarting to type the name MegaTech the rest of the first matching name appears highlighted in blue after the cursor The Quick Item view also shows total hours and expenses for items entered in the list Time Matters 5 0 Tutor C Active Practice LLC Timesheet ea File View Calendar Database Mail Billing Report Search Window Help Daily Contacts Matters Phone ToDo s AddDoc AddEve AddNot AddPho AddTod Alerts Conflict Day File Date 4 09 2003 2 Staff ASBlRobert 5 Brown Eg Fa Ee A cose 0 50 Meet with Staff to prepare for hearing 1 00 Meet with client 0 20 Begin working o Brubaker Bankruptcy 02 1113 1 1 50 Meeting with clie 3 50 File an appeal 2 00 Meet to go over trial strategy 1 00 Staff Meeting 8 00 Notice of Hearin Florida v Sanders 03 1231 1 1 00 Signing of Irevo 3 10 Draft Notice of 0 60 Notify all 3 sons of upcoming meeting 0 70 Send Notice of 2 25 File Schedules a Goodrich Estate 03 1593 1 2 60 Send Interrogate C trw5 tutor FSB RSE 11 09AM 1720 2004 Timesheet The Timesheet is another option for entering time records using the Time Matters Billing Matters combination It shows five days of time records for one timekeeper together with daily totals 50 Task 3 Amicus Attorney While the earlier section of this paper had us generate a letter and retainer agreement to be mailed to a client personally find that am generating hardly any hard copy documents today My world has become increasin
103. th America and the world using Internet remote control technology to share the user s screen keyboard and mouse By working remotely AlCs can work with attorneys and staff to configure Time Matters for their needs and to teach them the skills most important and relevant to them and their office Most software programs need to be updated With Time Matters you can apply an update to one computer on your network and all other computers will be updated rapidly as users open the program The Time Matters Service Releases are not just bug fixes each one adds new features in response user requests and is available for download at no charge A variety of support resources for customizing and learning Time Matters are available gt The HelpCam CD videos introduce users to the program and show how to customize it gt Context sensitive Help is available throughout the program for basic information about various functions and quick answers gt The User Manual included both printed and PDF formats serves as an extensive reference It includes Frequently Asked Questions gt On the Time Matters website the Service Center has white papers covering selected topics in depth and a searchable indexed Knowledge Base organized by topic and Subtopic www timematters com support servicecenter gt The AIC Solutions Forum is a place for Time Matters Billing Matters and World Server users and consultants to share knowledge about these appli
104. tion that the stones were unpublishable due to Janet Baily being unrealistic allegedly because no lawyer s life was ever as exciting as described in these works House of Grant Maple Ridge Farm Picton ON K1 SR5 1 613 555 8844 613 555 8874 janetm housectgrant ca Now click on the brad for this file and you will see a drop down menu click on Documents in this menu and you will see a sub menu appear click on All Documents in the sub menu File Summary Administration b Our chent Ja stories basec author of mystery t of a legal practice File Summary General Notes Janet s publi has refused to release her Status Report d a promised advance on Events Time Spent b Communications P Documents Correspondence Chronological List Memos Research Pleadings Civil Litigation Transcripts Evidence web Research All Documents This will open up the brad containing all documents associated with this file as follows 40 What you should see is a listing of the document that you have just created on the file in my case below you will see multiple documents since have created the Retainer letter in Word WordPerfect and Text only formats K ven Baily Retainer Letter Tue May 13 03 Retainer Letter in WordPerfect format ugust 8 draft bill Sun Jan 16 04 micus generated document Bailey Retainer Lette
105. tnessed and return it to us at your earliest convenience Our standard retainer requirements are that you provide this frm with the sum of 5 000 before we can commence taking any steps on your behalf This sum will be held by us in trast for you and will be applied by us against your accounts as and when they are rendered From time to time we may ask you to refresh this retainer if our billings the amount remainmg in trust We look forward to representing you inthis matter Yours very truly Ally McBean RETAINER To Gavel amp Gown Law Firm I Janet Baily hereby retain and instruct you to represent me in the matter of First Edition Publishing and to conduct such actions and to take such proceedings as youmay consider necessary or proper and to employ such agents and retain such counsel as you consider expedient DATE BE Z4 gt Page 1 Sec 1 1 2 t 2 5cm Loni Coli EC TRK EXT R English U S Now that we have the letter and retainer agreement we need to docket our billable time Go back to Janet Baily s contact listing by clicking on the Contacts button on the toolbar You should see her rolodex like listing notice the grey area on the right hand side of her listing this is the brad and clicking on it brings up different sub pages of info relevant to Janet and her files as follows 38 Janet Baliza Wotes yster stories Her latest work All Files eam Members The mystenes Contact G
106. to start visualizing your day and how to set and attack your priorities These are the default views however The Dailies can be customized by clicking on the Personalize button on Preferences Preferences a Office Calendar Contacte i Files x Time Sheets J Library i Dailies W ComCenter Today s Practice Reminders Dailies Pages Calendar Wam me if have more than ial Items on today s To Do list Warr me ita To Oo has been on my list for more than 2 days Files Remove a File from the Active list if there has been no activity for 30 days Remind me about business development if haven t opened a new File in 2 days Remind me about blank Full Matter or Client Hames Time Sheets w Remind me about Time Entries Library Remind me about Unehelved Library Materials Defaults OK Cancel Here you can customize The Dailies and other aspects of Amicus Attorney by using the other tabs Let us overview what have found are the more important items i Calendar Warn me if have more that 21 items on today s To Do list The warning number can be designed by you the idea is to prevent your To Do list from growing to an unmanageable size This allows you to prevent your To Do list from becoming a parking lot of good intentions Files Check Remind me about business development if haven t opened a new File in X in this case 21 days Sometimes you can get
107. us Premium Eqition 399 SHE Cent Serer Edition to Amicus X Premium Edition 299 a248 Version 4 Advanced Edition to Amicus V Advanced Edition F199 5146 Version 4 Advanced Edition to Amicus V Client Senver Edition F299 SABE Version 4 Client Server Edition te Amicus V Client Semer Edition 299 S188 Any Version 3 or earber to Amicus V Advanced Edition 249 S178 Any Version 3 or earber to Amicus V Client Serner Edition ag SA26 To upgrade from any Organizer Eqition subtract 100 irom the new product price Technical Support st License pri desh Annual Tech Support Flans At time of sofware purchase 140 50 Afier Purchase 37194 60 Individual Pay per call sence 4 call hid All Pricing is in US Dollars and is subject to change without notice Does not include shipping and handling where applicable For Canadian and International Pricing please contact Gavel amp Gown Software directly Canadian Pricing as of March 2004 86 New Purchases Price Organizer Edition Shipped in box 179 user Advanced Edition 1 user 549 Each additional user in firm 399 user Client Server Edition 699 user Edition Upgrades within the same version Organizer Edition to Advanced Edition 1 User 419 Each additional user in firm 279 user Organizer Edition to Client Server Edition 559 user Advanced Edition to Client Server Edition 279 user Upgrade From Version IV to Version V Advanced Edition IV to Advanced Edition V 1 User 27
108. val Click here to learn more about the integration Writs of Execution and Property Searches Online integration with BAR eX Search services for users in Ontario Canada e e BAR eX Property Search using POLARIS e WritSearch by name or by number e OWL Ontario Writs Locator Click here to learn more about the integration How long does it take for people to get up to speed on it Amicus Attorney s graphical interface and ease of use results in a very flat learning curve A few hours is all that it would take to grasp the core functionality of Amicus Attorney that being the Calendar the Time Sheet the CommCenter and and the File modules Customization work such as implementing your letterhead format for merge features with Amicus Attorney and your Word Processor will take some understanding of how the program works would not recommend jumping into this until you have worked with Amicus a little while However this is not difficult am just not recommending that you try to do everything at once After all it is easier to swallow an elephant if you do it a little bit at a time 92 How customizable is the product have tried to outline how you can customize the program through the Office module by going into Setup and into Preferences You can set up Amicus to track custom fields in the file opening process You can set up linked events for example to generate reminders for a upcoming trial t
109. very quickly and for example not touch the power of Time Matters to create and organize documents automatically Another firm may decide to systemize the way they handle all communications to and from their clients becoming more responsive and generating new business through the helpful information they supply Both choices are equally workable with Time Matters The Time Matters product line offers a broad range of choices Time Matters Advantage 2 Stability Each new release of Time Matters goes through extensive testing in house and throughout the network of Authorized Independent Consultants Over the years the company has focused on quality under the hood The Professional Edition comes with its own stable database technology that runs on all popular networks the Enterprise Edition runs on industry standard Microsoft SQL server Given the tremendous variety of available computer hardware and software and the occasional susceptibility of MS Windows it is possible to experience a problem while using Time Matters But it is extremely rare for the cause to be traced to an issue within the Time Matters program When a problem does arise it is extremely rare for any loss of data to occur Time Matters sets high standards for quality reliability and Stability Time Matters Advantage 3 Community Because of its popularity and large market share Time Matters users benefit from an extensive and varied community of people The company actively
110. wn ki A Eat A o le EF d Albert A Howell All Staff Allison 5 Monroe Barbara E Angella D Brickley Dan T Miler David B Halomar Daily 5 Days Daye W4Days 21 Dap Weekly Monthly 9 Scheduler Events Tue Jan 13 wed Jan 14 Thu Jan 15 Fri Jan 16 g 00a u Discuss Possible Intrinc SEN M341 Preparation with C mi Trial NY State v Theod f m e Client to sign divorce 10 2 i Cn Se E Conference with client clf ll 11 00a Mle fankruptcy Brube eE 30a T E Monthly Farner teetin 1200p SR ee eta aa ae i E m Planning for Next Year Up 1 00p I Prepare and attend hea wo yo v 2 0p E Depose Witness to Asta Dipi etal 0p 300p ters aie 0p E Meet with Staff Revisio 4 00p g Initial Client Meeting E 9 Initial Client Meeting 0p e 5 00p On ToDa s Wed Jan 14 Thu Jan 15 Fri Jan 16 E File SQnswerto Jenkins Discovery requests se UE Get medical records fr fE Change para 5 Able w 3 E Get the insurance dec l File Snswer to Jenkins l Arrange for Appraisal tl E Setting Meeting with Cliel _ SSS EEE SS _ S _ _ k_a Part of the Multi Day Calendar View 62 The Day File a Personal Hot List When you want to focus on several important things each day the Day File can help you It can be your hot list The Day Fil
111. y Donnell is ahead of his billable hours target of 7 4 hours day 44 Task 3 Respond to a Client Email Receive a client document via Email file the document in the matter check the matter status respond to Email and docket time Undoubtedly lawyers and law office staff will tell you they are overwhelmed with trying to keep up with e mail messages Practice management software is updated immediately as it is used by everyone in the office Armed with the current status of a matter a task such as promptly responding to a client Email may be performed without ever looking at the paper file Here is how both Amicus Attorney and Time Matters would handle this task 45 Task 3 Time Matters a Time Matters 5 0 Tutor C Active Practice LLC Inbox Inbox Eal File Edit View Calendar Database Mail Billing Report Search Window Process Help noo l J j 2 E E eg a e a A Daily Contacts Matters Phone ToDo s AddDoc AddEve AddNot AddPho AddTod Alerts Personal Inbox Options Hem EA Change Ea Delete Qa Reply e Reply All pO Forward z i a i m oa E ji Folders Th Email All Subject Date Time Inbox 2 I T Signed Fee Agreement 1 19 2004 10 00AM Outbox Test of attachment 17 20 2003 F O2PM sent ltem Documents for review 872772003 12 25PM Deleted Items Meeting tomorow a 2r 2003 12 29PM Draft Archive Spam From AAH Subject Signed Fee Agreement Robert Safe View Attached please find the
112. ything filled in except what that Robert has to say to his client Robert types his reply in the new Email message acknowledging receipt of the document Before sending the Email Robert clicks the Send to Billing button When Billing Matters is activated with Time Matters a complete timekeeping and billing systems is available with the Time Matters program The Billing Item form appears fe Billing Item Form Add i Ex File Edit View Process Help 3 H Save amp Close H Save J 4 x Delete Sy j ta g E S Send Bill A aia e gt Cancel Billing Details Regarding MegaTech Computers Inc MegaTech Patent O 1435 6 Time Code CORR CLI Conrespondence to client Phase Staff ASB Robert Brown Description Conespondence to client Tabu ofo x sare ia Bill Date 1 19 2004 3 Mon 48517 w Builg Billing Item Form On Billing Item Form all the information is inherited from the record Robert was working on All he has to complete is complete the details of the Description that will appear in the invoice Before moving on to the next task Robert decides to check where he is in terms of billable time 49 i Time Matters 5 0 Tutor C Active Practice LLC Quick Item Entry View Calendar Database Mail Billing Report Search Window Help 2 Gs ge E eo B OS Ge Ge E Matters Phone ToDo s AddDoc AddEve AddNot AddPho 4AddTod Alerts Conflict Expenses Ea Gad i Close a Options
113. zing software you are likely to 1 Miss out on many opportunities to save time and make more money and 2 Make mistakes that may take an unfortunate amount of your time or a consultant s time to fix In most situations law practices ranging from a solo practice to a very large firm will benefit from hiring a knowledgeable consultant if only to provide guidance and get the project off to a good start Installing Time Matters Enterprise In the right circumstances you can install the Enterprise Version yourself It comes bundled with Microsoft SQL Server 2000 Desktop Engine MSDE a free version of Microsoft s main database product Following the step by Step Installation Instructions you can install Time Matters Enterprise and MSDE from the installation CD Because of the requirements for the Enterprise version the process can be more complex depending on the setup of the firm s existing network server MSDE needs to be install on a Windows machine If you have more than 10 users you will need one of the VV VV WV 75 versions of MS Windows Server on the network server and enough Client Access Licenses for all your users For more than 25 users on a Microsoft network you need to have MS Windows Small Business Server or MS SQL Server installed At this point it makes sense to Nave a relationship with a networking specialist or company for setup of the server software Time Matters Enterprise is also available for Linux Expec

Practice Management Face-Off - Time Matters vs. Amicus Attorney

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