how to implement practice management
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How to Implement A
Practice Management System
How to Implement A
Practice Management System
Tom O’ConnorCraig BayerAugust 6th, 2009 – Digital Legal
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What is a PMSWhat is a PMS
Software that allows you to go to one place and see every: phone call, document, email, time entry, and note that everyone in the firm has made regarding a particular matter/case
Software that allows you to go to one place and see every: phone call, document, email, time entry, and note that everyone in the firm has made regarding a particular matter/case
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What is a PMS?What is a PMS?
Combines calendaring/docketing/tickler functions case information tracking address book functionality document assembly capabilities email integration
Portability Laptops PDA’s
Avoid malpractice Turn wasted time into billable time
Combines calendaring/docketing/tickler functions case information tracking address book functionality document assembly capabilities email integration
Portability Laptops PDA’s
Avoid malpractice Turn wasted time into billable time
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WHY YOU NEED ITWHY YOU NEED IT
Virtually every legal consultant says you MUST have a PMS in order to effectively manage your practice
Virtually every legal consultant says you MUST have a PMS in order to effectively manage your practice
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WHY YOU DON’T HAVE IT
WHY YOU DON’T HAVE IT
Don’t want to take the time to “unlearn” existing workflow
Common impression about PMS is that it is Too difficult to implement Too expensive for all but the big
firmsMany attorneys think they DO
have a PMS
Don’t want to take the time to “unlearn” existing workflow
Common impression about PMS is that it is Too difficult to implement Too expensive for all but the big
firmsMany attorneys think they DO
have a PMS
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WHY YOU DON’T HAVE IT
WHY YOU DON’T HAVE IT
ABA technology survey shows that only 53% of respondents have a PMS
only 36% report actually using it 51% use Microsoft Outlook Time Matters at 12% CaseMap at 11%
Only TimeMatters is a PMS, Outlook and CaseMap are not
ABA technology survey shows that only 53% of respondents have a PMS
only 36% report actually using it 51% use Microsoft Outlook Time Matters at 12% CaseMap at 11%
Only TimeMatters is a PMS, Outlook and CaseMap are not
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PMS SoftwarePMS Software
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PricingPricing
1st\Add UserAmicus Premium: $699\$599Amicus Small Firm: $499\$399TimeMatters Enterprise:
$700\$400PracticeMaster: $295\$150Clio*: $49\$25 a MonthRocket Matter**: $59 a Month
1st\Add UserAmicus Premium: $699\$599Amicus Small Firm: $499\$399TimeMatters Enterprise:
$700\$400PracticeMaster: $295\$150Clio*: $49\$25 a MonthRocket Matter**: $59 a Month
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Maintenance PlanMaintenance Plan
This is the profit center for the software companies (except Clio)
Amicus Small Firm $280/$180Amicus Premium $350/$250TimeMatters $350/$150Practice Master $130/$53Clio IncludedRocketMatter Included
This is the profit center for the software companies (except Clio)
Amicus Small Firm $280/$180Amicus Premium $350/$250TimeMatters $350/$150Practice Master $130/$53Clio IncludedRocketMatter Included
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Hosted vs In-HouseHosted vs In-House
Hosted or SaaS have become popular in the upcoming years
Clio and Rocketmatter are the two most popular SaaS Practice Management solutions
Browser Agnostic so they will run on anything
Young in their product cycle (less features)
Hosted or SaaS have become popular in the upcoming years
Clio and Rocketmatter are the two most popular SaaS Practice Management solutions
Browser Agnostic so they will run on anything
Young in their product cycle (less features)
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Why We Like ClioWhy We Like Clio
TCO of ownership is cheaperThe more uptime you have, the
more money Clio makes so your interest are aligned with theirs
They have escrowed your data so if they go out of business (unlikely) you have access to your data for 5 years
Don’t need a server
TCO of ownership is cheaperThe more uptime you have, the
more money Clio makes so your interest are aligned with theirs
They have escrowed your data so if they go out of business (unlikely) you have access to your data for 5 years
Don’t need a server
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My OpinionMy Opinion
Amicus is most intuitive and easy to use
TimeMatters has the most bells and whistles, most customizable
PracticeMaster is a solid product, but seen very little in the area
Clio and Rocketmatter are young and promising and never go down
Amicus is most intuitive and easy to use
TimeMatters has the most bells and whistles, most customizable
PracticeMaster is a solid product, but seen very little in the area
Clio and Rocketmatter are young and promising and never go down
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How to ChooseHow to Choose
Get several demosMake Sure it Integrates with your:
Billing / AccountingWord ProcessorMobile Devices
Get several proposals with software and installation \ training \ customization costs
Get several demosMake Sure it Integrates with your:
Billing / AccountingWord ProcessorMobile Devices
Get several proposals with software and installation \ training \ customization costs
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Free Trials \ DemosFree Trials \ Demos
Free Trials are a joke, no one every takes the time to install and test them out. (Clio and Rocketmatter or the exception, nothing to install)
Get a Demo from the Software Company and then one from a consultant
Consultant lives in Law Firms, the software company does not
Free Trials are a joke, no one every takes the time to install and test them out. (Clio and Rocketmatter or the exception, nothing to install)
Get a Demo from the Software Company and then one from a consultant
Consultant lives in Law Firms, the software company does not
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Integrations – Billing and Accounting
Integrations – Billing and Accounting
There is no one software that does everything well
Take the best billing / accounting software and link it to the best practice management software
There is no one software that does everything well
Take the best billing / accounting software and link it to the best practice management software
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Integration (Other)Integration (Other)
Word ProcessorWord or Wordperfect only (no
open office or google docs) Internet Browser (IE and Firefox only)*DMS (Document Management
System)Email Client (Outlook or Groupwise)*Clio and RocketMatter work in any
browser
Word ProcessorWord or Wordperfect only (no
open office or google docs) Internet Browser (IE and Firefox only)*DMS (Document Management
System)Email Client (Outlook or Groupwise)*Clio and RocketMatter work in any
browser
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Mobile DevicesMobile Devices
Wireless vs Wired SyncShould offer wireless sync through
exchangeSeparate TimeKeeping Feature
Wireless vs Wired SyncShould offer wireless sync through
exchangeSeparate TimeKeeping Feature
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Hardware \ Networking People
Hardware \ Networking People
Extremely dedicated, hardworkingProbably not a lot of experience in
installing the PMSGet a consultant who can work
with your hardware people and let them know the best practices
Extremely dedicated, hardworkingProbably not a lot of experience in
installing the PMSGet a consultant who can work
with your hardware people and let them know the best practices
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Upgrade Software and Hardware
Upgrade Software and Hardware
The minimum requirements ensure that you get the minimum return on your investment
Get your hardware company to upgrade your network, computers, operating systems, word processors
Wait at least a month to install the PMS once the upgrades have been completed
The minimum requirements ensure that you get the minimum return on your investment
Get your hardware company to upgrade your network, computers, operating systems, word processors
Wait at least a month to install the PMS once the upgrades have been completed
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Proposal TimeProposal Time
Get the cost from your hardware company
Get a proposal from a consultant on the software and installation / training / customization costs
Get everyone involved in some part of the decision process
Get the cost from your hardware company
Get a proposal from a consultant on the software and installation / training / customization costs
Get everyone involved in some part of the decision process
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Install TimeInstall Time
Have several staff meetings to fill out an implementation sheet
https://www.box.net/shared/static/9h06y5vhjc.pdfPlan for Training and Down TimeHave a positive productive
attitude
Have several staff meetings to fill out an implementation sheet
https://www.box.net/shared/static/9h06y5vhjc.pdfPlan for Training and Down TimeHave a positive productive
attitude
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Force TrainingForce Training
Plan for training, make it mandatory, turn on the answering system and leave cell phones outside
Getting the paralegals and assistances to attend training, with the ideal that they will in turn, training their attorney, is a stupid ideal and a waste of time
Plan for training, make it mandatory, turn on the answering system and leave cell phones outside
Getting the paralegals and assistances to attend training, with the ideal that they will in turn, training their attorney, is a stupid ideal and a waste of time
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Training SessionsTraining Sessions
Basic – Done Immediately- For Everyone - 3 Hours
Advances Use - 2 – 4 weeks Later – For Everyone – 2 Hours
Administrator Training – Done Immediately – Admins/Power Users only – 3 Hours
Basic – Done Immediately- For Everyone - 3 Hours
Advances Use - 2 – 4 weeks Later – For Everyone – 2 Hours
Administrator Training – Done Immediately – Admins/Power Users only – 3 Hours
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O’CONNOR ANALYSISO’CONNOR ANALYSIS
Four fundamental pieces of law office technology
HardwareWord processingEmail systemPractice management
CMST&BDMS
Four fundamental pieces of law office technology
HardwareWord processingEmail systemPractice management
CMST&BDMS
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SAVINGSSAVINGS
If PMS saves you 15 minutes per dayBill 15 minutes more per day@ $300/hour
$75/day $375/week $1500/month $18,000 year
Don’t forget to add impact from billable staff as well
If PMS saves you 15 minutes per dayBill 15 minutes more per day@ $300/hour
$75/day $375/week $1500/month $18,000 year
Don’t forget to add impact from billable staff as well
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Thank You For Listening!
Thank You For Listening!
Gulf Coast Technology Center www.gulfltc.org
Tom O’Connor [email protected]
Law Office Technology www.lawot.com
Craig Bayer [email protected]
Gulf Coast Technology Center www.gulfltc.org
Tom O’Connor [email protected]
Law Office Technology www.lawot.com
Craig Bayer [email protected]