6 Standard Services That Law Firms Outsource to Virtual Secretaries

Can a legal secretary work virtually?

Is it possible for a legal secretary to work remotely without compromising the quantity and quality of the work? This is a question many attorneys and law firm owners have wondered when it was time for them to hire a secretary. After COVID-19, remote or virtual work mode has gained immense popularity for multiple reasons. But legal work is a bit tricky, falling in a grey area with its strict need for confidentiality, accuracy, and regulations. So, can Virtual Secretarial Services fulfil the responsibilities without compromising on any of these three pillars? Let’s look at the answer together.

Why Are Law Firms Choosing To Outsource Virtual Secretarial Services?

• Time crunch:

Attorneys spend an average of 30-40% of their week on clerical work instead of on billable activities. That’s hours lost on routine tasks, follow-ups, and paperwork. The time crunch is one of the biggest reasons law firms outsource secretarial tasks to LPO companies.

• Eliminates delays:

Delegating repetitive, process-driven tasks to trained professionals helps attorneys save time, reduce overhead costs, and increase billable hours, without the cost or effort of hiring in-house staff.

• Billable vs non-billable hours:

Legal professionals can’t bill for every phone call they make or email they respond to, but these are still essential tasks that need to be done all the same. Virtual secretaries help bridge this gap and keep the workflow moving forward while freeing attorneys from tedious tasks.

How Do Virtual Secretarial Services Transform Workflow?

While virtual secretaries share some responsibilities with traditional legal secretaries, their remote nature allows them to leverage advanced technology and flexible scheduling to support multiple attorneys or firms simultaneously. Secretaries work as an extension of your firm by seamlessly combining specialized tools, strategic workflow, and secure communication mediums. Let’s discuss this with some real-time examples of their tasks:

1.Day-to-day routine tasks:

One of their first task of the day is to check the firm’s system to access the day’s schedule for everyone, checking calendars for appointments, meetings, and deadlines, and prioritizing the task list for the day. This may sound a bit tedious, but with their project management tools and trackers, virtual secretaries can track court dates, appointments, and deadlines easily.

2.Case file management:

Secretaries handle all kinds of client communications on behalf of the firm. From answering and making phone calls, responding to emails, to faxing, they become the medium that bridges clients to the attorneys.

3.Client communication:

Secretaries handle all kinds of client communications on behalf of the firm. From answering and making phone calls, responding to emails, to faxing, they become the medium that bridges clients to the attorneys.

4.Scheduling:

Secretaries help attorneys stay on top of their timelines by scheduling appointments on their behalf, taking follow-ups as required, and marking deadlines for filings in the calendar.

5.Transcription/Document Production:

They are in charge of producing relevant documents and transcriptions when required by the professionals. This include requesting and retrieving medical records for summaries.

6.Case Entry/Intakes into case management software:

Secretaries do the initial client intake, noting down the details of the client and their concerns. They also feed that information into the law firm’s management software, so the information is available easily for every attorney and legal professional involved with that client.

Skills You Need To Look For When Hiring Or Outsourcing A Virtual Secretary

• • Experience as a legal secretary
• • In-depth knowledge of regional laws
• • Efficiency in legal & management software
• • Good communication skills
• • Attention to detail & handling confidential data
• • Organizational and multitasking skills

Unlock New Potential with Legacore Solutions Virtual Secretarial Services

Managing a law firm requires more than just hiring people for the right positions; it’s about optimizing efficiency and amplifying productivity at the same time. If you are spending most of your time on non-billable tasks, outsourcing them to a virtual secretary can help you manage your work more efficiently by enabling you to focus on higher-value legal tasks.

It’s vital to find a professional LPO company with relevant experience that matches your firm’s needs. Legacore Solutions offers a wide range of legal support services that help law firms scale their success, reduce workload, and improve attorney-client relations without the hassle of in-house staffing. Start your journey to efficiency today with Legacore Solutions!

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