Attorneys may now add legal text, such as case law, statutes, law review articles and their own compiled legal notes and research to their VLO’s law library.  Items stored in the VLO legal library may be linked to existing client cases.  This will allow the VLOTech attorney to streamline their practice and make legal research more efficient by being able to refer back to previous cases where they have already researched similar legal issues or view the statutes or notes associated with that research for use in future cases.

The legal library is searchable with the following categories:
-Legal category
-Title
-Keywords
-Source Note (a helpful note to locate the original text in the physical library or an optional note)
-Citation
-Effective date
-Text

The new calendar export features of the VLOTech software permit the attorney to export his or her current calendar in ICal format which is the default used by all calendaring software.  Other smaller development features and improvements to the VLOTech software were added based on VLOTech attorney development requests.

VLOTech adds new features and/or updates its development of the VLOTech software on a regular basis.  Development is driven by the attorneys using the technology and their requests for new features and improvements.

Websites and blogs are a popular and effective method of online advertising used by a growing number of legal professionals, especially attorneys operating VLOs. Many state bars require that their attorneys register the law VLOs URL with the state bar ahead of taking the virtual practice live. Similar to the VLO’s name, the URL name should not be misleading. In most cases, the URL does not have to contain language which specifically identifies the website or blog’s owners as long as the homepage of the VLO website or blog clearly identifies the attorney(s) operating the virtual law practice.

Is the existence of a VLO itself a direct solicitation to the public for online legal services? No. A prospective client would have to actively search online for legal services. Given the large number of online attorney listings and directories, it is highly unlikely that any member of the public who is capable of conducting an online search for legal assistance would be misled by selecting a VLO attorney for an initial consultation out of a crowded online legal marketplace.

Most online clients are familiar with conducting highly sensitive transactions online on a daily basis, including online investing, banking, purchasing and selling goods and services. Furthermore, the steps that a prospective client must take to register with the VLO ensure that the prospective client is made aware of the nature of the legal services provided online through both a clickwrap agreement and multiple notices created by the virtual attorney for their individual VLO.

VLO Website or Blog Content

Complying with your state bar’s ethics rulings and rules of professional conduct on advertising requires careful scrutiny of the VLO website or blog. The ABA’s Elawyering Task Force, ABA Law Practice Management Section and ABA Standing Committee On the Delivery of Legal Services published the Best Practice Guidelines for Legal Information Web Site Providers on February 10, 2003. This publication provides guidelines regarding website content that may be applied to a VLO. Many of these guidelines will be similar to those written into individual state bar regulations for website content.

In general, the VLO website or blog should contain adequate contact information to inform the public of the attorney or law firm providing the online legal services and where they are licensed to practice law, and some method of contact, either by email address or telephone number. This information allows the public to conduct their own research regarding the source of online legal services being offered and to make an informed decision before retaining the services of that VLO.

In addition, any content on a VLO website or blog should include the date the content was last reviewed so that anyone reading the site will have a frame of reference. If the VLO is set up as a blog, then the date of publication for the content is not only provided automatically with each post, but may also be archived and searchable as a resource for the public and clients. General content and legal advice included on the website should state somewhere that members of the public should not rely on this advice and should seek the advice of an attorney for assistance with legal needs for their individual circumstances. Providing links to other reliable resources for the public to use in making decisions and finding legal assistance is preferable. The jurisdiction of the website should be absolutely clear to the public and should be stated in several places throughout the website.

The foregoing are suggestions for advertising and setting up the VLOTech VLO website or blog. Any attorney interested in setting up a VLOTech VLO is advised to consult with their individual state bar to assure that their VLO practice will be in compliance with any rules and regulations where they are licensed.  VLOTech will work with attorneys setting up VLOTech VLOs to advertise and market their virtual law practices with methods that comply with the advertising rules and other standards of that attorney’s state bar.

There are three options that the attorneys may select: 1) No Alerts, 2) Email alerts for new cases, or 3) Email alerts for new cases and case updates. The notice sent to their mobile device will provide a link that takes them directly to the case with the new activity after they log into the secure VLO. In addition to this new feature, several additions have been made to the case management tools section of the VLO from the attorney’s backend law office.

Features currently in development for the near future include a linkable and searchable legal research library, creating online forms within the VLO for use in client data intake and export functionality for accounting software, such as QuickBooks.

One of VLOTech’s clients, Cassie Craze, was quoted in the publication, stating “[y]ou’re not working fewer hours than a traditional practice, but at least you can do it on your own schedule….We hear from people who are unhappy with how a traditional law firm operates and its high fees. They can’t afford their lawyer anymore. Some people may just need a question answered or a document drafted. My fees are half, if not lower, than a traditional law office.”

Since the publication of the article, VLOTech has been approached by a number of Canadian legal professionals interested in learning more about the web-based, virtual law office software.

The need for non-disclosure and confidentiality is a necessity in many fields, especially those practicing in the medical and legal fields. Although a virtual assistant may seem to be the perfect administrative solution for those attorneys wanting to become virtual law offices, their concerns regarding confidentiality and non-disclosure can be a discouragement in following through with a VA. In actuality, virtual assistants are well prepared to provide services in a manner that takes this issue into account.

Just how do virtual assistants provide services that insure non-disclosure and confidentiality rules are maintained? To begin with, many of us like Tamika R. Johnson of Administrative Partners LLC, and virtual paralegal, Dawn Draper of Michigan, have a section included in our contract that addresses the issue specifically. Some of us, like Lily E. Chambers of The Virtual Office Goddess have separate, detailed confidentiality agreements that are agreed upon and signed before work begins. In some cases, the virtual assistant only keeps files pertaining to client work for a set period of time, for example, 90 days, and then the files in their possession are destroyed. Arrangements can be made for all electronic documents to be transferred from the virtual assistant to the client via portable data drives, secure web storage or some other secure file transfer method before the actual destruction of files is done. These same secure websites, etc. can be used to transfer information and files from client to virtual assistant for the purpose of completing required tasks.

A knowledgeable virtual assistant also takes precautions within their own home office environment. Password protected internet access and client computer files as well as locks on storage spaces where physical files may be stored are precautions that many of us take, including Rebecka Melson of Virtual Business Services. In addition, my personal actions extend to tucking away any client related information on my desk or blanking out my computer screen if someone comes into my office while I’m working on sensitive client information.

The use of flash drives and external hard drives are common, and are used to store client files instead of storing them on the virtual assistant’s computer itself. With the use of these portable storage devices, they can be locked up when not in use for added security. And normal security measures such as up to date virus software and firewall software are also implemented.

Of course, you shouldn’t just take it for granted that the virtual assistant you choose is implementing these precautions. When you have your initial consultation with a potential virtual assistant, ask what their policies and precautions are for dealing with non-disclosure and confidentiality. If their answers don’t set your mind at ease, look for another VA. Whatever you do, don’t just assume that it’s impossible for someone working for you from a remote office to comply with what you need in regard to this issue. You could be closing the door to the perfect answer to the need for administrative assistance for your virtual law practice.

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Tina Hilton has combined her experience and training in the mortgage, real estate law/title office and medical office industries with her love and knowledge of computer/internet technologies to form Clerical Advantage Virtual Assistance Services. As well as her work as a virtual assistant, she also maintains the Conference Table Blog and is a contributing editor for the Home Office Warrior internet magazine for the Home Office Entrepreneur, writing regularly for their Virtual Assistant Section. She also recently launched her first e-book, An Introduction to Virtual Assistance for Businesses, aimed at helping businesses understand and utilize virtual assistance to their best advantage.

The session introduced the concept of virtual law practice to attending attorneys and provided best practice tips for the virtual law practitioner to avoid ethical and malpractice risks when providing online legal services.

We are providing the CLE manuscript with virtual law practice tips to VLOTech attorneys and will be adding more informative blog posts based on the topics from this CLE session. Several slides from the CLE presentation are posted below.

After the presentation, Stephanie had the pleasure of meeting several attorneys who are interested in adding virtual law practices to their solo or small firms. Two of these attorneys are located in the remote mountain region of North Carolina. Their clients are spread out over a large geographic area where it is not always practical to meet with clients in person. Right now they are relying primarily on email communication.

Using a VLO to connect with their clients across the region would not only benefit their law practices but help to provide legal services to lower and middle income individuals in their communities who otherwise might not have access. We look forward to speaking more with these attorneys to learn how VLOTech may be able to assist them in providing online legal services.

If you have questions about how a VLOTech virtual law office would benefit your solo or small firm practice, please contact us at launch@vlotech.com.

Virtual Law Office Technology, LLC © 2008

The CLE session will cover the web-based technology used to create a virtual law office (VLO) and explore best practice methods for the virtual attorney to avoid potential ethical and malpractice risks.

Understanding the technology used to practice law on a secure web-based VLO is important to ensure the operation of a professional and ethical virtual law practice. Some of the ethics topics to be discussed at the CLE include the following:

Unauthorized practice of law in other jurisdictions,
Establishing the attorney/client relationship,
Protecting client confidences,
Data security & encryption,
Securing mobile devices,
Verifying the client’s identity online,
VLO website content,
Conflict of interest checking,
Metadata risks, and
Online payments.

Stephanie has operated her virtual law practice in North Carolina for the past three years using the VLOTech software. She is working with other attorneys nationwide to establish other solo and small firm virtual law offices (VLOs). If you are in the Cary, NC area next week or would like more information about obtaining the CLE manuscript from this session, please contact Stephanie at slk@kimbrolaw.com.

Attorney and author Michael Tonsing writes,

It seems to me that the idea [of a virtual law office] will be an attractive one for many practitioners, especially those with a wanderlust, because VLOTech will allow their offices to exist anywhere they can gain access to the Internet - from their desktop or laptop computer or from a mobile device. The online software itself serves as an attorney’s virtual law office, handling administrative and management tasks as well as communication with the client. And, of course, a VLO Web site is open to prospective clients 24/7, enabling it so serve as a form of ongoing client development and revenue generation.

The Federal Lawyer is not published online or we would happily provide a link to the article.

Expand client base to the entire state(s) in which the attorney is licensed allowing him or her to compete with larger firms.

Minimal overhead to run a VLOTech VLO.  No law office lease, limited office supplies needed.

Online Calendar System – Alert clients of deadlines, invoices due, court dates, dates when you will be unavailable, and schedule office, telephone or online conferences.

Allows the solo practitioner to experiment with different billing methods or combination of methods.

Upload documents to a client for his or her review.

Download Documents – Allow your trusted clients to upload documents to you for review.

Simplify the Drafting Process – Work with the client and other attorneys to draft a legal document by transferring the file through the secure VLO and communicate about the document in the case file.

Online Payments – Invoice clients online and allow them to pay online by credit card or certified check. The convenience of online payment for clients may mean less collection hassle.

Streamline your practice. Create a File Library of legal resources starting with the first online case and linking the library resources to case files for future reference.

Create marketing reports to show which VLO advertising methods are most effective.

Referral Database – Create a resource of referral contacts with notes and keep record of to whom you referred cases.

If You Have a Litigation Practice

Online Calendar System – Alert existing client of court dates, remind them to dress up for court, remind them of court room etiquette, provide notice of invoices due, dates when you will be unavailable, and schedule office, telephone or online conferences.

Online Communication – Meet with your clients online and in the courthouse and not in your office.

Upload documents to a client for his or her review.

Download documents from clients – Allow your trusted clients to upload documents to you for review.

Online Payments – Invoice litigation clients and allow them to pay online by credit card or certified check. The convenience of online payment for clients may mean less collection hassle.

Add revenue to the firm’s litigation practice by taking simple traffic court or small claims court matters online and provide unbundled legal services to pro se litigants.

Referral Database – Create a resource of referral contacts with notes and keep record of to whom you referred cases.

If You Have an Established Law Practice

Online Calendar System – Alert existing client of deadlines, invoices due, court dates, dates when you will be unavailable, and schedule office, telephone or online conferences.

Upload documents to a client for his or her review.

Download documents from clients – Allow your trusted clients to upload documents to you for review.

Drafting – Work with the client and other attorneys to draft a legal document by transferring the file through the secure VLO and communicate about the document in the case file.

Add to the firm’s existing client base by tapping into the market for online legal services. Train legal assistants to review and respond to or reject new prospective clients in the VLO.

Online Payments – Invoice clients online and allow them to pay online by credit card or certified check. The convenience of online payment for clients may mean less collection hassle.

Lower office overhead by reducing paper and office waste.

Streamline your practice. Create a File Library of legal resources starting with the first online case and linking the library resources to case files for future reference.

Create marketing reports to show which VLO advertising methods are most effective.

Referral Database – Create a resource of referral contacts with notes and keep record of to whom you referred cases.

Ms. Craze is a magna cum laude graduate of James Madison University and the University of Richmond’s T.C. Williams School of Law. Prior to opening Craze Law, Cassie served as a Law Clerk in Chesterfield Circuit Court and as a practicing attorney at a Virginia law firm. She has also volunteered as a legal advocate for children with disabilities and with the Chesapeake Bay Foundation.

Ms. Craze states on her VLO website that she opened her VLO in part “to address the frustration that [she] saw in clients of traditional law firms. [Her] goal is to communicate with clients better, cost them less, and to provide prompt quality legal services at a price that is agreed upon before any services are rendered.”

Please see the Craze Law website for more detailed information.