{"id":12186,"date":"2017-10-02T19:13:06","date_gmt":"2017-10-02T19:13:06","guid":{"rendered":"https:\/\/www.process.st\/templates\/client-onboarding-for-criminal-law-firms-copy-2\/"},"modified":"2024-02-28T20:45:03","modified_gmt":"2024-02-28T20:45:03","slug":"client-onboarding-for-criminal-law-firms-copy-2","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/client-onboarding-for-criminal-law-firms-copy-2\/","title":{"rendered":"Client Onboarding for Criminal Law Firms (Copy)"},"content":{"rendered":"<section id=\"introduction\">\n<h2> Introduction: <\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/iDFsfO3pYpjZRdvqoY5CeQ.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/iDFsfO3pYpjZRdvqoY5CeQ.png\" \/> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>As much as having a uniform onboarding process makes life easier for your company and client, it also helps avoid malpractice lawsuits, which, according to <a href=\"https:\/\/www.lexisnexis.com\/law-firm-practice-management\/documents\/malpractice_book_final.pdf\" rel=\"nofollow noopener\" target=\"_blank\">LexisNexis<\/a>, have a 4-17 percent chance of happening each year.<\/p>\n<p>Unlike some lines of work, compliance the biggest issue at hand when taking on a new client. LexisNexis recommends automating as much of the onboarding process as possible, using software to check the prospective client's involvement with other cases and lawyers to minimize malpractice risk.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"record-client-details\">\n<h2> Record client details <\/h2>\n<div class=\"text-content\">\n<p>First things first - you need to <strong>record the details of the new client<\/strong>. Fill in the <strong>form fields<\/strong> below either manually or by <strong>automatically shipping data<\/strong> over from your CRM.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Client Name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Client Email <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Signup Date <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> CRM Lead URL <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Client Additional Details <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"before-first-meeting\">\n<h2> Before first meeting: <\/h2>\n<\/section>\n<section id=\"send-questionnaire-to-client\">\n<h2> Send questionnaire to client <\/h2>\n<div class=\"text-content\">\n<p>Next, <strong>send a questionnaire<\/strong> to the client. <strong>Upload a copy<\/strong> of the document (<strong>before and after completion<\/strong>) to the<strong> form fields<\/strong> below.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Client Questionnaire <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Completed Client Questionnarie <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>A questionnaire is a simple way to gather data efficiently. This <a href=\"http:\/\/www.rickrutledgelaw.com\/documents\/Client_Distribution\/New_Client_Questionnaire.pdf\" rel=\"nofollow noopener\" target=\"_blank\">example<\/a>&nbsp;comes in the form of a .pdf file, but you can always make your own for online distribution with <a href=\"http:\/\/wufoo.com\" rel=\"nofollow noopener\" target=\"_blank\">Wufoo <\/a>or <a href=\"http:\/\/surveymonkey.com\" rel=\"nofollow noopener\" target=\"_blank\">Survey Monkey<\/a>. Download the example .pdf below.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"check-for-conflicts-of-interest\">\n<h2> Check for conflicts of interest <\/h2>\n<div class=\"text-content\">\n<p>As stated in the introduction,<strong> conflicts of interest<\/strong> are the biggest danger for lawyers taking on new clients. Hence,<strong> checks<\/strong> for these must be done <strong>as soon as possible<\/strong>. <strong>Record the result<\/strong> of these checks with the <strong>dropdown<\/strong> below.<\/p>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Is There A Conflict Of Interest? <\/label><br \/>\n   <select disabled=\"disabled\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>It is recommended that you automate this process using software like <a href=\"http:\/\/www.clientconflictcheck.com\/features.html\" rel=\"nofollow noopener\" target=\"_blank\">Client Conflict Check<\/a>&nbsp;or using the way that has worked for you up until now with your own databases.&nbsp;<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"set-up-an-audio-recorder-in-the-room-for-notes\">\n<h2> Set up an audio recorder in the room for notes <\/h2>\n<div class=\"text-content\">\n<p>An<strong> audio recorder<\/strong> should be set up <strong>in the room which you will meet the client in<\/strong>. This is purely to take notes, but it should be as good a recorder as possible.<\/p>\n<p>If you don't have a voice recorder, you should think about investing in a good one.&nbsp;<\/p>\n<p>Here are a few we recommend:<\/p>\n<ul>\n<li><a href=\"http:\/\/www.amazon.com\/dp\/B004OU2IQG\/?tag=wordwithvina-20\" rel=\"nofollow noopener\" target=\"_blank\">Tascam DR-05<\/a>&nbsp;&nbsp;$179 (The best of the best)<\/li>\n<li><a href=\"http:\/\/www.amazon.com\/dp\/B005756GYM\/?tag=wordwithvina-20\" rel=\"nofollow noopener\" target=\"_blank\">Olympus VN-7200<\/a>&nbsp;$79<\/li>\n<li><a href=\"http:\/\/www.amazon.com\/dp\/B00CH5U24A\/?tag=wordwithvina-20\" rel=\"nofollow noopener\" target=\"_blank\">Etekcity 2-1<\/a> $39<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"inform-client-the-conversation-will-be-recorded\">\n<h2> Inform client the conversation will be recorded <\/h2>\n<div class=\"text-content\">\n<p>The<strong> client<\/strong> must now be<strong> informed<\/strong> that the <strong>upcoming conversation<\/strong> you will have with them will be <strong>recorded<\/strong>.<\/p>\n<p>It is<strong> illegal<\/strong> to take recordings <strong>without prior consent<\/strong> from the client, so <strong>be absolutely certain<\/strong> that the client is aware of this and consents.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-the-cost-of-the-initial-meeting\">\n<h2> Confirm the cost of the initial meeting <\/h2>\n<div class=\"text-content\">\n<p>Before going ahead with the meeting you want to <strong>make sure the client is absolutely clear on the costs<\/strong> they are about to incur.<strong> <\/strong>Fill in the<strong> form fields<\/strong> below for later proof if disputed.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Quoted Initial Meeting Price <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Price Email Link <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Tell them over the phone or in person and <strong>send an email with the figure<\/strong> attached to keep as proof.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"first-meeting\">\n<h2> First meeting: <\/h2>\n<\/section>\n<section id=\"check-for-urgency-or-risk\">\n<h2> Check for urgency or risk <\/h2>\n<div class=\"text-content\">\n<p>The first item of business in the initial meeting should be to <strong>identify imminent deadlines and steps required to meet them<\/strong> (court hearings, police interviews). <strong>Record<\/strong> these deadlines in the <strong>form fields<\/strong> below.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Most Imminent Deadline <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Most Imminent Deadline Date <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Additional Deadlines <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p><strong>Prioritize<\/strong> the <strong>urgency<\/strong> of the case in line with other current clients to make sure you meet deadlines.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-you-are-not-talking-to-someone-the-clients-behalf\">\n<h2> Confirm you are not talking to someone the client\u2019s behalf <\/h2>\n<div class=\"text-content\">\n<p>Legally you have to be sure you're<strong> talking to the actual client<\/strong> and not a proxy.&nbsp;<\/p>\n<p>Make sure the <strong>voice recorder catches the statement<\/strong> that they are who they claim to be.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"review-questionnaire-with-client\">\n<h2> Review questionnaire with client <\/h2>\n<div class=\"text-content\">\n<p><strong>Go over the questionnaire you sent<\/strong> at the start of the onboarding process to check for any mistakes or missing fields.<\/p>\n<p><strong>Clarify all entered data<\/strong>, get proof where needed and make sure that everything adds up.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"verify-client-questionnaire-information\">\n<h2> Verify client questionnaire information <\/h2>\n<div class=\"text-content\">\n<p>Check over the questionnaire and <strong>verify information<\/strong> that<strong> relates<\/strong> to the type of <strong>legal matter<\/strong> they have come to see you about.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"verify-clients-identity\">\n<h2> Verify client\u2019s identity <\/h2>\n<div class=\"text-content\">\n<p>Take a<strong> copy of their driver\u2019s license or passport<\/strong> and file it with the questionnaire and other gathered data. Record a copy with the form fields below.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Client Identification Proof <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"take-a-picture-of-client\">\n<h2> Take a picture of client <\/h2>\n<div class=\"text-content\">\n<p>Now you need to <strong>take a photo of the client<\/strong>, uploading a copy of it to the form field below.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Client Photo <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Remember that the photo needs to <strong>meet certain requirements<\/strong> to be considered valid. In line with <strong>U.S passport photo regulations<\/strong>, ensure the photograph is valid by ensuring the following <strong>sub-checklist<\/strong> items are met.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      In color\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Printed on matte or glossy photo quality paper\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Over 2 x 2 inches (51 x 51 mm) in size\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Sized such that the head is between 1 inch and 1 3\/8 inches (between 25 and 35 mm) from the bottom of the chin to the top of the head. View a&nbsp;Photo Composition Template&nbsp;for more size requirement details.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Taken in front of a plain white or off-white background\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       6\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Taken in full-face view directly facing the camera\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       7\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Taken with a neutral facial expression,&nbsp;with both eyes open\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       8\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Update every six months\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"confirm-the-need-to-keep-your-discussion-confidential\">\n<h2> Confirm the need to keep your discussion confidential <\/h2>\n<div class=\"text-content\">\n<p>You must ensure that the <strong>client must not disclose anything<\/strong> said in the meeting. Reassure that you are <strong>legally bound<\/strong> to client confidentiality.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-client-brought-relevant-documentation\">\n<h2> Confirm client brought relevant documentation <\/h2>\n<div class=\"text-content\">\n<p>Although some of these may not be relevant to the case, ensure that the <strong>client has brought<\/strong> any of the following <strong>relevant documents<\/strong>.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Financial information\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Accusatory documents\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Parole\/probation&nbsp;documents\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Documents from past convictions\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Medical documents\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"determine-clients-status\">\n<h2> Determine client\u2019s status <\/h2>\n<div class=\"text-content\">\n<p>Next, you need to <strong>identify the client's status<\/strong>. Use <strong>open-ended questions<\/strong> to get as much information as possible.&nbsp;<\/p>\n<p>During the first meeting it is mostly only&nbsp;necessary to find out:<\/p>\n<p>1. If the&nbsp;client is a <strong>citizen<\/strong><br \/>2. If the client is&nbsp;on <strong>probation<\/strong>, <strong>post-release supervision<\/strong> or <strong>parole<\/strong>.<\/p>\n<p>The rest of the questioning should <strong>determine concerns and answer questions<\/strong> about the future.<\/p>\n<p><a href=\"http:\/\/newyorkcriminaldefense.blogspot.com\/2011\/05\/practice-tips-first-interview-with-new.html\" rel=\"nofollow noopener\" target=\"_blank\">This article<\/a> discusses the process in detail if you need additional guidance.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"discuss-the-options\">\n<h2> Discuss the options <\/h2>\n<div class=\"text-content\">\n<p>Now that you have a rough idea of the case, you need to <strong>discuss the options<\/strong> available to the client.<\/p>\n<p>1. The upcoming court proceedings, including explanations in felonies of preliminary hearing, grand jury and indictment<\/p>\n<p>2. The possibility there may be a plea offer, and the steps we should take if we want to try to obtain one (and the fact that it is my job to relate to the client a plea offer)<\/p>\n<p>3. The client\u2019s right to testify before the grand jury (and usually my advice that it is not a good idea at that stage of the case, but that I have to know if they want to in order to advise the prosecutor in time);<\/p>\n<p>4. The client\u2019s right to a jury trial, and the likelihood that the case will either be resolved by plea or trial (and lesser possibilities of grand jury dismissal or dismissal based on motions);<\/p>\n<p>5. Perhaps legal issues that seem to be presented by this early view of the case (with a reminder that we do not have discovery and will not get it until later in the case).<\/p>\n<p>(<a href=\"http:\/\/newyorkcriminaldefense.blogspot.com\/2011\/05\/practice-tips-first-interview-with-new.html\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a>)<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"recommend-next-steps-to-take-in-the-short-term\">\n<h2> Recommend next steps to take in the short term <\/h2>\n<div class=\"text-content\">\n<p><strong>Advise<\/strong> what further <strong>information, documents, and research you need<\/strong> before you can give your final opinion or recommendations.<\/p>\n<p>You might consider looking more deeply into past convictions, medical history, or anything relevant that might help you make a case and decision.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"explain-what-you-plan-to-do\">\n<h2> Explain what you plan to do <\/h2>\n<div class=\"text-content\">\n<p>Use of outside experts if any, timing, and costs, etc.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"discuss-legal-costs\">\n<h2> Discuss legal costs <\/h2>\n<div class=\"text-content\">\n<p>Now you need to <strong>discuss the legal costs<\/strong> with the client. Feel free to<strong> add to or edit<\/strong> the following <strong>form fields as necessary<\/strong>.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Hourly Rate <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Flat Fee <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Alternative Fee Arrangements <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Advanced Fee Deposit <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Make sure to <strong>mention<\/strong> the <strong>situations that&nbsp;could increase the costs<\/strong>.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"advise-the-client-how-you-calculate-your-fees\">\n<h2> Advise the client how you calculate your fees <\/h2>\n<div class=\"text-content\">\n<p>Notify <strong>how you expect to be paid<\/strong>, <strong>and when<\/strong>. Cover the kind of<strong> other charges and expenses<\/strong> the client can expect.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-next-steps-for-the-client-and-you\">\n<h2> Confirm next steps for the client and you <\/h2>\n<div class=\"text-content\">\n<p>Make sure your<strong> client fully understands what you both should be doing<\/strong> prior to any future interviews or hearings.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"explain-your-file-retention-policy\">\n<h2> Explain your file retention policy <\/h2>\n<div class=\"text-content\">\n<p><strong>Explain<\/strong> to the client that <strong>you must hold on to all the documents they have given<\/strong> you, and that your <strong>privacy policy<\/strong> ensures they won't be shared outside the organization.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"give-them-your-contact-information\">\n<h2> Give them your contact information <\/h2>\n<div class=\"text-content\">\n<p>Next,<strong> give them your contact information<\/strong>. Including your business card, office hours, etc.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"provide-a-binder\">\n<h2> Provide a binder <\/h2>\n<div class=\"text-content\">\n<p>Although a fairly simple step, you should <strong>consider providing a binder<\/strong> for the client to use to keep together all of the files they will need.<\/p>\n<p>Your client can use a binder to retain all the information and documents you send them, keeping things in order and helping to memorize important information for the trial.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"expand-notes\">\n<h2> Expand notes <\/h2>\n<div class=\"text-content\">\n<p>After your meeting,<strong> dictate or type up any handwritten notes<\/strong>, embellishing your notes with <strong>additional information<\/strong> you remember. <strong>Record a copy<\/strong> of the final notes with the <strong>form field<\/strong> below.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Meeting Final Notes <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Read this guide on <a href=\"https:\/\/www.process.st\/2014\/09\/how-to-use-evernote-for-business-document-management\/\" rel=\"nofollow noopener\" target=\"_blank\">how to go paperless using Evernote<\/a>.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"scan-your-notes-to-the-client-file\">\n<h2> Scan your notes to the client file <\/h2>\n<div class=\"text-content\">\n<p>Remember to also <strong>scan or upload your notes to the client's file<\/strong>!<\/p>\n<p>Keep an organized client file, either with an electronic backup or <a href=\"https:\/\/www.process.st\/2014\/08\/how-to-backup-your-external-hard-drives-with-google-drive\/\" rel=\"nofollow noopener\" target=\"_blank\">purely paperless through a cloud service.<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"ongoing-communication\">\n<h2> Ongoing communication: <\/h2>\n<\/section>\n<section id=\"communicate-based-on-urgency\">\n<h2> Communicate based on urgency <\/h2>\n<div class=\"text-content\">\n<p>After the initial meeting, you should ensure that you <strong>communicate with the client based on the urgency of the case<\/strong>.<\/p>\n<p>An in-depth LexisNexis report on <strong>avoiding malpractice<\/strong> through proper onboarding processes mentions the importance of <strong>continued client communication<\/strong>. It says:&nbsp;<\/p>\n<p>&quot;There is usually a flurry of activity and a lot of dialog at the beginning of client \/ attorney relationships. Constant communication is reassurance to clients that action is being taken, their interests are being served and everything is in control. After the initial courting, activity normally slows down, which is when communication concerns and misunderstandings can surface.&quot; - <a href=\"https:\/\/www.lexisnexis.com\/law-firm-practice-management\/documents\/malpractice_book_final.pdf\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a><\/p>\n<p>The author recommends communication on a<strong> monthly <\/strong>basis, but for more <strong>urgent cases<\/strong> the<strong> time frame will be dictated by court proceedings <\/strong>and legal events out of your control.&nbsp;<\/p>\n<p>Note that, while letting urgency dictate the frequency of communication is practical, it will help you and you clients form and maintain a great relationship if you <strong>check in with them proactively to address any issues<\/strong> or concerns they might have. This is explained below by <a href=\"http:\/\/www.mycase.com\/blog\/author\/nikiblack\/\" rel=\"nofollow noopener\" target=\"_blank\">Nicole Black<\/a> writing on <a href=\"http:\/\/www.mycase.com\/blog\/\" rel=\"nofollow noopener\" target=\"_blank\">MyCase<\/a>:<\/p>\n<p>&quot;One of the biggest mistakes you can make as a lawyer is only talking to your clients when you need something from them, or when they call to yell at you. Set up a protocol to contact your clients on a recurring pattern, just to check in. Before you call, review the case status, so that you can provide a cogent update and answer any questions that may arise during the course of your conversation. A main ingredient of the vast majority of bar complaints circles around lawyers\u2019 poor communication cycles with clients.&nbsp;<a href=\"http:\/\/masslomap.org\/never-again-unrequited-resolve-to-maintain-client-contact\/\" rel=\"nofollow noopener\" target=\"_blank\">I often recommend contacting clients every six weeks<\/a>. And, I think a phone call is most effective. People receive enough email these days.&quot; - <a href=\"http:\/\/www.mycase.com\/blog\/2013\/09\/things-didnt-learn-law-school-client-communication\/\" rel=\"nofollow noopener\" target=\"_blank\">Source<\/a><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"the-trial\">\n<h2> The trial: <\/h2>\n<\/section>\n<section id=\"meet-with-the-client-on-the-day-of-the-trial\">\n<h2> Meet with the client on the day of the trial <\/h2>\n<div class=\"text-content\">\n<p>On the day of the trial, you should <strong>meet up with the client<\/strong> to go through the necessary details once again.<\/p>\n<p><strong>Go through the binder<\/strong> and<strong> refresh your client<\/strong> on the proper procedure and <strong>planned response<\/strong> to cross-examination.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"prepare-for-and-hold-the-pretrial-conference\">\n<h2> Prepare for and hold the pre-trial conference <\/h2>\n<div class=\"text-content\">\n<p>Although you need to hold a <strong>pre-trial conference<\/strong>, this should be a<strong> refresher only<\/strong>, not a place to discuss any new information. <strong>Record the date and time<\/strong> of this conference with the<strong> form field<\/strong> below.<\/p>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Pre-Trial Conference Date <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Ensure the<strong> client is clear on what to say<\/strong> and the planned procedures for the hearing. Take your time, be calm and reassuring.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"meet-with-your-client-at-the-hearing\">\n<h2> Meet with your client at the hearing <\/h2>\n<div class=\"text-content\">\n<p>Once the pre-trial conference is complete, you need to <strong>meet with the client at the place of the hearing<\/strong>. Arrange to either<strong> travel together<\/strong> to ensure punctuality<strong> or call the client<\/strong> to remind them of the exact arrangement, making sure they have enough time to travel.<\/p>\n<\/p><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: As much as having a uniform onboarding process makes life easier for your company and client, it also helps avoid malpractice lawsuits, which, according to LexisNexis, have a 4-17 percent chance of happening each year. Unlike some lines of work, compliance the biggest issue at hand when taking on a new client. LexisNexis recommends [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":1338,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"35","template_description":"Run this each time you take on a new client at your criminal law firm.","template_id":"sbMv1KdeXT1NpnxhJGBB1g","task_0":"Introduction:","task_slug_0":"introduction","task_1":"Record client details","task_slug_1":"record-client-details","task_2":"Before first meeting:","task_slug_2":"before-first-meeting","task_3":"Send questionnaire to client","task_slug_3":"send-questionnaire-to-client","task_4":"Check for conflicts of interest","task_slug_4":"check-for-conflicts-of-interest","task_5":"Set up an audio recorder in the room for notes","task_slug_5":"set-up-an-audio-recorder-in-the-room-for-notes","task_6":"Inform client the conversation will be 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