Attorneys face unique challenges when it comes to managing their practices, especially with the multitude of tasks that come with running a law firm. For Houston-based attorney Carey Worrell, who practices in areas like Real Estate Law, Estate Planning, Civil Litigation, and Immigration, the administrative demands were high. When she partnered with Virtually Brooks, it opened the door to significant improvements in her workflow and business growth. Here’s how virtual assistance transformed Carey’s practice.
Streamlining CRM Processes for a Smoother Workflow
Carey’s initial goal with Virtually Brooks was to streamline her processes within her CRM, Clio. During the kickoff call, we helped her brainstorm and prioritize her needs. The top three areas identified were scheduling consultations, managing legal insurance clients, and collecting client payments and retainers. One of the first improvements was implementing a phone system through Dialpad. By having a Virtual Assistant act as a gatekeeper, Carey no longer had to be the first point of contact for prospects. This allowed her assistant to time block meetings efficiently and schedule consultations, freeing up Carey’s time for higher-priority tasks.
In Clio, we set up a system for managing potential clients. This included entering contact details, creating matters, and collecting payments for initial meetings. Now, Carey has all the client-related information at her fingertips, keeping everything organized and in one place.
Automating Legal Insurance Client Processes
A unique challenge in Carey’s practice is her acceptance of legal insurance. Many attorneys shy away from handling legal insurance due to the complex administrative workload, but Virtually Brooks made it manageable. We implemented a Calendly booking link, integrated with Clio, to automate the scheduling of consultations. Additionally, we designed automated confirmation emails and forms to collect necessary member information upfront. This process has saved Carey valuable time, making legal insurance clients a profitable segment of her business.
Staying on Top of Finances and Other Administrative Needs
Beyond managing client intake and insurance processes, Virtually Brooks has also helped Carey with the financial aspects of her firm. By generating monthly Clio trust account reports and sending them to her bookkeeper, we’ve ensured her firm’s finances remain on track.
We also assist with various administrative tasks, from sending referral gifts to signing Carey up for events. These day-to-day operations are handled behind the scenes, allowing her to stay focused on delivering exceptional client service.
Continued Growth and Success with Virtual Assistance
Thanks to her trust in Virtually Brooks, Carey has seen her firm grow rapidly while maintaining high standards of client care. By delegating administrative tasks, she has been able to stay focused on her legal work without sacrificing the quality of the client experience. Carey’s belief that “you miss 100% of the shots you don’t take” has paid off, allowing her to leverage virtual assistance to continue expanding her practice.
We are proud to support Carey in her journey, and we look forward to seeing her reach even greater heights in 2023 and beyond.
