Total Legal Solutions nears its goal of a paperless service with Proclaim Case Management Software solution

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8 March 2017


Eclipse“We’ve experienced phenomenal growth over the last year and Proclaim has seamlessly scaled with us. Thanks to the high level of automation built into the system we’re now in a position to process larger volumes of cases, and at a much quicker rate.

“In the future we’re aiming to focus further on our expansion, and move towards a fully electronic service, including the creation of virtual mail rooms – and with Proclaim we have the scope to do this, whilst simultaneously streamlining our core business offering.”
Simon Wadlow, Business Development Manager at Total Legal Solutions

Total Legal Solutions offers a nationwide costs and claims service for the Insurance and Legal sectors. Based in Sheffield, the firm provides clients with cost services from bill drafting and negotiations to points of dispute and advocacy. Total Legal Solutions prides itself on its reputation and ability to deliver an entirely bespoke service to each client depending upon their specific requirements.

Challenge

Since its inception, Total Legal Solutions has experienced a rapid and substantial growth, originally starting with 4 employees and expanding to 13 full time and 24 self-employed in just 18 months. In line with this, the firm needed a system to centralise the way the team worked, and ensure staff could continue to meet client expectations and deadlines.

Additionally, as a number of its clients were already Proclaim users, the team knew it would be extremely beneficial to offer a paperless Proclaim-to-Proclaim file transfer process.

Solution

After initially looking to work with Eclipse on file transfer functionality only, Total Legal Solutions realised it could receive huge efficiency gains from a fully integrated case management system, whilst keeping the business in line with law firm regulations.

With previous knowledge of Proclaim, the firm knew of its capabilities, as well as the ease in which it could be adapted to fit in with business requirements and the staff’s way of working. After an initial discussion, Total Legal Solutions implemented the Proclaim Costs Drafting Case Management system.

Results

Since implementation, Total Legal Solutions is benefiting from high levels of automation across all aspects of its case handling, eliminating a number of the administrative tasks inherent in bill preparation, including layout, calculation and red line bill production.

As a number of costing firms have different methods of working, it can often be an extremely fragmented process, all the more challenging when on-boarding new staff members from other firms. With Proclaim, Total Legal Solutions now has the confidence to know fee earners can be seamlessly introduced to the system, resulting in a centralised way of working throughout the firm.  

Additionally, the in-built history screen for each case means staff benefit from an at-a-glance view of every action taken, in date order, rather than looking through various paper files across desks or filing cabinets. Taking this further, the diary and task list functionality ensures deadlines are never missed and enables any member of staff to schedule an automatic reminder at a given point in the future, either for themselves or another member of the team.

Perhaps most importantly, Proclaim’s file transfer functionality has driven Total Legal Solutions closer to its goal of operating as a paperless business. Since implementation it has saved days’ worth of painstaking administrative work, and for those clients also operating electronically, it has essentially eliminated the need for DX services as instructions can be received and work commenced within minutes, ultimately serving to greatly increase turnaround times and efficiency.

Case Study highlights

  • Comprehensive Costs Drafting Case Management system
  • Seamless Proclaim-to-Proclaim file transfer
  • High levels of automation
  • Greatly enhanced turnaround times



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