Customized Case Management

LegalServer is a configurable web-based platform that dynamically responds to the complex, rapidly changing challenges of providing quality, effective advocacy to the most vulnerable among us. Whether it is collecting important case data, measuring goals, outcomes and financial benefits, or easily capturing emails, documents and case activities, LegalServer is a tool that helps advocates effectively manage their caseloads.

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  • Schedule events, tasks and deadlines
  • Create case activity presets with calendar alerts
  • Identify case goals and objectives
  • Measure case outcomes and financial benefits
  • Track level of service
  • Dynamic case profiles
  • Case assignments, status and outcomes
  • Case contacts
  • Multi-language support

Client Intake & Qualification

LegalServer includes tools for client intake and qualification that can be configured to best match your specific client/case data entry workflow and processes. Optional online intake capability available via the Web.

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  • Dynamic client/case intake
  • Dynamic branch logic
  • Client contact & demographic data collection
  • Centralized conflict search
  • Adverse party information
  • Household member
  • Client eligibility & qualification
  • Financial information & eligibility
  • Citizenship/immigration status
  • Case notes
  • Case specific questions & forms
  • Case disposition
  • Tracking funding codes on a case
  • Instructions/reference

Administrative Tools

LegalServer provides a full suite of administrative tools to manage users, including login privileges, office assignment, program assignment, roles & permissions and advocate types. Additionally, allowed values for system drop-down menus (e.g., problem code, race/ethnicity, outcomes, etc.) may also be configured. Administrators also control specific qualification criteria used by the system. With the admin tools non-technical staff can easily create forms and use drop downs to select and/or drag & drop text fields, boxes, etc.; no in house technical or development (coding) skills are needed to administer or modify the system.

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  • User management
  • Online administration
  • Support request links
  • Release notes
  • Change log
  • Administrator & user documentation
  • Training documentation

Reports

End-Users are able to easily generate data and analytics using LegalServer's custom reporting tools. Users can build custom reports, choose which fields to filter and display and their desired output format (tabular data, data visualizations, data comparisons, summations, multi-level cross-tab reports, as well as CSV or XML outputs). All reports can be exported from LegalServer into MS Excel format.

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  • Accessible to all users
  • Internal & external (funder) reports
  • Ease to use
  • Save common & favorite reports
  • Export to MS Excel
  • Schedule Reports to run and emailed
  • Restrict who can access reports, including where (e.g., only within your office)
  • Embed reports and graphs on user dashboards
  • Exceptions Reporting

Easily Explore Interrelated Data

LegalServer allows you to organize various data related to a case, including visualizing the relationships between important data points.

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  • Case Relationships
  • Case Contacts Related to other Cases
  • Insights to Arresting Officers
  • Information Courts and Judges

Timekeeping

LegalServer provides an advanced suite of tools to track individual time, including client time, non- client time and pro bono advocate’s time. The timekeeping log also shows users significant information about each time entry, including client name, case ID, outreach name/ID, funding code and time spent.

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  • Dynamic timekeeping suite
  • Track different time categories
  • Timekeeping log
  • Optional payroll leave balances module

Grant Management

This module allows administrators to set grant requirements, which are then checked in the system prior to billing activity to that grant. A ledger is also created for each grant, reporting all activity, dollar amount of each activity and the current balance of the account. Administrators may set and track monthly goals for a fund, and set alerts to warn them if the grant is reaching capacity.

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  • Grant restrictions (case, time & outreach)
  • Grant allocations/billing to a grant
  • Grant manager/oversight
  • Grant matrix report
  • Integration with external accounting packages


Calendar & Scheduling

The calendar provides a centralized way to schedule appointments, tasks and deadlines. Calendar items are organized by office, program and users and can be associated to cases, outreaches and grants. Users may also email items and set reminders for events.

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  • Customizable calendar
  • Calendar groups
  • Appointment screening & scheduling
  • Integration with external calendars

Document Management

Users can easily attach and view documents within cases, outreaches and grant records within LegalServer. Because LegalServer is web-based, users are able to access important documents regardless of their location (in court, at home, in the office, etc.) and independent of device (phone, tablet, computer, etc.). Additionally, end-users see a list of (filtered) recommended documents or self-help document based on a specific criteria such as type of case or geographic location.

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  • Centralized document management
  • Customized folder and sub-folder structure (based on type of case)
  • Document assembly, including integration with HotDocs and Law Help Interactive
  • Email templates
  • Immigration forms
  • Self-help/publications
  • Integration with statewide self-help sites such as ProBono.Net
LegalServer document templates let us generate automated documents that populate with the client’s name, address, and other information, so sending letters is easy and quick.
Vivian R. Hessel, J.D.
Director, Technology for Advocates

Pro Bono Management

LegalServer provides a comprehensive set of tools to manage an organization’s pro bono activities. Programs can manage important information about every volunteer, including the types of cases they handle, number of cases taken, cases open, donations and communications. Agencies may also track time spent by each pro bono attorney, and billing information, such as the amount allocated, amount billed, and the amount that has not yet been spent.

LegalServer allows an external application, or Website, to search for cases and return information about the Pro Bono Opportunities data on those cases. For example, an agency's Website could query its instance of LegalServer and get limited (anonymous) data about each case tagged as being an available opportunity for an outside private lawyer to assist with.

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  • Comprehensive pro bono management tools
  • Track CLE Trainings and Case Obligations
  • Generate pro bono packets
  • Pro bono timekeeping (individual and organization)
  • Contract attorney and billing
  • Integration with organizations
  • Pro Bono Opportunities (internal and external)
  • Automatically send pro bono Status Update Requests
  • Free accounts for pro bono (Restricted Access) users
  • Track Referral Attempts by case and volunteer
  • Record financial donations and pledges by volunteer
  • Integrated volunteer communication tracking
  • Pro Bono Opportunities API

Integrated Communication Tools

LegalServer integrates with various communication tools such as email (to and from), SMS Text Messaging, and VOIP Telephone Integration. These integrations also track the method, message and status of each communication for users, contracts and cases.

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  • SMS Text Messaging
  • Email Integration (to and from)
  • VOIP Telephone Integration
  • Voicemail Integration
  • Integrated web-messaging

Non-Client Matters

Manage outside activities such as outreach campaigns, trainings or presentations. Track matters reporting codes as well as brochures distributed. Also track bulk referrals and run matters reports.

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  • Presentations database
  • Bulk matters referrals
  • Matter reports

Field Management & Creation

LegalServer stores common core information in a set of pre-defined data fields. Additionally, administrators may create site-specific fields using tools within the application.

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  • Customize page module layouts
  • Create new field for a given module
  • Define the field type (data, text, dropdown, etc.)
  • Name the field

Page Level Customization

LegalServer provides an intuitive interface to allow administrators to customize data blocks, header and tab labels and more. The arrangement of data blocks may also be re-positioned on the page.

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  • Customize page module layouts
  • Edit field headers
  • Edit module tab labels
  • Edit instructional messaging

Integrated Mapping Tools

LegalServer allows you to see the location of individuals through integration with Google Maps. You can also create reports for later data analysis by geographic regions such as zip code or county.

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  • Validate address during intake with the US Postal Service Address Validation API
  • Set specific geopolitical boundaries (Shapefiles) such as congressional district, state legislative district, etc.
  • Report on specific geopolitical data

Funds Management

This module allows administrators to set funding requirements, which are then checked in the system prior to billing activity to that funding source. A ledger is also created for each funding source, reporting all activity, dollar amount of each activity and the current balance of the account. Administrators may set and track monthly goals for a fund, and set alerts to warn them if the fund is reaching capacity.

  • Fund restrictions (case, time & outreach)
  • Fund allocations/billing to a grant
  • Fund manager/oversight
  • Fund matrix report
  • Integration with external accounting packages

Contract Attorney Management

LegalServer provides a comprehensive set of tools to manage an organization’s contract attorney activities. Programs can manage important information about each contract attorney, including the types of cases they handle, number of cases taken, cases open, billing and communications. Agencies may also track time spent by each contract attorney, and billing information, such as the amount allocated, amount billed, and the amount that has not yet been spent.

  • Contract Attorney management
  • Contract Attorney case integration
  • Contract Attorney timekeeping
  • Contract Attorney and billing
  • Integration with organizations

Electronic Case Transfer Module

Cases may be “electronically” transferred from any LegalServer instance to another LegalServer instance using web-services. Pre-defined information is initially sent from the originating instance of LegalServer to the referral agency. That data is stored in a queue, an administrator is notified, and a conflict check is run prior to acceptance. If the referral agency wishes to accept the data, their system sends notification to the originating system and the originating system sends the remaining (pre-defined) information, which is stored in the referral agency’s database as a new case.


HotDocs and LHI Integration Module

The HotDocs Integration Module allows LegalServer to integrate with HotDocs (automates frequently used documents and forms by having them as intelligent templates). When a user chooses a HotDocs Template, LegalServer will populate the HotDocs template with common information known within the system. The user may either send the template to the National LawHelp Interactive server (which hosts HotDocs) or may download the template on their desktop (if HotDocs installed locally).


Payroll Module

The Payroll Module allows the export of data in a standardized comma separated value (.csv) for upload to accounting or payroll software (e.g., ADP or MIP). The format is predefined based on the specifications of the accounting/payroll software. The output of this CSV file from LegalServer would be manually uploaded to the external software.


Billing

The Contract Attorney and Billing Module sets allocations to contract attorneys who handle specific cases for which they are compensated. The module displays the amount allocated, the amount billed as well as the amount that has not yet been spent.

The Client Billing Module sets fees for services and associate those fees with client invoices. The Client Billing Module includes a Billing Listview and specific billing reports.


Clinics

The purpose of the clinics module is to help with scheduling and recording information about clinics. This module allows clinics to be created, those clinics to have events (recurring or nonrecurring), and those events to have appointment slots. Clinic event appointment slots can be filled in advance by scheduling intakes or cases into those slots, or filled in 'at the site' for walk-ins, or both. Users (staff and pro bono) can be assigned to specific clinic events and to specific appointment slots.


Fundraising Module / Donations and Pledges

The Fundraising Module organizes donations by “campaigns” (e.g., General Fund, Holiday Appeal, etc.). Users can create, edit and deactivate campaigns through the admin tools within the system. Donations can be entered as either organizational donations (those given by the organization – e.g. a law firm) or individual donations (those given by a person in the contacts database). You can also report on each campaign (or all campaigns) for any given period or amount.

What is LegalServer

LegalServer is recognized as the leading case management solution for civil and criminal legal aid.

With its web-based platform, LegalServer is easily configured to provide a stable, secure and highly scalable platform to meet the exact needs of your organization, integrating every aspect tied to a case.

Whether you are managing cases, volunteers, documents or funding, the efficiencies created by LegalServer allow you to focus on providing superior assistance without being burdened by technology issues.

Why LegalServer

LegalServer is not just another repository for case data but a user-friendly platform to improve workflow and get insights into your data to make more informed decisions faster.

Designed to improve the effectiveness of data collection and action by enhancing the process by which data is collected, stored, used and reported.

Facilitate better communication, collaboration and reporting among staff, volunteers and funders.

Many LegalServer personnel are attorneys who have hands on experience working in legal aid, taking a powerful case management system and optimally configuring it to you.

Request a demo today and see what LegalServer is all about.


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