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Statman, Harris & Eyrich LLC: Building a Fully Integrated Law Firm with Client Profiles

Law firm uses the fully integrated Client Profiles case and financial management system to quickly respond to client needs and handle billing and financial reporting in a fraction of the time

Statman, Harris and Eyrich is a multi-disciplinary law firm with offices in Cincinnati, Dayton, Evendale, Chicago and Sarasota. The firm's 21 attorneys work in nearly 20 practice areas, ranging from bankruptcy and family law to medical malpractice and real estate. The firm's tagline, "Experience. Determination. Results. Nothing Less!", clearly communicates its dedication to meeting the needs of its various clients.

Statman, Harris and Eyrich delivers on that promise thanks in part to an integrated case and financial management system.

"We have always been committed to giving our clients the best service possible, no matter whether they are working with an attorney based in Cincinnati, Chicago or Dayton. But now that we have Client Profiles, we are able to provide that service more efficiently than ever before," said Janet Sullivan, office administrator for Statman, Harris and Eyrich. "Case files and documents are accessible from anywhere, which makes it easier for our attorneys and staff to respond to clients' questions about the status of their case. We are also able to handle billing and financial reporting in a fraction of the time that it used to take. Client Profiles has really helped our firm become more efficient and effective."

The Selection
Over the course of almost a decade, Statman, Harris & Eyrich operated without a firm-wide case management system. Most offices shared files using folders on a shared network, while the Dayton office managed its files and documents using case management software. In 2008, the firm decided that it was time to develop a more cohesive approach to case and document management.

The office administrator and IT engineer reviewed four case management vendors and demonstrated their products for a small group of attorneys within the firm. Client Profiles was the clear winner, largely because of the integration between its case and document management systems, which are tightly tied to the Microsoft Office and Outlook platform.

Communication: Key to Success
Once Client Profiles was selected, the firm immediately began laying the groundwork for a successful implementation. To ensure that the software would fit the firm's various practice areas, the office administrator met with attorneys and staff to identify their unique needs and determine which screens within Client Profiles would need to be customized. For nearly six months leading up to the launch, the office administrator kept everyone apprised of progress, touting the software's features and the benefits that everyone could expect from using it. The goal was to build enthusiasm for the changeover since it would require changes to daily operations, and would only be successful if everyone used it.

Just prior to going live, the firm held two weeks of training. Everyone participated in two or three hands-on training sessions where they were given the opportunity to see how Client Profiles could be used to simplify the tasks they performed every day. Training sessions were customized by user type, so everyone could gain in-depth information about the specific functions and screens that they would use most often.

Case and document management was then rolled out firm-wide, and implementation went smoothly. The firm's partners fully supported the move to Client Profiles, which helped speed adoption of the software. Attorneys and administrative staff immediately saw the benefits of the case management system's organization and shared access to files, while the IT department appreciated the increased document security.

False Start with Financial Management
About a year after beginning to use the case and document management modules of Client Profiles, Statman, Harris & Eyrich decided it was time to upgrade its financial system as well. The firm initially opted for another vendor that promised robust reporting features and seamless integration with the case management system. However, the vendor was not able to deliver on those promises.

As the Statman, Harris & Eyrich IT team worked with the vendor to convert existing financial and billing records into data for the new system, they encountered numerous technical problems that required the firm to enlist the help of an outside consultant. Even then, the problems were insurmountable.

"Our team wasn't very comfortable when we went live," said Janet Sullivan, office administrator for Statman, Harris & Eyrich. "The planning wasn't as thorough as it should have been, and the vendor waited until after we went live to start asking pertinent questions about our set up and other billing issues critical to our operation. It was a disaster."

Just two weeks into the implementation, Statman, Harris & Eyrich pulled the plug and returned to the old system.

Second Time is a Charm
On its second try for a financial system upgrade, the firm opted for Client Profiles. By then, Statman, Harris & Eyrich had spent more than a year using Client Profiles for case and document management and were very pleased with the results. Having already seen the Client Profiles team in action, they were confident that adding the financial module would be a much easier – and more successful – process than what they had just been through.

"The Client Profiles team was very easy to work with. They tested all of our systems in advance so that by the time we went live, we were confident that everything would work," Sullivan said. "They always got the job done, no matter what we asked for. Problems were usually resolved immediately, or at the most, within 24 to 48 hours."

In addition to the ease of adapting the software, the Client Profiles financial module has provided the functionality Statman, Harris & Eyrich was looking for in a financial system upgrade. Integrated time and billing helps personnel accurately capture billable hours within the case management system. The flexibility of the financial module allows staff to easily handle clients' requirements for tailored invoices, while the customizable reports within the accounts payable and general ledger functions provide easy access to critical data about the firm's financial health.

Benefits of an Integrated System
Statman, Harris & Eyrich now has fully integrated front and back office systems, thanks to Client Profiles. Whether working in Chicago or Cincinnati, everyone has access to case files, emails and calendars. Or as Sullivan put it, "It has brought all of our offices under one roof."

An integrated, cohesive system has delivered tremendous benefits for Statman, Harris & Eyrich. Attorneys can enter and review financial information directly within the case management system, which gives them direct access to reports that previously had to be requested from administrative staff. This improvement alone has saved the administrative team about eight to ten hours per month. The email management function in Client Profiles has been a very popular component of the software, as it easily allows users to associate messages with a particular client, case or matter and makes those messages accessible to others as well. That holds true for all of the firm's documents, which are now easy to locate and accessible for legal support staff even when an attorney is out of
the office.

The firm has also been able to streamline its accounting and billing processes. For example, one Statman, Harris & Eyrich client requires a unique invoicing system that used to be handled by a complicated process involving manual tracking of matter numbers and fees by spreadsheet. Client Profiles worked closely with Statman, Harris & Eyrich during the financial system transition to ensure that the client's billings were properly configured. What used to take the financial team many hours is now automated, saving time and improving accuracy.

"All of our case and financial information is now in one centralized database, allowing staff to handle files more efficiently," said Sullivan. "We no longer have to reconcile hours and billings at the end of the month, saving us many hours that used to be spent running separate reports and making corrections. Thanks to Client Profiles, it's been easier to deliver on our mission to provide guidance, value and outstanding service to clients."

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Learn more about how Client Profiles Case and Financial Management solutions can provide real value to your practice. Schedule a demo at www.ClientProfiles.com/demo.asp.

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