Alta Point Law Office Management

Alta Point Law Office Management

Software claiming to be a total law office management package must paint with broad strokes to achieve maximum audience appeal and usability. However, Alta Point Data Systems' Law Office Management, has, like any effective manager, focused on the details to produce a seamless integration of information, time and practice management.

The foundation of the Alta Point system is a comprehensive database containing the nuts and bolts of your practice. Initial access into the multi-user system defines your firm; you can proceed to customize firmwide client fields (up to 50), matter fields (up to 50), contact fields (up to 10), employee fields (up to 10), as well as four different statement messages for billing purposes. Each employee is entered into the system, with his or her own personal information (and utilizing the customized fields, if any, added in the firm information), billing rates (up to 10), notes, and individual word processor selection. This structure forms the foundation upon which the essential management elements are built, including billing, scheduling, contact and case management.

Case management is effectuated through the client file. Client information is collected here, including client codes, names, contact numbers, and other standard database information. Computers with modems can be set up to speed dial client phone numbers. Each of 50 client fields you may have used when setting up the program will automatically show up on the custom fields tab. The matter file is used to store the options for each client matter, including its status, billing options, parties (both sides), notes, tasks. From the matter screen, you can examine various items: the ledger (for billing status and information), trust account transactions and document history. Document history logs all documents that have been sent or received relating to a particular client or matter; you can sort the log any number of ways, or open or edit a document from the log. The log includes a shortcut to add document-related billings, which I found valuable to ensure that I was crediting myself for sending a letter and also for reviewing a letter from an adverse party. Finally, the contact file is used to keep track of non-client information.

The scheduler was one of the easiest parts of the program to use, operating as well or better than most popular personal information managers (PIMs). You can review your own or the entire firms' schedule, and the integrated e-mail feature keeps office communications up-to-date. The ability to connect to the best-selling Palm Pilot makes this office manager an excellent choice for
those who use this portable device. The synchronization process allows records marked private on the Pilot to remain on the Pilot, while group schedules and contacts are updated with ease.

The time and billing system facilitates time capture for report generation and client billing. The time sheet posts each day's work; you can use the timer to track your time within the program, and client disbursements can be entered via the expense form or the client-billing form. Billing and expenses are posted to a client's account with the push of a button, while the trust-accounting feature keeps trust accounts separate from client statements and billings. Client statements are detailed and professional, printed from within the program. The reporting feature permits the creation of a variety of reports, client ledgers, transaction journals, practice analysis and mailing labels from the data within the program. Some information can be viewed graphically.

Law Office Management is a strong office-management program with many features. It is especially noteworthy that data entered on one user's desktop is immediately available firmwide, so there are no lapses in information. There are, however, a few weak spots. Failure
of the program to include the pre-established billing codes and phase codes implemented by almost all time and billing programs makes the manual entry of those codes a real chore. The other weak point is the inability to readily import data from other time- and contact-management programs, at least in CSV format. Despite this, though, the company confirms that they are working on a CSV link, and Palm Pilot users can already import directly to the calendar or to the Contact or Client files (depending on how the name is categorized in your Pilot). For those firms entering into digital information management, particularly networked firms who want the excellent communication and integration offered by this program, Alta Point's system is an outstanding choice. For those considering a change from those systems that do far less than Alta Point's, wait for Alta Point to implement an easier conversion process from your current database and then take the plunge.

Alta Point Data Systems LLC
(888) 258-2552
www.altapoint.com
Windows (all versions)

$199 for single user

Reviewed by Denise P. Ward, Esq., Grean & Ward, Rye, N.Y.

Apr/May '98 Issue