Are you looking into client portals for your law practice?

In law firms today, a client portal does a lot more than simply allow for secure document transfer and sharing between parties in a legal scenario.

A client portal doubles as a ‘virtual lobby’ for clients and prospective clients within a law firm. Now that we operate in the 21st-century digital age, all documents are shared, created, and exchanged on digital forums and on virtual platforms.

The most difficult thing about the entire world going digital is the concern of keeping documents and information safe and secure. Security breaches, hacks, and data leaks happen every day and they are a big concern for an industry like the legal profession where secrecy is such a top priority.

Thankfully, there are easy and money-smart ways to provide your clients with portals to enhance security. Client portals are going to become a necessity as we progress further into our heavy reliance on digital technology.

The safety and security of client information are paramount in any law firm, or any business to be frank. It is the most critical concern for anybody who operates in the legal profession. Legal emails have been hacked, malware has corrupted dozens of case files, and sometimes client confidentiality has been completely shattered due to leaks and security breaches.

Logging into a closed communication secure client portal and ensuring that all-important transfers of information and data are done through that help avoid these dangerous scenarios. In the best-case scenario, there should be no documents shared through any other method which protects the client and their information completely.

Data protection has become one of the most important things to be aware of in any business in this day and age, because of how much legal trouble it can bring if not carried out correctly.

The Majority of Cloud-Based Management Tools Provide Client Portals

Practice management tools and software bases are often purchased and used by larger firms because they combine the big admin roles and tools needed into one, simple (usually more economical) big purchase.

These tools in more recent days usually come with the ability to create client portals within the system that already exists; meaning that all information can be transferred securely through one system rather than funnelling it through different ones.

The streamlining of these systems into one makes it easier for both the law firm itself and the client to upload and share documents while reinforcing the peace of mind that a client portal provides.

Due to the events of the last year and the fact that digital activity has become more popular and easier as technology has developed; businesses have operated increasingly more online. Because of this, client portals have grown to be more than just a place to share documents.

They have become almost like a ‘lobby’ online or a virtual reception where clients feel they can get all the information they need for their visits to the firm’s portal. Digital services being available makes a law firm more attractive and opens up client locations to be much more expansive than just one town.

Client portals should be a welcoming and well-maintained environment to make the client feel like they are being taken care of just as well as they would have been if they were interacting with their lawyers in person.

Even an old-school client who wants to be able to pop by the legal office to interact with you in person will still appreciate having a secure store of their documents. After all, paper can get lost, but digital files are much harder to lose when they are stored in a secure and safe space such as a client portal.

As the digital age grows and grows, more clients will want their documents to all be handled online and so it is important to be totally prepared for that day by having client portals up and running and fully functioning.

How to Decorate Your Virtual Lobby for Your Client Portal

Although at first, it may seem that the client portal is just simply a space for documents to be shared and transferred between a firm and its client; a client portal actually becomes a lot more than that. It is more than just a document access point.

It is important to make sure that your virtual lobby is sleek and well-designed, able to be navigated and explored easily by both the technologically savvy and those who take a bit longer with their click on a mouse.

Every client portal will have customization abilities, and you should build each portal to the specs of what you believe will please your client the most.

Ways you can customize the space and what you can add to a client portal

How-To Guides and FAQs – These are especially helpful for new clients or people who might not be as familiar with the processes you are going through with them. Guides on how to use the portal, and frequently asked questions around their legal proceedings; things like these will help educate your client and make them feel more knowledgeable and comfortable.

A Link for Appointment Booking and Checking In – Waiting rooms are not that fun, so the ability to book and check in for appointments can be added to the client portal to streamline the process even further.

A Link to Keep Updated on Billing & Payments – Money is pretty important, so make sure that there is a payment schedule available to show past billings and upcoming payments.

Legal News and Updates – It is a nice touch to have a little update section in the lobby where clients can pass the time and keep informed about news in the legal sector.

Other Available Legal Tools – Show your client what other services you can offer them or even paths they can go down themselves if they ever find the need to. This helps them feel informed and educated.

List of the top client portals for law firms

In the bustling world of legal practice, client portals have established themselves as indispensable tools. They are no longer a luxury, but a necessity. They not only streamline communication between law firms and their clients but also facilitate secure sharing of sensitive documents, maintaining a thorough record of case progress, and enhancing the overall client experience.

Clio is a renowned legal technology provider that stands out in its provision of superior client portals. More than 150,000 legal professionals are navigating their daily operations using this tool. What sets Clio apart is its uncompromised focus on security.

Every document, conversation, and bit of information shared through Clio’s portal is encrypted at rest and in transit. It is the preferred choice for 66% of cloud-based legal firms, according to the 2022 Legal Technology Survey.

Mobile access to case files

MyCase is another potent software giving law firms an edge in client service. What’s noteworthy is its mobile-first approach that resonates with today’s fast-paced, on-the-go clients.

A recent study by the American Bar Association revealed that 52% of clients prefer law firms that offer mobile access to case files. MyCase fits the bill perfectly with its seamless mobile access and user-friendly interface.

We can’t talk about client portals without mentioning OneHub. It’s a modern software solution that takes collaboration to a new level. With OneHub, clients are empowered to directly upload documents, making the process of collecting information much smoother.

With its advanced user role management, OneHub ensures the right access for the right individual, demonstrating why 95% of its users rate it as “excellent” for security, according to a 2023 G2 report.

Real-time notifications

LegalFiles is another prominent name in the realm of client portals. Loved for its high degree of customization, LegalFiles is currently being used by over 75,000 legal professionals globally.

Its standout feature is the integration of real-time notifications, which ensures lawyers and clients are always in the loop about any case developments. This feature has contributed significantly to its 89% customer retention rate, as per the 2023 Capterra data.

Smokeball, despite being a newer entrant, is making waves with its potent features. This software’s unique selling point is its automatic time-tracking feature.

With Smokeball, attorneys can accurately keep track of the time they spend on each case, creating a transparent billing process that clients appreciate. It has seen a 200% increase in subscriptions within the last year, as per a 2023 TechRadar survey, reflecting its rapidly growing popularity.

PracticePanther, with its focus on simplicity and efficiency, is a force to be reckoned with in the client portal space. PracticePanther allows clients to view invoices, make payments, and even schedule appointments, adding a layer of convenience that was unimaginable a few years ago.

According to a recent Gartner report, 72% of law firms using PracticePanther have seen an increase in client satisfaction ratings, cementing their reputation in the market.

About the Author:

George J. Newton is a business development manager and content writer for Write My Assignment and Dissertation Writing Service.

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Why Client Portals are Essential for Modern Law Firms