Michael McDarby & Co, Ballinrobe, Co Mayo Millennium Accounts / Solicitor Case Manager

Cathy McDarby, a solicitor in Michael McDarby & Co, Ballinrobe, Co Mayo gives her view on OPSIS Solicitor Case Manager. The practice has been using the software for over two years now. The practice specializes in General Practice and Crime and presently has 14 users.

What was the main reason for looking at a Case Management/Accounts/Time Recording system?

We were using a different system that we found to be unreliable and with poor technical support. We were looking for a system that would suit a Solicitor's offices needs and also have good backup should we encounter problems. We also wanted a case management / time recording system that would make the office more efficient and allow us to handle greater volumes of work.

Did you look at other systems? If so, why did you choose OPSIS?

We were running a system belonging to a competitor of OPSIS when we changed. The reasongs we changed were that OPSIS offered us quick technical support and a very solid and reliable base from which the system operated. The added features of the legal precedents documents and the processes, now known as case steps were also important as we felt that these could seriously reduce man hours spent on boiler plate letters. OPSIS was also demonstrated to us and we felt the system was easily used and understood. The details tab meant that once information was inputted it could be used in various legal precedents thus saving time and errors.

How was the initial transition to the system?

In a word, "painless". The OPSIS technical staff did all the work and took control of the changeover. There were no difficulties or problems whatsoever as all was handled by OPSIS.

How did the staff adapt to the changeover?

The staff adapted very well. The system is very user-friendly and so the staff had no difficulty in adapting to it. Any queries they had regarding the system were dealt with during training so there were very few teething problems. There will always be one or two hiccups but the fact that OPSIS stressed they were only at the other end of the phone and to call if in difficulty meant the changeover went very smoothly.

Was the time frame for the implementation of the system sufficient?

Yes I would say it was. OPSIS operated on a time frame that allowed the office to adapt to the system at our own pace. They allowed the office to set the dates for training etc and this allowed us to proceed with the training, not only when we were ready, but also when we had our full complement of staff. Allowing us to space out the training also allowed us to utitlize the training facilities to their fullest and raise queries we would not otherwise have known existed.

How did you find the training from OPSIS?

The training from OPSIS was excellent. OPSIS came initially and trained us on the basic users of the system, returning some weeks later to then train on the more in-depth use of the system. This allowed the staff to become familiar with the system and also raise issues, which had arisen during this period. This allowed for a more complete learning process and also ensured we were not given an overload of information on the first day. I believe this method of training allowed us to learn how to get the most out of the system.

What are the main advantages of the system in comparison to before having it installed?

There are many. An important one is the absolute reliability of the system. Also the ability to look at a file and at a glance see the current position of that file is essential to a modern office. Another advantage is the ability to see all your court dates for any advance period allows for forward planning. The ability to link emails to files means we are now able to converse with other offices and barristers directly though an electronic medium.

In what ways has it made a difference to the practice?

It has made a huge difference to the practice. We are now seen as very efficient in following up on letters sent. The clients appreciate that there is no time wasted keeping them on hold while their file is located. As a practice we have slashed the amount of man hours wasted searching out files and also typing standard letters. Indeed we have found the time saved just opening a file and using the process option to be significant. The fact that reminders can be set means that the days of files going dead are gone. Also the fact that letters are scanned means the amount of documents mislaid has also decreased.

What have been the main cost savings?

The main cost saving is in time saved and freed up for work on other files. Our secretaries no longer need to hunt out files and are now free to spend all of their time typing letters. These letters are often standard and with the legal precedents and processes these letters can be completed with the click of a button. The benefits to the solicitor are an elimination of time spent with a client while waiting for the file to be brought in. Another large cost saving is that no more needless reminders are sent out for documents that have been sent in but left sitting on someone's desk unawares.

Have you noticed an increase in productivity, if so in what way?

Yes. As outlined above with the legal precedent letters and processes, the time that these letters would have taken is eliminated therefore the staff is able to move onto other matters much more swiftly. We have definitely found that our output has increased and we are also able to handle a much higher volume of clients than prior to installing the system. The fact that we have the file on system also means that a solicitor can deal with a client much more quickly and searching for documents of old files is no longer a problem.

Do you use the document scanning facility within OPSIS? If so, how do you find that this works?

We do. Every document that arrives into these offices is scanned and this means when a client contacts us we have the whole file in front of us at the touch of a button. It also means that if you are away from the office for a few days when you re-enter the office there is no huge bundle of post awaiting your attention. This same post can be accessed through the system easily. Lost documents can be a problem but when document scanning is implemented there is always a copy on the file. Further when a client comes back in ten years wanting a copy of documents, it is very easy to access the system rather than hunt up a long closed file. Document Scanning in OPSIS is very simple to use and the ability to approve a scanned document means you know exactly the position of the file at any time eg has the document been dealt with or awaiting attention.

Are you satisfied with the level of ongoing support from OPSIS? How could we improve on this service?

Very much so. We rarely have to call on OPSIS to offer us support but on the occasions we have had to, such as when purchasing a new computer, OPSIS have responded without delay and they understand the requirement for a swift response. The user-group is an excellent idea and offers great support and advice to OPSIS users throughout the country. I do not believe at this time I could offer any suggestions on how to improve to support offered.

Would you recommend OPSIS, why?

Yes, definitely. OPSIS is an excellent, reliabe, easily used and understood system that meets the demands of a busy solicitor's office. The labour saving aspect of the system is huge and a must for every office. The fact that the system also has the ability to set reminders to letters means that the system will alert you to a letter to check if it was responded to. The fact that the team at OPSIS are constantly modifying and upgrading the system to cope with the changing demands of a busy office means that once installed this is not a system that is ever going to to out of date, or stale. I have previously recommended OPSIS to colleagues and will assuredly continue to do so.

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For further information on Solicitor Case Manager or Millennium Accounts contact:

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