Different Practice and Needs: Virtual Support for Law Firms
- Legal Support Help
Your law firm’s daily tasks depend on your practice area, case complexity, and staffing needs. Virtual support for law firms works best when it matches the work your team needs to delegate.
Personal injury firms may need help with medical records, insurance claims, and liens. Family law practices may need support with potential client consultations, follow-ups, and billing. Estate planning and probate firms may need assistance with client records, document review, and case-related coordination.
Despite these differences, each practice needs support for daily tasks without taking time away from client service and legal work. That is why virtual support for law firms can’t be one-size-fits-all.
How LSH Trains Virtual Support for Law Firms
At Legal Support Help, virtual assistants complete one to two months of comprehensive training focused on law firm workflows. The program includes practical exercises, demonstrations, and assessments that evaluate each VA’s readiness to support law firm operations.
The curriculum covers reception support, client intake, calendar and deadline management, and bills and medical records requests. LSH also provides advanced upskilling in drafting litigation correspondence, medical summaries, demand letters, settlement documentation, and disbursement processing.
The program builds foundational skills for career shifters. It also strengthens and expands the existing knowledge of experienced legal professionals.
Building the right virtual team starts with identifying the work your firm needs covered. From there, you find professionals with the appropriate skills and training. Read our guide, From Sourcing to Onboarding: How to Build the Right Virtual Legal Team , to learn more about the process.
Personal Injury and Mass Tort: Coordinate Medical Records, Insurance Claims, and Plaintiff Files
When you handle personal injury and mass tort cases, you deal with high case volumes, extensive documentation, and multiple deadlines. Our virtual assistants can help you manage these workloads through tasks such as:
Personal Injury
- Medical provider coordination: Send letters of representation (LORs), request medical records and bills, follow up on outstanding requests, and verify provider balances.
- Auto insurance claim administration: Open claims, communicate with adjusters, submit LORs, complete personal injury protection (PIP) application forms, and organize policies, declarations pages, rejection forms, and insurance correspondence.
- PIP and benefits documentation: Review PIP ledgers and explanations of benefits (EOBs) and organize the information for case review.
- Health insurance lien coordination: Request lien ledgers, communicate with health insurers, and track outstanding lien information.
- Medical bill and balance review: Compare available billing documents, check balances, and flag discrepancies or missing information for the legal team.
- Case file review: Check for missing records, review case notes, update task trackers, and identify outstanding items for paralegals.
- Case team coordination: Track follow-up tasks and prepare updates for regular case reviews with paralegals and attorneys.
Mass Tort Support
- Plaintiff onboarding and agreements: Gather claimant information, send contingency fee agreements through DocuSign, and check on unsigned agreements or missing details.
- Referral source coordination: Follow up with referring firms for required documents and maintain records of referral sources and their clients in the case management system (CMS).
- Plaintiff medical record collection: Download records from patient portals, contact plaintiffs for missing information, and coordinate additional requests.
- Claim file development: Organize medical documentation and build plaintiff files for review by the legal team.
- Documentation status updates: Track missing records and communicate updates as directed by the legal team when additional information is needed for case evaluation.
- High-volume claimant administration: Manage calls, review missed calls, organize emails, and maintain records across multiple plaintiffs and claim types.
For high-volume practices, this is where virtual support for law firms pays off first: records, liens, and plaintiff files keep moving even when the caseload spikes.
Here's how a personal injury attorney describes his experience working with one of our virtual assistants:
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“I run a plaintiff’s personal injury firm, so every person on the team has to carry real weight to keep up with our cases. Marianny has done that swimmingly. She handles client communication, keeps our case files and calendaring in order, and follows up on the things that quietly fall through the cracks at a small firm if nobody is watching them.”
— Federico, Founder and Lead Trial Lawyer of a Personal Injury firm in California
Family Law: Coordinate Client Communication, Billing, and Case Administration
Family law requires you to balance legal deadlines with ongoing communication around sensitive personal matters. That calls for virtual support for law firms that can handle both. Our virtual assistants can help you manage these responsibilities through:
- Case coordination: Follow up with clients for information and documents needed for divorce, custody, and related matters.
- Engagement and client onboarding: Send engagement agreements and onboarding steps, and track outstanding administrative requirements.
- Hourly billing administration: Generate and send invoices, process payments, follow up on unpaid balances, request retainer replenishment, and record payments.
- Client and attorney scheduling: Coordinate consultations, maintain calendars, and arrange calls between clients, paralegals, and attorneys.
- Case-related follow-ups: Contact clients about outstanding paperwork, scheduled appointments, payments, and other administrative requirements.
- Client file maintenance: Update client information and organize documents as matters progress.
- Firm administration: Assist with routine bookkeeping, applicant interviews, and other assigned administrative responsibilities.
A 5-star Google review from a family law client working with two of our virtual assistants:
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“I have had the pleasure of working with Chabelita and Scylinn in our family law practice, and I am consistently impressed by their professionalism, efficiency, and attention to detail. They have extensive experience supporting attorneys, managing case files, and keeping track of critical deadlines.”
— Jisong, Legal Assistant in a Family Law firm in California
Estate Planning: Manage Client Information and Track Each Matter's Next Steps
Estate planning requires accurate client details, asset and beneficiary information, and complete documentation to prepare wills, trusts, and other estate planning documents. In this practice area, virtual support for law firms comes down to accuracy and follow-through.
Depending on your firm’s needs, our virtual assistant can assist with:
- Client intake and lead follow-ups: Respond to inquiries, answer calls, schedule consultations, and follow up with prospective clients.
- Document review: Check estate planning documents for completeness and flag missing details for attorney review.
- Client communication: Follow up on outstanding information and coordinate case updates with existing clients.
- Client meetings: Schedule consultations and coordinate case review meetings.
- Case management system updates: Maintain accurate client profiles, matter statuses, and scheduling information in platforms such as MyCase, DecisionVault, and Acuity.
Here's a positive note from an estate practice client working with our virtual assistant:
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“Ms. Arlene is an incredible VA and a great asset to our estate planning/probate law firm. She is a team player, compassionate, and always eager to take on new opportunities!”
— Kimberly, Operations Manager of an Estate Planning firm in Maryland
Employment and Business Law: Case Deadlines, Court Filings, and Litigation Support
Employment and business law disputes can be complex and time-sensitive. That makes it hard to balance demanding cases while meeting client expectations and protecting their interests. Virtual support for law firms handling litigation keeps filings, deadlines, and correspondence on track.
Here are some of the tasks our virtual assistants can help you with:
- Court documents and correspondence: Draft discovery requests, petitions, answers, motions, and legal correspondence for attorney review.
- Calendar and deadline management: Monitor court deadlines, appointments, and meetings, and confirm deadlines with courts.
- Case and legal research: Research assigned legal matters and use PACER (opens in new tab) and the DC e-filing portal to check motion statuses, pleadings, and party information.
- Email and task management: Review inboxes, update task lists and client assignments, and manage case-related correspondence.
- Time-entry review: Check staff time entries and flag discrepancies for clarification.
- Reports and document compilation: Prepare check-in meeting summaries and trademark summary reports, and compile case-related documents.
- Notes transcription: Transcribe notes and convert them into clear, usable records.
Read what one of our employment and business law clients has to say about their LSH virtual assistant:
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“Andre is a Rockstar. I consider him an integral member of our team and an amazing person. He is a self-starter who has a multitude of talents and an exceptional attitude. I consider myself extremely lucky to have him working with us at Transcendent Law Group.”
— Michelle, Founder and Owner of an Employment firm in Louisiana
Criminal Defense: Coordinate Court Dates, Jail Visits, and Client Consultations
If you handle criminal defense cases, virtual support for law firms like yours can help you manage the following tasks:
- Hearing and jail visit scheduling: Update calendars for court hearings, jail visits, and client consultations.
- Court-appointed case tracking: Maintain case information and monitor follow-up tasks for court-appointed matters.
- Document preparation: Assist with documents such as fee agreements, bond motions, and discovery motions based on attorney instructions and approved processes.
- Conference call documentation: Take notes during designated conference calls and record action items for follow-up.
- Case administration: Organize case information, update calendars, and track outstanding tasks.
- Client call coordination: Answer incoming calls and make outbound calls related to scheduling and other assigned administrative needs.
Real Estate Law: Track Transaction Deadlines and Closing Requirements
In real estate law, virtual support for law firms keeps closings moving. Our virtual assistants can help with matters such as the following:
- Closing communication management: Organize email correspondence related to real estate closing transactions and track outstanding items.
- Transaction file maintenance: Download documents from portals, save files in the correct locations, and apply consistent file names.
- Matter status updates: Update client information and matter statuses in systems such as MyCase and maintain spreadsheet trackers.
- Closing system updates: Manage transaction information in platforms such as ClosingVue, as assigned.
- Document preparation: Prepare retainers, demands, or orders following a hearing, based on attorney instructions and approved templates.
- Client follow-ups: Coordinate communication about outstanding documents and administrative requirements.
A 5-star Google review from a family law client working with two of our virtual assistants:
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“We’ve had a fantastic experience working with LSH. They provided us with a virtual assistant who has become an invaluable asset to our firm. She is punctual, committed, and consistently goes above and beyond to support our team.”
— Celena, Founder and Principal Attorney of a Real Estate firm in Florida
Chapter Organizations: Support Members, Sponsorship, and CLE Programs
The same virtual support for law firms can also extend to professional chapter associations and organizations, including their Continuing Legal Education (CLE) programs. Our virtual assistants can help with the administrative work behind your chapter’s day-to-day operations:
- Member, board, and sponsor communications: Manage email correspondence and track follow-ups with chapter members, board members, and sponsors.
- CLE sponsor administration: Prepare sponsor applications and coordinate related communications.
- Event promotion: Research event ideas and draft or edit flyers and promotional materials for sponsors.
- Sponsor and member invoicing: Prepare and send invoices and follow up on payments.
- Member reactivation: Help reactivate inactive members through targeted outreach, follow-ups, and membership renewal reminders.
- Event calendar management: Maintain calendars, track important dates, and coordinate event-related scheduling.
- Website administration: Update website content and maintain relevant chapter information.
- Chapter program research: Review resources and examples from other chapters to support planning and content development.
Here's what our chapter administration client has to say about their newly onboarded VA:
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“My professional organization’s experience in even the first 30 days has been exquisite. Our virtual admin, Jovi, is responsive, conscientious, and eager. You shouldn’t hesitate to contact LSH for your admin needs.”
— Anne, Former Chapter President and Board Member in Georgia
Executive and Personal Assistance for Attorneys
Your workload may extend well beyond legal matters; therefore, you can assign these responsibilities to your dedicated virtual assistant:
Business Operations
- Operational administration: Research information, coordinate firm-related processes, and help manage administrative projects.
- Vendor payment processing: Process authorized vendor payments and maintain related records.
- Invoice and payment management: Prepare invoices, apply partial payments, and help track or resolve client billing disputes.
- Staff technology support: Assist with routine technology issues and direct unresolved problems to the appropriate staff.
- Meeting coordination: Arrange meetings, take notes, and track action items.
- Reception backup: Provide additional phone coverage when the primary receptionist is unavailable.
- Staff onboarding and training: Prepare training materials, coordinate onboarding activities, and support new team members.
Appointments, Travel, and Arrangements
- Travel arrangements: Research options and coordinate bookings based on your preferences.
- Ticket bookings and payments: Arrange ticket purchases and process authorized payments.
- Personal appointment scheduling: Coordinate appointments and maintain your calendar.
- Personal research: Research information, evaluate options, and provide relevant insights to support informed decisions.
- Booking follow-ups: Track confirmations, payment details, and other arrangements that require follow-up.
Here's what a client has to say about their experience with their EA/PA VA:
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“I had the pleasure of working with Maria as my virtual Executive Assistant, and she consistently delivered excellent support. Maria is organized, capable, and dependable. She handled a wide range of tasks with professionalism and always maintained a positive, solutions-focused attitude.”
— Shameka, CEO and Managing Attorney of a boutique firm in Virginia
Find the Right Virtual Support for Law Firms
As your caseload and staffing needs change, the right virtual support for law firms can help you manage the workload.
Maybe you need help with medical records and insurance claims, family law billing, or estate planning documents. Maybe it’s employment law documentation, criminal defense calendars, or daily firm operations. Either way, Legal Support Help can match you with pre-trained virtual professionals based on your needs.
With practice-based training and support tailored to your firm’s requirements, you can delegate recurring tasks. That gives you, your attorneys, and your paralegals more time for client service and legal work. You also add support without hiring for every role in-house.
Want to cut manual steps between your systems, too? See how law firm automation with virtual assistant support fits into the same workflow.
Ready to get started with Legal Support Help?
🎁 Bonus: Mention this blog when you reach out to claim a special offer on your first hire.
Frequently Asked Questions
How are LSH virtual assistants trained?
LSH virtual assistants complete one to two months of training focused on law firm workflows, including practical exercises, demonstrations, and readiness assessments. The curriculum covers reception, client intake, calendar and deadline management, and bills and medical records requests. Advanced upskilling includes litigation correspondence, medical summaries, demand letters, settlement documentation, and disbursement processing.
Which practice areas does LSH's virtual support for law firms cover?
LSH provides virtual support for law firms in personal injury, mass tort, family law, estate planning and probate, employment and business law, criminal defense, and real estate practices. We also support professional chapter organizations and provide executive and personal assistance for attorneys.
Can one virtual assistant handle both legal and administrative work?
Yes, depending on your needs. Your dedicated VA can support practice-specific work as well as business operations, such as invoicing, vendor payments, meeting coordination, and reception backup. Some firms also work with more than one VA as their workload grows.
Talk to us today.
and let’s discuss how our Virtual Assistants can help you with the services tailored to your needs.