What are the responsibilities and job description for the Client Intake Coordinator position at Hinshaw & Culbertson?
Client Intake Coordinator
Position Summary
The Client Intake Coordinator Team will support the processing and administration of our matter opening review process, including matter management, rate review, and adherence to Outside Counsel Guidelines. A substantial portion of this individual's workload will be data management, and will include working with electronic billing sites. This position requires an individual who is attentive to detail, comfortable with non-routine daily workflow, proficient in communicating with colleagues at all levels and who can work effectively both independently and within a team environment.
Essential Functions:
- Access and utilize the daily report and workflow for newly opened matters
- Review newly opened matters to ensure compliance with Outside Counsel Guidelines
- Review and set rates/rate levels on client/matters to ensure accurate billing and conformance with engagement letters or previously negotiated agreements
- Request missing background documents or approvals from Attorneys and/or Professional Administrators, as neededRevalue time entries to ensure conformance with newly updated rates/rate levels
- Verify all relevant data for matters which are electronically billed through the over 30 websites we utilize, including confirming/editing matter on site, set up of rates, timekeepers, and budgets
- Set disbursement constraints/exclusions in Aderant consistent with Outside Counsel Guidelines
- Liaison with Client Account team managers and coordinators to resolve rejected eBilled invoices resulting from rate issues
- Set up split billing information and bill groups for matters requiring deductibles; verify contact information for insured parties as needed
- Update internal processes and systems for opening matters to ensure all internal systems accurately reflect the data processed
- Review daily system generated reports to ensure rate compliance for timekeepers
- Provide rate information to attorney and staff upon request
- Update client contact information as needed in Aderant
- Update/verify attorney participation credit on matters as requested
- As rates are changed or updated, enter the information in Aderant and communicate the same to respective Client Account team managers/coordinator
- Assist the Manager of Client Intake in ensuring that new or updated client rate information has been communicated to all stakeholders which may include the Chief Financial Officer
- Assist with maintenance of Intapp Terms related to Outside Counsel Guidelines and assist with generating guidelines summary sheets for distribution to timekeepers
- Monitor and respond to daily requests in the general Client Intake email box
- Assist or handle other responsibilities as assigned
- Assist with maintenance of database of Outside Counsel Guidelines and assist with generating guidelines summary sheets for distribution to timekeeper
- Monitor and respond to requests as they come in to the general Client Intake email box
- Assist or handle other responsibilities as assigned
- Proficiency in Aderant Expert, Elite or comparable legal billing software preferred. Proficiency in Microsoft Excel and Word required.
- 2 years' experience with legal billing/e-billing and familiarity with matter management preferred. College degree preferred or else equivalent experience required.
As an EOE/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.