We typically get paid by insurance companies for the legal defense work we do on behalf of our clients. Our contracts state they won’t pay for office conferences or “file management” related tasks. We have huge cases (murder charges, for example), with more than 1 attorney assigned, and there’s no way cases like this can proceed effectively without lots of planning and prep between the lawyers. Any insight on how to better phrase time entries to get paid for all that work?

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I think most people just bundle the admin work with the billable. For example, if you had to review and rearrange your calendar in order to make sure that you prioritize an important case, just bundle that time with other work for that case that is billable.

(This is not an opinion on the ethical nature of such conduct)

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Ask a more senior attorney on assistance with wording so the time does not get rejected. I did this with the partner I worked for and we found out many way to increase my billable time. That year I was the most billed paralegal of the large firm.

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Geez that would be nice! Ours definitely don’t.

I like your idea. Maybe I’m overthinking it.

Here's a personal anecdote that illustrates the importance of this. I once worked on a case where the insurance company refused to pay for the time I spent preparing for a deposition. I was able to get the insurance company to change their mind by providing them with a detailed time entry that showed exactly what I had done. The time entry included a summary of the deposition, a list of the documents I had reviewed, and a list of the questions I had prepared to ask the witness. The insurance company was eventually convinced that the work I had done was necessary and paid me for my time.

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I can’t believe they weren’t going to pay you for depo prep! That’s crazy!

Our firm bills inter-office conferences on cases as “analysis and strategy re: ….”

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I was about to ask that very question! That’s helpful!

What about your paralegals? How do they bill for sorting discovery into your case management system?

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