Rich Technology Group thoroughly understands the working process of attorneys, law firms, and legal practices. Working with hundreds of attorneys in the last 4-5 years has helped law firms to streamline their communication methods by providing relevant VOIP services and plans.
Rich Technology Group analyzes the designated budget for the VOIP service, specific features to support the business model, customer support requirements, implementation process, and more to make sure that law firms excel in a smooth way.
No matter if you work as an office manager, attorney, partner, or have any other designation in the legal practice, there are a lot of things that you need to be aware of while choosing the best phone system for your law firm. Although the definition of best service differs from firm to firm, there are a few characteristics that every firm should consider. These characteristics are given below.
In this technological age, the most essential thing to run a law firm is the ability to handle work remotely. The first question in this regard is that whether you need a mobile app to communicate seamlessly or not.
Thus, the presence of a decent mobile app is a significant common pattern in law firms. It is because of the mobility as the staff is able to work from anywhere, take calls from clients, or contact their extensions. The other big things that the attorneys at law want are non-disclosure of their personal contact number.
Although some of them share their contact for easy reachability, it is not the case with most firms. This is where the VOIP mobile apps come in as they easily run a professional number on phone along with a personal cell number.
Also, it provides the ability to not commingle personal text, voicemails, call history, and another business side of things. Considering this scenario, you can go select the service provider that provides the best mobile app for convenient communication.
Virtual or traditional taxing tends to be a big thing in law firms and attorneys. Along with government work, banking, insurance, or anything related to finances and security, the law firm also tends to be the last surviving business on earth that uses fax. Because it is a big feature in this area, most of the popular VOIP providers have this feature in virtual form.
However, not a lot of service providers support an ATA hardware device to support the traditional fax machine with a digital VOIP system. Taking this point into account, first, decide whether your firm needs the traditional faxing or is it suitable to work with the virtual fax a. k. a. paperless fax. Once you finalize this aspect, you can choose the top service providers that support this feature so that you can communicate conveniently with fellows and clients.
Security in VOIP service does not necessarily mean security of phone system but it also encapsulates security of data. Although a lot of law firms are not bound to be HIPAA compliant to work in this field, firms working with clients in the medical sector, insurance, etc. require HIPAA compliance certification.
Thus, the law firm also needs to be HIPAA compliant to be able to securely transfer the data between the client and the consultant. Most of the popular VOIP providers in the market are HIPAA compliant. A lot of providers also provide the client with an actual BAA that is custom-tailored to business. If this security layer is required as a law firm, a VOIP service provider that offers HIPAA compliance should be preferred.
Often, it is a requirement of law firms to integrate emails, calendars, contacts, CRMs, etc. with their business phone system. Similarly, to integrate databases, Salesforce, Zendesk, or any other 3rd party plugin, the need of Plug n Play API is a must. Thus, VOIP services that provide these integrations should be given preference
Having the ability to connect open API with phone systems and CRMs so that data can be shared easily is a major thing. However, there are a lot of law firms that do not use popular CRMs so their integration with the phone system becomes a hurdle. Analyzing the integration requirements with the service provider based on compatibility and capacity of the software, productivity suite, or CRM should be a priority in this case.
5. Hardware Phone Requirement
Although law firms and attorneys are going virtual, some firms are still making use of actual IP desk phones because of their specific business requirements. In other firms, a mix of mobile apps and IP Phones are required to conduct day-to-day tasks. Because of this, a lot of law firms use very high-end IP Phones to meet their line capacity.
Ideally, everyone in the firm can get extension access to a mobile app but to decide who needs a physical IP Phone to work from the office or home is a technical requirement. Therefore, carrying out the decision whether there is a need for high-end IP phones or just intermediate phones to attend calls should be analyzed first
The other major thing is the type and brand of phone. As all of these factors depend on what VOIP service provider is compatible with the phone, there can be two ways to find if there is a need for IP Phone or not. Either find the appropriate features and look for the phones that provide those features, compatibility requirements, budget, etc., or find the phone from the hardware standpoint and reverse engineer to find what providers support that phone.
The involvement of the firm in the implementation process depends upon the technical expertise of the firm members. For an IT company, there is no need to provide 3rd party implementation as the technical support is enough to help members integrate and customize the system according to its requirements. However, for a law firm, there can be a requirement of thorough technical onboarding work, internal training of staff members, and frequent troubleshooting of issues.
Also, there can be a need for long-term support for implement minor changes and fixes depending upon specific scenarios. Thus, a law firm that falls under this category ultimately needs a VOIP service that takes care of support, implementation, training, etc. apart from fulfilling all the feature and budget requirements.
Here's how to choose the best phone system for law firms!
If you are still unsure what VOIP service you need for your law firm or any other industries in general, get in touch with Rich Technology Group. Our service and consultation are free and we can provide a detailed demo, price quotes, and other requested information upon need. As we have got long-term connections in the VOIP industry, we can also negotiate special pricing with the VOIP providers on your behalf. That being said, contact Rich Technology Group without any hesitation.
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