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Exam 2 Study Guide

by: Katherine Notetaker

Exam 2 Study Guide 101: Legal Office Concepts I

Katherine Notetaker

GPA 4.0

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The professor's exams are straight from the notes the students take in class. This study guide is composed from my notes. Learn this study guide by heart, and you will be good to go! It includ...
Legal Office Concepts
Mary Brown
Study Guide
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This 7 page Study Guide was uploaded by Katherine Notetaker on Tuesday October 11, 2016. The Study Guide belongs to 101: Legal Office Concepts I at Bossier Parish Community College taught by Mary Brown in Fall 2016. Since its upload, it has received 7 views. For similar materials see Legal Office Concepts in Legal Assistant at Bossier Parish Community College.

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Date Created: 10/11/16
Exam 2 Study Guide CONTACTS WITH CLIENT AND OTHER CALLERS Rules of telephone courtesy: A. Answer call promptly B. If you leave your desk for any reason, let someone know C. Polite and courteous when answering phone D. Keep pad and pen/pencil handy at all times E. Calm, even voice Give examples of telephone instructions your attorney should not have to tell you: A. Full name B. Get phone number (repeat it) C. Find out what call is regarding D. Never give legal advice E. Maintain goodwill ­ courteous F. Be prepared to handle emotional callers When making an appointment for an attorney, name at least three things you should do once  appointment has been made. A. Make sure attorney knows B. Write on all calendars C. Full name and phone number D. Existing client ­ pull file When making an appointment for a “walk in” client, describe how you would handle making an  appointment. A. If an attorney can see them, put them in conference room B. Visit with person ­ see if you can help them. If not, set them up. C. Business card ­ write date and time for appointment D. Put on all calendars What course of action do you take when a client arrives early for an appointment and begins  conversing with you? Offer them a magazine, something to drink, politely let them know you have a deadline and get  back to work If a client becomes hysterical while in your office, what course of action do you take? Call 911. Buzz or contact another employee to come up there. A client calls and wants to see his or her file ­ how would you handle that situation? 1. What do you need? 2. Firing you ­ let attorney know, usually they will pull out what client does not need to get 3. Bill file to date What type of preparation do you need to do before placing a call on a file? Pull file, make sure we have everything we need in front of us to carry on conversation with  party ­ dates/times If the attorney is delayed in court or has forgotten an appointment, how would you handle that  situation? A. Call client ­ let client know he has been held up in court and offer a later time that day or  first available B. Politely offer an excuse that they’ve been delayed and won’t be in ­ reschedule for  earliest possible time When placing a call for an attorney, how would you present yourself? Is it important that the  attorney is available to speak once you have the party on the line? A. Pull file B. Make sure your attorney knows you’re placing call C. Make the call ­ identify yourself ­ “This is Mary in David White’s office for Mr. Micotto  calling with regard to Brown v. Brown.” Why is it important to maintain a telephone log, duplicate phone record book/ A. Maintain a log of all incoming calls in the event you need the number again B. If client says they have repeatedly called you can verify it C. In the event of any lawsuit Why is it important to keep track of long distance calls? For billing purposes REMINDER SYSTEMS Should the legal assistant receive... A. Flowers or gifts from client? Yes, it is okay as long as the boss okays. Send a thank you note. B. Expensive gifts from client? If it is okay with boss ­ if so, accept and send thank you note. C. Cash from client? If okay with boss ­ send thank you note. Make sure it is NOT considered a fee for  services rendered.  D. Gifts from opposing counsel? No ­ say thank you but no thank you Why would keeping a rolodex up­to­date and handy be important to legal assistant? Great tool for quick and easy phone numbers that you use frequently. What numbers would be important to have on your rolodex? A. Another attorney B. Sheriff C. Judges D. Clerks E. Restaurants F. Personal Why is it important to keep a diary system? So you don’t forget to do something, deadlines How do you decide what needs to be kept in the diary system? Know your file ­ determine what happened and where that file is going. Describe the “tickler” card file (diary system). Reminder system with multicolor reminders Give an example of what you would diary and why: 102 Divorce: personally served  Set court date  Service: check to see if defendant has been served  I have gotten my certified copy from the court  Subpoena duces tecum: follow up to get documents  Employer: follow up to get documents When in doubt: A. Ask B. Copy C. Diary FILING IN THE LAW OFFICE Give examples of what you might need to pull a file to prepare for a 103 divorce. A. Make sure judgement is done B. Call your client and make sure they know to be in court with a witness C. Preliminary default entered D. Make sure it is on the docket Why would it be important to keep files up to date on filing? Attorney may have conference call set and without filing, he/she may not have what they need ­  current call times. Why would it be important to keep a list of files you have opened and when? So you will know your active clients at a glance. Why would it be important to keep a list of files you have closed and when? So you know where your files are and so you can determine when they can be destroyed. Give examples of types of files you might have in the law office (classification of files): A. Client files B. Personal files C. Personnel files D. Accounts receivable/payable E. Insurance files What is a numerical filing system? File by number Cross reference name Example: 2016­DIV­0001 What is an alphabetical filing system? File by A­Z Last name first How would you prepare material for filing? A. Put everything in alphabetical order B. Group by client C. Remove paper/binder clips D. Punch holes exactly where they belong Is it the duty of the legal assistant to remind the attorney of his or her schedule? If so, how  would you do this? Yes ­ calendar, text, email, telephone call Prepare the following file labels: A. Cash Sale Deed, 2010, Sony Little (buyer), Theresa Long (seller and client) Long, Theresa                                                                                                                         2010 Sony Little Cash Sale Deed B. 102 Divorce, Bossier Parish, 2016, Donald Kennedy (client) versus Sandra Kennedy Kennedy, David                                                                                                                       2016 Sandra Kennedy 102 DIV. Bossier C. Succession, Sue B. Johnson, Caddo Parish, 2014, Intestate Johnson, Sue B.                                                                                                                     2014 Succ. Intestate, Caddo VOCABULARY SET 2 Executor/Administrator: representative of a succession, executor appointed under a will,  administrator appointed by court (male) Executrix/Administratrix: representative of a succession, executor appointed under a will,  administrator appointed by court (female) Intestate: dying without a will Testate: dying with a will Olographic Will: wholly handwritten by the testator Probate: legal proceeding recognizing a will Legatee: heir under a will Separate Property: property owned before marriage or with separate funds Community Property: property acquired during marriage Testament: person’s last wishes Testator: person for whom a will is prepared (male) Testatrix: person for whom a will is prepared (female) Deceased: person who has died Estate: property (assets and liabilities) of the decedent Notarial Will: will prepared pursuant to Louisianian law or statute  Residual Estate: net estate Forced Heir: person 23 year of age or younger or mentally or physically incapacitated


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