Virtual Assistants for Small Law Firms: Intake, Scheduling, and Admin

Solo attorneys and small firms often spend a large share of their week on non-billable admin. A virtual assistant, working under attorney supervision, can reclaim much of that time.

Tasks law firm VAs handle

Intake

• Answering and returning intake calls
• Running a conflict-check information form
• Scheduling consultations
• Sending intake packets and fee agreements for signature

Calendar and admin

• Managing the attorney’s calendar
• Docketing reminders (with attorney verification)
• Document formatting and proofreading
• Organizing client files in practice management software

Billing

• Time entry cleanup from attorney notes
• Invoice generation
• Collections follow-up

Client communication

• Templated status updates
• Appointment reminders
• Gathering documents from clients

Ethics and supervision

General information, not legal advice. Review your state’s rules. Lawyers remain responsible for supervising nonlawyer assistants and for protecting client confidentiality. Practical safeguards:

• VAs never give legal advice or set fees
• Written confidentiality agreements
• Secure, firm-controlled systems (no personal email or storage)
• Clear escalation scripts: “I’ll have the attorney call you about that.”
• Attorney review of anything sent to courts or opposing counsel

Missed calls are missed clients

Prospective clients often call several firms. If you’re in court and nobody answers, they move on. A VA covering intake during business hours (and capturing after-hours voicemails first thing) can materially increase consultations booked.

Tools

Clio, MyCase, PracticePanther, Lawmatics, e-signature tools, and VoIP phones.

See VAs for law firms or start your match.