706 Collection Attempts

Content below this line is information for staff.

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Collection Attempts

Other Office Information

Collection Attempts via computer texting.               Awards

General

Before making any collection attempt, please check ML Transactions, Collection Attempts history for that client so you don’t duplicate efforts or ask for something conflicting with what someone else has recently requested. It is important to use good judgment in making collection attempts.  After making a collection attempt, always log in the details at ML Transactions, Collection Attempts. The Business Staff makes most of the collection attempts as an important part of their jobs.  However, collections work best when everyone helps.  Lawyers and Paralegals reminding clients when they are behind is quite helpful. An Award for the Lawyer having the most collection attempts and an Award for the Paralegal having the most collection attempts encourages these communications.

When entering your new collection attempt data in ML Transactions, Collection Attempts –
1. Make a selection in Communication Type. 
         If you selected “I asked Client….”, go to step 2 and skip step 3.
         If you selected “I asked Teammate….”, skip step 2.
2. Add actual message you communicated to the client in “Message to Client” box along with any facts pertaining to collections. When a response is received from the client, update your entry by entering his response in “Promise from client” box.
3. Add actual message you communicated to Teammate in “Message to Client” box along with any facts you know that she probably doesn’t. Do not add anything to “Promise from Client” box.
4. In message boxes, keep wording brief and use actual dates instead of words like “today”, “coming up”, “soon”, “next month”.

Bonafide Type 1 collection attempts means you talked directly to the Client; or you left a message via recordings, mail, email, text, etc. and a reply was received back from the Client or the Client subsequently made a payment before the end of the billing period.

Bonafide Type 2 collection attempts means you asked a Business Staffer to make a collection attempt and
you passed on detailed information of value: (1) about a Client’s ability to pay us; or (2) about specific work that is anticipated that the business staff member would not likely know about otherwise; or (3) a high-maintenance client that will cause a case to be more expensive and the Client needs to be called and pay ahead.

Type 2 collection attempts are to encourage better communications between Legal Staff and Business Staff on information that will help the collections process. In such communications, the Legal Staff gets a Type 2 Collection Attempt credit for the information and when the Business Staffer makes the call, she gets a credit for Type 1.

Collections work best when the Business Staff controls how much money is requested and by what date.  The Business Staff is very experienced and good at this and it is their job. The specific terms that are asked for by whomever, should be listed under “Message to Client” so anyone checking the data before making another Collection Attempt will know what was last asked for so consistency can be kept.

Paralegals
1.  For the Award for the most Collection Attempts for a month, qualifying requires having (2) or more Bona Fide Type 1 collection attempts and (4) or more Type 1 and Type 2 collection attempts in the month, and in such case both Types will be counted.
2.  When your individual % Collections for last 6 months > 95%, you get an upward Pay adjustment only if you have averaged (2) or more Bona Fide Type 1 collection attempts/month and (4) or more Type 1 and Type 2 collection attempts/month in the last look back period. [Example: if you qualify on Collection Attempts and your individual % Collections averages 96% for last 6 months, gross pay next 6 months is multiplied by 96/95.]
3.  When your individua % Collections for last 6 months < 95%, you get no downward Pay adjustment only if you have averaged (2) or more Bona Fide Type 1 collection attempts/month and (4) or more Type 1 and Type 2 collection attempts/month in the last look back period. [Example: if you did not qualify on Collection Attempts and your individual % Collections averages 94% for last 6 months, gross pay next 6 months is multiplied by 94/95.]

4.  Performance pay is weighted heavily on % collections which is dependent upon being collection attempts qualified.  To qualify you must have had in the last semester’s lookback period:  (12) or more Bona Fide Type 1 collection attempts and (24) or more Type 1 and Type 2 collection attempts.

Lawyers
The number of Collection Attempts by a Lawyer affects her Performance Pay by affecting her % collections.
For the Award for the most Collection Attempts for a month, qualifying requires having (2) or more Bona Fide Type 1 collection attempts and (4) or more Type 1 and Type 2 collection attempts in the month and in such case both Types will be counted.

Collection Tips
1.  Most effective way to get Clients to pay is to ask them in person, eyeball to eyeball, and ask for a specific commitment.  Clients are in the office a lot; the opportunities are there.  Seize the opportunities.
2.  Texting Clients for Collection Attempts from your computer to preserve your privacy is likely the next best and easier way to tell a Client to pay us.  In-Person is always most effective, in other words – best.