Running a law firm means juggling countless responsibilities—from client intake and communication to case preparation and billing. For many attorneys, the biggest challenge is that only a fraction of their day is spent on billable work.
According to the Clio Legal Trends Report, law firms average just 2.9 hours of billable work per day out of an 8-hour workday—that’s only about 37% of their time spent on client matters. The rest of the day often gets absorbed by tasks that, while essential, don’t directly generate revenue.
In fact, attorneys spend roughly two out of every eight working hours on administrative duties such as scheduling, time tracking, and project management. A breakdown by LeanLaw shows that of non-billable time, about 48% is spent on administrative tasks and 33% on business development. This leaves lawyers with very little room to focus on actual legal work and client advocacy.
A Remote Case Manager (RCM) can help solve this problem. By taking on non-billable but critical responsibilities, RCMs free up attorneys to focus on clients and cases. They can:
- Streamline your workflow
- Improve client satisfaction
- Ensure better use of legal software like Clio, Filevine, or MyCase
- Help your firm scale without the overhead costs of full-time, in-house staff
As Smokeball highlights, many lawyers bill only 30–40% of their total working hours—meaning the majority of their effort is not being captured as revenue. With the right Remote Case Manager in place, that balance can shift significantly toward higher productivity and profitability.
In this guide, we’ll cover what Remote Case Managers do, how to choose the right one, and best practices for working with them effectively.
What is a Remote Case Manager?
Think of a Remote Case Manager as an extension of your team, working remotely to manage critical but time-consuming responsibilities. Instead of hiring a full-time employee, you can access professional support on-demand.
A Remote Case Manager typically assists with:
- Client communication (calls, emails, live chat)
- Intake and onboarding of new clients
- Scheduling and calendar management
- Document drafting and management
- Legal research support
- Billing and collections
- Case progress tracking and reporting
This strategic hire can help you maintain an organized, client-focused law practice without overloading your attorneys or staff.
How to Choose a Remote Case Manager
Not all Remote Case Managers are the same. Some specialize in legal intake, while others may focus on billing, case tracking, or practice-area support. Here are key steps to finding the right fit:
1. Vet candidates carefully
Look for relevant legal experience, strong communication skills, and the ability to manage sensitive information. Ask for references and confirm their familiarity with legal software. Essential qualities include:
- Impeccable work ethic and reliability
- Superior writing and communication skills
- Technology proficiency
- Knowledge of your practice area
- Flexibility and adaptability
2. Match their style with yours
If you’re used to handling everything yourself, delegating may take some adjustment. Choose an RCM who aligns with your workflow and communication style, making collaboration smoother.
3. Define the services you need
Make a list of the tasks taking up your time. Do you need someone focused on intake and scheduling, or broader support such as billing, research, and marketing? Clarity helps you choose the right RCM.
4. Set clear expectations
Draft an agreement outlining:
- Communication frequency and tools (email, phone, project management software)
- Your law firm’s processes and workflows
- Reporting requirements (daily updates, weekly summaries, etc.)
- Your management style (independent work vs. close oversight)
Tips for Working With Remote Case Managers
Once you’ve hired an RCM, set them up for success with these best practices:
Build rapport
Get to know your RCM as more than just a contractor. Understanding their strengths and communication style helps build trust and long-term collaboration.
Use project management tools
Platforms like Clio, Trello, or Asana can help you delegate tasks, track deadlines, and maintain visibility without micromanaging.
Communicate consistently
Establish regular check-ins, whether daily briefings or weekly reports. This keeps your RCM aligned with priorities and reduces the risk of missed deadlines.
Give clear instructions
Since they aren’t sitting in your office, ambiguity can cause delays. Be specific about how tasks should be handled and provide reference materials when possible.
Maintain consistency
Stick to deadlines and routines so your RCM knows what to expect. A consistent schedule helps them stay organized and efficient.
Final Thoughts
A Remote Case Manager can truly transform how your law firm operates. By outsourcing intake, communication, and administrative tasks, you free up valuable time to focus on what matters most—advocating for clients and maximizing billable hours.
The key to success is choosing the right partner: vet candidates thoroughly, set clear expectations from the start, and maintain consistent communication. With the right support, a Remote Case Manager doesn’t just save you time—they help your firm grow, scale efficiently, and deliver better client service.
If you’re ready to see how this works in practice, book a demo with Remote Case Manager today and take the first step toward a more efficient, profitable firm.
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