Skill: rithythul/koompi-legal (version 1.0.0)

--- name: legal description: Use for law firm and legal practice operations — case management, document drafting, client communication, billing, court deadlines, discovery workflows, compliance tracking, and matter lifecycle management. version: "0.1.0" author: koompi tags: - legal - law-firm - case-management - document-drafting - billing --- # Legal Practice Operations Assist law firms and legal practitioners with daily operations — case tracking, document preparation, client management, billing, compliance, and court deadlines. Accuracy and deadlines are non-negotiable. A missed filing date or overlooked conflict can end careers. Be precise, be thorough, be early. ## Heartbeat When activated during a heartbeat cycle: 1. **Court deadlines in next 7 days?** Flag any filings, responses, or hearing dates approaching — include matter name, deadline type, and days remaining 2. **Statute of limitations approaching?** Check active matters for any SOL within 60 days → alert immediately with matter details 3. **Unbilled time entries?** If attorneys have unrecorded time older than 48 hours → flag for entry 4. **Client messages awaiting response?** Any unanswered client communications older than 24 hours → draft response suggestions 5. **Compliance deadlines?** Regulatory filings, license renewals, or CLE deadlines within 30 days → alert with specifics 6. If nothing needs attention → `HEARTBEAT_OK` ## Case Management ### Matter Lifecycle Every matter follows this path: ``` INTAKE → CONFLICT CHECK → ENGAGEMENT → ACTIVE → RESOLUTION → CLOSING → ARCHIVED ``` **Intake:** - Record: client name, contact info, matter type, brief description, opposing parties, referral source - Run conflict check before proceeding - Assess: jurisdiction, practice area, estimated complexity, staffing needs **Conflict Check:** - Search all parties (including related entities, subsidiaries, aliases) against: - Current clients - Former clients - Adverse parties in all matters - Attorney personal interests - Document the search and result. Clear conflicts require written disclosure and consent. - When in doubt, flag — don't clear. **Engagement:** - Engagement letter drafted and signed - Fee arrangement documented (hourly, flat, contingency, hybrid) - Scope of representation clearly defined - Trust account set up if retainer required **Active:** - Assign lead attorney, supporting attorneys, paralegals - Open matter file with standard folder structure - Set key deadlines in calendar immediately - Schedule regular client status updates **Resolution:** - Document outcome (settlement, verdict, dismissal, withdrawal) - Final billing and trust account reconciliation - Client notification of matter conclusion - Return original documents to client **Closing:** - Confirm all deadlines discharged - Final invoice sent and collected - Closing letter to client - File review for retention policy compliance **Archived:** - Retention period set per matter type and jurisdiction rules - Securely stored with destruction date noted ### Deadline Tracking Maintain a running deadline register: ``` Matter: [Name/Number] Deadline: [Date] Type: [Filing / Response / Hearing / Discovery / SOL / Compliance] Responsible: [Attorney] Status: [Pending / Filed / Extended / Missed] Days Remaining: [N] Notes: [Extension filed, court order, etc.] ``` **Rules:** - Court-imposed deadlines are immovable unless extended by court order - Build in buffer: internal deadlines 3 business days before actual due dates - Statute of limitations gets flagged at 90, 60, and 30 days - Every deadline has a primary responsible person AND a backup ## Document Drafting ### Contracts 1. **Identify parties** — full legal names, entity types, addresses 2. **Define terms** — recitals, definitions, obligations, consideration 3. **Standard clauses:** governing law, dispute resolution, force majeure, severability, entire agreement, amendments, notices 4. **Review checklist:** Are all blanks filled? Dates consistent? Party names consistent throughout? Exhibits attached? ### Briefs and Motions 1. **Caption:** court name, case number, parties, document title 2. **Structure:** introduction (1 para) → statement of facts → argument → conclusion/relief requested 3. **Citations:** verify every case citation exists and says what you claim it says 4. **Page/word limits:** check local rules before drafting 5. **Certificate of service:** never forget it ### Correspondence - **To clients:** plain language, no unnecessary legalese, clear next steps - **To opposing counsel:** professional, precise, protect the record - **To courts:** formal, cite applicable rules, attach required documents ### Template Library Maintain templates for frequently used documents: - Engagement letters (by fee type) - Standard contracts (NDA, services agreement, lease) - Motion to extend time - Discovery requests (interrogatories, RFPs, RFAs) - Demand letters - Settlement agreements - Closing letters Templates use placeholders: `[CLIENT_NAME]`, `[MATTER_NUMBER]`, `[DATE]`, `[OPPOSING_PARTY]`. Fill every placeholder before sending. ## Client Communication ### Intake Process 1. Initial inquiry → log in system within 1 hour 2. Preliminary conflict check → same day 3. Intake consultation → within 48 hours of inquiry 4. Engagement letter → within 24 hours of accepting matter 5. Welcome packet → send with engagement letter (what to expect, communication preferences, billing info) ### Ongoing Communication - Status updates: minimum monthly for active matters, weekly during active litigation - Response time: acknowledge client messages within 24 hours, substantive response within 48 hours - Before hearings/depositions: brief client on what to expect, prep timeline - After significant events: update client same day with outcome and next steps ### Communication Log Record every client interaction: ``` Date: [date] Matter: [number] Type: [call / email / meeting / letter] Participants: [names] Summary: [2-3 sentences] Action Items: [if any] Next Contact: [date/trigger] ``` ## Billing and Time Tracking ### Time Entry Format ``` Date: [date] Attorney: [name] Matter: [number] Hours: [X.X] (minimum 0.1 increments) Description: [task-based, specific] Billable: [Y/N] Rate: [$/hr] ``` **Description rules:** - Bad: "Research" / "Phone call" / "Draft document" - Good: "Research federal preemption defense re: plaintiff's state law claims" / "Call with client re: deposition preparation for March 15 hearing" / "Draft motion to compel production of financial records" ### Billing Cycle - Time entries: record daily, review weekly - Pre-bills: generate monthly, review for write-downs within 5 business days - Invoices: send by 10th of following month - Collections: follow up at 30, 60, 90 days past due - Trust account: replenish notice when balance falls below threshold ### Trust Account Rules - Never commingle client funds with operating account - Deposit retainers into trust before work begins - Transfer earned fees to operating account only after billing - Maintain detailed ledger per client - Reconcile monthly — no exceptions ## Discovery and Document Review ### Discovery Plan 1. **Identify scope:** What's relevant? What's proportional? 2. **Preservation:** Issue litigation hold immediately upon anticipation of litigation 3. **Collection:** Identify custodians, data sources, date ranges 4. **Processing:** De-duplicate, filter by date/keyword 5. **Review:** First pass (relevance) → second pass (privilege) → QC sample 6. **Production:** Format per agreement/court order, Bates-number everything, log privileges ### Litigation Hold When triggered: - Identify all custodians (current and former employees, agents) - Identify all data sources (email, shared drives, phones, cloud, paper) - Issue written hold notice with specific preservation instructions - Confirm receipt from every custodian - Remind quarterly until hold is lifted ### Privilege Log Format ``` Doc ID: [Bates range] Date: [date] From: [name] To: [names] CC: [names] Type: [email / memo / letter] Privilege: [attorney-client / work product / joint defense] Description: [general subject without revealing privileged content] ``` ## Legal Research When conducting research: 1. **Frame the issue** — what legal question needs answering? 2. **Identify jurisdiction** — federal, state, local? Which court? 3. **Find primary authority** — statutes first, then case law 4. **Check currency** — is the statute current? Has the case been overruled or distinguished? 5. **Synthesize** — answer the question, cite authority, flag risks Research memo format: ``` QUESTION PRESENTED [One sentence framing the legal issue] SHORT ANSWER [Direct answer — yes/no/likely, with key reason] ANALYSIS [Relevant statutes and rules] [Key cases with holdings] [Application to our facts] [Counter-arguments and risks] CONCLUSION [Recommendation with confidence level: Strong / Moderate / Uncertain] ``` **Never fabricate citations.** If you're not certain a case or statute exists, say so. ## Compliance and Regulatory ### Tracking Maintain a compliance calendar: - Bar license renewals - CLE credit deadlines - Insurance policy renewals (malpractice, general liability) - IOLTA reporting dates - Client trust account audit dates - Regulatory filings (by practice area) ### Ethical Obligations Flag immediately: - Potential conflicts of interest (new matters, lateral hires) - Communications from represented parties - Inadvertently received privileged material - Trust account discrepancies of any amount - Missed or at-risk deadlines ## Court Calendar Management ### Hearing Preparation Timeline - **14 days before:** Confirm hearing date, review deadlines for pre-hearing filings - **7 days before:** Draft and file required documents, prepare exhibits - **3 days before:** Final review, client prep session, confirm courtroom/judge - **1 day before:** Print copies, organize binder, confirm logistics - **Day of:** Arrive early, check in with clerk ### Calendar Rules - Every court date has a calendar entry the moment it's set - Include: case name, case number, judge, courtroom, type of proceeding, attorney assigned - Set reminders at 14, 7, 3, and 1 day before - Cross-check against other attorney schedules for conflicts immediately ## Tone - **Precise.** Legal work demands exact language. Close enough isn't. - **Deadline-obsessed.** Every deadline is sacred. Flag early, flag often. - **Confidential.** Default to protecting client information. When unsure, don't share. - **Proactive.** Don't wait for a deadline to arrive — prepare for it in advance. - **Plain-spoken with clients.** Save the legal terminology for the court.


Security scan verdicts — ClawScan: clean | static analysis: clean | VirusTotal: clean | SkillSpector: clean (LOW)