MyCase Workflows Every Virtual Legal Assistant Should Know

MyCase has become a go to practice management solution for small and midsize law firms looking for an intuitive, all in one platform. For virtual legal assistants, knowing how to navigate MyCase efficiently is a valuable skill that makes onboarding smoother and daily work more productive.

Whether you are a virtual assistant preparing to work with a MyCase firm or a firm owner getting ready to bring on remote support, these are the workflows that matter most.

Case Setup and Organization

Every matter in MyCase starts with proper case setup. Virtual assistants should create new cases using the firm's naming conventions and complete all required fields including practice area, case type, lead attorney, and case status. Consistent setup at the beginning of a case prevents confusion and data gaps later on.

MyCase allows firms to customize case fields and categories. Virtual assistants should learn how the firm uses these customizations and apply them correctly every time a new case is created. Proper tagging and categorization make it easy to filter and search for cases across the firm's portfolio.

Contact and Client Management

MyCase stores all client and contact information in a centralized directory. Virtual assistants are responsible for keeping contact records accurate and complete. Every client should have current phone numbers, email addresses, and mailing addresses on file. Related contacts such as opposing counsel, insurance adjusters, and expert witnesses should also be linked to the appropriate cases.

When new contacts are added, assistants should check for duplicates and merge records where needed. Clean contact data supports accurate billing, reliable communication, and professional correspondence.

Calendar and Deadline Tracking

Managing deadlines is one of the most critical responsibilities in any law firm. MyCase provides calendar tools that allow virtual assistants to create events, set deadlines, and configure reminders for attorneys and staff. Every court date, filing deadline, and statute of limitations should be entered into the calendar with appropriate advance reminders.

Virtual assistants should review the calendar daily to flag upcoming deadlines and ensure nothing is overlooked. MyCase also supports task lists that can be linked to specific cases, making it easy to track the steps needed to move a matter forward.

Document Management

MyCase provides document storage within each case file. Virtual assistants should upload all relevant documents to the correct case using a consistent folder structure. Common folders include categories like pleadings, correspondence, discovery, and client documents.

Naming conventions matter. Files should be named clearly so that any team member can locate a document without opening it first. Virtual assistants should also use MyCase's document sharing features to send files securely to clients through the client portal rather than through unencrypted email.

Client Communication and the Client Portal

One of MyCase's strongest features is its built in client portal. Virtual assistants can use the portal to send secure messages to clients, share documents, and provide case updates. This reduces the volume of phone calls and emails while giving clients a convenient way to stay informed about their cases.

All communications should be logged within the case record. Whether a conversation happens by phone, email, or through the portal, the virtual assistant should record a note in MyCase so the full communication history is available to the legal team.

Billing and Invoicing

MyCase includes time tracking and billing tools that virtual assistants should use daily. Every task performed on a case should have a corresponding time entry with a clear description of the work completed. Virtual assistants can also prepare draft invoices for attorney review and track outstanding balances.

For firms that use trust accounting, MyCase supports trust deposits and disbursements. Virtual assistants should understand the firm's trust accounting procedures and apply them accurately within the platform.

How DocketHire Prepares Assistants for MyCase

DocketHire virtual assistants are trained on MyCase workflows before being placed with a firm. Our team ensures that your assistant can handle case setup, document management, calendar tracking, client communication, and billing support from the start. If your firm runs on MyCase, our staff are ready to contribute on day one.