EDITOR'S NOTE: Our CLNC^® Pros share their top organizational methods for managing your CLNC^® business and office with efficiency. Their proven and practical processes will help you operate a successful CLNC^® practice with ease.

Managing a busy CLNC^® practice requires keeping the flow of casework precise. From the time we learn a new case is on its way to us until the work product is complete, we track each step. But each case may have unique assignments. Creating a simple case-specific worksheet assures that nothing is missed.

As we receive records on current cases, we create an index itemizing the date, type of record and any documents we have identified as missing. This assures that we have detailed information at our fingertips.

We also maintain a priority case list that contains “hot dates” such as report deadlines, unique project deadlines, mediation, depositions, arbitration or trial dates. This practice helps to prioritize projects requiring our attention and enables us to anticipate the attorney-clients’ deadlines.

– Suzanne E. Arragg, RN, BSN, CDONA/LTC, CLNC

I use an intake form when an attorney or a CLNC^® consultant contacts me regarding a case to make sure I get all the necessary information, especially so I can spot any conflicts of interest. Then, as Vickie teaches, I use a case screening form to assess the pertinent information regarding the case. After the intake form is filled out, I start a folder for all the information I receive on that case. The folder will also contain my signed contract with the attorney plus all correspondence and copies of bills for my CLNC^® services to date.

– Nikki J. Chuml, RNC, CCE, FMC, CLNC

My organizational tips relate to communication, finance and allowing my creative juices to flow.

• Communication: Open or have someone else open all email and snail mail daily. Be sure to respond to all important mail that day or, at the latest, the following day. Opening all mail daily and responding within one or two days prevents the nightmare of dealing with accumulated mail and eliminates the possibility of overlooking important inquiries. Also, return all phone calls within 24 hours. There’s no better way to develop a positive relationship than to promptly return calls.
• Finance: Create separate accounts for your CLNC^® business. If you do not yet have a separate checking account, open one today. Balance your account as soon as you receive your statement and balance it to the penny. Remember, as a CLNC^® consultant it makes “cents” to be detail oriented and accurate. Having a separate credit card account is also an efficient way to track your business expenses at year’s end when it’s tax time.
• Creativity: Schedule time to allow your creative CLNC^® juices to expand your business. Prior to becoming a CLNC^® consultant, I was suffering from what I now call “professional bradycardia.” Now as a CLNC^® consultant, I’ve found my creative juices flowing in many directions. You’ll have many ideas about how to expand your business. Listen to those ideas, write them down and set aside a specific time each week to develop and take action on them. By doing this, I was able to develop, record and produce several audio CDs, including one that educates attorneys about the CLNC^® services I provide.

Today I am more excited about being a CLNC^® consultant and capturing the opportunities available to me than I was when I completed Vickie’s astounding and life-changing CLNC^® 6-Day Certification Seminar seven years ago. I was on cloud nine that week – now by taking action on new ideas and allowing my creative CLNC^® juices to flow, I’m soaring above cloud nine.

Thank you, Vickie, for changing my life and for being you.

– Lawrence H. Frace, RN, CLNC

I created a time log template in Microsoft^® Word that I print for every case. I attach the time log to the case file, and every time I pull out the file to work on it, I enter my time. I refer to this log to generate my invoices for accurate billing of my time. After I send the invoice, I file the time log in the appropriate folder.

I use a company called Paychex for my payroll. They withhold taxes and deposit my earnings directly into a separate account. I designate a set salary which I receive every two weeks. This makes paying my taxes a breeze.

I scan every medical record that comes into my office into a folder in my computer. This makes sending files to a CLNC^® subcontractor easy. All I have to do is email the scanned records, along with a contract and instructions, and the subcontractor can begin the work right away. This saves me time and money on postage.

– Dorene Goldstein, RNC, CLNC

I use a four-drawer file cabinet just for my CLNC^® business.

1. The first drawer has all of my business paper supplies such as letterhead, envelopes, blank fax sheets, note pads, etc. This way I have these essentials within easy reach, while the bulk of my office supplies are stored in the basement. This saves time and space on my desk.
2. The second drawer is for all business matters: billing, invoices, marketing materials, ready-to-use marketing packets, bills and receipts for tax purposes. Again, everything is at my fingertips and organized in a way I can understand.
3. In the third drawer I keep my active files. It contains medical records, my notes and printouts – anything I’m using for the cases I’m currently working.
4. The fourth drawer is filled with resource materials gathered for informational purposes while reviewing cases. This drawer is alphabetically organized and is full of current articles and research. I also have files for the resumes and other notes pertaining to experts I have located for my attorney-clients. These files are arranged by field of expertise.

My file cabinet is a time saver and organizer, and I could not function efficiently without it.

Another great organizing tool is shelving for all bound textbooks and references. I have a two-shelf unit on wheels that I can easily pull around my office. Being able to move it closer when I’m reviewing a case or push it away when someone is in my office or when I need more space is a great feature.

I use Quicken^® software for small business. You need a system to keep track of all your business transactions, accounts receivable, payables, billing, business checkbook, etc., in an organized manner for year-end tax purposes, and to assure that your business is run efficiently and professionally.

The final, and maybe the most important tip for setting up your office is to make sure you have a comfortable chair and work space. Invest in an ergonomically correct chair and work station to assure proper alignment for comfort and efficiency. Whatever enhances positive energy and productivity, I say do it. Be good to yourself and make sure your office is comfortable, organized and productive.

– Debra Gross, RN, MSN, CPC, CCM, CLCP, MSCC, CLNC

Maintain detailed files for every case. This includes completing an intake form for each attorney-client contact. I also create a log in a Microsoft^® Word file with the name of the case or attorney-client. At the same time, I enter the client’s contact information into my business contacts list in Microsoft^® Outlook.

Many times, I make duplicate notes of tasks that need to be completed. I use Outlook’s Notes and Tasks on my BlackBerry^® to help jog my memory. I enter new tasks for the week on Monday mornings and clean up my lists on Fridays.

Post-it^® notes are also a big part of keeping me organized. I color-code them according to urgency – hot pink for items that need to go at the top of my to-do list and yellow for regular memory jogging. You can develop your own color-coding. Calendars are also useful. I am a visual person so these methods work well for me.

I use hanging wall pockets to hold files such as incoming cases. I discovered that when I filed active cases in my file cabinets, I wasn’t as organized. I spent more time pulling files and replacing files. Now I keep all active files in the hanging wall pockets, within easy reach yet off my desk. I label the front of each file for easy retrieval.

– Jane A. Hurst, RN, CLNC

Although I have only been a CLNC^® consultant for just over a year, I have carried over many organizational skills developed throughout my nursing career to my CLNC^® business.

I have a folder for each attorney with the address, office phone, fax number and email address on the front. I also list the present case, client name, date of intake and recent activity on the case, and I include the name of the attorney’s administrative assistant if I know it. Having all this information readily available when the attorney calls is a big help.

When the case is finished, I make a copy of the report and the invoice. When the bill is paid, I mark it paid, and place the date and check number on the outside of the folder. Then I file the folder away in a separate cabinet for closed cases.

After the invoice is paid, I send a thank you note for the business. Even if only the assistant sees it, at least she will remember me the next time I call.

– Mildred Mannion, RN, BSN, CNOR, CLNC

Suzanne E. Arragg, RN, BSN, CDONA/LTC, CLNC, a CLNC^® Mentor and guest faculty member for Vickie Milazzo Institute, is president of SEA & Associates Medical Legal Consulting, Inc. in California. Her firm specializes in medical malpractice, nursing home litigation and elder abuse cases.

Nikki J. Chuml, RNC, CCE, FMC, CLNC is an independent Certified Legal Nurse Consultant^CM in California with more than 19 years of nursing experience. She works as a consulting expert in a variety of specialties and as a testifying expert in OB cases all over the U.S. Nikki is a CLNC^® Mentor and a guest faculty member for Vickie Milazzo Institute.

Lawrence H. Frace, RN, CLNC is an independent CLNC^® consultant with 30 years of nursing experience. He is the founder of Spectrum Medical-Legal Consulting in central New Jersey and specializes in medical malpractice cases.

Dorene Goldstein, RNC, CLNC has owned Goldstein Nurse Consultants in Massachusetts since 2001. She is also co-owner of Goldstein & Moran, which specializes in plaintiff and defense medical malpractice, products liability and personal injury litigation. Dorene is a CLNC^® Mentor and a guest faculty member for Vickie Milazzo Institute.

Debra Gross, RN, MSN, CPC, CCM, CLCP, MSCC, CLNC is co-owner of Delor Legal Nurse Consultants, LLC in Ohio. Her specialties include OB/GYN, pediatrics, CCU, compliance, HIPAA and Medicare fraud. Debra is a CLNC^® Mentor and a guest faculty member for Vickie Milazzo Institute.

Jane A. Hurst, RN, CLNC has been an RN for 25 years. She founded her consulting practice, RN Services, in Ohio in 1992. Jane is a CLNC^® Mentor and a guest faculty member for Vickie Milazzo Institute.

Mildred Mannion, RN, BSN, CNOR, CLNC is the owner of M3 Legal Nurse Consulting, Inc. in Massachusetts. She has 22 years of nursing experience and currently works in the operating room of a large teaching hospital.

Send your most helpful organizational methods for running your CLNC^® practice to feedback@LegalNurse.com.

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Send your CLNC^® questions to feedback@LegalNurse.com.

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EDITOR'S NOTE: My personal gratitude to Karen Fogelman, RN, CRNO, CLNC for sharing how she feels after attending the CLNC^® 6-Day Certification Seminar and 2-Day NACLNC^® Apprenticeship in Houston.

I enjoyed the CLNC^® 6-Day Certification Seminar and the 2-Day NACLNC^® Apprenticeship immensely, but most of all I was inspired by Vickie’s personal dedication and professionalism. Her involvement and desire to educate RNs about medical-legal issues motivated me to continue to study and prepare for the CLNC^® Certification Exam. She taught us to take one action step a day and I am so motivated that my one action step usually turns into several.

I feel fortunate to have been taught by Vickie Milazzo Institute.

It was a great experience and I look forward to seeing you again at the 2009 NACLNC^® Conference. Thank you all again for sharing your energy with all of us for a week.

Send your feedback to feedback@LegalNurse.com.

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For a full listing and more information about each event where I'll be appearing, please click the links below.

• Small Business Resources
  

• Kansas City, Marriott Country Club Plaza
  August 16, 2008
  
  
• Philadelphia, Marriott Philadelphia West
  September 20, 2008
  
  
• Las Vegas, Renaissance Las Vegas Hotel
  October 11, 2008
  
  
• Atlanta, Atlanta Marriott Century Center
  October 25, 2008

Seminar Photo Gallery CLNC® 6-Day Certification Seminar in Houston.

• Kansas City, August 11-16, 2008
  


• Philadelphia, September 15-20, 2008
  


• Las Vegas, October 6-11, 2008
  


• Atlanta, October 20-25, 2008

• San Antonio, March 12-13, 2009
  

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Visit the Vickie Milazzo Institute booth at this upcoming conference to learn how you can become a successful, full-time practicing Certified Legal Nurse Consultant^CM. Find out how you can transform your nursing career and earn $125-$150/hr.

• ENA (Emergency Nurses Association)
  September 25-27, 2008

FREE BONUSES JUST FOR STOPPING BY OUR BOOTH: Get your FREE gifts – my book, CLNC^® Success Stories – Real Nurses, Real Stories, Unreal Success, and the Success DVD.

If you are unable to attend and would like to talk to a full-time practicing CLNC^® consultant, call 800.880.0944 or click to call using the button below.

P.P.S.	See and hear Certified Legal Nurse ConsultantsCM talk about their CLNC® careers.

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At our summer and fall 2008 seminars, you'll learn how to hit the ground running when you launch your CLNC^® practice. You can experience this powerful career breakthrough when you join me live and in person for one of these exciting life-changing events.

REGISTER BEFORE THEY SELL OUT:

		Kansas City	August 11-16, 2008
		Philadelphia	September 15-20, 2008
		Las Vegas	October 6-11, 2008
		Atlanta	October 20-25, 2008

Choose your dates and locations and register now!

The CLNC^® 6-Day Certification Seminar is the fastest way to get motivated and get moving on your road to success as a Certified Legal Nurse Consultant^CM. In only 6 days you'll prepare for a satisfying new profession, take the CLNC^® Certification Exam and come away ready to claim your NEW career and NEW life as a Certified Legal Nurse Consultant^CM. You'll learn everything you need to know to earn $125-$150/hr as a CLNC^® consultant.

Add the 2-Day NACLNC^® Apprenticeship, scheduled immediately following each CLNC^®
6-Day Certification Seminar, so you can quickly master report writing and marketing. You'll go home with your FREE, professionally designed, ready-to-use CLNC^® Marketing LaunchBox (100 brochures with 100 sheets of letterhead stationery, 100 second sheets, 100 matching envelopes and 250 business cards), your key to instant credibility and instant success.

Get it all with my proven turn-key system – the VIP CLNC^® Business System.

Financing is available with payments as low as $50/month. Call the Institute at 800.880.0944 to apply by phone. It takes just minutes.

Remember, I back every Vickie Milazzo Institute CLNC^® 6-Day Certification Seminar. It's 100% RISK FREE. You may return your materials by noon on Day 4 of the seminar, and you'll receive a full refund, no questions asked.

Enroll today. Click the coupon below to take advantage of our special website offer and SAVE $100.00 NOW.

Special prizes: All seminar attendees who stay for a minimum of 5 nights at the seminar hotel are eligible for seminar prize drawings valued at $8,497.00.

Prefer to study at your own pace at home? Get certified in just 40 hours with the CLNC^® Home-Study Certification Program available on DVD or audio CD.

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