How quickly can THC place a virtual legal receptionist?
Most matching begins after a 15-minute strategy call and a documented scope. THC typically presents a match within 48 hours, subject to the required experience, working hours and system needs.
Legal virtual assistants
Dedicated front desk for a law practice
A Virtual Legal Receptionist Who Knows the Firm
Answer calls in the firm's voice, route existing clients accurately and convert appropriate new inquiries into a documented intake process.
Unlike a rotating answering pool, one dedicated receptionist learns attorney schedules, matter-routing rules, client identities and the difference between an administrative request and a substantive legal question.
Who this role is for
A defined owner for recurring work
- Solo and small firms where attorneys answer calls between matters
- Practices whose front desk cannot cover lunch, hearings or high-volume periods
- Remote firms needing a consistent public phone presence
- Teams with repeated client calls because message ownership is unclear
Signals the workflow needs an owner
- New matters reach voicemail during billable hours
- Existing clients repeat their story to multiple staff members
- Call notes omit matter number, callback details or urgency context
- Consultations are booked into the wrong calendar or matter type
- Attorneys receive interruptions that should have been handled administratively
Buyer decision summary
When should a business choose a a virtual legal receptionist who knows the firm from THC?
Choose THC when the work needs one accountable owner and you want matching, onboarding support, performance review and continuity planning included around the role.
- Best for
- Answer calls in the firm's voice, route existing clients accurately and convert appropriate new inquiries into a documented intake process.
- Operating model
- One dedicated virtual assistant supported by a THC Client Manager, not a rotating task queue.
- Starting price
- $700 per month for up to 20 hours per week
- Matching
- THC targets an initial match within 48 hours when the required combination is available on the bench. Specialized requirements can take longer and are confirmed after role review.
- Client responsibility
- The receptionist does not discuss legal strategy, disclose protected matter information without verification, promise outcomes, accept service unless authorized or decide whether the firm will represent a caller.
Review the supporting facts and anonymized engagements in the THC evidence and claims register.
Responsibilities and operating scope
The role is built around a queue, service standard, documentation rule and escalation path. It is not an unbounded list of miscellaneous tasks.
Answer approved lines with the firm's greeting and identity procedures
Distinguish prospective clients, current clients, courts, vendors and opposing offices
Create complete call records with matter reference and requested action
Warm-transfer calls that meet attorney-defined criteria
Schedule consultations and routine appointments within calendar rules
Provide approved administrative information such as office hours and document status
Route messages to a named owner with urgency and callback expectation
Reconcile unresolved messages before the end of the coverage period
How the work moves
- 01
Identify
Confirm the caller, relationship to the firm, matter reference and reason for calling using minimum necessary information.
- 02
Resolve or route
Handle approved administrative requests or deliver a structured message to the correct owner.
- 03
Schedule
Book only allowed appointment types and send the approved confirmation and preparation steps.
- 04
Reconcile
Review open callbacks and transferred items so no message disappears between phone, calendar and case system.
Inputs from the client
- Call types, greetings and identity rules
- Attorney and staff directory with transfer criteria
- Calendar rules and appointment types
- Matter lookup and confidentiality procedures
- Urgent caller and service-of-process escalation rules
Handoffs and approvals
- Substantive case questions go to firm personnel
- Threats, court deadlines and urgent filings receive immediate escalation
- Callers who cannot be verified receive limited information
- Complaints and fee disputes follow a named escalation path
Systems and tools
- Firm phone or VoIP platform
- Clio, MyCase, Filevine or approved matter system
- Shared calendars and secure messaging
- Intake CRM and task queues
KPIs that reveal operating health
The starting scorecard is agreed during onboarding and adjusted to the client's baseline, volume and control requirements.
- Answer rate and abandoned-call rate during coverage
- Message completeness and routing accuracy
- Time from message to assigned owner
- Consultations booked correctly
- Open callbacks remaining at end of day
Scope boundary: The receptionist does not discuss legal strategy, disclose protected matter information without verification, promise outcomes, accept service unless authorized or decide whether the firm will represent a caller.
Relevant client engagement
A solo attorney
- problem
- The attorney was spending more than 20 hours each week on intake follow-up, scheduling, document administration and other recurring legal administration.
- delegated
- Client intake, calendar coordination, matter administration, billing support and accounts receivable follow-up.
- implementation
- The same dedicated VA has provided administrative legal support for at least two years, following attorney-approved procedures and escalating substantive questions to the attorney.
- result
- The existing published anonymized engagement result reports more than 18 hours of administrative time recovered each week. No role-specific financial result was recorded.
- timeframe
- The published anonymized engagement has continued with the same dedicated VA for at least two years.
Results from an anonymized client engagement. The client's identity is withheld for confidentiality.
Onboarding, management and continuity
THC maps volume, permissions, working hours, service levels and exceptions before access is granted. The client approves the match, supplies procedures and reviews early work. The Client Manager supports onboarding, KPI reviews, issue resolution and continuity planning. Process documentation is kept current so coverage or replacement does not require rebuilding the role from memory.
Choose the staffing model you want to manage
| Model | Best fit | Operating tradeoff |
|---|---|---|
| THC managed VA | A team that wants a dedicated role owner plus matching, Client Manager support, documented onboarding and continuity planning. | The client still owns policies, approvals, permissions and professional decisions. Plans start at $700 per month. |
| Independent freelancer | A team ready to source, assess, train, supervise and arrange backup coverage directly. | The client carries recruiting, quality management and continuity risk. |
| Local employee | Work requiring physical presence, local employment or broad onsite responsibilities. | The employer carries salary, benefits, recruiting, workspace, leave coverage and replacement. |
| Rotating service | Simple transactions where relationship context and accumulated workflow knowledge matter less. | Rotation can weaken ownership, exception handling and continuity across a multi-step process. |
Frequently asked questions
Is the assistant dedicated to our account?
Yes. The role is assigned to your account and learns your procedures, systems, priorities and exception patterns. It is not a rotating task queue.
Who manages quality and continuity?
The client owns business rules and approvals. A THC Client Manager supports onboarding, performance reviews, issue resolution, documentation and continuity planning.
What is outside the virtual legal receptionist scope?
The receptionist handles approved administrative communication. Advice, case status interpretation, representation decisions, fee disputes and privileged disclosures remain with authorized firm personnel.
How does pricing work?
Plans start at $700 per month. Final pricing depends on approved hours and role requirements, not a fee for every individual task. THC confirms scope before matching begins.
See whether this role fits your workflow.
Tell us what is waiting, who owns it now, your systems, volume, working hours and approval rules.
After you submit, THC reviews the workflow, confirms scope and pricing, and schedules a fit conversation. If the role is appropriate, matching begins against the skills and hours you approved.
Discuss This Role