1. Preparation and Planning:

   Assess current processes and needs.

   Identify key stakeholders in the firm.

2. Account Setup:

   Creating accounts for firm members.

   Configuring basic settings (firm contact information, billing preferences, etc.).

3. Data Import:

   Transferring existing client data, case files, and documents into PracticePanther.

   The system usually supports import through CSV files, integrations, or direct uploads.

4. Customization:

   Customize the dashboard, workflows, and templates to fit the firm’s needs.

   Set up practice areas and specific client workflows.

5. Training:

   Conduct training sessions for staff on how to use the software, which may include live webinars, video tutorials, or one-on-one assistance

   PracticePanther offers resources like help articles and a knowledge base.

6. Testing:

   Perform a trial run of the software within practice scenarios to adapt and troubleshoot any issues.

7. Go Live:

   Officially switch to using PracticePanther for daily operations

   Monitor usage and address any initial hiccups.

8. Ongoing Support:

   Continuous access to customer support for questions or troubleshooting after implementation.

1. Workflow Automation: Automate routine tasks and create custom workflows for different types of cases.

2. Document Templates: Create custom templates for documents and correspondence.

3. Fields and Tags: Add custom fields to client and case profiles or create tags for better organization.

4. Reports and Analytics: Customize reports based on specific metrics and KPIs relevant to the firm.

5. Integration with Third-Party Tools: Connect with other applications, such as accounting software, email systems, or calendaring tools, to streamline operations.

1. Setup Fees:

   • PracticePanther generally does not have a significant setup fee, but specific services like data migration might incur charges depending on the complexity.

2. Maintenance and Support Charges:

   • Ongoing support is typically included in the subscription fee, which includes access to customer service and updates.

   • If the firm requires premium support or additional training sessions, there may be extra charges.

3. Integration Costs:

   • Depending on the third-party services integrated, there may be additional subscription fees (for services like QuickBooks, etc.).

4. Add-On Features:

   • Depending on the plan selected, certain features (like advanced reporting) may only be available with more expensive tiers.

1. Onboarding Process:

   • Personalized Onboarding: PracticePanther typically offers personalized onboarding assistance for new users, guided by their customer success team or dedicated onboarding specialists to help set up the software tailored to the firm's needs.

2. Training Resources:

   • Webinars: Regularly scheduled webinars cover various features of the software, helping users understand how to maximize the use of the platform.

   • Video Tutorials: A library of instructional videos guides users through different functionalities, from basic to advanced features.

   • Help Center: An extensive help center with articles, FAQs, and step-by-step guides is available for users to access information on specific topics.

3. Live Support:

   • Customer Support: Users can reach out to customer support via chat or email for assistance with issues or questions.

   • Community Forum: PracticePanther has a community forum where users can ask questions, share tips, and find solutions provided by both users and practice management professionals.

4. Regular Updates and Training:

   • Users often receive announcements regarding new features and updates, along with guidance on how to integrate those into their usage of the software.

1. Data Encryption:

   • PracticePanther uses advanced encryption methods both in transit (SSL encryption) and at rest to protect sensitive data.

2. Access Controls:

   • Role-based access controls allow firms to manage who can access specific information within the software, ensuring that only authorized users can view sensitive data.

3. Regular Backups:

   • Data is backed up regularly to safeguard against data loss and ensure business continuity in case of an incident.

4. Two-Factor Authentication (2FA):

   • PracticePanther supports two-factor authentication to add an extra layer of security during the login process, making unauthorized access more difficult.

5. Compliance Standards:

   • The software adheres to industry standards and regulations such as GDPR and CCPA, ensuring that user data is handled in compliance with legal requirements.

1. Frequency of Updates:

   • PracticePanther routinely releases updates to the platform, typically on a quarterly basis or as needed. This can include new features, improvements, bug fixes, and security patches.

2. Deployment of Updates:

   • Updates are usually managed seamlessly, meaning users do not have to manually install new versions; they are automatically updated within the cloud-based software.

3. User Notifications:

   • Before significant updates occur, users are typically notified, allowing them to prepare for any changes and access any new features introduced with the update.

4. Feedback Mechanism:

   • Through surveys and feedback forms, PracticePanther collects user input on desired features or improvements, incorporating this feedback into future updates.

1. Data Ownership:

   • Client Data: PracticePanther asserts that clients retain full ownership of their data. This includes all client information, case details, documents, and correspondence uploaded to the platform.

   • Access Rights: Users can access, manage, and manipulate their data while using the software, ensuring that they have control over their information throughout their subscription.

2. Data Portability:

   • Export Options: PracticePanther allows users to export their data in various formats (such as CSV or PDF) upon request. This feature supports easy transfer of data to other systems or platforms if a user decides to switch services.

   • Data Retrieval: Users can also retrieve their data upon cancellation of service, ensuring they have all necessary information when moving to another service or archiving their information.

1. Flexible Subscription Plans:

   • PracticePanther offers multiple subscription tiers, which allow firms to choose a plan that fits their current size and needs. As the firm grows or experiences shrinkage, it can scale its plan accordingly.

2. Upgrading:

   • Firms can easily upgrade to higher-tier plans to access additional features, more user licenses, or increased storage. PracticePanther generally processes these upgrades on request without significant delays.

3. Downgrading:

   • If a firm needs to downgrade its plan, they can do so as well, usually at the end of the current billing cycle. This allows firms to reassess their needs and shift to a more suitable plan based on resource needs.

4. Billing Adjustments:

   • Adjustments in subscription fees will reflect any changes in user count or features included within the selected tier. Clients are typically notified about the changes in pricing refreflective of their current plan.

1. Contract Length:

   • PracticePanther usually operates on a monthly or annual subscription model. Users can choose the duration of commitment based on their operational preferences.

2. Automatic Renewal:

   • Most contracts are set to automatically renew at the end of the subscription period unless a user indicates otherwise. This means firms should be aware of renewal dates if they wish to avoid unintentional extensions.

3. Cancellation Policy:

   • Notice Period: PracticePanther requires users to provide a notice of cancellation, generally 30 days before the end of the billing cycle. This allows the firm to prepare for the termination of service.

   • Cancellation Process: Users can typically cancel their subscription through their account settings or by contacting customer support.

4. Final Billing:

   • Upon cancellation, the firm will receive a final bill if there are terms related to minimum commitments or other fees. Users are advised to review the terms of their agreement for any specific conditions regarding early termination.

5. Post-Cancellation Data Access:

   • After cancellation, users retain rights to their data for a limited period to retrieve any necessary information before deletion or termination of access.

Data Protection Regulations

• General Data Protection Regulation (GDPR): PracticePanther complies with GDPR, which mandates strict data protection and privacy measures for individuals within the EU. This includes ensuring users have rights over their personal data and establishing data handling protocols.

• California Consumer Privacy Act (CCPA): The software also complies with CCPA, which provides California residents with rights regarding their personal information, emphasizing transparency and consumer control over data.

2. Industry Standards

• National Institute of Standards and Technology (NIST): While not a formal certification, PracticePanther employs several best practices and recommendations aligned with NIST guidelines for security and information protection.

• International Organization for Standardization (ISO): PracticePanther follows aspects of ISO standards (like ISO 27001) related to information security management systems, ensuring robust measures for data security and risk management.

3. Legal Industry Standards

• HIPAA Compliance: If law firms handle sensitive patient information, PracticePanther can be configured to comply with the Health Insurance Portability and Accountability Act (HIPAA), ensuring the protection of healthcare data.