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Own file review process

A regular review of all cases in law centres is essential for the purpose of assuring the quality of legal services provided and to ensure that there is a proper structure in place to limit the scope for potential professional negligence actions against the Board.

The process requires that solicitors review their files and ensure that the workflow/case status on EOS is up to date (in practice, the workflow should be kept up to date as the case is in progress by marking checklist items/milestones as Done or Not Needed and progressing to the next appropriate workflow when required). Each solicitor is required to review their files three times a year to ensure the workflow/status is up to date.

The review dates are as follows:

Before the end of May - All files which were open on 30th April
Before the end of September - All files which were open on 31st August
Before the end of January - All files which were open on 31st December

Each solicitor is also required to submit a Declaration, in the format below, that they have reviewed their files and that there are no issues that might give rise to a claim in respect of breach of professional duty against the solicitor or the Board. The Declaration should be suitably qualified if a solicitor has concerns about a particular case.

Declarations  should be scanned and emailed to your Regional Manager or the Director of Civil Legal Aid, as appropriate.

Solicitors are required to declare that they are broadly familiar with the contents of the Administrative Procedures Handbook. Managing solicitors must sign a different version of the declaration also stating that they regularly discuss the contents of the Handbook with staff, and that the risk register is up to date and they monitor it regularly.

Declaration by solicitor following review of files

I declare that I have reviewed all of my files for the four month period ending ___________ and that the case status on EOS is up to date.

I further declare that, at the date of this declaration and following a review of all case files, I am not aware of any circumstances that may give rise to a claim in respect of breach of professional duty against myself or against the Legal Aid Board.

I further declare that I am familiar with the contents of the Board’s Administrative Procedures Handbook.

NAME (BLOCK CAPITALS):

LAW CENTRE:

SIGNED:                                                                                  DATE:

Declaration by managing solicitor following review of files

I declare that I have reviewed all of my files for the four month period ending ___________ and that the case status on EOS is up to date.

I further declare that, at the date of this declaration and following a review of all case files, I am not aware of any circumstances that may give rise to a claim in respect of breach of professional duty against myself  or against the Legal Aid Board.

I further declare that I am  familiar with the contents of the Board’s Administrative Procedures Handbook and that I regularly discuss the contents of the Handbook with staff.

I further declare that the risk register which I have attached is up to date and that I monitor it regularly.

NAME (BLOCK CAPITALS):

LAW CENTRE:

 
SIGNED: