Dana Gay

• JOB PURPOSE:
  Supports and promotes firm Core Values, Client Service Principles and a One Firm commitment in all aspects of job
  performance. Demonstrates a drive and desire to enhance the internal and external client service experience, advancing
  innovation and change.
  Provides assistance to the firm’s lawyers on client/matter and lateral intake issues. Ensures that new client/matters and
  lateral hires are processed in a timely manner and in compliance with existing ethical rules and firm policies.
  Recommends improvements to data requirements, policies, and procedures to ensure consistency with best practices
  associated with law firm risk management. Serves as a key participant in improvement initiatives.
  RESPONSIBILITIES AND ACCOUNTABILITIES:
  1. Reviews all new potential clients and matters to identify ethical conflicts, business/competitor issues and conflicts
  with the firm’s Screening Policy. Coordinates with appropriate lawyers to resolve all issues identified.
  2. Determines when ethical screens are appropriate or advisable. Prepares documentation memorializing the scope of
  all screens, ensures that “ethical screen” data is maintained and notifies all affected attorneys.
  3. Assists the firm’s General Counsel and Deputy General Counsels with identifying trends in conflicts and client
  relations issues and recommending new policies and procedures to enhance the overall conflicts process.
  Communicates with the appropriate lawyers and professional staff about all aspects of client/matter intake and
  initiates the appropriate actions to facilitate timely and thorough resolution.
  4. Drafts conflicts waivers and disclosures, consent documents, engagement letters, confidentiality or non-disclosure
  agreements, and supporting documentation with the necessary language and provisions to address firm practice
  area nuances associated with each engagement. Maintains a library of generic forms and letters.
  5. Reviews Outside Counsel Guidelines and other client generated documents for compliance with ethical rules and
  firm policies. Drafts responses to clients whose Outside Counsel Guidelines include terms that are inconsistent
  with firm policy or otherwise unacceptable. Coordinates the review of Outside Counsel with appropriate firm
  leadership (when necessary) as well with other administrative departments such as Accounting, HR, and IT.
  6. Provides Team Heads, Lateral Recruiting and sponsoring partners with assistance in connection with clearing
  conflicts of lateral hires. Assists lateral hires with clearing conflicts, opening matters, and seeking a transfer of
  files from former employers.
  Business Intake Lawyer II
  Job Description
  Page 2
  7. Evaluates data associated with corporate mergers and acquisitions to ascertain their impact on our existing clients. Advises firm lawyers about the effect such mergers and acquisitions may have and whether they create ethical issues that need to be addressed, when appropriate.
  8. Reviews the daily summaries of newly opened and pending matters .
  9. Participates in developing and maintaining internal controls, processes and procedures to ensure high level of quality assurance associated with conflicts searches and resolution measures. Monitors dashboard of pending matters to determine whether expected work flow is met.
  10. Reviews and analyzes, on a regular basis, conflict forms to ensure they secure adequate data necessary to evaluate conflicts and identify business/competitor issues. Drafts new language, as necessary, for generic conflicts forms and letters.
  11. Develops and presents conflicts training that encompass the firm’s policies, procedures and processes for incoming lawyers, paralegals and professional assistants. Provides training to firm lawyers and staff in all offices worldwide to ensure compliance with the Model Rules of Professional Conduct and resolves issues others may have with firm processes.
  12. Meets regularly with lawyers and staff, throughout the firm, to ascertain their needs with respect to business intake and conflicts clearance. Recommends changes to business intake forms and procedures to better meet or address customer needs.
  13. Contributes to and maintains a database of research and communications relative to the approval of new clients, new matters and lateral hires.
  14. Monitors news and developments in the legal profession to identify other enhancements needed for the conflicts database and overall process.
  15. Meets with Deputy General Counsel and Conflicts Advisory Committee Chairperson to enhance the firm’s conflicts checking process and related risk management policies and procedures. Coordinates conference calls to discuss issues regarding business and ethical conflicts with the Office of General Counsel and the Screening Committee Chair, as necessary.
  16. Provides individual business intake orientation to lateral lawyer hires and new office administrators.
  17. Assists Business Development with review of pitch presentations and RFP responses upon request. Reviews Requests for Proposals (RFPs) for risk management issues, (conflicts of interests, inconsistencies with the Screening Policy and other firm policies as well as violations of ethical rules concerning client confidentiality..
  18. Conducts or assists with in-house CLE seminar on conflicts procedures.
  19. Assists Office of General Counsel with the review, research and preparation of firm policy regarding business intake and conflicts clearance.
  20. Provides feedback, training and coaching to staff who process client/matters to ensure their continued professional development. This includes creating training materials and conducting training.
  21. Performs special projects as assigned.

Framme was the provider for Per-paid Legal Services in the Commonwealth of Virginia. They also owned, in conjunction with that service, forms business for all states. I was in charge of drafting and reviewing those and looking for UPL issues.