1. Avoiding and Defending Malpractice Complaints and Grievances By Patrick J. Olmstead, Jr. Hoover Hull LLP November 10, 2011

2. Malpractice Suits and Grievances A malpractice suit is a personal injury suit designed to recover monetary damages. A malpractice suit is a personal injury suit designed to recover monetary damages. The grievance process is designed to determine the fitness of an attorney to practice and to protect the public and Courts. The grievance process is designed to determine the fitness of an attorney to practice and to protect the public and Courts.

3. 2008-2009 Reporting Period 17,187 active lawyers 17,187 active lawyers 1,456 grievances received 1,456 grievances received 949 grievances dismissed 949 grievances dismissed 507 requests for response 507 requests for response 53 grievances 53 grievances 62 Verified Complaints for Disciplinary Action 62 Verified Complaints for Disciplinary Action

4. Areas of Practice Criminal (31%) Criminal (31%) Domestic Relations (19%) Domestic Relations (19%) Tort (8%) Tort (8%) Bankruptcy (6%) Bankruptcy (6%) Contracts (6%) Contracts (6%) Probate (4%) Probate (4%)

5. What to do if a Grievance is filed Contact your insurance carrier or agent Contact your insurance carrier or agent If you do not contact your carrier immediately, they may decline coverage on the grievance as well as subsequent malpractice suit. If you do not contact your carrier immediately, they may decline coverage on the grievance as well as subsequent malpractice suit. The carrier may even provide counsel to represent you in the grievance process. The carrier may even provide counsel to represent you in the grievance process. Consult an attorney Consult an attorney Do not contact your client about dismissing the grievance. Matter of Ramirez, 853 N.E.2d 121 (Ind. 2006). Do not contact your client about dismissing the grievance. Matter of Ramirez, 853 N.E.2d 121 (Ind. 2006).

6. Screening Clients This is your best chance to avoid malpractice suits and grievances. This is your best chance to avoid malpractice suits and grievances. Conflict Check before meeting. Conflict Check before meeting. Make sure you can comfortably handle the representation (both the expertise and time) and the client suits you. Make sure you can comfortably handle the representation (both the expertise and time) and the client suits you. Watch out for: Watch out for: Unrealistic expectations; Unrealistic expectations; Too emotionally involved; Too emotionally involved; Nothing else to do but monitor the litigation; Nothing else to do but monitor the litigation; Overly involved; Overly involved; Has already had one attorney (this should be a red flag); Has already had one attorney (this should be a red flag); Prior history as a litigant. Prior history as a litigant.

7. Prospective Clients Duties to Prospective Clients Duty to maintain the confidential nature of the communications shared by the prospective clients. Duty to maintain the confidential nature of the communications shared by the prospective clients. In re Anonymous, 932 N.E.2d 671 (Ind. 2010) (violated 1.9(c)(2) by disclosing that client was getting divorced) (no exception for public information). In re Anonymous, 932 N.E.2d 671 (Ind. 2010) (violated 1.9(c)(2) by disclosing that client was getting divorced) (no exception for public information). Rule 1.18(d)(2) Safe Harbor. Rule 1.18(d)(2) Safe Harbor. Independently verify the facts – (proper parties, statute of limitations issues, etc.). Independently verify the facts – (proper parties, statute of limitations issues, etc.).

8. Evaluation Letter Send a letter informing the client you are assessing whether to accept the representation. Send a letter informing the client you are assessing whether to accept the representation. Until you accept the case, in writing make it clear that no attorney-client relationship has been formed and you do not represent them. Until you accept the case, in writing make it clear that no attorney-client relationship has been formed and you do not represent them. Ask them to waive all conflicts in return for your evaluation and make them sign it. Ask them to waive all conflicts in return for your evaluation and make them sign it.

9. Objective Evaluation About half the practice of a decent lawyer consists in telling would-be clients that they are damned fools and should stop. Hill v. Norfolk & Western Rwy. Co., 814 F.2d 1192, 1202 (7 th Cir. 1987) (imposing sanctions for frivolous litigation). About half the practice of a decent lawyer consists in telling would-be clients that they are damned fools and should stop. Hill v. Norfolk & Western Rwy. Co., 814 F.2d 1192, 1202 (7 th Cir. 1987) (imposing sanctions for frivolous litigation).

10. Letter Declining Representation An important tool for defending malpractice suits and grievances is a letter declining representation. An important tool for defending malpractice suits and grievances is a letter declining representation. These malpractice lawsuits fall under the category of no good deed goes unpunished. These malpractice lawsuits fall under the category of no good deed goes unpunished.

11. Declination Letter Language As we discussed in our telephone conversation, no attorney-client relationship was formed. As we discussed in our telephone conversation, no attorney-client relationship was formed. No duty was owed to perform any research or to do any work. No duty was owed to perform any research or to do any work. The confidential nature of the discussion will be maintained. The confidential nature of the discussion will be maintained. There are certain notice requirements and statute of limitations issues that may affect the viability of your claim, and you should secure legal counsel. (Do not provide expiration date.) There are certain notice requirements and statute of limitations issues that may affect the viability of your claim, and you should secure legal counsel. (Do not provide expiration date.) Avoid such statements as, if you have any questions, please call me. Avoid such statements as, if you have any questions, please call me.

12. Competence An attorney must be competent in subject matter of representation to accept the case. Rule 1.1. An attorney must be competent in subject matter of representation to accept the case. Rule 1.1. Only one of three options: Only one of three options: Be competent; Be competent; Become competent (through research); Become competent (through research); Hire competent co-counsel. Hire competent co-counsel. You cannot contract a lower standard of care. You cannot contract a lower standard of care. Make sure you have a writing documenting your clients decision not to spend money. Make sure you have a writing documenting your clients decision not to spend money.

13. Assisting the Unauthorized Practice of Law In the Matter of Anonymous, No. 10S00- 1006-DI-288 (Ind. Sept. 3, 2010) (private reprimand) (Indiana attorneys serving as local counsel for out-of-state attorneys are hereby advised of the importance of their duty to ensure complete and timely compliance with all the requirements of ADR 3(2) [regarding pro hac vice admission].). In the Matter of Anonymous, No. 10S00- 1006-DI-288 (Ind. Sept. 3, 2010) (private reprimand) (Indiana attorneys serving as local counsel for out-of-state attorneys are hereby advised of the importance of their duty to ensure complete and timely compliance with all the requirements of ADR 3(2) [regarding pro hac vice admission].).

14. Contracting Staff Counsel ABA Formal Op. 00-420 (2000) ([A] lawyer may … add a surcharge on amounts paid to a contract lawyer when services provided by the contract lawyer are billed as legal services but no surcharge if billed as an expense). ABA Formal Op. 00-420 (2000) ([A] lawyer may … add a surcharge on amounts paid to a contract lawyer when services provided by the contract lawyer are billed as legal services but no surcharge if billed as an expense). See also ABA Formal Op. 88-356 (1988) (disclosure requirements for co-counsel). See also ABA Formal Op. 88-356 (1988) (disclosure requirements for co-counsel).

15. Clarify the Client and Conflicts Who is your client? Make that clear! Who is your client? Make that clear! Rule 1.18. Rule 1.18. Joint representation can also cause a conflict of interest. ABA Formal Opinion 06-438, Feb. 10, 2006. Joint representation can also cause a conflict of interest. ABA Formal Opinion 06-438, Feb. 10, 2006. Personal interests? Positional conflicts? Personal interests? Positional conflicts? Draft Conflict Waivers and recommend independent counsel to review the conflict waiver. Draft Conflict Waivers and recommend independent counsel to review the conflict waiver.

16. Diligence and Adequate Communication Most common disciplinary complaints Most common disciplinary complaints Rule 1.3 regarding diligence and promptness Rule 1.3 regarding diligence and promptness 1.4(a) keeping client adequately informed 1.4(a) keeping client adequately informed 1.4(b) explaining matter sufficiently to client 1.4(b) explaining matter sufficiently to client Do not accept cases your office cannot handle. Do not accept cases your office cannot handle. Do not procrastinate, use your calendar. Do not procrastinate, use your calendar. Keep copies of all communications (includes notes of voicemails from and phone conferences with clients). Keep copies of all communications (includes notes of voicemails from and phone conferences with clients). Establish guidelines for communication – e-mail, letter? How often? Establish guidelines for communication – e-mail, letter? How often? Keep client reasonably informed – provide objective analysis of case (including weaknesses and worst case recoveries). Keep client reasonably informed – provide objective analysis of case (including weaknesses and worst case recoveries).

17. Engagement Letters You must draft a careful and proper engagement letter. Very important tool for defending malpractice complaints and grievances. You must draft a careful and proper engagement letter. Very important tool for defending malpractice complaints and grievances. Written fee agreements are increasingly recommended for all cases. Written fee agreements are increasingly recommended for all cases.

18. Scope of Engagement Carefully describe the scope of your services to limit your responsibility. RPC 1.1, 1.2. Flatow v. Ingalls, 932 N.E.2d 726 (Ind. Ct. App. 2010), trans. denied. Carefully describe the scope of your services to limit your responsibility. RPC 1.1, 1.2. Flatow v. Ingalls, 932 N.E.2d 726 (Ind. Ct. App. 2010), trans. denied. What matter does the engagement cover? What matter does the engagement cover? Scope of services in the matter? Scope of services in the matter? What are you not doing? What are you not doing? (Ex: Corporate formation only. Separate engagement for further legal work.) (Ex: Corporate formation only. Separate engagement for further legal work.)

19. Litigation Hold Letters Increasing emphasis. Increasing emphasis. 1100 West, LLC v. Red Spot Paint & Varnish Co., Inc., 2009 WL 1605118 (S.D. Ind. 2009) (default judgment due to discovery abuse and sanctions against client and attorneys) (BME compounded the problem by, like a chameleon, becoming indistinguishable from its client and allowing Red Spot … to evade the truth.). 1100 West, LLC v. Red Spot Paint & Varnish Co., Inc., 2009 WL 1605118 (S.D. Ind. 2009) (default judgment due to discovery abuse and sanctions against client and attorneys) (BME compounded the problem by, like a chameleon, becoming indistinguishable from its client and allowing Red Spot … to evade the truth.).

20. Advice on Billing and Fees Non-refundable retainer is an anachronism. Matter of OFarrell, 942 N.E.2d 799 (Ind. 2011) (public reprimand for non-refundable flat fees). Non-refundable retainer is an anachronism. Matter of OFarrell, 942 N.E.2d 799 (Ind. 2011) (public reprimand for non-refundable flat fees). You cannot stop rendering services until you receive payment. You cannot stop rendering services until you receive payment. Rule 1.4(a), duty to keep client reasonably informed, likely includes estimating costs versus likely recovery. (Ability to collect?) Rule 1.4(a), duty to keep client reasonably informed, likely includes estimating costs versus likely recovery. (Ability to collect?)

21. Must Explain Fees In re Lauter, 933 N.E.2d 1258 (Ind. 2010). Lauter agreed to $750 fee to take case through EEOC process. EEOC found no probable cause. Suit filed anyway, and client paid additional $4,250. Recovered $75,000. So, client grieved Lauter. Public reprimand for not disclosing what the additional retainer would be or how it would be determined. Id. at 1262. In re Lauter, 933 N.E.2d 1258 (Ind. 2010). Lauter agreed to $750 fee to take case through EEOC process. EEOC found no probable cause. Suit filed anyway, and client paid additional $4,250. Recovered $75,000. So, client grieved Lauter. Public reprimand for not disclosing what the additional retainer would be or how it would be determined. Id. at 1262.

22. Written Fee Agreements Clauses you should consider include: The client shall pay reasonable costs and expenses regardless of recovery in suit. The client shall pay reasonable costs and expenses regardless of recovery in suit. Representation will not begin until the attorney receives payment in full of the advance fee. Representation will not begin until the attorney receives payment in full of the advance fee. The client consents to the attorneys withdrawal in the event the client does not promptly pay the attorneys bill. Fidelity Natl, 310 F.3d 537 (7th Cir. 2002) (permitting attorney to withdraw). The client consents to the attorneys withdrawal in the event the client does not promptly pay the attorneys bill. Fidelity Natl, 310 F.3d 537 (7th Cir. 2002) (permitting attorney to withdraw). Attorney shall have a lien on the proceeds and the file until paid in full. Attorney shall have a lien on the proceeds and the file until paid in full.

23. 1.5 Reasonable Fees and Billing Factors Regarding Whether Fee is Reasonable Taking retainer & performing no meaningful service Taking retainer & performing no meaningful service Collecting private fee when paid by government. Matter of Brown (2006) (60 day suspension for taking a fee as a public defender). Collecting private fee when paid by government. Matter of Brown (2006) (60 day suspension for taking a fee as a public defender). Taking a large percentage of initial payment in a structured settlement Taking a large percentage of initial payment in a structured settlement Charging a fee for withdrawing from the case. Charging a fee for withdrawing from the case. Charging fees after client has terminated attorney- client relationship. Charging fees after client has terminated attorney- client relationship. Billing client for work done but not provided to client. Billing client for work done but not provided to client.

24. Billing (Contd) Send interim billing to keep the client informed. Matter of Areaux (2005) (public reprimand where final bill of $12,195.18 exceeded $4,000 estimate). Send interim billing to keep the client informed. Matter of Areaux (2005) (public reprimand where final bill of $12,195.18 exceeded $4,000 estimate). You cannot stop rendering services until you receive payment. (You must get approval to withdraw.) You cannot stop rendering services until you receive payment. (You must get approval to withdraw.) Disclaim personal liability for third party costs. Kelly v. Levandoski, 875 N.E.2d 850 (Ind. Ct. App. 2005) (jury ordered attorney to pay towing company $18,827). Disclaim personal liability for third party costs. Kelly v. Levandoski, 875 N.E.2d 850 (Ind. Ct. App. 2005) (jury ordered attorney to pay towing company $18,827).

25. Dont sue your client for fees 90% of fee claims result in a counterclaim for legal malpractice. 90% of fee claims result in a counterclaim for legal malpractice. Oftentimes, your insurer will ask whether you sue for fees (because it makes you a higher risk). Oftentimes, your insurer will ask whether you sue for fees (because it makes you a higher risk). There is little point in suing a client who cannot pay. There is little point in suing a client who cannot pay.

26. Dont sue (contd) Matter of Beacham, 934 N.E.2d 735 (Ind. 2010). In 2003, agreed to nonrefundable retainer of $5,000, plus the greater of $200/hr. or 25%. Work provided no value, and was of poor quality and rambling. Final bill of $233,484. Client settled her case for $20,000. Beacham sued for fees (in Indiana), defaulted client, forcing her into bankruptcy. Matter of Beacham, 934 N.E.2d 735 (Ind. 2010). In 2003, agreed to nonrefundable retainer of $5,000, plus the greater of $200/hr. or 25%. Work provided no value, and was of poor quality and rambling. Final bill of $233,484. Client settled her case for $20,000. Beacham sued for fees (in Indiana), defaulted client, forcing her into bankruptcy.

27. Timesheets Always keep track of your time, regardless of the fee arrangement. Always keep track of your time, regardless of the fee arrangement. They are a valuable tool for defending malpractice complaints and grievances. They are a valuable tool for defending malpractice complaints and grievances. They are admissible as business records. They are admissible as business records. Think defensively when writing your narrative. Think defensively when writing your narrative. Explain: who, what, why. Explain: who, what, why. Clients lie, and clients die. Olmstead. Clients lie, and clients die. Olmstead.

28. Letter Terminating Representation Never assume the attorney-client relationship has been terminated. Write a letter. Never assume the attorney-client relationship has been terminated. Write a letter. Letter should establish the date of termination. Letter should establish the date of termination. Letter should be short but designed to cover you in case of subsequent lawsuit or grievance. Letter should be short but designed to cover you in case of subsequent lawsuit or grievance. Letter should inform client of potential lien against clients file and proceeds of the litigation as security for your fees and expenses. Letter should inform client of potential lien against clients file and proceeds of the litigation as security for your fees and expenses. Helps defend claims of continuous representation. Helps defend claims of continuous representation.

29. Trust Accounts An increasing point of emphasis is the proper maintenance of trust accounts. An increasing point of emphasis is the proper maintenance of trust accounts. Separate ledger for each client. Separate ledger for each client. Each client must have balance above $1. Each client must have balance above $1.

30. Trust Accounts (Contd) Matter of Goldberg, 2011 WL 3793677 (Aug. 24, 2011) (failed to keep adequate records, failed to hold funds in trust, used some fund to pay filing fees for other client) (90 days, 30 served with 60 stayed subject to 2 years of probation). Matter of Goldberg, 2011 WL 3793677 (Aug. 24, 2011) (failed to keep adequate records, failed to hold funds in trust, used some fund to pay filing fees for other client) (90 days, 30 served with 60 stayed subject to 2 years of probation). Matter of Smith (2006) (60 days because he didnt use attorney trust account or IOLTA account for awhile and then mismanaged the accounts he opened). Matter of Smith (2006) (60 days because he didnt use attorney trust account or IOLTA account for awhile and then mismanaged the accounts he opened).

31. Collecting on Your Fees (1.8) Four Winds, LLC v. Smith & DeBonis, 854 N.E.2d 70, 75 (Ind. Ct. App. 2006) (approving of termination clause which rendered the client liable for attorney fees upon discharge and retaining lien on file). Four Winds, LLC v. Smith & DeBonis, 854 N.E.2d 70, 75 (Ind. Ct. App. 2006) (approving of termination clause which rendered the client liable for attorney fees upon discharge and retaining lien on file). Estate of Johnson, 855 N.E. 2d 686, 693 (Ind. Ct. App. 2006) (lien on proceeds). Estate of Johnson, 855 N.E. 2d 686, 693 (Ind. Ct. App. 2006) (lien on proceeds). Grimes v. Crockrom, 947 N.E.2d 452 (Ind. Ct. App. 2011) (valid retaining lien on medical records). Grimes v. Crockrom, 947 N.E.2d 452 (Ind. Ct. App. 2011) (valid retaining lien on medical records).

32. Arranging for a Surrogate Attorney Lawyers should have an agreement with another local attorney to step in for each other in an emergency. This is a point of increasing emphasis with the Disciplinary Commission. Lawyers should have an agreement with another local attorney to step in for each other in an emergency. This is a point of increasing emphasis with the Disciplinary Commission. Prepare arrangement on how to split fees. Prepare arrangement on how to split fees. Make sure surrogate is competent to handle the case. Make sure surrogate is competent to handle the case.

33. What to Do When You Mess Up Notify your insurance carrier/agent. Notify your insurance carrier/agent. Prepare a letter explaining the mistake made and what can be done about it. Prepare a letter explaining the mistake made and what can be done about it. Owning up to your mistake immediately can mitigate your damages. Owning up to your mistake immediately can mitigate your damages.

34. If any questions, contact: Patrick J. Olmstead, Jr. Hoover Hull LLP 111 Monument Cir., Ste. 4400 P.O. Box 44989 Indianapolis, IN 46204-0989 (317) 822-4400 polmstead@hooverhull.com ©2011