Frequently Asked Questions
General
What does a legal aid costs draftsman do?
A legal aid costs draftsman prepares and submits bills of costs for work carried out under legal aid funding. This includes reviewing files, ensuring compliance with legal aid rules, maximising recoverable costs, and dealing with any queries or assessments.
At Heathwells Legal Costs, we specialise exclusively in legal aid work, allowing us to provide a focused and informed approach to billing.
Why should I use a specialist legal aid costs drafting service?
Legal aid billing is highly technical and subject to strict rules and scrutiny. Using a specialist ensures that:
- Claims are prepared accurately and in line with current regulations
- Opportunities for full cost recovery are not missed
- Time is not lost internally by fee earners
- The risk of reductions or queries is minimised
A specialist service allows your team to focus on fee earning while ensuring your costs are handled properly.
Why choose Heathwells Legal Costs?
Heathwells Legal Costs is a UK-based specialist provider of legal aid costs drafting services.
We focus on delivering a high-quality, consistent service to a select number of law firms. Our approach is built around:
- Specialism in legal aid costs
- A quality-first model rather than volume-driven output
- Clear communication and reliable turnaround times
- Building long-term relationships with our clients
We operate a waiting list to ensure we maintain service standards for all firms we work with.
Working With Us
What types of law firms do you work with?
We work with law firms undertaking legal aid work across a range of practice areas. Our clients are typically firms that:
- Value accuracy and consistency in billing
- Want to improve internal efficiency
- Prefer to outsource costs drafting to a trusted specialist
We are selective in who we work with to ensure we can maintain our service standards.
How does your process work?
Our process is designed to be straightforward and efficient, with a focus on minimising the time required from your team.
- You provide the file and relevant information
- We review the matter and prepare the bill of costs
- We return the draft for approval or proceed as agreed
- We assist with any follow-up queries if required
To support this, we can provide standard letters of instruction for your firm to use if preferred. These are designed to streamline the information we require at the outset and reduce the need for back-and-forth.
We have built our processes around reducing internal admin for our clients wherever possible. Our aim is to make the process as seamless and low-touch as possible, allowing your team to remain focused on fee earning while we handle the drafting.
What do you need from us to get started?
Typically, we require:
- A complete and organised file
- Relevant funding details
- Any specific instructions or deadlines
We will provide clear guidance at the outset to ensure everything runs smoothly.
Do you have capacity to take on new firms?
Due to our focus on quality and consistency, we limit the number of firms we work with at any one time.
We often operate a waiting list for new instructions. Firms interested in working with us are encouraged to make contact early to secure a place.
Scope of Work
What types of legal aid work do you undertake?
We undertake all aspects of legal aid costs drafting for family and civil matters.
Our work covers the full range of legal aid billing requirements, from straightforward claims through to complex and high-value matters. We have particular expertise in high cost case work, including both HCCP and VHCC matters, depending on the terminology used.
We are experienced in handling:
- Family legal aid matters
- Civil legal aid matters
- High cost and complex cases
- End-to-end billing, including CCMS submission and follow-up
Our focus is on delivering specialist expertise in family and civil legal aid work, where accuracy and experience are critical. As such, we do not undertake criminal legal aid costs work.
Service & Quality
How do you ensure accuracy in legal aid billing?
Our work is carried out by specialists with experience in legal aid costs. Each matter is carefully reviewed to ensure:
- Compliance with applicable rules and guidance
- Accurate time recording and categorisation
- Clear and well-presented bills
Our focus is on producing work that stands up to scrutiny.
Can you help maximise cost recovery?
Yes. A key part of our role is to ensure that all work carried out is properly reflected and claimed where appropriate.
Our experience allows us to identify areas that may otherwise be overlooked, helping to support full and fair recovery of costs.
Do you deal with queries or assessments?
We can assist with queries arising from submitted bills and provide support where further clarification or amendments are required.
This helps reduce the administrative burden on your internal team.
Turnaround & Delivery
How long does legal aid costs drafting take?
Turnaround times will depend on the complexity and volume of the work. However, we aim to return the majority of cases within 14 days.
We will always provide clear expectations at the outset and keep you updated throughout. Our focus is on delivering a reliable and consistent service rather than rushed output.
Systems & File Transfer
What case management systems do you work with?
We work with all major case management systems and are accustomed to adapting to each firm’s internal processes.
This includes systems such as Partner for Windows, LEAP and ALB, as well as other platforms used across the legal sector.
We aim to integrate smoothly with your existing systems to minimise disruption to your team.
How do you securely receive files?
We can work in line with your preferred method of file transfer.
Where required, we are able to provide secure portal access for the upload of files and documentation. This ensures that sensitive information is transferred safely and efficiently, in line with best practice.
CCMS & Payments
Do you upload and process cases through CCMS?
Yes. We can upload and process cases through CCMS on your behalf, providing a fully managed service where required.
We are able to work in line with your firm’s preference, either:
- At the prescribed hourly rate for the case, or
- On a fixed-fee basis
This flexibility allows us to align with your internal processes and billing structure.
High Cost Cases
Do you assist with very high cost cases?
Yes. We have significant experience in drafting and managing very high cost cases.
Every member of the Heathwells Legal Costs team has at least 10 years’ experience working with complex and high value legal aid matters. This allows us to approach these cases with the level of care, detail and technical understanding they require.
We can support firms throughout the process, including:
- Preparing detailed and compliant claims
- Uploading and processing cases through CCMS
- Managing queries and challenges, in line with your instructions
Our aim is to provide a steady, experienced approach to complex matters, ensuring they are handled thoroughly and professionally.
Additional Benefits
Are there any other benefits to working with Heathwells Legal Costs?
Yes. While many costs firms focus purely on drafting, Heathwells Legal Costs has been built as part of a wider professional ecosystem designed to support lawyers more broadly.
As part of this ecosystem:
- We are the owners of the Ladies of Law group, which provides education, insights and networking opportunities for legal professionals. Firms who work with us benefit from access to free educational content and may also have opportunities for additional exposure through collaboration.
- We also offer access to Queensbury Financial Advisers, our financial advice practice specialising in working with individuals in the legal sector. This includes the potential for discounted financial planning services for those connected to firms we work with.
Our aim is to build long-term relationships with the firms we support, offering value not just through our drafting services, but through a broader network of support, insight and opportunity.
Practical Questions
How much does legal aid costs drafting cost?
Our fees will depend on the nature and complexity of the work involved. We are transparent in our pricing and will agree costs with you in advance.
We aim to provide value through accuracy, efficiency, and reducing the need for rework.
Is it better to outsource legal aid costs drafting?
For many firms, outsourcing provides:
- Improved efficiency
- Access to specialist expertise
- Reduced pressure on internal teams
- Greater consistency in billing
Whether outsourcing is right for your firm will depend on your internal resources and priorities.
Getting Started
How do I join your waiting list?
If you are interested in working with Heathwells Legal Costs, please get in touch via our website or by emailing enquiries@heathwells.co.uk
We will discuss your requirements and, where appropriate, add you to our onboarding list.
Can we have an initial discussion before instructing?
Yes. We are happy to have an initial conversation to understand your firm, your current process, and how we may be able to support you.