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Specialist CCMS billing and managed Legal Aid claims support for solicitors throughout England & Wales.

SPH Costs helps solicitors and law firms manage civil Legal Aid billing, from preparing and submitting claims through to dealing with Legal Aid Agency (LAA) queries, assessments, reassessments and payment follow-up.

We support firms requiring assistance with individual CCMS claims as well as those seeking an ongoing outsourced Legal Aid billing service. Our experienced Costs Draftsmen and Costs Lawyers can take responsibility for progressing claims, reducing the administrative burden on fee earners and helping firms recover the costs properly payable. We do not undertake Criminal Costs work.

 

Why Solicitors Choose SPH Costs

 

"Ultimately, we use SPH because they almost feel like an extension of the firm. They get the files billed quickly, without drama, freeing up solicitors time to concentrate on their ongoing work and the firm gets costs for the files promptly."

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Our Legal Aid costs team has decades of experience and has processed thousands of claims for solicitors undertaking publicly funded work. We understand that successful billing is not simply about preparing an accurate claim. It also involves navigating CCMS requirements, responding to LAA queries, resolving assessment issues and ensuring that outstanding claims continue to progress. We work closely with instructing firms, providing specialist support without requiring them to maintain all the relevant costs expertise in-house.

 

Outsourced CCMS Billing & Claims Management

 

SPH Costs provides an ongoing outsourced CCMS billing and Legal Aid claims management service for firms that want experienced specialists to handle their billing workload. Once instructed, we can manage the relevant billing process through to payment, including:

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• Reviewing files and preparing CCMS claims

• Preparing supporting costs information and Bills of Costs

• Submitting claims and dealing with required amendments

• Responding to rejected or returned claims

• Handling Legal Aid Agency clarification requests and queries

• Addressing assessment reductions and reassessment issues

• Following up outstanding claims and payment queries

• Providing management reports where required

 

Our involvement can be tailored to your firm's needs, whether you have a regular flow of Legal Aid files, a backlog of outstanding claims or a complex individual matter requiring specialist attention. The objective is to give solicitors a dependable extension of their practice, freeing fee earners to concentrate on client work while billing matters receive ongoing attention.

 

CCMS Claims: Preparation, Submission & Queries

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The Client and Cost Management System (CCMS) requires careful attention to the information and supporting evidence included in Legal Aid claims. Claims may be returned, queried or reduced because of issues involving coding, certificate details, supporting documentation, claim narratives or the treatment of particular items of work. SPH Costs assists solicitors with:

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• Preparing and reviewing CCMS claims before submission

• Identifying billing and supporting-evidence issues

• Correcting returned or rejected claims

• Responding to LAA clarification requests

• Reviewing reductions and advising on reassessment

• Progressing outstanding claims towards payment

 

We aim to identify avoidable problems as early as possible and provide clear, practical advice where difficulties arise. If your claim has already been returned or rejected, see our guidance on CCMS Claim Rejected – What Happens Next?.

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Legal Aid Bills of Costs & Electronic Billing

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Alongside CCMS claims, we prepare Legal Aid Bills of Costs and assist with the documentation required for assessment and recovery. Our work includes Controlled Work claims, Licensed Work Bills, Escape Fee claims, Court of Protection costs and detailed assessment matters arising from publicly funded civil work.

Where appropriate, we use Costsmaster and electronic billing workflows, including XML-based processes, to support efficient and accurate claim preparation. We consider the relevant funding arrangements, supporting records and likely assessment issues when preparing claims, with the aim of reducing avoidable problems later in the recovery process.

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Rejected Claims, Reassessments & LAA Correspondence

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Submission is not always the end of the billing process. The Legal Aid Agency may request further information, return a claim for correction, challenge particular items or reduce the amount assessed. These issues can result in additional work for solicitors and delay the progression of outstanding costs.

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SPH Costs assists with reviewing the LAA's concerns, preparing responses, supplying further information and addressing reassessment issues where appropriate. For firms using our ongoing outsourced billing service, we can continue managing these matters as part of the claim's progression through to payment.

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Our role is to help solicitors deal with costs-related problems without unnecessarily diverting fee earners from their legal work.

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High Cost Case Plans & Other Specialist Legal Aid Costs

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Some publicly funded matters require specialist costs advice beyond routine CCMS billing. SPH Costs also assists with High Cost Case Plans (HCCPs), including the preparation and revision of plans, supporting assumptions and responding to LAA queries. HCCP work can affect the wider costs recovery process, making careful planning and specialist advice particularly important. For full details, visit our dedicated High Cost Case Plans service.

 

We also assist with Escape Fee claims, Prior Authority issues, Court of Protection costs and other specialist civil Legal Aid costs matters. For an overview of our wider services, visit Legal Aid Costs Draftsman Services.

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Supporting Legal Aid Firms Throughout England & Wales

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We work with sole practitioners, specialist Legal Aid practices, regional firms and national organisations undertaking publicly funded civil work. Our experience includes matters involving:

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• Family Law

• Housing Law

• Court of Protection

• Community Care

• Judicial Review and Public Law

• Mental Health

• Other publicly funded civil proceedings

 

We can assist with an individual claim, provide specialist support during periods of increased workload or manage an ongoing stream of Legal Aid billing instructions.  Secure electronic working enables us to support firms throughout England & Wales.

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Frequently Asked Questions

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Can SPH Costs manage our firm's ongoing CCMS billing?

Yes. We provide an outsourced CCMS billing and Legal Aid claims management service, handling claim preparation, submission, LAA queries, assessment issues and follow-up through to payment. Management reporting is available where required.

 

Can you take over rejected or outstanding CCMS claims?

Yes. We regularly assist firms with rejected, returned or queried claims, including reviewing the issues raised by the LAA and preparing the necessary responses or amendments.

 

Can we instruct SPH Costs for just one Legal Aid claim?

Yes. You can instruct us on individual claims or use our services on an ongoing basis. We tailor our involvement to your firm's requirements.

 

Can you help with reassessments and reduced Legal Aid claims?

Yes. We assist solicitors with reviewing reductions, addressing LAA queries and preparing reassessment submissions where appropriate.

 

Do you assist with High Cost Case Plans and Escape Fee claims?

Yes. Our Legal Aid costs team also handles HCCPs, Escape Fee claims and other specialist costs work associated with publicly funded civil matters.

 

Do you provide management information about outstanding claims?

Yes. Where required, we can provide management reports to help firms monitor outstanding Legal Aid claims and their progression.

 

Do you undertake Criminal Legal Aid costs work?

No. SPH Costs does not undertake Criminal Costs work. Our Legal Aid costs services focus on civil and other non-criminal publicly funded matters.

 

Discuss Your CCMS Billing Requirements

Need help with a rejected CCMS claim, delayed Legal Aid payment or ongoing outsourced billing?

Contact SPH Costs to discuss the support your firm requires. We can assist with individual billing problems or take on a continuing role in managing your Legal Aid claims through to payment.

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Telephone: 01772 435550

Email: egb@sphcosts.com

Secure file upload: Upload your Legal Aid file

 

If you are considering outsourcing your firm's ongoing Legal Aid billing, you are welcome to contact us for an initial discussion before sending any files.  For further practical guidance on billing disputes, LAA queries and recovery difficulties, visit our Common Costs Problems resource centre.