case study
A Florida personal-injury firm. Opening a new case took days of manual work — the audit traced how, and the rebuilt process opens it the same day.
3 h 30 m a case back — labor ≈ $299 → ≈ $114
at ~25 new cases a month, at the firm's own hourly rates · every "before" measured from their case-system logs · the full math lives in the operating map →
the client
the problem
Eight steps, traced from the case system's activity log across ten cases. Open any step.
Call, web form, or referral. The front desk takes notes; after-hours callers reach voicemail and are called back the next morning.
saves 15 m — all of it
The questionnaire by phone: crash date and place, vehicles, injuries, treatment to date, both insurance carriers, policy numbers, witnesses, photos.
saves 20 m
Names are checked against the system; the fee agreement goes out for e-signature.
saves 10 m
Client, adverse driver, carriers, and adjusters are entered into the case system — typed again from the intake notes.
saves 35 m — all of it
The crash report is ordered from the state portal. Both carriers confirmed; the PIP carrier identified; the policy-limits disclosure request prepared; the 14-day PIP treatment window checked against the crash date.
saves 50 m
Letters of representation to each carrier, the PIP application, HIPAA authorizations, a letter of protection to the treating provider, the client welcome packet.
saves 45 m
The treating-provider referral is picked from memory and arranged by phone. No maintained list exists.
saves 10 m
Claims opened with each carrier and claim numbers logged back. The case handed to the pre-suit team; attorney and case manager assigned. Every deadline goes on the calendar: the PIP window, the statute date, report follow-ups.
saves 25 m
across ten cases: 5 h 30 m of hands-on work per case · 3 days from signature to working file (median) · worst on record: 9 days — after the build: ~2 h per case, same day
Ninety minutes with the managing partner — human-led. AI assists; it does not drive the conclusions.
A short summary back in the owner's language, four days later. The client approves what moves into the audit.
How the case opening really operates — learned from the people who run it, not from memory.
A human-reviewed report — every finding survived business and technical review before the firm saw it.
the deliverables — as the firm receives them
deliverable 1 · scope confirmation The findings, for approval What we heard, the three processes with what each costs, the recommendation, and the scope choice — two pages. read the 2-page findings → deliverable 2 · audit delivery The master operating map The audit workspace: the findings at a glance, then nine documents in reading order — the evidence, the numbers, the rebuild, the build, the run. open the operating map →the record