A Florida personal-injury firm
Audit delivered · human-reviewed

The master operating map

The audit of the firm’s case opening, on one page — what we found, what changed, and where each number is proven.

Saved:

$55,000 per year· 90 hr of human labor per month· 3 days per case
one case’s hands-on work, drawn
before5 h 30 m
after2 h 00 m

3 h 30 m a case back — labor ≈ $299 → ≈ $114

Measured, not estimated: ten real cases timed step by step from the case system’s activity log; medians throughout. The proof is in the appendix.

What we found

  • F1
    The same client data is typed into three different placesonce wrong is all it takes — case H re-filed a claim over a transposed policy number · 02 · Process map →
    35 m a case
  • F2
    A signed case waits 3 days before anyone works the filethe signature, the crash report, and the review queue — the file mostly sits · 03 · Value loss →
    3 days · worst 9
  • F3
    Eight documents queue behind one attorney as a stack1 h 30 m of drafting, then about a day in the review queue — 5 days in trial week · 04 · Proposed state →
    1 h 30 m a case
  • F4
    The provider referral runs on one person’s memoryno maintained list exists; arranged by phone tag · 01 · The interviews →
    stale twice last quarter

The software the firm already uses

The audit mapped every tool the case opening touches. Nothing gets replaced and nothing migrates — the agent works inside these, and a person approves everything it prepares.

api
C
Cliocase management — the firm’s system of recordreads intake · writes drafts
api
DS
DocuSignretainer signaturessends · tracks · reminds
api
31
Google Calendardeadlines: treatment window, statute datewrites the full deadline set
ingested
M
Gmailleads and insurer repliesreads · never sends
watched
FL
FLHSMV crash portalthe official Florida crash reportorders on signature · watches arrival
files
D
Google Drivethe firm’s eight document templatesone versioned template store
The recommendation: build the document pack first. The heaviest step by the firm’s own records, and the safest — everything stays a draft until the attorney clicks send. No build at all is a valid outcome of an audit; here the numbers justified one: document 07.

Contents, in reading order

01The interviewsfour people, five sessions 02Process mapthe case opening, traced 03Value losswhere time and money go 04Proposed statethe same opening, rebuilt 05Boundaries & risksrules with enforcement 06Opportunity mapeverything found, ranked 07Roadmapbuild order and measurement 08The buildtemplates into rules 09The runtwelve weeks in production AAppendixthe evidence

Interview to delivered report: twelve days. The audit is the deliverable — the build was a separate decision, and the firm keeps every document either way.

Prepared by /analog · part of the car-crash case study · companion document: the findings, for approval.
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