A Florida personal-injury firm

The audit · document 04 of 07

The proposed state

The same eight steps, rebuilt: people stop typing and start approving. Specified to buildable detail — the firm can act on it with or without us.

The rebuilt flow — signature to working file, same day

What the agent prepares, and where a person decides. Every arrow below is inside the firm's current case system, e-signature tool, and calendar — no migrations.

  • The lead arrives and is captured once.agent + front deskCalls are transcribed, web forms read; the agent structures the intake as it happens and flags what’s missing while the client is still on the line.
  • Conflict check runs; the retainer is drafted.paralegal approvesThe paralegal reviews both and sends — same hour, not next day. Unsigned retainers get automatic reminders.
  • On signature, the case assembles itself.agentCase created in the case system with every contact entered once; the crash report ordered from the state portal automatically; both carriers identified; the calendar computed from the crash date — PIP window, statute date, follow-ups.
  • The document pack is drafted, not typed.agent draftsAll eight documents from the firm’s own templates, populated from the single intake record. Anything missing becomes a named blocker, visible immediately — not discovered at step five.
  • The paralegal reviews the pack.paralegalCorrections in place; the referral confirmed from a maintained provider list that shows who currently accepts liens.
  • The attorney approves each send.attorneyOne screen, each document viewed and released individually. Nothing leaves the firm without this click.
  • Claims open; the file is working.agent + case manager confirmsClaim numbers logged back automatically where carriers allow, by hand where they don’t; the case routed to pre-suit with attorney and case manager assigned.

The same opening, at a glance

Top row: today — every box is a person typing, searching, or chasing. Bottom row: after — the green boxes are the only human touches left; the agent prepares everything between them.

today — 5 h 30 m of doing

take notes→interview & re-type→send retainer→re-type into Clio→order report, check deadlines→draft 8 documents→phone-tag a referral→file claims, build calendar

after — 2 h of checking and approving

talk to the client→approve the retainer→verify the research→release each document→confirm the referral→confirm filings

The review screen — what approval looks like

The one interface the firm sees. Drafts wait; a person releases them. (Illustrative layout.)

A blocked item names exactly what it waits for. Approving never batches: each document is released by name, and every view, edit, and approval is logged — who, what, when.

What changes in each person's day

Same people, same responsibilities — different work.

PersonTodayProposed
Intake paralegal Types the interview onto a sheet, re-explains it by email, drafts eight documents, chases the referral by phone. ~2 h 50 m per case. Runs the interview with live prompts for gaps, reviews the drafted pack, confirms the referral from the list. ~1 h 10 m per case.
Case manager Re-keys the case, orders the report (when noticed), prepares filings, builds the calendar by hand. ~2 h 05 m per case. Confirms what the agent prepared: report ordered on time, claims opened, numbers logged, calendar computed. ~35 m per case.
Assigned attorney Reviews eight documents arriving as one stack between hearings; the queue is the single biggest wait. ~35 m per case, up to days of queue. Approves from one screen as drafts become ready — minutes at a time, no stack. ~15 m per case, queue gone.

Integration points — inside the tools the firm already runs

  • The case system — the agent reads and drafts, never deletes, never sendsreads intake data; writes drafts and case records.
  • E-signature — retainers issued and trackedreminders automatic; an unsigned retainer never waits on someone noticing.
  • The state crash-report portal — ordered on signature, watched until it landsthe file updated the moment it arrives.
  • The calendar — deadlines computed and entered as a setPIP window, statute date, follow-ups — all from the crash date.
  • Templates — the firm’s own eight, versioneda template change is a one-place change.
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Prepared by /analog · part of the car-crash case study.
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