Your paralegals still chaseevery record by phone and fax.AI automation for plaintiff personal-injury firms, built on the case software you run. Your paralegals get their day back, and every step of a case is logged where an attorney can read it.
HAIBRID Consulting builds the systems that keep a personal-injury firm’s cases moving, with the paperwork done, every deadline watched and every file in order.
Your attorneys spend their hours on the law, and you grow the docket knowing where every case stands.
One case, start to finishFollow matter 2041 from the first call to the money in the client’s hand.
A rear-end collision, a client treated at two places, liability clear. Five things have to happen before the client is paid and your firm earns its fee, and every one of them has a clock on it.
Example · Matter 2041, Rear-end collision, Two treating providers
Matter 2041 drawn as one line across the months, with a small clock at each of five stops: the case signed, the records in, the demand out, the client kept informed, the client paid. Today each stretch hangs slack and runs long while its clock keeps filling: a caller sent to voicemail and a matter with no limitations date, a records request sent again and again, pages with no numbers, a client's call nobody returns, a settlement statement with a line crossed out. What we build pulls each stretch taut and short and closes its clock: the date on the attorney's calendar and the fields read and rated, a tracker with the stalled request flagged, a chronology tied to its pages, an update approved and sent, a statement checked line by line and signed. At the end the whole taut line sits over the slack one, which runs off the page.
Example · Matter 2041
1The call comes in and the case is signed
The record
The intake sheet, the crash report, the retainer, the new matter with its limitations date.
Today
The call lands on a paralegal who is also carrying forty files. The caller who reaches voicemail at 6:15 signs with whoever answers first. The clients you do sign sit in the intake system until someone retypes them into the case system, and a matter can be opened with no limitations date on it at all.
What we build
Every call, web form and text is logged the moment it arrives, and a missed call goes on a call-back list within minutes. When a case is signed, the intake details, the crash report and the retainer go into the matter without retyping: AI reads the scanned report, fills the fields and rates how sure it is of each one, and the doubtful ones wait for a person. The limitations date is calculated the moment the matter opens, placed on the responsible attorney’s calendar to confirm, and logged. If the reminder is never acknowledged, a second person hears about it.
We measure
Cases signed, out of qualified contacts, and contacts that never got an answer.
Example · Matter 2041
Field, Date of loss, HighField, Other carrier, Low, To a personLimitations date, On the attorney’s calendar, To confirm
2The records come in
The record
The request, the signed authorization, each custodian’s answer, the records themselves.
Today
A request goes out by fax or portal and the clock starts. Three weeks later it is “no records found”, or a $35 invoice for one page, and the paralegal resubmits. Follow-up runs on memory and a spreadsheet, so a hospital that has gone quiet looks the same as one about to produce. The records that do arrive land in an inbox, and the demand goes out without the three months of physical therapy nobody noticed were missing.
What we build
Every open request sits in one tracker with its clock: the federal rule gives a custodian 30 days, with one 30-day extension, and your own case deadline sits beside it. A custodian that goes quiet against its usual pace is escalated on the stall, not on a flat timer, and the follow-up letter, the fee dispute and the subpoena are drafted for your paralegal to send. When records arrive, the system checks them against the providers your client named at intake and the dates the treatment story needs, and names the gaps. Your paralegal sends one letter instead of making twenty calls.
We measure
Days from request to complete records, and requests past the 30-day mark.
Example · Matter 2041
Escalated, PT clinic, Day 31, Letter draftedGap, PT, weeks 6 to 18, Named on the file
3The file is read and the demand goes out
The record
The medical chronology, the billing summary, the demand package.
Today
Ten thousand pages, read by a paralegal with a highlighter, or by a summary tool that took three hours and never got the billing right. The chronology has no page numbers, so the attorney spends a day finding every fact again before the demand goes out, or sends it unchecked.
What we build
The records are read into a chronology where every line opens to the exact page it came from, with a rating on how sure the reading is, the billing totalled from the bills themselves, and the gaps against the treatment story named. The demand is assembled from that checked chronology and your firm’s own templates, and it does not leave until the attorney signs it. An attorney checks a line by opening its page, not by searching the file for it.
We measure
Days from complete records to demand sent.
4The client waits, and hears from you
The record
The client’s file: the last contact, the next milestone, the note that explains the wait.
Today
Treatment runs for months and negotiation for more. The client calls for news, reaches a different case manager each time, and at some point someone stops returning calls. Most firms learn a client has left when the substitution-of-attorney letter arrives.
What we build
Each milestone on the file, the records requested, the demand out, the offer in, the lien letters sent, drafts the client a short update in your firm’s voice for your case manager to approve on the days you choose. A worklist your staff alone can see ranks the clients nobody has spoken to in a while by what their case is worth, so the call goes out before the letter comes in.
We measure
Days since each client was last contacted, and substitution letters received.
5The case settles and the client is paid
The record
The lien inventory, the settlement statement, the trust ledger.
Today
The offer is accepted and the file goes quiet again. Medicare’s final demand does not start until the settlement is reported, and payment is then due in 60 days. The hospital lien is in someone’s inbox, and the settlement statement is built in Word from memory. A wrong number on that statement is a bar complaint. At month end the trust account is reconciled by the one person who understands how the case software, the bank and the books line up.
What we build
Every lien on the file is listed the day it is asserted and classed by its kind, Medicare, Medicaid, a health plan, a hospital, each with its own clock and its own reduction letter drafted for your negotiator. The settlement statement is built from the fee agreement, the costs on the file and the lien inventory, checked line by line against the trust ledger, and signed by the attorney before a dollar moves. Each month the three-way reconciliation, the bank, your trust ledger and the client ledgers, is produced as a document with every exception listed, so it never again lives in one person’s head.
We measure
Days from settlement to the client’s check, and reconciliation exceptions each month.
That is one case. Your firm runs the same five hand-offs on every file, and the fee waits at the end of all of them.
We build the chain as one system, from three of our services. Workflow Automation carries the logging, the reading, the chasing and the follow-up. Systems Integration keeps your intake system, your case software, your records vendors and your books in step. Business Intelligence turns the file records into answers: which cases are stalled, where, and what each month of delay costs. You take more cases without adding the chase to the people you have, the fee arrives sooner, and your clients hear from you before they wonder.
Your numbersFive numbers decide how long a case takes to become a fee. We count yours before we build.
Most firms feel these. Few have the count. In the Proof Sprint we pull them from your phone system, your case software, your records vendors’ invoices and your trust ledger, agree with you which one the first build should move, and read the same numbers again once it is running.
DescriptionWhere the market sitsYour firm
1
Inquiries that never get an answer
Where the market sits
Hennessey Digital’s 2025 study, which sent online inquiries to 1,333 US law firms, found that 26%, about one in four, did not respond within seven days, and 39% took more than two hours or never answered.
Hennessey Digital, 2025 study, 1,333 US law firms
Your firm
2
Days from records request to complete records
Where the market sits
Federal privacy law gives a custodian 30 days to produce a patient’s records, with one 30-day extension (45 CFR § 164.524). In the paralegal threads we studied, firms describe waiting far longer and resubmitting the same request.
45 CFR § 164.524 · paralegal threads
Your firm
Months to resolve a claim
Where the market sits
Martindale-Nolo’s 2017 reader survey puts the average time to resolve a personal-injury claim at about eleven and a half months.
Martindale-Nolo Research, 2017 reader survey
Your firm
1
Deadline alerts nobody acknowledged
Where the market sits
The American Bar Association’s profile of malpractice claims (2020 to 2023) puts administrative errors, such as a deadline never calendared, an alert nobody acted on, a clerical slip or procrastination, behind about 23% of claims.
ABA, Profile of Legal Malpractice Claims, 2020 to 2023
Your firm
4
Substitution letters received
Where the market sits
No published mark is worth trusting here. Most firms count these only when the letter arrives, and the client decided weeks earlier.
By case typeEvery kind of case carries paperwork of its own. We build for that too.
Motor vehicle
The crash report pulled the day it is released and read against the intake, with the officer’s errors in names, dates and direction of travel flagged before they reach the demand. Letters of representation sent to every carrier and the property-damage claim opened the week the case is signed.
Premises liability
A preservation letter for the video out before the footage is overwritten. The incident report requested from the owner’s insurer, and every witness logged with the date they were last reached.
Medical malpractice
Seventeen boxes of records indexed the week they arrive, every provider and every date in one chronology for the expert. The pre-suit notice and the expert affidavit your state requires sit on the calendar with a second set of eyes on them.
Workers’ compensation and third-party claims
The comp carrier’s lien tracked from the first payment it makes, and its claim on the third-party recovery calculated against your state’s formula before the settlement statement is built, not after.
Swipe for each case type
What is checked and loggedYour client’s file never leaves your control, and every step leaves a record an attorney can read.
A personal-injury file holds a client’s whole medical history and the privileged work of your lawyers. Everything we build for a firm is designed around that before it is designed around speed.
The expanding file of matter 2041 sits inside a dotted line marked Your firm, with the firm's key on the line. The AI reader sits inside the line beside the file, tagged your account, nothing kept. Under the file, the log of the case, one plain entry per line: request sent, a field read and how sure, a deadline alert and when it was acknowledged, a chronology line and its page, a client update approved and sent. To the right, the limitations date, the demand and the settlement statement, each with an attorney's signature line. A thin line traces the log from the first entry to the last.
Where the records go
AI reads a client’s records only inside an account set up for your firm, under terms that keep them out of any vendor’s training and out of any store you have not agreed to. Which model runs, where it runs and what it keeps are written down and signed before the build starts. The system holds no more access to your case software than its job needs, and your firm holds the keys.
What is logged
Every request sent and every answer received. Every field AI filled, how sure it was, and every field a person corrected. Every deadline alert, who acknowledged it and when. Every line of a chronology, tied to the page it came from. Every client update, who approved it and when it went. The log is yours and it reads in plain words.
Who signs
The limitations date, the demand and the settlement statement stand only when an attorney has confirmed them. Anything the system is unsure of waits for a person. You decide which steps always wait, and you hold the switch.
Who can trace it
A supervising attorney, your malpractice carrier, or whoever your bar sends to look can follow any case from the first call to the check, step by step, without asking anyone what happened. The record of how your firm ran a case before and how it runs now is handed to you with the build, and it outlasts whoever built it.
Why HAIBRID, for a firmWe have built inside case software and inside regulated files.
You will not spend the first call explaining what a custodian is.
One of ours · Step 11
A crash report read into case software in about 23 seconds
A build of ours reads a scanned police report into Clio with no retyping and rates how sure it is of every field, puts the limitations date on the attorney’s calendar, generates the retainer and logs the client email to the matter. Intake that takes a paralegal 30 to 60 minutes ran in about 23 seconds on every report we tested. Getting there meant finding five behaviours of Clio’s own data connection that its documentation does not describe, which is the kind of work a firm never sees and always pays for.
A regulated document system with the privacy controls in the code
A system of ours takes a tax filing from the agency’s own records through to generated forms: dense financial documents read, categorised and reconciled against the source before anything is filed. The private data is encrypted at rest, and a check in the code blocks any personal identifier from being committed. That is the posture we bring to a client’s medical file.
One of ours · Step 44
A morning queue worked from a phone
A pipeline we delivered puts each morning’s work in front of its owner as cards on a phone, one tap to approve, with every failure flagged within the minute. Your case manager’s status updates and your negotiator’s lien letters arrive the same way.
One of ours · Every step12345
A firm that runs on what it sells
Our own research, marketing, lead generation and delivery run on teams of agents we built, and the system that keeps watch over our own sources is the same shape as the one that keeps watch over your custodians. Our founder held finance authority inside a fifty-state regulated operation at a Fortune 250 enterprise before he built systems for owner-run firms, which is why the audit trail and the trust ledger sit at the centre of what we build for a practice.
Nowhere you have not agreed to in writing. AI reads a client’s records inside an account set up for your firm, under terms that keep them out of training and out of any store the vendor keeps, and every step it takes is logged. Which model, where it runs and what it retains are written down before the build starts, and you can trace any case from the first call to the check.
“We tried an AI summary tool. It took longer to check its work than to do it myself.”
That happens when a summary cannot show where a fact came from. Every line we produce opens to its source page and carries a rating on how sure the reading is, so checking is a click, not a search. Before anything runs on its own, it is measured on a fixed set of your own files with the answers already known, and you see the score.
“If the lawyer signs it, the lawyer owns it. What does your system actually decide?”
Nothing a lawyer signs. The system prepares, checks and logs; the limitations date, the demand and the settlement statement stand only when an attorney confirms them. You choose which other steps wait for a person, and you can widen or narrow that at any time.
“My paralegals will hear ‘automation’ and think it means them.”
What goes away is the hold music, the resubmitted request and the retyping. The judgment on the file stays where it is, and the firm takes on more cases without adding to the chase. On every build we show the paralegals first what it takes off their desk, because they are the ones who will run it.
“Our calendar already automates deadlines. Why trust another system with them?”
Do not. The build does not replace your calendar; it checks it. A matter opened with no limitations date, an alert nobody acknowledged, a date that disagrees with the file: each one goes to a second person, with a record of who was told and when. Your calendar keeps the deadline. The build makes sure a person saw it.
“We run Filevine. Does this work with it?”
Yes, and with Clio, Litify, SmartAdvocate, CASEpeer, MyCase and PracticePanther. We connect through the platform’s own data connection where it offers one, through its exports where it does not, and through its screens when that is the only way in. We start with what your platform already does, switch on what you are paying for, and build the rest around it.
“We want off our platform, and the last migration nearly broke the firm.”
We move the matters, the documents, the calendars, the custom fields and the trust balances, count every record out of the old system and into the new, and prove that the trust ledger still reconciles and every deadline survived the move before you switch over. You get a completion report you can hand your carrier.
“What does it cost?”
Every project is priced against a number from your own firm: the paralegal hours it takes back, the months it cuts from a case, or the hire you would otherwise make. The Proof Sprint is a short, paid first phase, and it ends with a build working on your own files before you commit to the rest. Whatever we build is handed over working and documented, watched for 60 days, and yours, including the code.
Find out where your cases stall, and what each stall costs you.
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