Automating legal document intake

The Challenge

Documents needed for personal injury claim

AT Law Group handles a lot of personal injury cases, and where personal injury is involved there is a lot of paperwork. A single caseload could include a thousand emails a week. The client and their doctors send the law firm medical records, medical bills, insurance policies and personal injury journals.

The amount of work required to collect and organize all this documentation left the legal team feeling overwhelmed like they were constantly behind on work. This workload, compounded by time constraints, resulted in mistakes.

AT Law hired RookDM to find a solution. 

The team at DMRooks delivered everything that we had agreed upon under the agreement of our engagement, but also exceeded expectations by extending their training period for us due to our schedule.  Follow up was awesome as well.  All conversations stayed on track and never felt like we were being cross sold products that were irrelevant to our needs.  Just a great experience all around.

Fouad Bazzi

The Obstacle

Document intake: taking time and lacking accuracy 

RooksDM spent eight weeks in discovery with AT Law Group, assessing this document intake process in the hopes of finding a way to optimize it. 

They discovered that documents are sent to AT Law Group in email and manually organized in Smartsheet by a team of paralegals and intake specialists. If the documents are given to the law group in physical-form, the documents have to be scanned and organized with the rest of the digital documents. From these documents, the team needs to pull information–injury details, test result or dollar amounts–to be added to the case’s argument with a reference point so details can be traced back to the documents for later confirmation and check. 

The existing method of intake was time consuming. Not only that, but it also invited human error. There are a lot of people involved in the data collection for just one case: the defendants, the doctor and the insurance companies submitting documents, the team of paralegals and intake specialists receiving the information and the lawyers putting together the case. Any one of these people could make a mistake, impacting the case and delaying the process. 

Multiply that time intensity and opportunity for human error across the ten lawyers at AT Law, and the heavy caseload for each lawyer. 

The Solution

Intelligent Document Processing optimizes intake of legal documents

Intelligent document processing (IDP) is the art of automating document intake, extracting information from a digital document and saving those documents based on a set logic. 

Using Microsoft’s AI Builder for Power Platform, Rooks DM created an automated process for document processing specific to AT Law’s needs. 

First, emails containing documents that have been included in the software logic-tree will be automatically saved in Smartsheet. The information in those documents are classified, extracted and added to a spreadsheet using Azure, a cloud computing software, for the firm’s easy reference.

The Result

Saving time on document intake helps legal teams win

Before Rooks DM started this AI build for AT Law, a single document intake could take fifteen minutes. Now, it’s automated and takes no time at all. This new workflow for the law group frees the team for more critical thought and allows them to better meet deadlines with less error. 

The task of automating document intake is a tedious process, each document-type needing to be handled specifically and added to the logic of the process. At the moment, Rooks DM is adding new automation to the process every two weeks. That means, every two weeks Rooks DM makes it possible for At Law to never have to file a certain document manually again. 

This progress compounds on itself with each document automated saving hundreds of hours per month. What once took three or four minute per document, now takes seconds.