PI Client Experience System
Prepared by Method Driven Management Systems (MDMS). John is building your new website and media. Our team builds the operational infrastructure behind it: the systems that keep clients informed, catch missed treatment, and route every new lead into MyCase without your staff retyping anything.
Discussion draft for the October 28 meetingRepetitive work that costs your team time every week
Bi-weekly status calls
Staff call clients every two weeks even when nothing has changed, and clients call in asking the same thing.
Chasing missed treatment
Case managers spend hours chasing clients who skip medical appointments, and gaps in treatment can weaken a case.
Property damage questions
Staff can't answer them, so clients get sent to adjusters or to you directly.
Today: MyCase handles client management. RingCentral runs the phones with no receptionist. Calls go to the paralegal and case manager during office hours and to your direct line after 5pm. There are no ads running yet, so every lead that calls counts.
MyCase stays your system of record
We add an automation layer on top, so your team keeps working in MyCase and the MDMS platform handles the communication.
MyCase
System of record: cases, stages, events, people, leads
Zapier / MyCase API
New or updated case, event, person, and lead triggers
MDMS platform
Workflows, attorney-approved templates, and escalation rules
Client updates
Text + email
Intake routing
24/7 live receptionist
Treatment reminders
Missed-appointment alerts
Video delivery
Property damage FAQs
Website chat
AI first reply, live handoff
What our team will build
Automated bi-weekly client updates
Case stage changes and a bi-weekly schedule trigger text and email updates from attorney-approved templates, including a "no new update, here's where things stand" message. No sensitive case details go over insecure channels.
Treatment appointment follow-up
Reminders before appointments, a follow-up sequence after a missed one, and an alert to the case manager if the client doesn't respond.
24/7 live intake coordination
A live answering service uses a structured intake form. Each lead is routed to the right person and created in MyCase automatically, with no manual transfer.
Property damage education
John produces short FAQ videos on each property damage stage. We deliver them automatically at the right case stage with a one-tap "talk to staff" request.
Website chat with live handoff
Chat on John's new site answers basic questions, captures contact details, and hands off to a live person whenever possible.
Start with the biggest time drain
| Phase | Scope | Goal |
|---|---|---|
| Phase 1 | Bi-weekly client update automation, MyCase integration, approved templates | Cut inbound and outbound status calls |
| Phase 2 | Treatment follow-up, live intake integration and lead routing | Protect case value and capture every after-hours lead |
| Phase 3 | Property damage video delivery, website chat handoff (launches with John's site) | Answer recurring questions without staff time |
Clear setup and monthly pricing
| Service | Setup | Monthly management |
|---|---|---|
| Client update automation | $2,500–$3,500 | $350–$500 |
| Live intake integration and lead routing | $1,000–$1,750 | $150–$250 |
| Treatment follow-up system | $1,000–$1,500 | $150–$250 |
| Property damage video delivery workflows | $500–$1,000 | $75–$150 |
| PI Client Experience System bundle (all four) | $5,500 | $750/mo |
Monthly fees cover our team's maintenance, monitoring, and template updates. Third-party software (such as Zapier and any HIPAA add-on), the receptionist service, and John's video and photo production are quoted separately. Final pricing will be confirmed after discovery, once we've reviewed your MyCase data and workflows.
See the staff time you could get back
Move the sliders to match your firm. This estimates staff time freed up from status calls only.
Estimate only. This estimates recovered staff capacity, not guaranteed cash savings. Results depend on case volume, call frequency, and client adoption. Time saved on treatment follow-up and intake isn't included.
Questions for October 28
- How many active cases do you have right now?
- Which MyCase plan are you on (Basic, Pro, or Advanced), and who has admin access?
- What happens during a bi-weekly update today? Who reviews the case, calls, leaves voicemails, and logs it?
- Are case stages and treatment appointments kept accurate in MyCase? Where do appointment dates come from?
- Who approves what can be shared with clients? Which situations must always go to a person?
- Text, email, or both? Do any clients need Spanish-language updates?
- Do you have a receptionist service in mind? What should after-hours intake capture, and who gets notified?
- What would success look like: fewer calls, happier clients, more signed cases?