Project Overview
A UK personal injury law firm processing 8,400 cases per year needed to replace their legacy case management s...
Technology Stack
Compliance & Standards
The Challenge
A UK personal injury law firm processing 8,400 cases per year needed to replace their legacy case management system (Proclaim, heavily customised over 15 years). CFA (Conditional Fee Agreement) management, disbursement tracking, Clio integration, MOJ Portal for RTA claims, and MedCo panel management were all required. SRA accounts rules compliance, Legal Professional Privilege architecture, AML obligations, and UK GDPR for sensitive injury and medical data were the compliance requirements. Budget: £140,000.
Our Approach
CFA management
success fee calculation per case type and complexity band, ATE (After The Event insurance) premium tracking, disbursement ledger per case (medical reports, court fees, expert fees), bill of costs generation in standard SCCO (Senior Courts Costs Office) format, and profit cost calculation.
CFA outcomes
settled, won at trial, lost — each triggers different financial calculation.
MOJ RTA Portal Integration
- Ministry of Justice RTA Claims Portal API for Stage 1 and Stage 2 road traffic accident claims.
- Automated CNF (Claim Notification Form) submission.
- Stage 2 settlement negotiation tracking.
- Portal response tracking with SLA alerts (defendant must respond within 15 business days at Stage 1).
Automatic progression trigger
no response within SLA → Stage 3 court process initiated.
Client ledger per case
client money completely isolated from office money (SRA Accounts Rules 2.1).
Disbursement payments
immediate notation on client ledger.
Bills delivered
transfer from client account to office account only after bill delivery.
Monthly reconciliation automation
client account bank statement reconciliation against client ledger.
SRA audit trail
every client account transaction immutable and attributed.
MedCo and Medical Evidence Management
- MedCo panel medico-legal report management: MedCo report request (via MedCo API), report receipt and quality review workflow, claimant appointment confirmation, and report storage with UK GDPR medical data controls.
- Medical evidence qualifies as special category data (UK GDPR Article 9) — access restricted to fee earners on the specific case.
The Results
Platform live at 16 weeks, £132,000 — under budget.
Bill of costs generation: 3.5 days manual → 45 minutes automated.
MOJ Portal response rate within SLA: 94% (previously untracked — estimated 78%).
CFA profit costs per case: 18% improvement (better disbursement tracking reduced write-offs).
SRA accounts audit: zero findings.
AML: 100% of new client CDD completed at file open (was 67%).
“Bill of costs went from three and a half days to 45 minutes. That was our biggest administrative bottleneck and it is effectively gone. The SRA accounts audit found nothing — first clean audit in four years. The MedCo API integration means we never miss a report or an appointment." — Managing Partner, UK Personal Injury Law Firm (name withheld)”
Project Details
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