Client Overview
A Florida-based Life Care Planning (LCP) firm provides key services such as:
- Life Care Plans
- Medical Cost Projections
- Medical Set-Asides
- Pocket Cost Projections
The LCP firm collaborates with attorneys, insurers, and medical experts to create accurate and detailed cost assessments for long-term medical care. These cost assessments play an important role personal injury, worker’s compensation and insurance claims. To maintain credibility and efficiency among their nation-wide client base, they needed to process medical records quickly and deliver well-supported reports on time.
Client’s Challenges: Cutting Down the 20-Week Industry Standard
As the firm’s client base grew, they had to tackle more number of medical records to review. Each case involved sorting through thousands of pages of unorganized medical documents, making it a time-consuming and overwhelming task. The sheer volume of paperwork created major administrative challenges, slowing down their ability to deliver timely reports.
In the LCP industry, a 20-week turnaround time is considered normal for processing medical records and delivering final reports. However, the firm knew that sticking to this standard would not help them outperform their competitors. They wanted to do better, work faster, and exceed industry standards. In this attempt, they faced three major challenges:
- Slow turnaround time- The 20-week processing time was too long, causing frustration among their clients. Delays in receiving reports meant legal and insurance professionals couldn’t move forward with their cases, causing dissatisfaction and affecting trust on the firm’s efficiency.
- Over worked staff- Highly skilled care planners, who should have been focusing on strategic case planning and cost analysis, were instead spending endless hours sorting through voluminous records. This drained their valuable energy and time, preventing them from working on high-priority cases.
- Client pressure and missed opportunities- Attorneys and insurance firms were demanding quicker, accurate reports, for earlier case resolutions. If the firm couldn’t deliver on time, they risked losing clients to competitors who could offer quicker turnaround times.
With growing pressure from clients for quick delivery and a workload that was becoming increasingly unmanageable, they firm realized they needed a better solution. They looked for a reliable partner to cut down processing time without compromising on accuracy and quality.
Solution
When the firm reached out to us, they made their priority clear, that was to outsource their administrative tasks to improve the accuracy and efficiency of their workflow.
At LezDo TechMed, we introduced a structured, technology-driven medical record sorting and indexing service to optimize their workflow from start to finish. Here’s how we transformed their process:
1. Handling large volumes of medical records
We processed and organized over 1.2 million pages of medical documents annually, relieving their internal team of a massive workload.
2. Systematic organization of records
Instead of leaving their team dealing with messy records, we provided:
- Chronologically arranged medical events.
- Clearly categorized data such as treatment summaries, physician notes, and diagnostic reports.
- Easily navigable file structures that streamlined access to critical information effortlessly.
3. Faster turnaround time for case processing
With our structured approach, 70% of cases were completed within 24 hours, with all cases finalized within a 24-48 hour timeframe, a major improvement over their previous timeline.
4. Optimized workflow
Our efficient system made it easy for their team to retrieve essential data, reducing the time spent on administrative tasks and allowing them to focus on critical case-building activities.
5. Real-time updates with CaseDrive
Before partnering with us, one of the firm’s biggest struggles was the lack of process visibility. Without clear updates, their team constantly questioned:
- What’s the current status of this case?
- When will the next batch of records be completed?
- Did we miss any critical records?
To eliminate these uncertainties, we introduced CaseDrive, our case management portal, which provided:
- Live Progress Tracking – Eliminated the need for excessive email follow-ups.
- Instant Status Updates – Allowed the team to see real-time case progress at any moment.
- Complete Transparency – Every document was accounted for, reducing the risk of missed records and delays.
Results: 2.5X Turnaround Time
The impact of our collaboration was both immediate and measurable, which transformed the firm’s efficiency and client satisfaction. By streamlining their operations and eliminating workflow obstacles, the firm achieved significant improvement across multiple areas:
Turnaround time cut down from 20 weeks to 8 weeks
Previously, it took nearly five months to process and finalize reports, causing delays and frustration among their clients. With our optimized sorting and indexing services, we helped the firm cut this time by 2.5X, reducing the turnaround to just 8 weeks. This not only met but exceeded client expectations, allowing attorneys and insurers to move cases forward much faster.
Enhanced ability to handle more cases
By removing the burden of manual in-house administrative tasks, the firm was able to take on more clients without overloading its team. The saved time allowed them to focus on high-value casework, which led to more productivity and greater revenue potential. With a scalable and more efficient provider to support, they could handle a growing workload without sacrificing quality.
Eliminated bottlenecks and increased workflow efficiency
Before partnering with us, the firm’s in-house team was spending more hours sifting through unstructured medical records, delaying case preparation. With our efficient, automated sorting and indexing services, documents are now readily accessible in an organized format. This allowed their highly skilled professionals to dedicate their time to critical tasks such as:
- Creating detailed life care plans
- Conducting medical cost projections
- Providing accurate settlement recommendations
By eliminating unnecessary time spent on administrative tasks, the LCP firm significantly improved efficiency and reduced case preparation time.
Higher client satisfaction and stronger retention
Clients, like attorneys and insurance providers, always valued speed, accuracy and reliability. By delivering reports weeks ahead of previous timelines, the LCP firm built stronger trust and credibility among its clients. Their improved efficiency allowed their clients to process claims faster, make better informed decisions, and resolve cases quicker than ever.
With a reputation for faster and more accurate reporting, the firm not only strengthened existing client relationships but also attracted new clients looking for efficient providers. Their ability to deliver high-quality reports ahead of industry standards positioned as a leading LCP provider in the sector. This secured them long-term business growth.
A New Standard for the Industry
By reducing processing time from 20 weeks to 8 weeks, the firm set a new benchmark in the industry. What was once considered an unavoidable delay is now a thing of the past. Their success story serves as proof that with structured workflow, and strategic outsourcing, firms can achieve remarkable efficiency gains without compromising accuracy.
Client’s Perspective in Their Own Words
A senior team member from the LCP firm shared:
“We knew 20 weeks wasn’t good enough. With LezDo TechMed’s support and CaseDrive’s real-time updates, we’ve set a new industry standard. Our team is more efficient, our clients are more satisfied, and we’re closing cases faster than ever.”
Final Thoughts
Processing 1.2 million pages per year isn’t just about handling large volumes—it’s about working smarter, not harder. By outsourcing medical record sorting and indexing, this LCP firm accelerated case preparation, improved client satisfaction, and unlocked new growth opportunities.
If slow case processing, administrative bottlenecks, or long turnaround times are affecting your business, we can help. Let’s discuss how we can streamline your workflow and achieve the same results!
