Confidential data. Authorized staff only. Contact Ashton if data appears outdated.
The JR Law Group — Firm Health
Revenue
Pipeline Velocity
+
Client Happiness
Case Health
÷
Time
SLA Compliance
=
Δ DELTA
39.0
/ 100
Firm Delta
419
Active
24
Critical
83
Healthy
Revenue · Pipeline Velocity
69.9%
Billed Cases293 / 419
Total Billed$9.7M
Pre-Demand8
40% weight
Client Happiness · Case Health
19.8%
Healthy Cases83 / 419
Fake Progress356
High Risk102
30% weight
Time · SLA Compliance
16.9%
On Track71
Overdue330
Avg Case Age279 days
30% weight
Strength
Revenue Engine Strong
$9.7M total billed. Demand phase holds $2.8M (92 cases). Negotiation at $1.4M ready to close.
Watch
85.0% of Cases Have Fake Progress
356 of 542 cases flagged. Spirit 100%. Robinson 99%. Data integrity dragging Health pillar.
Critical
330 Cases Overdue on SLA (78.8%)
78.8% of active cases past SLA. Cyarra 0% on-track, avg 610 days. Biggest lever to improve Delta.
45-Day Payday Tracker · Coverage ≤ $30K
138 cases
On Track5
Overdue80
90-Day Quick Turn · Coverage $50K–$100K
97 cases
Liability Negotiation10 · $480K
Settlement11 · $423K
Disbursement19 · $545K
CM Delta Leaderboard
| Case Manager | Delta | Cases | CM Owned | Paralegal | Revenue | Health | SLA | Status |
|---|---|---|---|---|---|---|---|---|
| Alexis Gorman | 57.2 | 123 | 101 | 22 | 100.0% | 11.9% | 45.5% | CRITICAL |
| Princess Robinson | 55.8 | 68 | 54 | 14 | 92.3% | 31.5% | 31.5% | CRITICAL |
| Hewitt Mesfin | 55.0 | 56 | 50 | 6 | 100.0% | 22.0% | 28.0% | WATCH |
| Allanah Spirit | 51.4 | 64 | 59 | 5 | 92.9% | 27.1% | 20.3% | WATCH |
| Cyarra Walters | 40.5 | 93 | 59 | 34 | 96.2% | 6.8% | 0.0% | CRITICAL |
The Case Journey
Every case follows this path from intake to resolution. The numbers show where your active caseload sits today. Hover over any phase to learn what should be happening there.
CM-OWNED
Onboarding · 72 cases
Intake
32
New client contact. Collect accident details, verify insurance info, sign retainer agreement. First impression matters — respond within 24 hours.
Retained
40
Client signed. Open Filevine project, request police report, send medical authorization forms, set up initial treatment plan.
▼
CM-OWNED
Treatment · 174 cases
Evals
87
Client is seeing doctors for initial evaluations. Monitor appointment attendance, collect eval notes, and ensure treatment plan is documented.
MRI
38
MRI ordered or completed. Review imaging results with attorney, determine if findings support the claim, and adjust treatment plan accordingly.
Injections
25
Client receiving injections or pain management. Track each visit, ensure provider is billing correctly, and monitor treatment progress.
Tx Complete
24
All treatment finished. Collect final bills and records from every provider. This is the handoff point — clean data here means a faster demand.
▼
CM-OWNED
Demand · 92 cases
Write Demand
7
Drafting the demand letter. Compile medical records, bills, lost wages, and pain/suffering narrative into a persuasive demand package.
Demand Drafted
85
Demand is written and under review by Cyarra, Princess, or Royel. Finalize figures, attach exhibits, and prepare for submission to the insurance adjuster.
Demand Sent
0
Demand delivered to the adjuster. Follow up at 7-10 days if no response. Track adjuster name, contact info, and claim number.
▼
ATTORNEY / PARALEGAL
Negotiation & Litigation · 81 cases
Negotiation
34
Adjuster responded — now we negotiate. Attorney handles counteroffers. CM tracks settlement authority, counter amounts, and deadlines.
Pre-Lit
7
Negotiations stalled — preparing for litigation. Attorney files suit or uses litigation threat as leverage. Gather any outstanding documentation.
Litigation
40
Case is in active litigation. Discovery, depositions, and court deadlines are managed by the attorney and paralegal team.
▼
ATTORNEY / PARALEGAL
Resolution · 0 cases
Settlement
0
Settlement reached. Verify release language, confirm lien amounts, and prepare the disbursement worksheet for attorney approval.
Disbursement
0
Funds received. Calculate attorney fees, costs, lien payoffs, and client payout. Issue checks and close the financial side.
Reductions
0
Negotiating medical bill reductions with providers. Secure reduction agreements in writing before finalizing disbursement.
Prov. Disburse
0
Paying providers their agreed-upon reduced amounts. Confirm all lien obligations are satisfied before closing the case.
Case Pipeline Breakdown by Phase
338
CM-Owned
204
Paralegal Team
542
Total in Filevine
CMIntake & Onboarding (75 Cases)
32 (5.9%)
Lead (Intake)
40 (7.4%)
Retained (Documents Signed)
3 (0.6%)
Referred Out
CMActive Treatment (174 Cases)
87 (16.1%)
Treatment (Evaluations)
38 (7.0%)
Treatment (MRI Review)
Avg 67.0 wks — bottleneck
25 (4.6%)
Treatment (Injections / PM)
24 (4.4%)
Treatment Complete
Avg 28.8 wks — bottleneck
CMDemand Pipeline (92 Cases)
7 (1.3%)
Write Demand
85 (15.7%)
Demand Drafted
—
Demand Sent (Need Response)
PARALEGALNegotiation & Pre-Lit (41 Cases)
34 (6.3%)
Liability Negotiation
Avg 24.4 wks — bottleneck
7 (1.3%)
Pre-Lit
PARALEGALLitigation (40 Cases)
40 (7.4%)
Litigation
Avg 27.2 wks — bottleneck
PARALEGALSettlement & Disbursement (120 Cases)
45 (8.3%)
Settlement
75 (13.8%)
Settlement Disbursement
Avg 24.1 wks — bottleneck
⚠️
Over-Policy Exposure
105 cases with medical bills exceeding policy limits · 5 over $100K
$2.28M
Total Exposure
105
Cases Over Policy
$240,619
Highest Single Case
| Case | CM | Phase | Over Policy | Coverage | Billed |
|---|---|---|---|---|---|
| Hewitt Mesfin | Treatment Complete | $240,619 | 0 | $240,619 | |
| Cyarra Walters | Litigation | $175,907 | 200000 | $375,907 | |
| Cyarra Walters | Litigation | $130,275 | 0 | $130,275 | |
| Cyarra Walters | Litigation | $122,863 | 0 | $122,863 | |
| Alexis Gorman | Litigation | $116,780 | 100000 | $216,780 | |
| Hewitt Mesfin | Demand Drafted | $58,982 | 0 | $58,982 | |
| Allanah Spirit | Demand Drafted | $53,256 | 0 | $53,256 | |
| Cyarra Walters | Demand Drafted | $52,599 | 0 | $52,599 | |
| Princess Robinson | Treatment (Injections / PM) | $52,295 | 0 | $52,295 | |
| Princess Robinson | Treatment Complete | $50,171 | 25000 | $75,171 | |
| Cyarra Walters | Demand Drafted | $45,835 | 0 | $45,835 | |
| Princess Robinson | Demand Drafted | $42,841 | 30000 | $72,841 | |
| Cyarra Walters | Litigation | $38,368 | 0 | $38,368 | |
| Cyarra Walters | Treatment (MRI Review) | $34,897 | 25000 | $59,897 | |
| Cyarra Walters | Demand Drafted | $34,630 | 0 | $34,630 | |
| Cyarra Walters | Demand Drafted | $34,509 | 0 | $34,509 | |
| Alexis Gorman | Demand Drafted | $32,127 | 0 | $32,127 | |
| Alexis Gorman | Demand Drafted | $32,102 | 100000 | $132,102 | |
| Alexis Gorman | Demand Drafted | $31,013 | 25000 | $56,013 | |
| Cyarra Walters | Demand Drafted | $30,723 | 0 | $30,723 | |
| 85 more cases not shown | |||||
Leadership Dashboards
2 dashboardsRoyel Risk Feed ↗
Leadership Dashboards
These cards link to the two primary leadership views — Cyarra's firm-wide dashboard (all CMs, health trends, SLA compliance, activity flags) and Royel's demand pipeline dashboard (cases approaching demand, stage tracking, negotiation progress).
How to use: Click a card to open the full dashboard. Each one has deep drill-downs, case tables, and AI strategic focus directives specific to that leader's scope.
Note: The metrics shown on these cards are live snapshots from firm data. If numbers look off, check that the CSV exports from Filevine are up to date.
CW
Cyarra Walters
Office Manager
Firm-Wide
Full operational overview — all case managers, health trends, SLA compliance, and activity flags across the entire firm.
419
Active Cases
6%
Critical
79%
SLA Overdue
20%
Healthy
RM
Royel Moon
Senior Paralegal
Demand Pipeline
Demand stage tracking — cases approaching, entering, and moving through the demand-to-disbursement pipeline.
190
Pipeline Total
24
Pre-Demand
166
In Demand+
57.5w
Avg Age (Demand)
Case Manager Performance Scorecards
5 case managers
Case Manager Performance Scorecards
Each card shows one CM's Delta score (0-100 composite of Revenue, Health, and SLA), their caseload count, and key flags like fake progress and SLA overdue cases.
Delta components: Revenue (40%) = bills on file where expected · Health (30%) = % of cases in Healthy status · SLA (30%) = % of cases within SLA window. Only CM-owned cases are scored — paralegal-phase cases are excluded.
How to use: Click any CM card to open their full individual dashboard with case tables, AI insights, and accountability metrics. Use the Delta score to quickly identify which CMs need the most support.
Status colors: Critical = Delta below 45 · Watch = 45-64 · Healthy = 65+
Cyarra Walters
CRITICAL
Zero On-Track Cases
40.5
Delta
93
Total Cases
86.7w
Avg Case Age
93
SLA Overdue
41
Stale Activity
0
On Track
52
Fake Progress
1
Mismatches
5
Critical Health
40
Data Issues
28
Cases >100wk
Executive Bandwidth Crisis: Cyarra's caseload of 93 active cases at 86.7 weeks average age with zero on-track cases directly reflects the core issue identified in prior analyses — she cannot effectively manage cases while serving as Office Manager and Executive Assistant to JR. With 52 cases showing fake progress (55.9%) and 41 stale activity cases, this represents a systemic capacity failure, not performance deficiency. The data confirms that her triple-hat role structure is unsustainable and requires immediate organizational intervention to preserve both operational effectiveness and leadership continuity.
Data Infrastructure Breakdown: The 40 cases flagged for both "Data Issue" and "Missing Coverage" (43% of her caseload) indicate a fundamental breakdown in case intake processes that cascade through the entire pipeline. Missing policy limit data prevents proper case valuation, treatment planning, and settlement strategy — directly undermining the 45-Day Payday mandate. This data quality crisis requires immediate attention from operations leadership, as cases without coverage information cannot be properly worked regardless of who manages them.
SLA Compliance Emergency: With 93 overdue cases and zero on-track cases, Cyarra's book represents the firm's most severe SLA violation. Given that state-minimum policy cases must be settled within 45 days per JR's directive, and 28 of her cases are already over 100 weeks old, this caseload contains significant legacy portfolio damage that may require write-off consideration. The 86.7-week average age suggests most cases have aged beyond any realistic settlement timeline without major intervention.
Immediate Reassignment Required: Based on the established analysis that 43 of similar cases were in paralegal phases, this caseload likely contains cases that should not be assigned to any Case Manager. Leadership must conduct an immediate case-by-case review to identify which cases belong with paralegals, which can be salvaged through reassignment to available CMs, and which may need to be classified as legacy cleanup requiring specialized attention. Cyarra's bandwidth for new case management should be capped at 40-60 cases maximum until her executive responsibilities are restructured.
Alexis Gorman
CRITICAL
Immediate Attention Needed
57.2
Delta
123
Total Cases
23.1w
Avg Case Age
77
SLA Overdue
4
Stale Activity
36
On Track
119
Fake Progress
8
Mismatches
8
Critical Health
73
Data Issues
0
Cases >100wk
Primary Concern: Alexis shows a fake progress rate of 119 out of 123 cases (96.7%), meaning nearly her entire caseload appears active but lacks critical completion elements like drafted demands, collected bills, or treatment updates. Combined with 77 SLA-overdue cases and only 16 genuinely healthy cases out of 123, this indicates systematic task pencil whipping rather than actual case advancement, directly violating the firm's "No Pencil Whipping" directive.
Data Quality Crisis: 73 cases (59% of her caseload) are missing coverage information, creating a cascading dashboard failure that makes performance assessment unreliable. This data gap prevents proper policy limit verification — a critical issue given Alexis's previous learning moment where she trusted an adjuster's verbal "$250K" statement instead of reading declaration documents (actual limit was $25K). Immediate data cleanup and coverage verification is required for accurate case prioritization.
Capacity Overload: Alexis carries 123 active cases against the firm's 80-100 standard, while simultaneously managing the Allanah Spirit mass reassignment workload that created 8 assignment mismatches requiring clean handoff protocols. Her caseload exceeds capacity by 23-43 cases, making compliance with the 45-Day Payday mandate (currently only 36 cases on-track) mathematically impossible without immediate redistribution or additional support.
Operational Strength: Despite the performance issues, Alexis remains the firm's strongest performer at provider reductions and billing negotiations, consistently achieving the highest provider write-offs. This strength should be leveraged through mentoring other CMs on reduction strategies while her core compliance and data management issues are addressed through intensive oversight and caseload rebalancing.
Princess Robinson
CRITICAL
Immediate Attention Needed
55.8
Delta
68
Total Cases
26.4w
Avg Case Age
51
SLA Overdue
1
Stale Activity
14
On Track
67
Fake Progress
0
Mismatches
6
Critical Health
14
Data Issues
1
Cases >100wk
Fake Progress Crisis: Princess Robinson has reached a performance breaking point with 67 of 68 cases (98.5%) flagged for fake progress — the highest rate among all case managers and well above the firm average of 66%. This means virtually every case appears active in Filevine but is missing critical elements like requested bills, drafted demands, or treatment updates. Combined with 51 of 68 cases (75%) overdue on SLA requirements, this indicates systematic task completion failures rather than isolated issues. Princess needs immediate intervention with Royel Moon for case-by-case review and mandatory completion verification before marking any tasks done.
Data Integrity Breakdown: Princess has 14 cases with missing coverage information, representing 20.6% of her caseload and directly impacting settlement strategy development. This data gap prevents proper demand calculations and policy limit verification — both critical for the firm's 45-Day Payday mandate on state minimum cases. Given her recent promotion to Junior Paralegal with leadership responsibilities, this missing foundational data undermines her ability to mentor other case managers. Immediate coverage collection and Filevine data entry must be completed within 7 days to restore case viability.
SLA Compliance Failure: With only 14 of 68 cases (20.6%) meeting SLA requirements, Princess is significantly underperforming despite carrying a manageable 68-case load — well below the 80-100 case standard. Her 26.4-week average case age suggests cases are stagnating in early phases rather than progressing toward settlement. This performance directly contradicts her reputation as having the "highest healthy case rate" and challenges her fitness for the Junior Paralegal promotion. Immediate case velocity improvement is required, particularly focusing on MRI completion and treatment progression within the first 30 days of intake.
Leadership Credibility Risk: The disconnect between Princess's promoted status as a "very organized" top performer and this data showing 98.5% fake progress creates a serious leadership credibility issue. If other case managers discover that someone promoted for "highest healthy case rate" actually has the worst fake progress rate firm-wide, it will undermine both the promotion decision and performance management standards. Either the data requires immediate verification for accuracy, or Princess needs immediate performance coaching before her struggles affect team morale and performance standards.
Hewitt Mesfin
WATCH
94.6% Fake Progress Rate
55.0
Delta
56
Total Cases
28.6w
Avg Case Age
42
SLA Overdue
3
Stale Activity
13
On Track
53
Fake Progress
0
Mismatches
2
Critical Health
27
Data Issues
1
Cases >100wk
Fake Progress Crisis: Hewitt has a catastrophic 94.6% fake progress rate (53 of 56 cases) — the highest red flag rate in our analysis. This means nearly all cases appear active in Filevine but lack substantive advancement like completed medical bills, drafted demands, or treatment updates. With 42 cases already SLA overdue, this represents systemic case abandonment, not legitimate workflow. Immediate action required: Place Hewitt on performance improvement plan with daily case review meetings with Royel. Implement task completion verification rather than task initiation tracking.
Data Quality Breakdown: 27 cases (48% of caseload) are flagged with missing coverage information, creating a cascading failure across all performance metrics. Without policy limits, CMs cannot execute the Treatment Critical Path or build appropriate settlement strategies. This data gap explains why legitimate case work appears stalled. Recommendation: Pause new case assignments to Hewitt until coverage verification is completed on existing book. Route all missing coverage research through Cyarra for insurance company outreach — this cannot be delegated to a CM with these performance indicators.
SLA Compliance Failure: With only 13 of 56 cases on-track (23% compliance rate), Hewitt is severely underperforming the firm's settlement speed mandates. Given the 28.6-week average case age, multiple cases likely qualify for the 45-Day Payday directive but are trapped in fake progress status rather than moving toward settlement. Action required: Royel must conduct case-by-case audit to identify which cases should have been settled months ago. Any state-minimum policy cases past 90 days require immediate JR escalation per firm directive.
Capacity vs. Performance Issue: Unlike Cyarra's bandwidth crisis (wearing 3 hats), Hewitt's 56-case load is within normal CM range, making this a pure performance problem rather than a capacity issue. The combination of 94.6% fake progress, 48% missing data, and 75% SLA failure indicates fundamental workflow breakdown. Immediate intervention: Consider temporary case reassignment to Allanah (who has ~7 slots to capacity) for the most time-sensitive cases while Hewitt undergoes intensive retraining on case progression protocols.
Allanah Spirit
WATCH
100.0% Fake Progress Rate
51.4
Delta
64
Total Cases
25.9w
Avg Case Age
52
SLA Overdue
0
Stale Activity
8
On Track
64
Fake Progress
3
Mismatches
3
Critical Health
22
Data Issues
1
Cases >100wk
Data Quality Crisis: Allanah's performance metrics are artificially inflated due to a catastrophic data entry backlog that renders her dashboard completely unreliable. With 22 missing coverage cases and 64 cases flagged for fake progress (100.0% rate), we cannot accurately assess whether her cases are genuinely progressing or systematically stalled. Her 25.9-week average case age appears healthy, but with universal fake progress flags, this likely represents pencil-whipping rather than legitimate activity. Immediate action required: Pull 10 random cases for manual audit to determine actual completion status, then implement daily data entry requirements with spot-check accountability through Royel's Wednesday meetings.
SLA Compliance Failure: Despite being our "strongest CM performer" with the most on-track cases historically, Allanah now shows 52 of 64 cases overdue (81.3% failure rate) – a dramatic reversal that signals either workload overwhelm or process breakdown. Only 8 cases remain SLA-compliant, putting the majority of her caseload in Yellow/Red escalation territory per firm directive. This directly undermines our 45-Day Payday and 90-Day Quick Turn mandates, particularly problematic given her previous reliability. Recommendation: Emergency case review with Royel to identify bottlenecks and redistribute 10-15 cases to prevent further SLA deterioration.
Historical Performance Contradiction: The disconnect between Allanah's reputation as having "fewest stale cases" and current 100% fake progress rate suggests either a recent operational breakdown or data synchronization failure between systems. Her previous efficiency at maintaining on-track cases makes this universal fake progress rate statistically improbable and points to systemic issues rather than performance decline. The 3 assignment mismatches may indicate cases transferred without proper handoff documentation, contributing to the data chaos. Urgent leadership review needed to determine if this represents a training gap, system failure, or workload capacity issue requiring intervention.
Root Cause Analysis Required: Allanah's previous critical error sending wrong case details to Walden & Adelman demonstrates a pattern of rushing through tasks without verification – this same behavior likely explains the universal fake progress flags as tasks marked complete without actual completion. Her case distribution (23 High Risk, only 16 Healthy) combined with zero stale activity suggests tasks are being initiated but not followed through to completion, creating the appearance of progress without substantive advancement. Implement mandatory verification protocol: All task completions must include evidence documentation (email confirmations, received records, scheduled appointments) before marking complete in Filevine.
Ops Intel
1 flagged note
Ops Intel — How It Works
Ops Intel connects your team's Filevine notes directly to this dashboard. When a CM or team member needs leadership guidance, strategy input, or wants to flag an issue, they add a note on the case in Filevine with an #ops-* tag. The next time dashboards refresh, the note appears here with full case context pulled automatically from firm data.
Available tags: #ops-strategy (needs strategic direction) · #ops-escalation (urgent escalation) · #ops-flag (general flag for review) · #ops-billing (billing concern) · #ops-status (status update)
How to tag a note: In Filevine, create a note on the case project. In the Tags field, type the tag exactly (e.g. #ops-strategy). Describe what you need — the dashboard automatically attaches case details (phase, coverage, billing, health, CM assignment).
Since last meeting: The badge counts notes created since the last ops meeting date, so you can quickly see what's new and needs discussion.
1
▸ Strategy
1
▲ Escalation
0
+ Medical
0
$ Settlement
0
◉ Deadline
0
■ Billing
0
✉ Email Escalation
0
✉ Atty Escalation
▸ Strategy▲ Escalation
Operations · 3/26/2026
CM: Operations
Phase: Treatment Complete
Health: —
SLA: —
Test Note
Need guidance on next steps for this test case. Client was involved in a hit-and-run and we have surveillance footage from a nearby business but the license plate is partially obscured. Should we enga…
◆ AI Analysis
◉ Assessment
This is an operations test case using fictional data (Straw Hat Luffy) to evaluate the AI analyst system. The note requests guidance on evidence enhancement and escalation protocols for a hit-and-run scenario with surveillance footage.
▸ Recommended Actions
1File police report supplement immediately - Documentation must be established with law enforcement before engaging private specialists, as this creates the official record for insurance claims and potential uninsured motorist coverage activation.
2Escalate to JR for liability strategy review - Hit-and-run cases with partial evidence require legal decision-making on resource allocation and coverage options (UM/UIM vs. third-party recovery), which falls under JR's purview per firm directives.
3Obtain forensic enhancement quote before proceeding - Get cost estimate from video specialist to weigh against $100K policy limits and current $62K billed exposure before committing firm resources.
4Address test case data cleanup - Remove fictional case data from active systems to prevent dashboard contamination and ensure accurate operational reporting.
⚠ Risk Flags
Test case is flagged as 29 weeks old with fake progress status in active systems - this could skew performance metrics and case aging reports if not properly segregated from actual client cases.
Strategic Focus — AI Directives
AI
Strategic Focus — Per-CM Directives
AI-generated priority directives for each Case Manager based on their current data, accountability metrics, and firm mandates. Updated each build.
CW
Cyarra Walters
Strategic Focus Directive
Primary Focus: Cyarra must immediately stop direct case work and spend this week creating handoff packets for the 44 Settlement Disbursement cases that belong with the paralegal team, not on a CM's desk.
1Complete handoff documentation for all 44 Settlement Disbursement cases by Friday 3/31 — each case needs settlement amount, outstanding liens, provider reduction status, and disbursement checklist attached in Filevine before reassignment to Royel's paralegal team.
2Execute emergency provider reduction requests for the 15 highest-value cases currently stalled in Settlement Disbursement — these represent stuck revenue and must be moved through reduction negotiations immediately via your exclusive lien holder authority.
3Document and reassign the 23 Litigation cases to paralegal oversight by Wednesday 3/29 — these cases average 94 weeks old and have no business being tracked under CM accountability when they're in attorney/paralegal phases.
4Complete policy limit verification for all 10 Liability Negotiation cases by Friday — these are the only cases in your active pipeline that should receive CM focus, and they need policy limits confirmed before any settlement discussions.
Watch Item: Monitor whether Cyarra can execute this reassignment strategy while maintaining her Office Manager and Executive Assistant responsibilities — if she cannot complete handoffs by Friday, the firm needs immediate temporary support or broader role restructuring.
AG
Alexis Gorman
Strategic Focus Directive
Primary Focus: EXECUTE BASIC WORKFLOW — stop the chronic fake progress that has paralyzed 119 of 141 cases
Action Items:
1Complete billing cycle by EOD Friday — Request bills for all 57 cases showing $0 billed and upload received bills to Filevine. This addresses your 0% bills request rate and eliminates the #1 data integrity issue in your caseload.
2Policy limits verification sprint — Contact 15 carriers per day through Thursday to obtain missing policy limits on 79 cases. Use written declaration docs only, never accept verbal limits (reference your $25K/$250K learning moment). CC project emails for Filevine compliance.
3Zero-action purge — Take meaningful action on all 91 zero-action cases by Wednesday: schedule MRIs, request records, draft demands, or escalate barriers. No case sits untouched another week.
4Route reduction requests through Cyarra — Identify your top 20 over-policy cases and coordinate with Cyarra for reduction requests on the 113 eligible cases showing $0 reductions.
Watch Item: Action rate of 9.9% with 84% fake progress suggests workflow breakdown, not capacity issue — monitor for task completion vs. task initiation patterns and potential training needs on basic CM protocols.
PR
Princess Robinson
Strategic Focus Directive
Primary Focus: Clear the bills/records collection bottleneck that's blocking 67% of your fake progress cases
Action Items:
1Complete all 17 missing policy limits by Friday 3/28 — this directly impacts which cases need 45-Day Payday treatment vs. full build-out
2Request bills/records for 20 cases per day through Thursday 3/27 (target the 12 $0 billed cases first, then work the 82 records-needed backlog)
3Upload and properly categorize all received medical documentation to individual Filevine entries (not download folder) — tackle the 94-item upload backlog
4Escalate the 21 over-policy cases to leadership for immediate policy limit tendering strategy — these represent stuck revenue
Watch Item: Zero bills requested and zero records requested since 3/24 despite having the cleanest case organization in the firm — this suggests a process breakdown rather than capability issue that needs immediate investigation.
HM
Hewitt Mesfin
Strategic Focus Directive
Primary Focus: Break the task completion bottleneck — 59 of 81 cases have zero activity and critical documents are at 0% completion rate
Action Items:
1Complete 25 overdue records requests by Friday 3/28 — prioritize the 20 Treatment (Evaluations) cases first, then Settlement phase cases. Use Filevine fax function and CC project emails on ALL requests.
2Clear missing policy limits on 15 cases by Monday 3/31 — target the 24 over-policy cases first since these need immediate tender strategy. Call carriers directly, don't rely on adjusters volunteering information.
3Upload outstanding bills/records for 20 cases this week — focus on cases with recent provider responses. Attach to individual medical entries with proper naming, not bulk download folder.
4Escalate 3 highest-value stalled cases to leadership by Wednesday 3/26 — identify cases where you've hit a treatment or settlement wall and need strategic direction.
Watch Item: Zero-action rate is critical at 73% — Hewitt needs immediate coaching on task prioritization and completion accountability to prevent caseload reassignment.
AS
Allanah Spirit
Strategic Focus Directive
Primary Focus: Execute zero-tolerance fake progress elimination across all 64 flagged cases while maintaining your top-tier case advancement rate.
1Bills/Records Sprint - Complete outstanding requests for all 19 cases needing bills and prioritize the 23 Treatment (Evaluations) cases for records requests. Target: 15 bills requested and 30 records requested by Friday.
2Policy Limits Verification - Complete policy limit research on all 24 missing coverage cases using declaration documents only (remember your $250K/$25K learning moment). Document findings in Filevine with CC to project email.
3SLA Recovery Action - Identify the 15 most actionable cases from your 52 SLA overdue and take concrete advancement steps (MRI follow-ups, demand drafts, adjuster contact). Move at least 5 cases forward by week-end.
4Reduction Pipeline Setup - Route reduction requests through Cyarra for your 14 over-policy cases and any Treatment Complete cases ready for settlement negotiation.
Watch Item: Monitor for rushing errors - your case advancement rate is excellent but slow down on correspondence review to prevent another wrong-case-email incident like the Nadia Hayes/Walden & Adelman situation.
Unassigned Cases
4 need assignment
Unassigned Cases — How This Works
Shawn Taylor’s Filevine account is the default account for all new cases at creation. Any case showing Shawn as the Case Manager is unassigned and needs a CM to claim it.
To claim a case: Open the case in Filevine → go to the Teams tab → make yourself the Primary and Case Manager. Do not leave cases sitting on Shawn’s account.
Goal: Zero cases should remain unassigned for more than 24 hours after creation. Every case needs an owner who takes full accountability from day one.
Why this matters: Unassigned cases receive no CM attention — no client calls, no treatment setup, no records requests, no progress. Every day a case sits here unassigned is a day of missed SLA time.
4
Unassigned Cases
29.0
Avg Age (Weeks)
4
SLA Breached
0
Critical Risk
4
High Risk
29
Oldest (Weeks)
| Client | Phase | Age | Risk | SLA | Health | Coverage | Quick Links |
|---|---|---|---|---|---|---|---|
| Monkey D Luffy | Retained (Documents Signed) | 29w | HIGH | OVERDUE | HIGH RISK | $100,000 | Claim Intake Activity Litigation Docs Email |
| Monkey D Luffy | Retained (Documents Signed) | 29w | HIGH | OVERDUE | HIGH RISK | $100,000 | Claim Intake Activity Litigation Docs Email |
| Monkey D Luffy | Retained (Documents Signed) | 29w | HIGH | OVERDUE | HIGH RISK | $100,000 | Claim Intake Activity Litigation Docs Email |
| Monkey D Luffy | Retained (Documents Signed) | 29w | HIGH | OVERDUE | HIGH RISK | $100,000 | Claim Intake Activity Litigation Docs Email |
Assignment Intelligence
AI Routing4 cases to assign
◆ AI Assignment Recommendations
Based on current CM caseloads, Delta scores, case complexity, coverage values, and SLA status. Recommendations auto-update with each data refresh.
▸ CASE ASSIGNMENT RECOMMENDATIONS
Case 1: Monkey D Luffy
- Recommended CM: Hewitt Mesfin
- Priority: IMMEDIATE
- Reasoning: Hewitt has the lowest caseload (56 cases) and highest Delta score (55.0) among available CMs. Her experience with high-coverage cases ($240K over-policy case) makes her suitable for this $100K case. She has only 2 critical cases, giving her capacity for this high-risk assignment.
- Escalation: CC Cyarra and JR immediately due to SLA overdue status and high-risk health classification.
Case 2: Monkey D Luffy
- Recommended CM: Allanah Spirit
- Priority: IMMEDIATE
- Reasoning: Second-lowest caseload (64 cases) with solid Delta performance (51.4). Despite being on WATCH status, she's the strongest CM performer with most on-track cases and fewest stale. Her 3 critical cases vs Hewitt's 2 is manageable for load balancing.
- Escalation: CC Cyarra and JR immediately due to SLA overdue status and high-risk health classification.
Case 3: Monkey D Luffy
- Recommended CM: Princess Robinson
- Priority: IMMEDIATE
- Reasoning: Third-lowest caseload (68 cases) with highest Delta score (55.8). As Junior Paralegal with leadership responsibilities and highest healthy case rate, she can handle complex cases effectively. Her organizational skills are critical for these 29-week aged cases needing immediate attention.
- Escalation: CC Cyarra and JR immediately due to SLA overdue status and high-risk health classification.
Case 4: Monkey D Luffy
- Recommended CM: Hewitt Mesfin (second assignment)
- Priority: IMMEDIATE
- Reasoning: Even with two assignments, Hewitt would have 58 total cases - still the lowest load. Her high Delta score (55.0) and proven ability with high-coverage cases justifies the double assignment over moving to overloaded CMs like Cyarra (93 cases) or Alexis (123 cases).
- Escalation: CC Cyarra and JR immediately due to SLA overdue status and high-risk health classification.
CRITICAL NOTES:
- All cases require immediate MRI ordering per firm directive (within first week)
- 29-week age makes these extremely urgent for the 45-Day Payday mandate
- $100K coverage qualifies for high-policy protocols
- SLA overdue status triggers automatic escalation requirements
Proper Handoff Process
6-step workflow
!
New Case Created — Lands on Shawn’s Account
A new case is created in Filevine. It automatically goes to Shawn Taylor’s default account. This case has no real owner yet. No one is watching it. SLA clock starts immediately.
1
Claim the Case (Within 24 Hours)
Open the case in Filevine → Teams tab
Set yourself as Primary and Case Manager
Verify the case is now in your book on the dashboard
Target: 0 cases unassigned for > 24 hours
2
Full File Review (First 2 Hours)
Read all intake notes — understand the accident, injuries, client situation
Check Date of Loss, Case Type, Client State
Verify 1P/3P Coverage is documented (flag if missing)
Check for any existing provider info or medical records
Review Phase — is it correct for where this case actually stands?
3
Client Introduction Call (Within 48 Hours)
Introduce yourself as their new case manager
Confirm client contact info, preferred communication method
Invite client to the Client Portal in Filevine
Set expectations: what happens next, how often you’ll check in
Ask about current treatment status — are they already seeing providers?
4
Update Filevine (Same Day as Claim)
Update Phase to match actual case status
Fill in any empty fields: coverage, DOL, case type, treatment dates
CC the project email on all communications
Add a detailed note with your initial assessment of the case
Upload any missing documents
Standard: No empty fields. No undocumented decisions.
5
Build the Action Plan (First 72 Hours)
Request records from existing providers (ER, PCP, specialists)
Request bills from any providers who have already treated
Schedule or confirm upcoming treatment appointments
If treatment is complete → begin pre-demand checklist
Set follow-up reminders in Filevine for next client check-in
Use #ops tags if you need strategy guidance or escalation
✓
Handoff Complete — Case Fully Owned
Case shows under your name on the Operations Hub
All Filevine fields populated — no fake progress flags
Client has been contacted and knows you by name
Active treatment plan or demand pipeline in motion
Dashboard Delta score reflects this case in your book
Result: No missed SLA time. No orphaned client. Full accountability from day one.
What happens if a case stays unassigned: Every day on Shawn’s account is a day with no client calls, no treatment progress, no records requests, and no provider coordination. The SLA clock doesn’t pause. The client doesn’t know who their case manager is. This is the #1 preventable cause of stale cases and poor client experience. Claim it. Own it. Move it.
Filevine Quick Reference
Deep links by section
Click any badge below to jump directly to that section inside a case. The links point to the test project — just swap the project number in the URL for any case.
Accountability Tracker — Since March 24, 2026
Firm-WideCM To-Do Feed ↗
Accountability Tracker
This section tracks 20+ operational metrics against a pinned baseline date (March 24, 2026). Every number shows the current value vs. baseline with a delta arrow showing whether the metric improved or declined.
What's tracked: Active cases · Critical/High Risk/Healthy counts · Fake progress cases · SLA overdue · Missing coverage · Bills on file · Average case age · Demand pipeline counts · and more.
How to use: Green arrows = improvement since baseline. Red arrows = regression. Use this to track week-over-week progress across the firm — are we getting healthier or sliding backward?
Baseline pins: The baseline date is pinned to a specific data snapshot. When you want to reset (e.g. after a major push or ops meeting), Ashton updates the baseline in the system to create a new accountability starting point.
ACCT
Accountability Tracker — Since March 24, 2026
Shows what each CM has changed or fixed since the last ops meeting. Metrics show value / total needing action. Cases with zero movement are flagged.
Cyarra Walters
147 cases · 147 active · 93 SLA overdue · 52 fake progress
1.4%
Action Rate
ACTION REQUIRED
Core Activity
0
Phase
Advances
Advances
0/ 10
Bills Req
/ Needed
/ Needed
0/ 121
Records Req
/ Needed
/ Needed
0/ 144
Reductions
/ Eligible
/ Eligible
1/ 21
Tasks
Done
Done
Uploads & Data Fixes
0/ 131
Bills/Recs
Uploaded
Uploaded
0/ 54
Policy Limits
Completed
Completed
0
Ops
Escalations
Escalations
1
Archived /
Moved
Moved
136/ 147
Zero-Action
Cases
Cases
$0 Amounts Remaining (Lower = Better)
10/ 147
$0 Bills
142/ 147
$0 Reductions
95/ 147
$0 Expenses
141/ 147
$0 Settlements
108/ 147
$0 Liens
🔴 136 of 147 active cases show ZERO movement
🔴 0 reduction requests — 144 cases eligible
🔴 0 bills/records requested — collection stalled
🔴 54 cases missing policy limits (37%)
🟠 52 cases flagged as fake progress (35%)
🟠 54 cases over policy limits
Alexis Gorman
141 cases · 141 active · 77 SLA overdue · 119 fake progress
9.9%
Action Rate
ACTION REQUIRED
Core Activity
9
Phase
Advances
Advances
0/ 57
Bills Req
/ Needed
/ Needed
0/ 140
Records Req
/ Needed
/ Needed
0/ 113
Reductions
/ Eligible
/ Eligible
5/ 75
Tasks
Done
Done
Uploads & Data Fixes
0/ 197
Bills/Recs
Uploaded
Uploaded
0/ 79
Policy Limits
Completed
Completed
0
Ops
Escalations
Escalations
0
Archived /
Moved
Moved
91/ 141
Zero-Action
Cases
Cases
$0 Amounts Remaining (Lower = Better)
57/ 141
$0 Bills
140/ 141
$0 Reductions
94/ 141
$0 Expenses
141/ 141
$0 Settlements
125/ 141
$0 Liens
🔴 91 of 141 active cases show ZERO movement
🔴 0 reduction requests — 113 cases eligible
🔴 0 bills/records requested — collection stalled
🔴 79 cases missing policy limits (56%)
🟠 119 cases flagged as fake progress (84%)
🟠 39 cases over policy limits
Princess Robinson
85 cases · 85 active · 51 SLA overdue · 67 fake progress
34.1%
Action Rate
DEVELOPING
Core Activity
12
Phase
Advances
Advances
0/ 12
Bills Req
/ Needed
/ Needed
0/ 82
Records Req
/ Needed
/ Needed
1/ 83
Reductions
/ Eligible
/ Eligible
8/ 47
Tasks
Done
Done
Uploads & Data Fixes
0/ 94
Bills/Recs
Uploaded
Uploaded
0/ 17
Policy Limits
Completed
Completed
0
Ops
Escalations
Escalations
8
Archived /
Moved
Moved
56/ 85
Zero-Action
Cases
Cases
$0 Amounts Remaining (Lower = Better)
12/ 85
$0 Bills
81/ 85
$0 Reductions
57/ 85
$0 Expenses
84/ 85
$0 Settlements
69/ 85
$0 Liens
🔴 56 of 85 active cases show ZERO movement
🔴 0 bills/records requested — collection stalled
🟠 67 cases flagged as fake progress (79%)
🟠 21 cases over policy limits
Hewitt Mesfin
81 cases · 81 active · 42 SLA overdue · 53 fake progress
43.2%
Action Rate
DEVELOPING
Core Activity
13
Phase
Advances
Advances
0/ 16
Bills Req
/ Needed
/ Needed
0/ 80
Records Req
/ Needed
/ Needed
0/ 76
Reductions
/ Eligible
/ Eligible
16/ 57
Tasks
Done
Done
Uploads & Data Fixes
0/ 96
Bills/Recs
Uploaded
Uploaded
0/ 29
Policy Limits
Completed
Completed
0
Ops
Escalations
Escalations
6
Archived /
Moved
Moved
59/ 81
Zero-Action
Cases
Cases
$0 Amounts Remaining (Lower = Better)
16/ 81
$0 Bills
79/ 81
$0 Reductions
68/ 81
$0 Expenses
81/ 81
$0 Settlements
70/ 81
$0 Liens
🔴 59 of 81 active cases show ZERO movement
🔴 0 reduction requests — 76 cases eligible
🔴 0 bills/records requested — collection stalled
🔴 29 cases missing policy limits (36%)
🟠 53 cases flagged as fake progress (65%)
🟠 24 cases over policy limits
Allanah Spirit
73 cases · 73 active · 52 SLA overdue · 64 fake progress
60.3%
Action Rate
PERFORMING
Core Activity
7
Phase
Advances
Advances
0/ 19
Bills Req
/ Needed
/ Needed
0/ 59
Records Req
/ Needed
/ Needed
0/ 70
Reductions
/ Eligible
/ Eligible
37/ 65
Tasks
Done
Done
Uploads & Data Fixes
0/ 78
Bills/Recs
Uploaded
Uploaded
0/ 24
Policy Limits
Completed
Completed
0
Ops
Escalations
Escalations
0
Archived /
Moved
Moved
42/ 73
Zero-Action
Cases
Cases
$0 Amounts Remaining (Lower = Better)
19/ 73
$0 Bills
73/ 73
$0 Reductions
54/ 73
$0 Expenses
72/ 73
$0 Settlements
67/ 73
$0 Liens
🔴 42 of 73 active cases show ZERO movement
🔴 0 reduction requests — 70 cases eligible
🔴 0 bills/records requested — collection stalled
🔴 24 cases missing policy limits (33%)
🟠 64 cases flagged as fake progress (88%)
🟠 14 cases over policy limits
Provider Scorecard — Reduction Performance
Provider Scorecard — Reduction Performance
What this measures: The percentage of total billed amounts that have been reduced through write-offs or negotiated reductions with medical providers. The firm target is 70% reduction rate.
Top Reduction Partners = providers consistently giving us the best reductions. Low Reduction / Needs Negotiation = providers where we're paying too much — these are the biggest opportunities to save money for clients.
How to use: Flag low-reduction providers to Cyarra or Operations for negotiation. When a provider consistently bills high with low reductions, escalate for a reduction request or relationship conversation. Track providers with 3+ cases for meaningful data.
CMs: Your role is to get bills requested early and often. You can't reduce what you don't have. Get bills from providers as soon as treatment completes. Actual negotiations, write-off approvals, and lien resolution are handled by leadership.
Top Reduction Partners
Emory Orthopedics & Spine Center
100% reduction ·
3 cases · $30,165 reduced
Piedmont Eastside
58% reduction ·
3 cases · $7,819 reduced
Northside Radiology Associates
55% reduction ·
3 cases · $549 reduced
Coweta Emergency Group LLC
41% reduction ·
4 cases · $2,648 reduced
Piedmont ED Professional
35% reduction ·
4 cases · $337 reduced
Low Reduction — Needs Negotiation
100% Chiro
0% reduction ·
3 cases · $9,367 billed ·
70% below 70% target
100% Chiropractic
0% reduction ·
3 cases · $17,100 billed ·
70% below 70% target
AICA Orthopedics
0% reduction ·
47 cases · $553,092 billed ·
70% below 70% target
AMERA IMAGING GEORGIA LLC
0% reduction ·
9 cases · $27,950 billed ·
70% below 70% target
Adjust Atlanta
0% reduction ·
13 cases · $74,385 billed ·
70% below 70% target
136
Multi-Case Providers
1
At or Above 70%
135
Below 70% Target
3%
Avg Reduction Rate
Intake & Client Conversion
542 total intakes47 this month
Intake & Client Conversion
Tracks new case creation month-over-month against the firm's goal of 40 new clients per month. Conversion rate measures how many intakes advance past Lead to Retained or active treatment.
Why it matters: Intake volume drives caseload growth. The conversion rate tells you whether intakes are actually becoming real cases — a high intake number with low conversion means the intake process or initial consultations need attention.
How to use: Compare monthly volumes against the 40/month goal. If below goal, coordinate with Marketing (Tawana) on campaigns. Monitor conversion rate — anything below 80% means too many intakes are stalling in Lead or getting referred out.
New markets: Chicago (April 2026) and Charlotte (July 2026) should add incremental volume. Track their office-level intakes separately to measure market launch success.
47
Mar 2026 Intakes · Partial Month
+7 above goal
34
Feb 2026 · Full Month
6 short of goal
37
Q1 2026 Monthly Avg · Jan–Mar
Goal: 40/month
84%
Avg Conversion Rate · Q1 2026
Lead → Retained or active
Monthly Intake Volume vs. 40/Month Goal — Oct 2025 to Mar 2026
* Mar 2026 is a partial month. Dashed bar indicates in-progress data.
Month-by-Month Intake Breakdown
| Month | Total Intakes | vs. Goal | Advanced to Retained+ | Still in Lead | Referred Out | Conversion Rate |
|---|---|---|---|---|---|---|
| Oct 2025 | 31 | -9 | 31 | 0 | 0 | 100% |
| Nov 2025 | 24 | -16 | 24 | 0 | 0 | 100% |
| Dec 2025 | 25 | -15 | 24 | 0 | 1 | 96% |
| Jan 2026 | 31 | -9 | 28 | 3 | 0 | 90% |
| Feb 2026 | 34 | -6 | 27 | 6 | 1 | 79% |
| Mar 2026 | 47 | +7 | 39 | 8 | 0 | 83% |
542
Total Intakes
47
This Month
505
Atlanta, GA
42 this month
35
Houston, TX
5 this month
0
New Orleans, LA
0 this month
0
Chicago, IL
0 this month
0
Charlotte, NC
0 this month
Monthly Intake by Office
| Month | Total | Atlanta, GA | Houston, TX | New Orleans, LA | Chicago, IL | Charlotte, NC |
|---|---|---|---|---|---|---|
| Mar 2026 | 47 | 42 | 5 | 0 | 0 | 0 |
| Feb 2026 | 34 | 29 | 5 | 0 | 0 | 0 |
| Jan 2026 | 31 | 25 | 6 | 0 | 0 | 0 |
| Dec 2025 | 25 | 24 | 1 | 0 | 0 | 0 |
| Nov 2025 | 24 | 20 | 4 | 0 | 0 | 0 |
| Oct 2025 | 31 | 28 | 3 | 0 | 0 | 0 |
Intakes by Person
| Intaker | All-Time | This Month | % |
|---|---|---|---|
| Cyarra Walters | 414 | 29 | |
| Princess Robinson | 26 | 4 | |
| Operations | 23 | 2 | |
| Hewitt Mesfin | 18 | 6 | |
| Royel Moon | 14 | 5 | |
| Alexis Gorman | 10 | 1 | |
| Allanah Spirit | 6 | 0 |
MRI Completion Tracker — Days from Intake to Treatment Start
46.2% within 7 days27.1d avg133 missing tx start
MRI Completion Tracker
Measures days from client intake to treatment start. The goal is to get every new client into treatment as quickly as possible — ideally within 7 days of intake. Delays here slow down the entire case lifecycle and push back the 45-Day Payday and 90-Day Quick Turn targets.
Longest Time to Treatment Start: The table shows the 20 worst cases by days-to-treatment. These are cases where clients waited the longest to begin treatment after signing up.
Cases Missing Treatment Start: Cases in early phases (Retained, Treatment, Pre-Lit) that still have no treatment start date recorded in Filevine. These are the real concerns — either treatment hasn't started or the date wasn't entered.
How to use: CMs should check their cases in the missing treatment start table daily. Enter treatment start dates as soon as the client begins treatment. If a client hasn't started treatment after 7 days, call the provider and the client to schedule.
Impact on Delta: Cases without treatment start dates can't progress through the pipeline cleanly and drag down Health and SLA scores.
145
With Treatment Start
46.2%
Within 7 Days
27.1d
Avg Days to Treatment
133
No Treatment Start Yet
In pre-treatment phases
Longest Time to Treatment Start (Top 20)
| Case | CM | Phase | Intake | Tx Start | Days | Status | Links |
|---|---|---|---|---|---|---|---|
| Cyarra Walters | Litigation | 07/26 | 10/27 | 457d | 🔴 | MedicalActivityDocsEmail | |
| Hewitt Mesfin | Treatment (Evaluations) | 12/27 | 12/22 | 359d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Litigation | 10/03 | 09/03 | 335d | 🔴 | MedicalActivityDocsEmail | |
| Princess Robinson | Treatment (Evaluations) | 09/08 | 03/03 | 175d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Demand Drafted | 08/23 | 01/27 | 156d | 🔴 | MedicalActivityDocsEmail | |
| Alexis Gorman | Liability Negotiation | 06/23 | 10/07 | 105d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 07/16 | 10/23 | 98d | 🔴 | MedicalActivityDocsEmail | |
| Alexis Gorman | Treatment (Evaluations) | 10/21 | 01/27 | 97d | 🔴 | MedicalActivityDocsEmail | |
| Allanah Spirit | Treatment (Injections / PM) | 10/12 | 01/16 | 95d | 🔴 | MedicalActivityDocsEmail | |
| Alexis Gorman | Treatment (Injections / PM) | 08/12 | 11/14 | 93d | 🔴 | MedicalActivityDocsEmail | |
| Hewitt Mesfin | Treatment (Injections / PM) | 06/21 | 09/22 | 92d | 🔴 | MedicalActivityDocsEmail | |
| Alexis Gorman | Liability Negotiation | 01/27 | 04/22 | 84d | 🔴 | MedicalActivityDocsEmail | |
| Hewitt Mesfin | Treatment (Injections / PM) | 10/02 | 12/24 | 82d | 🔴 | MedicalActivityDocsEmail | |
| Allanah Spirit | Treatment (Evaluations) | 12/02 | 02/14 | 73d | 🔴 | MedicalActivityDocsEmail | |
| Hewitt Mesfin | Demand Drafted | 04/30 | 07/08 | 68d | 🔴 | MedicalActivityDocsEmail | |
| Allanah Spirit | Demand Drafted | 08/18 | 10/24 | 66d | 🔴 | MedicalActivityDocsEmail | |
| Alexis Gorman | Demand Drafted | 11/03 | 01/05 | 62d | 🔴 | MedicalActivityDocsEmail | |
| Allanah Spirit | Demand Drafted | 10/07 | 12/04 | 57d | 🔴 | MedicalActivityDocsEmail | |
| Princess Robinson | Litigation | 09/02 | 10/27 | 54d | 🔴 | MedicalActivityDocsEmail | |
| Princess Robinson | Demand Drafted | 09/08 | 10/28 | 49d | 🔴 | MedicalActivityDocsEmail |
Cases Missing Treatment Start (133 in pre-treatment phases)
| Case | CM | Phase | Intake Date | Days Since Intake | Flag | Links |
|---|---|---|---|---|---|---|
| Cyarra Walters | Treatment Complete | 10/23 | 886d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 03/08 | 749d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 03/08 | 749d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment Complete | 04/30 | 696d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 05/09 | 687d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 08/19 | 585d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 08/26 | 578d | 🔴 | MedicalActivityDocsEmail | |
| Allanah Spirit | Treatment Complete | 10/31 | 512d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 12/03 | 479d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 12/03 | 479d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Treatment (MRI Review) | 12/16 | 466d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Retained (Documents Signed) | 12/27 | 455d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Pre-Lit | 02/02 | 418d | 🔴 | MedicalActivityDocsEmail | |
| Princess Robinson | Pre-Lit | 02/02 | 418d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Retained (Documents Signed) | 02/24 | 396d | 🔴 | MedicalActivityDocsEmail | |
| Hewitt Mesfin | Treatment (Evaluations) | 04/15 | 346d | 🔴 | MedicalActivityDocsEmail | |
| Hewitt Mesfin | Treatment (Evaluations) | 05/05 | 326d | 🔴 | MedicalActivityDocsEmail | |
| Cyarra Walters | Retained (Documents Signed) | 05/27 | 304d | 🔴 | MedicalActivityDocsEmail | |
| — | Lead (Intake) | 06/21 | 279d | 🔴 | MedicalActivityDocsEmail | |
| — | Lead (Intake) | 06/21 | 279d | 🔴 | MedicalActivityDocsEmail | |
| 113 more not shown | ||||||
Marketing & Growth
4 active4 planned
Marketing & Growth
Tracks Tawana Carter's marketing initiatives — active campaigns, planned events, growth goals, and commitments others owe to the marketing team. All data is sourced from commitments.json.
Announcements: Recent marketing updates and news shared with the team. Goals & Initiatives: Active and planned campaigns with status tracking and deadlines. Commitments Owed: Items that other team members promised to marketing — these need follow-up.
How to use: Check active goals for campaign status. If you see a commitment assigned to you in the "Owed" section, make sure it's getting done. Marketing drives intakes — if intake numbers are dropping, check here first to see if campaigns are stalled.
Events: Provider mixers, community events, and new market launches are tracked here. Lead times are critical — most events need 4-6 weeks of prep.
TC
Tawana Carter
Marketing & Growth Director
4 Active · 4 Planned
Recent Announcements
2026-03-24: Commercial shoot completed (green screen + courtroom) — targeting NO + Houston zip codes
2026-03-22: Women's History Month event (Atlanta) — successful; noted: team arrived late to set up
2026-03-24: Juneteenth event rejected (traffic/congestion) — alternative format TBD at next ops meeting
Goals & Initiatives
Launch Chicago marketIn Progress
Launch Charlotte marketPlanned
Activate Sean as New Orleans content ambassadorIn Progress
Weekly content calendar published across all marketsIn Progress
Hire full-time New Orleans resident staffIn Progress
Houston medical provider event + social eventPlanned
Mother's Day event activation (New Orleans)Planned
Father's Day event (~50 invitees)Planned
Commitments Owed to Tawana
Ashton: Design new billboard using photoshoot photosOpen
Ashton: New artwork for 85N billboardOpen
Ashton: Add community affiliates/blog section + event sign-up page to websiteOpen
Ashton: Merge individual headshots into group photo for client portal 'Meet Your Team'Open
Ashton: Set up automated text of JR intro video when client signs in FilevineOpen
JR: Secure bigger Houston office spaceIn Progress
JR: Explore local TV station daytime segment opportunityOpen
Updated from commitments.json · Last: 2026-03-25
Directives & Commitments
2 mandates4 open items (JR)
Directives & Commitments
This section tracks standing mandates, meeting commitments, ClickUp tasks, and expectations for leadership, Princess, and the CM team. Use the filter buttons above to focus on one person or view all at once.
JR's Mandates: Firm-wide directives from JR (e.g. 45-Day Payday, 90-Day Quick Turn). These are always-on priorities. Commitments: Specific items someone promised to do — tracked with status (Open, In Progress, Done). Expectations: Ongoing performance standards JR has set.
Ashton: Tracks ClickUp tasks from Q2 Ops Action Items + Long-Term Goals, plus meeting commitments. Cyarra & Royel: Directives and active tasks specific to their roles. Princess: Junior Paralegal directives and leadership responsibilities. Case Managers: Shared expectations for all CMs.
How to use: Before each ops meeting, check open commitments to see what's overdue. After meetings, new commitments are added to commitments.json and show up here automatically.
Accountability: If a commitment stays "Open" for more than a week without progress, it needs to be escalated or renegotiated. Don't let items sit — update status or flag blockers.
JR
JR
Founder & Managing Attorney
2 Mandates · 4 Open · 5 Expectations
Standing Mandates
45-Day Payday: State-minimum policy cases (~$25K) settled within 45 days of signCRITICAL
90-Day Quick Turn: Mid-value cases ($50K–$100K) settled within 90 days of signCRITICAL
JR's Commitments
Work with Cyarra to clear 50 cases this weekOpen
Secure bigger Houston office by May 1In Progress
Explore TV station daytime segmentOpen
Identify 401K partner for employee benefitsOpen
Expectations of Staff
Alexis Gorman: All demands $25K+ go through Princess/Cyarra review before sending
Royel Moon: Weekly MRI accountability review with CMs
All Staff: All client escalations must CC JR + Cyarra via email
Ashton: Share dashboard before each ops meeting going forward
Royel Moon: Use dashboard data for Wednesday meeting MRI/records/policy limits agenda
Updated from commitments.json · Last: 2026-03-25
AR
Ashton Rongabriel
National Head of Operations
9 Urgent · 11 High · 6 Commitments
Immediate Actions
Triage Cyarra's caseload — redistribute 50+ casesURGENT
Blitz 71 Settlement Disbursement cases — unstick revenueURGENT
Fix 18 assignment mismatches in FilevineURGENT
Review top 10 over-policy exposure cases ($2.73M total)URGENT
Fix ATL office desk phones — get Ethernet switch photoHIGH
Help clear MRI scheduling backlog (with Royel & Princess)URGENT
85N billboard artworkURGENT
Design new billboard using photoshoot photosURGENT
Make request for policy limits disclosures in OutlawHIGH
Short-Term (30 Days)
Build MRI completion alert — support 45-Day PaydayURGENT
Coordinate with Royel on weekly CM goals workflow + phase trigger backfillHIGH
Populate provider performance tier with correct dataHIGH
Communicate bandwidth limits — demand queue management processHIGH
Update website with new team headshotsNORMAL
Institute weekly data entry day — clear 1,437 provider date gapsHIGH
Audit MRI Review pipeline — 39 cases avg 68 weeks stuckHIGH
Launch Bills & Records request campaign — 90% not requestedHIGH
Add per-CM financial performance view to ops dashboardHIGH
Share ops dashboard before each ops meetingNORMAL
Merge headshots into group team photo for client portalNORMAL
Add community affiliates & event sign-up page to websiteHIGH
Set up automated text: JR intro video on Filevine project creationHIGH
CM-Specific
Cyarra 1:1 performance review & caseload triageURGENT
Strategic (90 Days)
Establish caseload caps per CM (80-100 max)NORMAL
Upgrade New Orleans office cameraNORMAL
Meeting Commitments
Design new billboard using photoshoot photosOpen
85N billboard artworkOpen
Add community affiliates/blog + event sign-up page to websiteOpen
Merge headshots into group team photo for client portalOpen
Set up automated text of JR intro video on Filevine signOpen
Share dashboard before each ops meetingActive
What I Want My Team to Know
I built this dashboard system because I believe in every person on this team and your ability to grow in your roles. The tools you have in front of you are designed to remove friction, surface the information you need, and give you the metrics to back up your work — so you can shatter expectations, not just meet them. This is above all else a tool for growth: for you, for the team, and for the business.
We are entering an era of less excuses and more accountability. It is time to buckle down and operate as an elite firm with more attention to detail. The data is transparent now. The gaps are visible. That means we fix them — together.
What “no more” looks like:
- No more empty fields on Filevine when they should be filled — every intake, every phase, every time
- No more forgetting to CC project emails — communication is documentation
- No more being careless with liens, expenses, and settlement information — accuracy protects the client and the firm
- No more forgetting to update phases, upload bills, records, and reductions — track everything in Filevine
- No more skipping areas on intakes for the sake of going fast or being lazy — follow the directions, be thorough
What “more” looks like:
- More detailed notes and proper escalations — use the #ops tags on projects to surface your issues and get detailed solutions
- More use of Filevine’s tools — fax from Filevine, send texts from Filevine, always invite the client to the Client Portal
- More detailed intakes — complete every section, follow the process, don’t cut corners
- More attention to your dashboard — your Today tab tells you exactly what to work on, your Data Cleanup tab tells you exactly what to fix, your Playbook tells you exactly how to handle it
- More problem solving — when you see a gap, close it. When you see a flag, act on it
And close the browser tabs you’re not using so your computers can breathe.
I believe in you. The tools are here. The data is clear. From here it’s all about effort and problem solving. Let’s go.
Your Dashboards at a Glance:
Operations Hub (this page) — Firm health in one number. CM Leaderboard. Mandate trackers. Pipeline breakdown. Intakes. Accountability.
Your CM Dashboard — Your priority queue for today. Data cleanup flags. Revenue gaps. Critical risk cases. Your commitments. Step-by-step playbook.
Leadership Dashboards — Cross-CM comparison. AI strategic focus per CM. Fix Today across all books. Ops Intel firm-wide.
Every number on every board traces back to a specific case. If you see it flagged, you can fix it.
Synced from ClickUp + meeting notes · Last: 2026-03-25
CW
Cyarra Walters
Office Manager
2 Urgent · 4 Active
Context: Carries 3 hats: CM + Office Manager + EA to JR. Avg case age 80+ weeks. Zero on-track cases. Recommended: reduce CM book to 40-60 and position as pod lead/CM manager.
Directives
Work with JR to clear 50 cases this weekOPEN
Review all demands $25K+ from Alexis before sendingACTIVE
CC JR + Cyarra on all client escalation emailsACTIVE
Caseload triage — target reduction from 93 to 40-60 casesOPEN
Updated from commitments.json · Last: 2026-03-25
RM
Royel Moon
Senior Paralegal
4 Active
Context: Demand pipeline owner. Manages Wednesday meetings. Key role in MRI accountability and case progression tracking.
Directives
Weekly MRI accountability review with all CMsACTIVE
Use dashboard data for Wednesday meeting MRI/records/policy limits agendaACTIVE
Coordinate with Ashton on weekly CM goals workflow + phase trigger backfillOPEN
Escalation path: CM → Royel → JR for MRI scheduling issuesACTIVE
Updated from commitments.json · Last: 2026-03-25
PR
Princess Robinson
Junior Paralegal · Leadership Council
Promoted
Context: Recently promoted from CM to Junior Paralegal with leadership responsibilities. Highest healthy case rate among all CMs. Part of the leadership council. Phase 1 team lead alongside Cyarra.
Role & Expectations
Junior Paralegal duties: Support demand pipeline, settlement coordination, and case progression for cases entering paralegal phases. Learn from Royel on demand drafting and negotiation workflows.ACTIVE
Leadership council member: Participate in leadership decisions, help set standards for CM team, and model operational excellence. Your performance sets the bar for what a well-run book looks like.ACTIVE
Phase 1 Team Lead: Co-lead with Cyarra. Help oversee pod workflow and hold CMs accountable on data entry, phase updates, and SLA compliance.ACTIVE
Performance Notes (from Ops Data)
Top Delta performer: Delta 55.8 — highest among all CMs. Highest healthy case rate. Only 2 stale cases. This is the standard.STRENGTH
Organization: Consistently cleanest book — fewest data flags, lowest stale count, strong activity patterns. Proof that attention to detail drives Delta scores.STRENGTH
Growth area: As you take on paralegal responsibilities, maintain the same discipline on your CM cases. Don’t let the new role cause your book to slip — lead by example.ACTIVE
From meeting notes + ops data · March 2026
CM
All Case Managers
Alexis Gorman · Hewitt Mesfin · Allanah Spirit
Team Standards
Note on case assignments: Shawn Taylor’s Filevine account is now the default for all new cases at creation. If a case shows Shawn as the CM, it is unassigned and needs a case manager to claim it by making themselves the Primary and Case Manager in the Teams tab on Filevine. Do not leave cases sitting on Shawn’s account.
Filevine Compliance — Non-Negotiable
CC project emails on ALL case correspondence — reduction requests, adjuster outreach, bills, records. This auto-attaches to Filevine. No exceptions.REQUIRED
Update phases immediately when a case moves — do not leave cases sitting in the wrong phase. The dashboard tracks your pipeline from this data.REQUIRED
Upload all bills, records, and reductions to the correct case in Filevine. Track lien information, expenses, and settlement details with precision — careless data here costs the firm and the client.REQUIRED
Complete every field at intake — follow the directions clearly and do not skip areas for the sake of going fast. Thoroughness at intake prevents problems downstream.REQUIRED
Invite every client to the Client Portal on the day they sign. Use Filevine to fax documents and send client texts — keep communication inside the system.REQUIRED
Write detailed notes on every case interaction. “Left voicemail” is not a completed task. Document what happened, what’s next, and when you’re following up.REQUIRED
Using Your Dashboard
Use #ops tags on Filevine notes to escalate issues and get detailed AI solutions. Tags: #ops-strategy, #ops-escalation, #ops-medical, #ops-settlement, #ops-deadline, #ops-billing. Your issue shows up on Ops Intel with analysis and next steps.ACTIVE
Check your Today tab daily — it tells you exactly what to work on, sorted by priority. Your Data Cleanup tab shows exactly what flags to clear. Your Playbook has step-by-step solutions for 15+ scenarios.ACTIVE
Escalate properly — use email with CC to JR and Cyarra for documentation. Route reduction requests and medical payment authorizations through Cyarra exclusively.ACTIVE
Operational Standards
MRI within the first week of intake — this is the #1 blocker for the 45-Day Payday mandate. Follow up after the initial provider appointment. Do not let this slip.MANDATE
Send demands on all three platforms — fax, email, AND carrier platform. “Didn’t receive it” is not an acceptable outcome when you have three delivery methods.MANDATE
Verify policy limits from written declarations — never trust verbal statements from adjusters. Read the actual policy documents.MANDATE
Close the browser tabs you’re not using so your computers can breathe. Seriously.TIP
From operations directives + firm context · March 2026
Dashboard Changelog
20 releases
Dashboard Changelog
Version history for the Operations Hub. Every time new features, fixes, or data improvements are deployed, they're logged here so the team knows what changed and when.
How to use: If something looks different or new on the dashboard, check here first. Major releases get detailed bullet points explaining every change. If you notice a bug or want a feature, tell Ashton — it'll get logged and tracked.
v8.32026-03-27
Unassigned Cases Page + Filevine Quick Links Everywhere + Domo Badges
- NEW: Unassigned Cases page — tracks cases on Shawn Taylor's default FV account that need a CM to claim them
- Unassigned KPIs: total count, avg age, SLA breached, risk breakdown, oldest case, phase distribution
- Case table with Filevine links and Claim action buttons per case
- 6-step Proper Handoff Process visual: claim → file review → client call → FV update → action plan → complete
- Color-coded handoff flow with checkboxes and warning panel for consequences of unassigned cases
- Sidebar + mobile nav updated with Unassigned Cases link
- Falls back to Operations CM (test cases) when no Shawn Taylor data present yet
- Purple Domo dataset link badges on Provider Scorecard (4 links), Accountability (CM To-Do Feed), Leadership (Royel Risk Feed)
- Princess Robinson directive section + Case Managers shared directive section + Shawn default account notice
- NEW: Filevine quick link badges on ALL case tables across all dashboards — context-specific presets per section
- Shared fv_quick_links.py module with 12 section-specific link presets (fix_today, attorney, critical, revenue, data_cleanup, settlement, mri, ops_intel, sol, over_policy, litigation, default)
- Index page: MRI Tracker tables (both longest-to-treatment and missing treatment start) now have quick link badges
- Index page: Ops Intel assessment cards now have quick link badges (Activity, Teams, Intake, Email)
- CM dashboards: quick links on Fix Today, Fake Progress, SOL Watch, Over-Policy, Revenue/Bills, case cards
- Leadership dashboards: quick links on SOL Watch, Over-Policy, Settlement, Demand, Litigation, Critical Health tables
- Mailto quick link with project email, CC to Ashton, subject 'Case Escalation - {Client Name}'
- Escalation section: red 'Escalate' badge on each Fix Today item — mailto CCs JR + Ashton, subject includes category tag (e.g. 'Attorney Escalation [SOL CRITICAL] - Client Name')
- Fixed Ops Intel quick links — now properly resolves Filevine URL from enriched case data
- Ops Intel now auto-detects dashboard email escalations — notes with 'Case Escalation' or 'Attorney Escalation [TAG]' subjects surface on Intel with AI analysis
- Email-sourced notes get synthetic tags (#email-escalation, #email-attorney) with distinct badges and colors
- AI analysis prompt is email-aware — identifies source as dashboard escalation and includes category context (e.g. SOL CRITICAL, DEMAND READY)
v8.22026-03-27
Delta Overview Redesign — Formula Hero, Pillar Cards, Mandate Trackers
- Redesigned Delta Overview tab to match standalone Delta dashboard visual style
- Formula hero header: Revenue + Client Happiness / Time = DELTA — centered, color-coded formula bar
- 4-card pillar grid: Delta score (large ring), Revenue/Pipeline Velocity, Client Happiness/Case Health, Time/SLA — each with score, progress bar, 3 detail rows, and weight badge
- Compact weights breakdown: 64px delta ring + 3 progress bars with weights — replaces previous oversized layout
- 3 dynamic insight cards: Strength (green), Watch (amber), Critical (red) — data-driven text from firm metrics
- 2-column mandate trackers: 45-Day Payday ($30K cases) and 90-Day Quick Turn ($50-100K) with progress bars per phase
- CM Delta Leaderboard table: sorted by delta score, shows cases, health, SLA, status badge per CM
- Responsive: grids collapse from 4-col to 2-col on mobile, insight cards stack to 1-col
v8.12026-03-27
Retire Standalone Delta Dashboard — Content Merged to Index
- Retired standalone JRLG_Delta_Dashboard.html — all unique content now lives on the index page
- Added firm-wide Case Pipeline Breakdown by Phase to Delta Overview tab — shows CM-Owned vs Paralegal Team split with stage-grouped phase cards, avg/max weeks, and bottleneck alerts
- Added Intake & Client Conversion section to Intakes tab — KPI cards (this month vs goal, last month, Q1 avg, conversion rate), SVG bar chart with 40/month goal line, and month-by-month table with vs. Goal, Advanced to Retained+, Still in Lead, Referred Out, and Conversion Rate columns
- Deploy script updated to skip retired Delta dashboard file
- Removed 'Open Full Delta Dashboard' link from index — no longer needed
v8.02026-03-27
Index Page — Left Sidebar Navigation & Layout Redesign
- Desktop: left-hand sidebar navigation replaces top tab bar — collapsible with hamburger toggle
- Mobile (under 900px): horizontal tab bar preserved for space constraints
- Combined 'Leadership' + 'CM Scorecards' into one 'Team Overview' tab
- Combined JR, Ashton, Cyarra, Royel into one 'Directives & Commitments' tab with filter buttons to quickly find each person
- Sidebar organized into groups: Overview, Performance, People — 10 clean nav items instead of 14
- Fixed section headers for Intakes, MRI Tracker, Changelog — now using consistent sec-hdr/sec-title pattern matching Ops Intel
- Ops Intel: flagged note count now displayed as highlighted badge instead of plain text
- Ops Intel: 'since last ops meeting' count badge shows new items since March 24 meeting
- Last ops meeting date auto-detected from Outlook calendar (March 24, 2026)
- Restored section explainer badges — every section now has contextual highlight badges (counts, rates, statuses)
- Badges include: CM count, provider count + avg reduction, intake counts, MRI % within 7 days, mandate count, release count
- Added expandable explainer accordions to all 10 index sections — click 'What is this?' for detailed guidance on what each section does and how to use it effectively
- Explainers cover: Delta scoring, CM scorecards, Ops Intel tagging, accountability tracker, provider reductions, intakes, MRI targets, marketing, directives & commitments, changelog
- Left sidebar navigation rolled out to ALL dashboards — leadership (Cyarra, Royel) and all 5 CM dashboards now use the same collapsible sidebar with SVG icons
- Mobile: horizontal tab bar preserved on all dashboards under 900px — same content, optimized for small screens
- Removed all playful/silly emojis from CM and leadership dashboard UI — replaced with professional text labels and diamond symbols
- Preserved data-matching emojis in CSV comparison logic (required for correct health badge matching)
v7.92026-03-27
Index Page — Tab Navigation (Show/Hide Pages)
- Index page converted from single scrolling page to tabbed show/hide navigation — 14 tab pages
- Clicking a tab now shows only that page content (same pattern as leadership dashboards)
- Pages: Delta Overview, Leadership, Ops Intel, CM Scorecards, Accountability, Providers, Intakes, MRI Tracker, Marketing, JR's Directives, Ashton, Cyarra, Royel, Changelog
- Page loads to Delta Overview by default, scroll resets to top on tab switch
- Accountability metric boxes: improved spacing — value/denominator now reads as '136 / 147' with gap and slightly larger font
v7.82026-03-27
Leadership Delta Score Fix — Phase-Aware Across All Dashboards
- FIXED: Team Health Comparison table on leadership dashboards now uses phase-aware Delta methodology matching CM dashboards
- Revenue pillar scored only on billable-phase CM-owned cases (Treatment Complete+), not all cases
- Health and SLA pillars now exclude paralegal-phase cases from denominator (Settlement, Litigation, Pre-Lit, etc.)
- Firm-level Delta in topbar also updated to phase-aware scoring
- Delta scores now consistent across index page, leadership dashboards, and individual CM dashboards
v7.72026-03-27
AI Strategic Focus Directives — Per-CM Action Plans
- NEW: AI Strategic Focus section — Claude generates per-CM priority directives based on accountability data, caseload health, and firm mandates
- Strategic Focus appears on Index page (all CMs), both Leadership dashboards, and each CM's Ops Intel tab
- Directives include Primary Focus, 3-4 numbered Action Items, and a Watch Item for leadership
- AI prompt references firm mandates (45-Day Payday, fake progress, policy limit tendering) and CM-specific accountability metrics
- File-based JSON cache (strategic_focus_cache.json) — generated once by leadership generator, loaded by CM dashboards without duplicate API calls
- Generator execution order changed: leadership → CM → index (leadership creates cache before CM dashboards need it)
- Cyarra caseload reassignment analysis added to firm_context.txt — 43 paralegal-phase cases identified for immediate reassignment
v7.62026-03-27
Delta Score Fix + Expanded Accountability Tracker
- FIXED: Delta score inconsistency — index page now uses same phase-aware, CM-owned-only methodology as CM dashboards (was including paralegal cases, inflating denominators)
- Index page imports _is_paralegal_phase and _bills_expected from CM dashboard for consistent scoring
- Revenue pillar on index now uses billable-phase denominator (Treatment Complete+) instead of total cases
- Health and SLA pillars on index now exclude paralegal-owned cases from denominator
- Accountability Tracker v2 — massively expanded metrics with value/total context for every metric
- NEW metrics: Bills Requested / Needed, Records Requested / Needed, Reductions / Eligible, Tasks Done / Total
- NEW metrics: Bills & Records Uploaded / Needed, Policy Limits Completed / Missing
- NEW metrics: Ops Escalations (cases with #ops-* note tags), Cases Archived or Moved to Paralegal/Litigation/Settlement
- NEW section: $0 Amounts Remaining — tracks $0 Bills, $0 Reductions, $0 Expenses, $0 Settlements, $0 Liens per CM (lower = better)
- Action rate formula expanded: now includes uploads, policy limit completions, and archived/moved cases
- Tracker now loads Notes.csv to detect #ops-strategy and #ops-escalation tagged notes per CM
- Fixed tracker padding — cards no longer render edge-to-edge in browser
- Accountability baseline pinned to March 24, 2026 (last ops meeting)
v7.52026-03-26
Ops Meeting Intelligence + My Book + AI Enhancements
- Analyzed 7 Ops Meeting transcripts (Dec 2025–Mar 2026) via Microsoft Graph — extracted directives, staffing changes, and operational intelligence
- Enriched firm_context.txt from 51 lines to 150+ lines with treatment critical path, high-policy protocol, litigation strategy, provider relationships, insurance troubleshooting guide, CM performance profiles, and expansion plans
- NEW: MRI Completion Tracker — tracks days from intake to treatment start, flags >7 days, shows top 20 longest delays and cases missing treatment start dates
- NEW: Treatment Velocity Pipeline — avg weeks in phase displayed under each pipeline bar with color coding (green <4w, amber 4-8w, red >8w)
- NEW: Over-Policy Exposure Alerts — flags all cases where medical bills exceed policy limits ($2.28M total exposure across 105 cases), with KPI cards and scrollable detail table
- NEW: Provider Reduction Scorecard — top 5 and bottom 5 providers by reduction rate (aggregated from per-case data), with quick stats row showing providers at/above/below 70% target
- Expanded Cyarra My Book tab — now includes Delta pillar breakdown, case health grid, case age distribution (with 45/90/120-day mandate labels), phase pipeline with SLA data, reduction performance, and SLA/priority summary
- Moved Paralegal Priorities card above Fix Today table on Royel's dashboard for better visibility
- Ops Intel AI Analysis sections now collapsible/expandable (click header to toggle)
- Risk flags in AI Analysis now render as highlighted badge cards with colored left border and background
- AI prompt now includes active commitments from commitments.json — AI can reference CM and leadership commitments in its analysis
- Added 5 new carrier-specific troubleshooting scenarios to Playbook: State Farm press-0 IVR tip, Progressive assigned adjuster protocol, policy limits verification by state, ACH payment tracking, and carrier stonewalling response
- Added Providers and MRI Tracker nav tabs to index page
- NEW: Accountability Tracker — powered by audit_data.csv (483K activity logs back to Oct 2024) + Grand Dataset date fields. Tracks phase advances, bills/records requests, reduction requests, task completions, doc actions, and zero-action cases per CM
- Accountability Tracker on Index page (all CMs side-by-side with action rate bars), Cyarra's Team Health tab, Royel's Firm Overview, and each CM's Overview tab
- Configurable baseline date — defaults to 14 days ago, pin to any ops meeting date via ACCOUNTABILITY_BASELINE in generate_leadership_dashboards_v2.py
- Staffing updates: Dasha Allen removed (no longer with firm); Shawn Taylor updated to content/brand ambassador role in NOLA
v7.42026-03-26
AI Insights Engine — Ops Intel + CM Scorecards
- AI-powered Ops Intel — Claude API analyzes each flagged note with full case context and firm directives (45-Day Payday, 90-Day Quick Turn, SLA tiers)
- AI Assessment, Recommended Actions, and Risk Flags rendered with styled section headers, numbered action badges, and color-coded risk pills
- AI-powered CM Scorecard insights — replaces rule-based insights with detailed, directive-aware analysis for each Case Manager
- AI prompt includes all firm directives so recommendations reference 45-Day Payday, 90-Day Quick Turn, SLA tiers, and fake progress policy
- API call caching — insights generated once per build and shared across all 3 generators (was calling 3x per note before)
- SSL fallback — handles Mac Python 3.9 LibreSSL limitation with urllib fallback
- Fixed Cyarra My Book tab — was showing all zeros due to wrong metric key names (delta vs delta_score, billed vs total_billed)
- Fixed Full Delta Dashboard link on index — was pointing to nonexistent file, now links to JRLG_Delta_Dashboard.html
- Added padding to Intake Tracker section on index page
- Removed redundant 'from the team' text on Ops Intel section header
- Deploy script now shows full generator output for easier debugging
v7.32026-03-26
Ops Intel v1 + Project Cleanup + Navigation
- New Ops Intel feature — Filevine notes tagged with #ops-* surface on all dashboards with case context
- 6 tag types: #ops-strategy, #ops-escalation, #ops-medical, #ops-settlement, #ops-deadline, #ops-billing
- Leadership dashboards show all flagged notes; CM dashboards filter to that CM's cases
- Index page shows expanded Ops Intel cards with case name, CM, phase, health, SLA, note body, and author
- Added Back to Index navigation button on all CM and leadership dashboards
- How it Works explainer accordion on leadership/CM Ops Intel tabs
- Fixed deploy pipeline — was uploading stale HTML from wrong folders, now reads from jrlg_dashboards_upload/
- Major project folder cleanup — archived 20+ stale files, old generators, duplicate command scripts
- Deploy script now prints Cloudflare Pages upload instructions after GitHub backup
- Cloudflare Access configured — leadership dashboards restricted to 5 leadership emails
v7.12026-03-26
Leadership Dashboards — Full Visual Overhaul
- Leadership dashboards restyled to match CM dashboard visual identity
- New topbar with gradient logo, initials, and stat badges (replaces old triage bar)
- CM-matching color palette (#0a0b10 bg, #5b5fc7 accent, #161924 cards)
- Clean uppercase tab navigation with underline indicator (removed all emojis)
- Updated card, table, badge, and pill styling to match CM theme
- Added Playbook tab with full Case Lifecycle and Troubleshooting Guide
- Fixed Royel dashboard name: Royel Moon → Royel Moon
- Output filenames now match deploy pipeline directly
v72026-03-26
Case Lifecycle Playbook — Flowchart & Troubleshooting Guide
- New Playbook tab on all CM dashboards with two sub-views
- Case Lifecycle: unified 7-phase interactive flowchart (Intake → Settlement/Handoff)
- Policy-tier time markers at each phase — $25K/45 days, $50K/90 days, $100K+/120 days
- Interactive decision nodes with YES/NO troubleshooting branches
- Troubleshooting Guide: 10 master categories with ~120+ expandable scenarios
- Categories: Intake, Liability, Treatment, Records/Bills, Client, Demand, Negotiation, Litigation, Settlement, Internal/Compliance
- Category filter chips — click to isolate a single category
- State-specific content: police report retrieval (GA/TX/LA/IL/NC), SOL, comparative fault, ante litem deadlines
- Malpractice-risk scenarios flagged with red ESCALATE markers
v6.12026-03-26
Intake Tracker — By Office & Intaker
- New Intakes tab on index dashboard (JR request)
- Intake summary cards — total intakes, this month, and per-office breakdown
- Monthly intake trend table by office location (6-month view)
- Intaker breakdown table — all-time and current month counts with % bar
- Data sourced from domo_case_data.csv (Intake Office Location, Person Performing Intake, Date of Intake)
v62026-03-26
Phase-Aware Delta Score & Paralegal Designation
- Delta score now only measures CM-owned cases (Lead through Demand Sent)
- Cases past Demand Sent designated as Paralegal Team — excluded from CM scoring
- Revenue pillar no longer penalizes for missing bills on cases still in active treatment
- Bills only expected from Treatment Complete onward
- Added Demand Sent as recognized pipeline phase
- Pipeline breakdown shows CM vs Paralegal ownership badges per stage
- Hero cards updated to reflect phase-aware denominators
- Explainer panels updated with new scoring logic
v62026-03-26
Scrollable Sections & UI Fixes
- Replaced broken expand buttons with scrollable containers in ownership queues
- P2 priority queue now scrollable instead of truncated
- Fake progress table now scrollable — all cases visible
- Removed all non-functional +N more text elements
v52026-03-25
Overview Rebuild & Priority Actions Tab
- Added Delta hero cards to Overview matching index dashboard style
- Added 45/90/120 day case age tracker with JR mandate labels
- Added CM reduction performance section with provider tier breakdown
- Added case pipeline breakdown by phase with staged view
- Added phase bottleneck analysis table with risk levels
- New Priority Actions tab — auto-generated mandates from case data
- Commitment tracking system (per-CM JSON files in commitments/ folder)
- 5 collapsible explainer panels with contextual guidance per section
v42026-03-25
Topbar Restyle & Assigned Filter
- Replaced cluttered emoji triage bar with clean topbar matching index style
- CM name and initials displayed in top-left
- Removed all emojis from tab navigation
- Refined assigned filter — now CM-specific (assigned TO, authored BY, leadership tasks for CM cases)
- Confirmed KPI stats are properly filtered per CM
v32026-03-24
CM Dashboard Generator — Initial Build
- 9 datasets loaded from Domo CSVs (Grand Dataset, To-Do Feed, Follow-Up, Risk, Reduction, Scorecard, Provider Status, Notes, Tasks)
- Enhanced priority scoring system (0-200) with SOL, Critical Health, SLA, Over-Policy factors
- Today tab with priority queue, ownership routing, and impact calculator
- Notes & Tasks tab with per-case expandable cards and activity timeline
- Data Cleanup tab with fake progress categorization and filter chips
- Critical Risk, Revenue/Bills, Phase Load, and Escalations tabs
- Delta score formula: Revenue(40%) + Health(30%) + Time(30%)
- 5 CM dashboards generated: Cyarra, Alexis, Princess, Hewitt, Allanah
v22026-03-22
Index Dashboard & Delta Score Launch
- Firm-wide Delta Score dashboard with 4 hero cards
- Leadership dashboards for Cyarra, Royel Moon, Royel Moon
- CM Scorecard cards with individual Delta scores and case counts
- Marketing section with events calendar and provider mixer strategy
- JR's Directives section with 45-Day Payday and 90-Day Quick Turn mandates
- Ashton, Cyarra, and Royel tracking sections with commitment items
- Deployed to Cloudflare Pages via GitHub