Streamlining Complex Claimant Intake & Case Management

A law firm handling a large-scale defective Toxic Chemical Liability Litigation lawsuit partnered with Verus to streamline claimant intake, document collection, and case management, ensuring efficiency and compliance. With thousands of claimants involved, the firm required a structured process that ensured compliance with legal requirements while simplifying data handling and claimant tracking.

Learn more about Verus’s claimant intake solutions.

• Complex Data Collection: Managing intake questionnaires, HIPAA authorizations, medical records, and supporting documents.
• Manual Inefficiencies: Data entry and tracking were slow, error-prone, and resource-intensive due to the lack of standardized processes and integration between systems, leading to duplicated efforts and inconsistent record-keeping. 
• Claimant Engagement: The client required multi-channel communication (phone, email, text, and portal) for claimant outreach and document collection.
• Timely Implementation: The project required full deployment of a claimant portal within 20 business days from contract signing.

Data Transparency: The law firm requested real-time visibility into claimant status and process adoption rates.

Verus developed a secure, user-friendly claimant portal accessible on desktop and mobile, simplifying intake and ensuring compliance. The portal allowed claimants to securely submit required documentation, complete intake forms, and track their case status in real time.

To enhance engagement and maximize completion rates, Verus integrated a multi-channel outreach strategy, utilizing email, text messaging, and phone support to guide claimants through the process. Automated reminders and personalized follow-ups ensured timely submission of required forms, while dedicated contact center support provided assistance for any claimant inquiries or technical challenges.

Additionally, Verus implemented a real-time dashboard reporting system, giving the law firm full visibility into claimant progress. This dashboard tracked key metrics such as form completion rates, outstanding deficiencies, and case qualification statuses, enabling legal teams to proactively address any gaps and ensure compliance with deadlines.

Through this seamless integration of technology, automation, and personalized support, Verus significantly improved efficiency, transparency, and claimant participation in the case management process.

Secure Online Portal

• Enabled claimants to submit required forms and supporting documents (Intake Questionnaire, HIPAA authorizations, medical records).
• Provided real-time status tracking for claimants and law firms.

Automated Data Validation & Centralized Tracking

• Collected and compiled claimant data in a centralized database.
• Performed data quality checks to flag missing or incorrect information.
• Sent automated notifications for resolution of discrepancies.

Personalized Multi-Channel Outreach

• Claimant Engagement: Sent welcome emails and texts with secure portal access links.
• Proactive Follow-ups: Weekly outreach via phone, email, and text to assist claimants in completing submissions.
• Ensured claimants signed and returned all required forms.

Real-Time Dashboard Reporting & Analytics

• Provided weekly KPI dashboards to track: 
  • % of completed Short Form Complaints
  • % of claims needing deficiency resolution
  • % of claims in different litigation stages
  • % of claims in “Does Not Qualify” status
• Offered custom litigation analytics reports (an additional consultative service).

✅ Fast Implementation: The claimant portal was fully deployed and operational in under 20 business days.
✅ Successful Onboarding: Over 90% of claimants successfully completed the intake process, improving case participation.
✅ Streamlined Processes: Manual data entry and follow-ups were cut in half, reducing administrative burden.
✅ Real-Time Insights: Weekly dashboards provided continuous updates on claimant progress and submission status.
✅ Stronger Claimant Engagement: A multi-channel approach increased responsiveness and completion rates.
✅ High Data Integrity: Automated validation ensured a 98% accuracy rate in submitted documentation.

“Verus provided an invaluable solution that not only streamlined our claimant intake but also ensured transparency and efficiency at every step. Their secure portal, multi-channel outreach, and real-time reporting allowed us to meet aggressive deadlines while keeping claimants engaged. Their expertise turned a complex process into a seamless experience.” Law Firm Managing Partner

By prioritizing claimant support, proactive communication, and real-time accessibility, Verus delivered a streamlined intake and case management experience. Their personalized approach ensured timely filings, regulatory compliance, and a smooth process for both claimants and legal teams, resulting in higher engagement and satisfaction.

Discover how Verus can simplify your claimant intake and case management. Contact us to schedule a consultation and see how our solutions can work for your firm!