How Shuster & Saben cleared a backlog of 15,000 hard-copy documents in 6 weeks
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Challenge
Data Volume Management: Handling vast amounts of sensitive data, including the transition from hard copies to digital formats, posed a significant challenge due to the sheer volume of information.
Increased Workload: With a growing client base, the firm faced a surge in workload, demanding meticulous attention to detail for each case. Timely creation of demand letters became crucial amidst rising caseloads.
Critical Accuracy Demands: The nature of PIP claims required meticulousness. Any oversight or miscalculation could lead to substantial financial losses, emphasizing the need for accurate information management.
Timely Case Resolutions: Meeting deadlines was crucial, as any delay could have adverse implications for their clients and their reputation within the legal community.
SOLUTIONS & APPROACH
- Email Handling & Association: HazenTech assumed responsibility for managing and processing all incoming emails and associations received by Shuster Saben Estevez, relieving their team of this administrative burden.
- Dedicated Professional Team: Our specialized team undertook key responsibilities, including demand letter creation, email processing, demand response coordination, and payment reviews, ensuring efficient task completion within strict timelines.
- Confidentiality Assurance: Leveraging a secure Remote System established by the client, we upheld the confidentiality of sensitive client information while executing tasks and operations.
- Collaborative Process Development: Daily meetings facilitated the creation of a streamlined process, enabling collaborative updates and mutual understanding between HazenTech and Shuster Saben Estevez to implement necessary changes promptly
Results
With HazenTech’s dedicated support, Shuster Saben Estevez experienced measurable improvements:
- Backlog Resolution: Cleared a backlog of over 15,000 hard-copy documents in just 6 weeks, digitizing and associating files for faster retrieval
- Efficiency Gains: Achieved a 35% reduction in administrative workload for paralegals, enabling them to focus on higher-value tasks
- Demand Letter Processing: Delivered and coordinated over 2,500 demand letters and responses within strict timelines, reducing average turnaround time by 40%
- Workflow Streamlining: Introduced a collaborative task board system that improved on-time submissions for hearings and filings by 25%
- Confidentiality & Trust: Maintained 100% compliance with the client’s remote secure system, ensuring data integrity and confidentiality
- Competitive Edge: Faster processing and backlog elimination allowed the firm to take on 20% more client matters within the first quarter our engagement
