Slack Export - #nicks-notes

Nick Ward (nicholas@tortintakeprofessionals.com)

2024-12-06 12:46:02

@Nick Ward has joined the channel

Nick Ward (nicholas@tortintakeprofessionals.com)

2024-12-06 12:47:37

added an integration to this channel: Fireflies.ai

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-06 14:29:31

Title: DL | TIP Questionnaire Sync Date: Fri Dec 06 2024 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, anthony@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, sean@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, kabbarno@dicellolevitt.com, nhorattas@dicellolevitt.com, rbussett@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 24

Overview The "DL | TIP Questionnaire Sync" meeting focused on several key topics, including the implementation of a monthly report on client statistics, which aims to provide a comprehensive overview of campaign performance and guide future strategies. The meeting emphasized best practices for the intake and VSS process, stressing the importance of timely assignment and completion to enhance client experience. Updates from various states highlighted progress and firm deadlines, particularly in Maryland, Illinois, and New Hampshire. Discussions also covered client reporting, defining Missing In Action (MIA) clients, and strategies for effective client communication, including the potential for territory-specific monthly updates and a welcome letter to clarify processes. Action items were assigned to team members, including follow-ups on the monthly report and consultations for improving client outreach and update strategies.

Meeting Type Check-in and strategy meeting

Action Items Alan Gill

Resend the monthly report to Nicholas Horattas (02:02)

Nicholas Horattas

Reach out to the larger team for specifics on MIA definition (10:58)

Consult with Abe and Rachel about client locating platforms/apps (12:56)

Discuss with Abe and Rachel about a better client update plan than monthly letters (21:01)

Develop welcome/introductory communication for each jurisdiction (22:34)

Shorthand Bullet 📊 Monthly Report and Automation (00:32 - 03:05)

Monthly report on client statistics implemented

Report includes clients per campaign, territory retention

Sent out last Friday of each month

Provides big picture view and direction for next month

🗓️ Intake and VSS Process (02:27 - 05:52)

Best practice: 1-2 weeks between intake and VSS

Clients assigned to specific VSS person for first 30 days

After 30 days, clients become 'free agents'

Expectation: VSS completion within 1-2 weeks of assignment

🏛️ State-Specific Updates (05:52 - 07:12)

Maryland expected to have full process by year-end

Illinois: looking to make moves, nothing concrete

New Hampshire: taking off in January

Firm deadlines help focus department efforts

📈 Client Reporting and Communication (08:24 - 10:19)

Monthly report well-received, includes completed interviews, opt-outs

Discussion on defining MIAs (Missing In Action clients)

Plan to consult with internal team for MIA definition

🔍 Client Outreach and Updates (12:34 - 17:23)

Discussion on finding effective platforms/apps to locate people

Client contacts email set up for centralized communication

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-06 14:29:31

Need to define 'forward-worthy' communication

Call duration and effectiveness discussed; no major issues identified

📬 Client Update Strategy (17:23 - 23:49)

Considering monthly updates for each territory

Concerns raised about too frequent updates potentially frustrating clients

Suggestion for welcome letter explaining process and importance of contact updates

Plan to develop case movement updates when significant changes occur

Gist The meeting focused on enhancing client engagement through monthly reports and best practices for intake processes.

Bullet Gist 📊 Monthly Report and Automation: A new monthly report on client statistics will provide insights into campaign performance.

🗓️ Intake and VSS Process: Best practice is to ensure VSS completion within 1-2 weeks of client assignment.

🏛️ State-Specific Updates: Maryland aims for full process implementation by year-end, with progress reported from Illinois and New Hampshire.

📈 Client Reporting and Communication: Monthly reports have been well-received and discussions are underway to define MIAs.

📬 Client Update Strategy: Considerations for monthly territory updates and a welcome letter were discussed to improve client communication.

Short Summary The "DL | TIP Questionnaire Sync" meeting aimed to enhance client engagement and reporting strategies. Key topics included the implementation of a monthly report on client statistics, which provides insights into campaign performance and guides future strategies. Emphasis was placed on best practices for the intake and VSS process, advocating for timely assignment and completion to improve client experience. Updates from Maryland, Illinois, and New Hampshire highlighted progress and set firm deadlines, allowing for focused departmental efforts. Discussions also addressed client reporting, the definition of Missing In Action (MIA) clients, and strategies for effective communication, including potential territory-specific monthly updates and the introduction of a welcome letter to clarify processes. Action items were assigned for follow-ups on the monthly report and consultations to enhance client outreach and update strategies.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-06 16:28:01

Overview During the T.I.P. Connect v2.1 Status Update Meeting, key topics included updates on the Five9 implementation, with successful initial soft phone pushes and planned UAT group launches, followed by discussions on the MIA list which has been reduced to 27 leads, and the ongoing updates to firearms and CPAP reports. The hiring progress was reviewed, noting 8 hires out of a targeted 12-15, while new training protocols have been established. The team also addressed waiting for an updated PFS document for fact sheet changes, and concerns regarding lead verification were raised, specifically about a lead signed by someone other than the intended party. Action items were assigned, emphasizing the need for updates on lead management, completion of HIPAA High Tech forms, and communication improvements with relevant teams.

Meeting Type Status Update Meeting

Action Items Alan Gill

Get an updated MIA report for the ACT stuff sent around (15:29)

Cross-reference updated PFS document with Chella and notify Abe (20:23)

Email Ax team (Mark, Mina, Ashwin) about mapping issues and copy Cameron (22:23)

Create Google sheet for tracking HIPAA High Tech form completion (29:12)

Tony

Investigate details of the Wagstaff lead signed by someone else (24:42)

Provide update on the Wagstaff lead to Cameron (29:53)

Cameron Rentch

Forward email about Ax team's non-responsiveness to Danny (23:04)

Nick

Check integration team channel for HIPAA High Tech documents (27:05)

Shorthand Bullet 🚀 Five9 Implementation Update (08:23 - 11:42)

ASA working on Crumb Napoli Depot campaign

First soft phone pushes successful, all calls working

UAT group (20 people) soft phones to be pushed Tuesday morning

David ready for campaign builds and groupings

Joe and Alan met with Mike and Mark on TCPA privacy policy terms of use

📊 MIA List and Reports (14:08 - 18:32)

187 leads affected by modular issue, sent to VGA

Adult fact sheets test run expected by 3 PM

Firearms report being updated

CPAP: 11 more DocuSigns to find by Tuesday

MIA list down to 27

Confusion about multiple MIA lists addressed

👥 Hiring and Training Update (15:45 - 18:12)

8 hires out of 16 target, aiming for 12-15 to start

New training curriculum set

Electrical issues in mid-level fixed

Wi-Fi hardware still needed

🔍 Fact Sheet Changes and Communication (19:56 - 21:19)

Waiting for updated PFS document

Need to cross-reference with Chella

Abe aware of changes, meeting planned after CPAP deadline

💼 AWD Management and Lead Verification (23:13 - 26:02)

AWD management in place with Lexi

Concern raised about a lead signed by someone other than the affected person

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-06 16:28:01

Tony to investigate the Wagstaff lead

📈 Crump Napoli HIPAA High Tech Forms (26:29 - 30:15)

Need to re-sign HIPAA High Tech forms

Daily update requested on progress of form completion

Google sheet to be created for tracking

Gist The meeting focused on updates regarding the Five9 implementation, hiring progress, and actions needed for lead management and communication improvements.

Bullet Gist 🚀 Five9 Implementation Update: Successful soft phone pushes were completed, with a UAT group launch set for Tuesday.

📊 MIA List and Reports: The MIA list has been reduced to 27, with updates on firearms and CPAP reports.

👥 Hiring and Training Update: Eight hires have been made, with a new training curriculum established.

🔍 Fact Sheet Changes and Communication: An updated PFS document is awaited, with a meeting planned to discuss changes.

💼 AWD Management and Lead Verification: Concerns were raised about a lead signed incorrectly, which Tony will investigate.

Short Summary During the T.I.P. Connect v2.1 Status Update Meeting, the team discussed the successful implementation of Five9, with initial soft phone pushes completed and a UAT group launch planned. The MIA list was reduced to 27 leads, and ongoing updates to firearms and CPAP reports were noted, including the requirement to find 11 more DocuSigns by Tuesday. Hiring progress showed 8 of the targeted 12-15 hires made, and a new training curriculum has been established, addressing previous electrical issues. The team awaits an updated PFS document for necessary fact sheet changes, while concerns about lead verification were raised, particularly regarding a lead signed by the wrong person. Action items included improving lead management, completing HIPAA High Tech forms, and enhancing communication with relevant teams.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-09 11:24:55

Overview The Status Update and Planning Meeting for T.I.P. Connect v2.1 covered key developments across various projects and operational aspects. The meeting highlighted the extension of the CPAP project deadline to January 31, with just six individuals left to process and the need for further documentation in some cases. Additionally, a 10-week training program is underway, with interviews conducted to hire 3-4 new staff for an upcoming class set to start on January 7. PTO and holiday policies were reiterated, emphasizing effective management of time off during the holiday season. The need for AX MIA reporting was discussed, alongside upcoming campaigns such as noodle cup burns and prioritizing the Paraquat initiative. Action items were assigned to various team members, including the creation of a consolidated MIA list and implementation of a soft phone system, with a focus on improving campaign performances and planning for the termination of the Connects contract.

Meeting Type Status Update and Planning Meeting

Action Items Alan Gill

Create a consolidated MIA list from four different lists (13:17)

Provide updated report on project statuses to Cameron (14:33)

Tony

Focus on improving the Paraquat campaign performance (15:30)

Personally review all Wagstaff campaign materials before submission (17:26)

Nicholas Ward

Implement soft phone system for all groups (19:50)

Work on terminating Connects contract (20:59)

Tim

Review Connects contract and provide legal guidance on termination options (21:26)

Cameron Rentch

Provide updates on new people visiting the office next week (21:26)

Shorthand Bullet 📊 CPAP Project Update (01:38 - 06:22)

CPAP project deadline extended to January 31st

Only 6 out of 200 people remaining to be processed

Additional documentation and chip reading required for some cases

Next project: NECF as a whole PPF

Planning to call back old HFF audience for additional questions

🎓 Training and Hiring (06:22 - 09:55)

10-week build-up training program in progress

4 interviews scheduled for the day, aiming for 10-12 interviews total

Goal to hire 3-4 more people for a class of 12

Continuous hiring necessary due to 7-day work week and multiple shifts

New class starting on January 7th

💼 PTO and Holiday Policies (09:55 - 12:17)

Reminder about PTO rules and holiday work schedules

No exceptions for working day before and after holidays

Christmas Day and New Year's Day are recognized holidays

Emphasis on managing PTO effectively

📈 Reporting and Updates (12:17 - 13:47)

Need for AX MIA reporting

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-09 11:24:55

CPAP project at 26% fallout, aiming to reduce to 24% or lower

Request for full report on other projects' status

🚀 Upcoming Campaigns (13:48 - 18:17)

New campaigns: noodle cup burns, abuse campaigns, ethylene oxide

Relaunching Michigan campaign

Emphasis on perfecting Wagstaff campaign execution

Paraquat campaign to be prioritized

👥 Hiring and Training (18:17 - 20:16)

Next class starting Monday with 8 candidates

Aiming for 12-14 new hires

Additional class planned for January 7th

🖥️ Technology Updates (20:16 - 22:49)

Soft phone testing successful, full group implementation planned

592 system to be used for new campaigns

Planning to terminate Connects contract by mid-January

Gist The meeting focused on key updates and planning for T.I.P. Connect v2.1, including project deadlines, training programs, and upcoming campaigns.

Bullet Gist 📊 CPAP Project Update: The CPAP project deadline has been extended to January 31, with only 6 individuals left to be processed.

🎓 Training and Hiring: A 10-week training program is underway, with new staff set to start on January 7.

💼 PTO and Holiday Policies: PTO rules were reiterated, emphasizing effective time management during holidays.

📈 Reporting and Updates: AX MIA reporting is needed, with a goal to reduce CPAP fallout from 26% to 24%.

🚀 Upcoming Campaigns: New campaigns, including noodle cup burns and Paraquat, were discussed.

Short Summary The Status Update and Planning Meeting for T.I.P. Connect v2.1 addressed various operational updates and planning strategies. Significant points included the extension of the CPAP project deadline to January 31, with only six individuals remaining to be processed, needing additional documentation and chip reading. A 10-week training program is ongoing, aiming to hire 3-4 new staff for a class starting January 7, with a total of 10-12 interviews planned. PTO and holiday policies were reiterated, emphasizing management of time off during the holiday season. The need for AX MIA reporting was discussed, along with the status of the CPAP project, which has a fallout rate of 26%, with a target to reduce it to 24% or lower. Upcoming campaigns including noodle cup burns and prioritizing the Paraquat initiative were also highlighted, along with action items for campaign performance improvement and the implementation of a soft phone system.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-09 15:05:48

Title: Shield Tech Team Manager weekly meeting Date: Mon Dec 09 2024 15:30:57 GMT-0500 (Eastern Standard Time) Participants: brian@shield-legal.com, jamesscott@shield-legal.com, nickmcfadden@shield-legal.com, ryan@themedialab.agency, dsurwill@shield-legal.com, jturner@shield-legal.com, zhaile@shield-legal.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 30

Overview In the weekly Shield Tech Team Manager meeting, Ryan introduced new team member Joe Santana and emphasized the importance of improved collaboration and resource allocation, particularly as the team transitions to a new system architecture, moving away from AWS and incorporating BigQuery with negotiated training rates. James Turner provided updates from the Strategy and Operations team, detailing ongoing projects such as the 5.9 launch. He also introduced a new DevOps request form for better task organization. James Scott reported on the AI project, highlighting the development of proprietary algorithms and a comprehensive dashboard for pharmaceutical product analysis. Additionally, Nick McFadden updated the team on LeadsPedia integration efforts, while action items for team members were assigned, including scheduled meetings for project reviews and communication regarding legacy system maintenance.

Meeting Type Team Status Update and Project Overview Meeting

Action Items Ryan Vaspra

Schedule a 15-minute meeting to review 5.9 configuration overview with Joe and James (16:08)

Ensure Melissa includes Kessler's category point system for payroll in the TIP app (17:25)

James Turner

Add legacy system maintenance tasks to the project board (11:28)

Communicate with David Kessler about 5.9 testing and balancing campaign queues (17:07)

Nick McFadden

Complete LeadsPedia integration by Wednesday (27:16)

Prepare and deliver a code review session for the LeadsPedia integration (28:30)

James Scott

Prepare for the upcoming meeting with Cameron to showcase AI project updates (23:17)

Dustin

Clarify tasks assigned by Ryan and review Law Ruler Data Integration Status Dashboard for Operations (28:46)

Shorthand Bullet 🔄 Team Updates and Project Overview (00:01 - 07:57)

Ryan introduced Joe Santana to the team

Discussed the need for better collaboration and resource allocation

Explained the shift from AWS to a new system architecture

Mentioned the use of BigQuery and negotiated training rates

James Turner requested to go first for project updates

📊 Strategy and Operations Team Update (08:14 - 13:53)

James Turner presented the Strategy and Ops team's project board

Explained task organization and project management approach

Highlighted ongoing projects: 5.9 launch, case naming convention, GCP business intelligence development

Introduced a new DevOps request form to systematically evaluate changes

🧠 AI Project Overview (21:04 - 25:59)

James Scott provided an update on the AI project

Explained the development of proprietary algorithms for impact ranking of pharmaceutical products

Described the use of large language models to extract information from lawsuits

Showcased a dashboard with drug profiles, litigation viability, and case recommendations

🔧 LeadsPedia Integration and Other Updates (25:59 - 30:00)

Nick McFadden reported on LeadsPedia integration progress

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-09 15:05:48

Discussed implementing the integration without using Fivetran

Ryan requested a code review and knowledge sharing session for the integration

Briefly touched on Dustin's tasks, which needed further clarification

Gist The meeting focused on team introductions, project updates, and strategies for collaboration and resource allocation as the team transitions to a new system architecture.

Bullet Gist 🔄 Team Introduction: Ryan welcomed Joe Santana and emphasized the need for collaboration.

📊 Strategy Updates: James Turner presented ongoing projects and a new DevOps request form.

🧠 AI Project Insights: James Scott discussed proprietary algorithms and a comprehensive dashboard.

🔧 Integration Progress: Nick McFadden reported on LeadsPedia integration efforts.

📋 Action Items: Team members were assigned tasks for project reviews and legacy system communication.

Short Summary In the weekly Shield Tech Team Manager meeting, Ryan introduced new team member Joe Santana and highlighted the need for improved collaboration and resource allocation as the team transitions from AWS to a new system architecture that incorporates BigQuery with negotiated training rates. James Turner provided updates from the Strategy and Operations team, discussing ongoing projects including the 5.9 launch and introducing a new DevOps request form to enhance task organization. James Scott reported on the AI project, detailing the development of proprietary algorithms and a dashboard for analyzing pharmaceutical products. Additionally, Nick McFadden shared progress on LeadsPedia integration efforts, while action items were assigned to team members for project reviews and communication regarding legacy system maintenance.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-10 11:22:18

Overview The Team Status Update and Planning Meeting, titled "T.I.P. Connect v2.1," addressed several key issues and action items for the team. Justin reported successfully triggering all leads in the retriever, but concerns were raised about API functionality, prompting Alan and Ryan to address these issues. The ASA team is tackling the Napoli Corrupt Legal Compare campaign, particularly regarding duplication prevention, while 35 SD cards have been ordered for an upcoming callback campaign. Team workloads are expected to be managed during the holiday season, with an emphasis on completing work in December. A new juvenile case fact sheet template was introduced, expanding its details from 2 to 5 pages based on court appearances. Additionally, an all-hands meeting is scheduled for the 17th, where team leaders will prepare to discuss recent achievements and challenges. Teams were encouraged to complete outstanding tasks prior to the holiday, and future recognition events for CSPs were also discussed. Action items were assigned to various team members to ensure ongoing progress and accountability.

Meeting Type Team Status Update and Planning Meeting

Action Items Nick and Alan

Investigate and prevent duplicate entries in the Napoli Corrupt Legal Compare campaign (05:47)

Alan

Discuss with PI about switching to vanity and LOS Gene work (07:32)

Contact Tony about LSG implementation (07:32)

Team Leaders (Alicia, Alan, Kathy)

Prepare talking points and wins for the all hands meeting on the 17th (15:08)

All Team Leaders

Ensure teams are cleaning up and completing tasks before the holiday break (16:28)

Shorthand Bullet 📊 API and Campaign Issues (01:17 - 05:47)

Justin triggered all leads in the retriever, including 145 previously done

Simmons is upset about the API, requesting Alan and Ryan to fix it

ASA team working on Napoli Corrupt Legal Compare campaign

Integration challenges led to status confusion

Nick and Alan to investigate duplicate prevention

🗂️ SD Cards and Document Processing (05:47 - 07:32)

35 SD cards ordered for next month's callback campaign

Cameron has separate list for AX document completion

AX at 18% fallout, below required level

Considering switching PI to vanity and LOS Gene work

📅 Workload and Scheduling (07:32 - 09:30)

Fact sheet audit scheduled for immediate future

December viewed as opportunity to catch up on work

Team to focus on work during holiday season

Preliminary two-year term contract found with 30-day notice requirement

📄 New Fact Sheet Template (09:30 - 11:51)

New juvenile case fact sheet template implemented

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-10 11:22:18

Template expanded from 2 to 5 pages

More personal details now allowed in fact sheets

Template changes occur after each court appearance

👥 All Hands Meeting and Team Updates (13:14 - 15:08)

All hands meeting scheduled for 17th

Team leaders to prepare talking points and wins

Meeting to acknowledge recent big move and difficulties

10-15 minute session planned

🎉 Recognition and Future Plans (15:08 - 17:49)

Teams encouraged to clean up and complete tasks before holidays

Monthly or quarterly state of canyon meetings planned

CSPs to be highlighted for their work on recent campaign

Performance reviews discussed

Gist The meeting focused on team updates and planning for T.I.P. Connect v2.1, addressing key issues and action items for ongoing projects.

Bullet Gist ✅ Lead Triggering Success: Justin confirmed all leads were successfully triggered in the retriever.

🔧 API Concerns: Alan and Ryan are addressing concerns raised about API functionality.

📅 Holiday Workload Management: Team workloads will be managed during the holiday season with a focus on completing December tasks.

📄 New Template Introduction: A juvenile case fact sheet template was expanded from 2 to 5 pages.

🎉 Upcoming All-Hands Meeting: An all-hands meeting is scheduled for the 17th to discuss team achievements and challenges.

Short Summary The T.I.P. Connect v2.1 meeting covered critical updates and planning for the team. Justin reported successful lead triggering in the retriever, while Alan and Ryan were tasked with addressing concerns regarding API functionality. The ASA team is currently focused on the Napoli Corrupt Legal Compare campaign, particularly on preventing duplication of efforts. Preparations for an upcoming callback campaign include ordering 35 SD cards. As the holiday season approaches, managing team workloads is essential, with a strong emphasis on completing tasks in December. A new juvenile case fact sheet template was introduced, expanding details from 2 to 5 pages. An all-hands meeting is scheduled for the 17th, where team leaders will discuss achievements and challenges. Teams were encouraged to complete outstanding tasks before the holidays, and future recognition events for CSPs were also highlighted, with action items assigned for accountability.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-10 11:58:58

Title: API Sync Date: Tue Dec 10 2024 12:45:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, ryan@shield-legal.com, kjaklevic@simmonsfirm.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, ryan@themedialab.agency Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview In the Brief check-in and postponement meeting titled "API Sync," the session was postponed due to the absence of key participants. The attendees discussed the necessity of reconvening at a later date to ensure all voices are heard and contributions are made. As an action item, Kevin Jaklevic was tasked with checking in with the absent team members and coordinating a new meeting time to facilitate the discussion.

Meeting Type Brief check-in and postponement

Action Items Kevin Jaklevic

Check with absent team members and coordinate a new meeting time (02:31)

Shorthand Bullet 🗓️ Meeting Postponement (00:05 - 03:19)

Meeting postponed due to absent participants

Participants agree to reconvene later

Gist The meeting aimed to synchronize API discussions but was postponed due to key participants being absent.

Bullet Gist 🗓️ Meeting Postponement: The session was postponed due to the absence of key participants.

🤝 Need for Full Participation: Participants agreed on the necessity to reconvene to ensure everyone's contributions are included.

📅 Action Item Assigned: Kevin Jaklevic was tasked with coordinating a new meeting time.

Short Summary The 'API Sync' meeting was intended to bring together team members to discuss important API-related topics. However, it was postponed due to the absence of key participants, highlighting the importance of having all voices heard in the discussion. Attendees acknowledged the need to reconvene at a later date to facilitate a comprehensive dialogue and ensure that all contributions are made. As an action item, Kevin Jaklevic was assigned the task of checking in with those who were absent and coordinating a new meeting time to ensure that the discussion could take place with full participation.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-11 20:29:42

Overview The T.I.P. Connect v2.1 Status Update Meeting covered several key topics, including project progress, personnel changes, and team performance. Notably, project metrics indicated a positive trend with 39 more completions than anticipated and the initiation of 59 training sessions, which received favorable feedback. Personnel updates included the onboarding of 13 new hires, changes in leadership with Ian departing and Jennifer Rose being promoted, and the receipt of 6 death certificates amid challenges in obtaining older ones. Discussions also highlighted the necessity of Adobe software for processing Forms and the establishment of a Lexis Nexis account for death certificate searches. Action items identified during the meeting include updating project metrics, developing a bonus structure for teams, and finalizing various tasks related to training and documentation by the next meeting.

Meeting Type Status Update Meeting

Action Items Alan Gill

Retrigger and update Converses numbers tonight (09:49)

Put together bonus structure for VSS and CSP teams (21:31)

Unassigned

Continue adding people to 59 training if working well (09:49)

Extend offer to Esteban after developing transition plan (11:45)

Complete AFFF fact sheet updates by tomorrow (11:45)

Acquire Adobe software for combining Form 180 with death certificates (15:01)

Set up Lexis Nexis account for death certificate searches (19:08)

Shorthand Bullet 📊 Project Updates and Hiring (09:49 - 13:34)

Converses numbers are positive, with 39 more completed than expected

59 training kicked off with OAT group, received well

New external hire starting Monday

Interviewed Esteban for CFP audit team, offer pending

AIM automated depo tracker to update every hour/hour and a half

Reviewing AFFF fact sheet updates

👥 Personnel Changes and Death Certificates (15:01 - 19:10)

13 new hires for Monday, more expected after January

Two leadership changes: Ian no longer with company, Jennifer Rose promoted

Received 6 death certificates

Need for Adobe software to combine Form 180 with death certificates

Challenges in obtaining death certificates for older cases

💼 Team Performance and Lexis Nexis (21:31 - 23:29)

Developing bonus structure for VSS and CSP teams

Challenges in VSS team: balancing numbers and customer care

Some team members already capped on bonus by Tuesday

Need to set up Lexis Nexis account for death certificate searches

Successfully implemented MIA status updates using import blizzard

Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-11 20:29:42

The meeting focused on T.I.P. Connect v2.1 project updates, personnel changes, and team performance metrics.

Bullet Gist 📊 Project Progress: Project metrics showed 39 more completions than expected, with 59 training sessions initiated.

👥 Personnel Updates: 13 new hires were onboarded, and leadership changes included Jennifer Rose's promotion.

💼 Team Performance Insights: A bonus structure is being developed for teams to enhance performance and balance customer care.

🖥️ Software Needs: Adobe software is required for combining forms with death certificates.

🔍 Lexis Nexis Implementation: A Lexis Nexis account is to be set up for efficient death certificate searches.

Short Summary The T.I.P. Connect v2.1 Status Update Meeting addressed key topics such as project progress, personnel changes, and team performance. Project metrics indicated a positive trend, with 39 more completions than anticipated and the commencement of 59 training sessions that received favorable feedback. Personnel updates highlighted the onboarding of 13 new hires, leadership changes including Ian's departure and Jennifer Rose's promotion, and challenges surrounding the acquisition of death certificates, particularly older ones. The need for Adobe software for processing Forms and the establishment of a Lexis Nexis account for death certificate searches were discussed. Action items included updating project metrics, developing a bonus structure for teams, and finalizing training and documentation tasks by the next meeting.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-12 11:57:33

Title: Missing Automations Date: Thu Dec 12 2024 12:30:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, anthony@tortintakeprofessionals.com, branden.brooks@lawruler.com Transcript: See full transcript Audio: Listen to audio Duration: 25

Overview During the Status Update meeting titled "Missing Automations," participants discussed the investigation into the absence of automation statuses, particularly a case highlighted by Tony Jones where 30 signed cases failed to trigger automations, underscoring the need for an integration portal. The conversation transitioned to differentiating issues related to email automation and API webhooks, with Tony stressing the importance of accurate logging for missed automations. Branden Brooks faced challenges while accessing the system logs to identify user errors amidst extensive data, leading to discussions on the significance of precise reporting. The meeting concluded with Tony outlining the next steps for both teams, which include researching the missing automations and addressing the firefighting phone issue, while Branden committed to report back on findings and ensure support involvement. Action items were assigned, with Branden tasked to investigate the missing cases and Dustin Surwill assigned to compile a list of missing API cases for further analysis.

Meeting Type Status Update

Action Items Branden Brooks

Research the missing automation cases and provide updates on the firefighting phone issue (24:59)

Dustin Surwill

Pull a list of the API cases that are missing and check for any matches (24:56)

Shorthand Bullet 🔍 Missing Automations Investigation (00:11 - 06:15) (00:11 - 06:15)

Discussion on the absence of certain automation statuses and the need for an integration portal.

Tony Jones highlighted the issue with a specific case that did not trigger automations for 30 signed cases.

📊 API and Webhook Issues (06:15 - 12:49) (06:15 - 12:49)

Branden Brooks and Tony Jones discussed the need to differentiate between email automation and API webhook issues.

Tony emphasized the importance of identifying when the automation was missed and the need for accurate logs.

🛠️ System Log Analysis (12:49 - 17:30) (12:49 - 17:30)

Branden Brooks attempted to access the system log to verify changes and identify user errors.

Discussion on the challenges of sifting through large amounts of data and the importance of accurate reporting.

📅 Next Steps and Follow-Up (17:30 - 25:17) (17:30 - 25:17)

Tony Jones outlined the next steps for both teams, including research on the missing automations and updates on the firefighting phone issue.

Branden Brooks committed to reporting back on the findings and ensuring support is involved.

Gist Participants addressed the lack of automation statuses, focusing on a significant case of 30 signed cases not triggering automations.

Bullet Gist 🔍 Investigation Focus: Participants concentrated on the absence of automation statuses, particularly a case highlighted by Tony.

📧 Email vs. API Issues: Discussion included differentiating between email automation problems and API webhooks.

📝 Accurate Logging Importance: Tony emphasized the need for precise logging to track missed automations.

🔧 Challenges in Reporting: Branden faced difficulties accessing logs, highlighting the need for better reporting.

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2024-12-12 11:57:34

🚀 Next Steps Defined: Tony outlined next steps, including researching missing automations and assigning action items.

Short Summary During the Status Update meeting titled 'Missing Automations,' participants discussed the investigation into the absence of automation statuses. Tony Jones highlighted a critical case where 30 signed cases failed to trigger automations, which emphasized the need for an integration portal. The conversation shifted towards distinguishing issues related to email automation and API webhooks, with Tony stressing the necessity for accurate logging to identify missed automations. Branden Brooks expressed difficulties in accessing system logs to pinpoint user errors within extensive data, leading to discussions about the importance of precise reporting. The meeting concluded with Tony outlining the subsequent steps for both teams, which included researching the missing automations and addressing the firefighting phone issue, while Branden committed to reporting back on findings and ensuring support involvement. Action items were assigned, with Branden tasked with investigating the missing cases and Dustin Surwill responsible for compiling a list of missing API cases for further analysis.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-12 18:52:45

Overview The T.I.P. Connect v2.1 team meeting provided key organizational updates, including Brianna Miller's transfer to the Statistics and Report team and Bo's new role supervising his inbound team. The discussion emphasized the importance of clear communication for urgent matters and included light-hearted conversations about personal experiences and holiday plans. On the project front, Dustin reported on a new method for tracking activity logs related to permission changes in Law Ruler, while Alan highlighted the necessity for user-friendly updates in case management systems. Key action items assigned included Brianna's transfer, Bo's supervision transition, Dustin's tracking of permission changes, and Alan's task to upload additional fines for medical records.

Meeting Type Team Meeting

Action Items Brianna Miller

Brianna Miller is to transfer from out services to the Statistics and Report team (07:32)

Bo is to start supervising his inbound team as soon as possible (07:50)

Dustin

Dustin is to track the activity log of permission changes in Law Ruler and provide the data to Alan (20:15)

Alan Gill

Alan is to upload the additional fines for the medical records over at Caseworks (21:18)

Shorthand Bullet :knifeforkplate: Team Updates (03:26 - 07:56) (03:26 - 07:56)

Brianna Miller is transferring to the Statistics and Report team.

Bo will start supervising his inbound team.

Changes communicated regarding team structure.

📅 Meeting Structure and Communication (08:18 - 14:07) (08:18 - 14:07)

Discussion on the importance of clear communication regarding urgent matters.

Casual conversation about personal experiences and holiday plans.

📊 Project Updates (15:04 - 24:05) (15:04 - 24:05)

Dustin found a way to track activity logs for permission changes in Law Ruler.

Alan discussed the need for user-friendly updates in case management systems.

Updates on medical records and data collection processes.

Gist The T.I.P. Connect v2.1 meeting provided key updates on team changes and project advancements while emphasizing the importance of communication.

Bullet Gist :knifeforkplate: Team Updates: Brianna Miller is transferring to the Statistics and Report team, and Bo will supervise his inbound team.

📅 Communication Importance: The meeting emphasized clear communication for urgent matters and included casual discussions.

📊 Project Highlights: Dustin introduced a tracking method for permission changes, while Alan called for user-friendly case management updates.

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2024-12-12 18:52:45

✅ Action Items: Key tasks assigned include Brianna's transfer, Bo's new role, and updates on medical records.

💡 Future Focus: The team aims for improved communication and project tracking to enhance efficiency.

Short Summary The T.I.P. Connect v2.1 team meeting focused on organizational updates, highlighting Brianna Miller's transition to the Statistics and Report team and Bo's new role supervising the inbound team. The discussion underscored the necessity of clear communication for urgent matters, coupled with light-hearted exchanges about personal experiences and holiday plans. On the project front, Dustin presented a new method for tracking activity logs related to permission changes in Law Ruler, while Alan stressed the need for user-friendly updates in case management systems. Key action items included Brianna's transfer, Bo's supervisory transition, Dustin's tracking tasks, and Alan's responsibility to upload additional fines for medical records, ensuring the team stays aligned on project objectives.

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2024-12-13 14:13:03

Title: DL | TIP Questionnaire Sync Date: Fri Dec 13 2024 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, anthony@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, sean@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, kabbarno@dicellolevitt.com, nhorattas@dicellolevitt.com, rbussett@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 15

Overview The Sync meeting titled "DL | TIP Questionnaire Sync" focused on defining criteria for clients considered Missing In Action (MIA) after three unsuccessful outreach attempts via calls, emails, and letters, with a proposal to include certified mail as a final outreach step and a middle category for difficult-to-reach clients. Additionally, the team discussed marketing strategies to effectively utilize various outreach platforms across different jurisdictions, including plans to send holiday communications that highlight available support and resources. Action items included Alan Gill gathering data on MIA clients for systematic categorization, and Nicholas Horattas drafting an introductory email and a Christmas letter that incorporates local resources while also discussing preferences for case movement updates with Abe.

Meeting Type Sync

Action Items Alan Gill

Collect data on clients considered MIA based on outreach attempts and categorize them accordingly (09:14)

Nicholas Horattas

Draft an introductory email thanking clients for choosing the service and include helpful resources (11:48)

Draft a Christmas letter that includes helpful resources for clients during the holiday season (12:11)

Discuss with Abe the preference for case movement updates over monthly letters and seek alignment (14:13)

Shorthand Bullet 📞 Client MIA Definition (04:53 - 09:26) (04:53 - 09:26)

Clients are considered MIA after three calls, three emails, and three letters without response.

Discussion on the potential use of certified mail as a final outreach effort before further action.

Proposal to create a middle category for clients who are hard to reach but not yet MIA.

📈 Marketing Strategies (09:26 - 15:17) (09:26 - 15:17)

Focus on utilizing the best-performing outreach platforms for different jurisdictions.

Plan to send a holiday communication to clients offering support and resources.

Nicholas will draft an introductory email and Christmas letter, incorporating local resources for each territory.

Gist The meeting focused on defining criteria for clients deemed Missing In Action (MIA) and discussing outreach strategies for effective client communication.

Bullet Gist 📞 Client *MIA Definition: Clients* are considered MIA after three unsuccessful outreach attempts, including calls, emails, and letters.

📬 Outreach Strategies: The team proposed using certified mail as a final outreach effort and creating a middle category for hard-to-reach clients.

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2024-12-13 14:13:03

📈 Marketing Initiatives: Focus on utilizing best-performing outreach platforms and sending holiday communications offering support.

📧 Action Items: Alan Gill will gather data on MIA clients, while Nicholas Horattas will draft an email and Christmas letter.

Short Summary During the Sync meeting titled "DL | TIP Questionnaire Sync," participants defined criteria for identifying clients as Missing In Action (MIA) after three failed outreach attempts via calls, emails, and letters. The team proposed incorporating certified mail as a final outreach step and creating a middle category for clients who are difficult to reach but not yet classified as MIA. Marketing strategies were also discussed, including the optimal use of various outreach platforms tailored to different jurisdictions. Plans were laid out to send holiday communications that highlight available support and resources. Action items included Alan Gill's responsibility to gather data on MIA clients for systematic categorization and Nicholas Horattas's task to draft an introductory email and Christmas letter, ensuring local resources are highlighted while addressing preferences for case movement updates with Abe.

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2024-12-13 16:03:32

Title: Five9/Tort Intake Professionals - Weekly Project Call Date: Fri Dec 13 2024 16:00:00 GMT-0500 (Eastern Standard Time) Participants: erik.leiren@five9.com, melissa.villabruza@five9.com, brian@themedialab.agency, nickmcfadden@tortintakeprofessionals.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, darrell@shield-legal.com, david@tortintakeprofressionals.com, elgyn.cortes@five9.com, lorrae.oliver@five9.com, peter.irving@five9.com, romeo.agregado@five9.com, ticketing@fccsf.com Transcript: See full transcript Audio: Listen to audio Duration: 63

Overview During the Weekly Project Call for the Five9/Tort Intake Professionals, key updates and action items were discussed. The team confirmed the schedules and holidays for inbound campaigns, with Erik Leiren tasked to validate this information. David Kessler is coordinating soft phone downloads, aiming for readiness for a soft go-live next week, while also conducting test calls to ensure inbound numbers function correctly, addressing any issues that arose. A new campaign to handle department transfers was proposed, with Erik assisting in its development. Additionally, Lorrae Oliver is set to provide a tutorial on permission sets in the admin console, as adjustments to agent permissions are necessary. The meeting concluded with clear assignments for Erik, David, and Lorrae to ensure progress and readiness for upcoming initiatives.

Meeting Type Weekly Project Call

Action Items Erik Leiren

Confirm and validate NVCC schedules and holidays for inbound campaigns (03:34)

Schedule a follow-up meeting to build out the transfer campaign and discuss skills (45:32)

David Kessler

Complete the soft phone downloads for the team and ensure readiness for the soft go-live (09:10)

Run a test call to verify inbound numbers are functioning correctly (17:11)

Lorrae Oliver

Provide a quick tutorial on permission sets in the admin console (55:50)

Shorthand Bullet 🎯 Inbound Campaign Validation (03:34 - 04:26) (03:34 - 04:26)

Confirm schedules and holidays for inbound campaigns with NVCC.

Erik Leiren to check and validate the information.

📈 Soft Phone Downloads (09:10 - 09:57) (09:10 - 09:57)

David Kessler is coordinating soft phone downloads for the team.

Targeting to have everything ready for the soft go-live next week.

🔨 Test Call Verification (17:11 - 18:29) (17:11 - 18:29)

David Kessler to run test calls to verify inbound numbers are functioning correctly.

Issues with inbound numbers were discussed and resolved.

💡 Transfer Campaign Discussion (45:32 - 45:56) (45:32 - 45:56)

Discussion on creating a new campaign for processing department transfers.

Erik Leiren to assist in building out the transfer campaign.

🛠️ Permission Sets Tutorial (55:50 - 56:30) (55:50 - 56:30)

Lorrae Oliver to provide a tutorial on permission sets in the admin console.

David Kessler needs to adjust agent permissions.

Gist The meeting focused on scheduling, updates, and action items for the Five9/Tort Intake Professionals' inbound campaigns and soft phone preparations.

Bullet Gist

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2024-12-13 16:03:32

🎯 Inbound Campaign Validation: Erik Leiren is tasked with confirming the schedules and holidays for inbound campaigns.

📈 Soft Phone Downloads: David Kessler coordinates soft phone downloads, targeting a soft go-live next week.

🔨 Test Call Verification: David will run test calls to ensure inbound numbers function correctly.

💡 Transfer Campaign Discussion: A new campaign for processing department transfers is being developed with Erik's assistance.

🛠️ Permission Sets Tutorial: Lorrae Oliver is set to provide a tutorial on necessary adjustments to agent permissions.

Short Summary During the Weekly Project Call for the Five9/Tort Intake Professionals, the team confirmed schedules and holidays for inbound campaigns, with Erik Leiren responsible for validating this information. David Kessler is in charge of coordinating soft phone downloads, aiming for readiness for a soft go-live next week, while also conducting test calls to ensure that inbound numbers are functioning correctly and addressing any issues that arise. A new campaign was proposed to handle department transfers, with Erik assisting in its development. Additionally, Lorrae Oliver is set to provide a tutorial on permission sets in the admin console, as there are necessary adjustments to agent permissions. The meeting concluded with clear assignments for Erik, David, and Lorrae to ensure progress and readiness for upcoming initiatives.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-13 16:28:13

Overview The T.I.P. Connect v2.1 team meeting focused on several key points, starting with the discussion of communication and engagement issues among team members, where Alan shared positive feedback from Ax Law Firm and mentioned Brianna's impending return. Jackson introduced a more efficient reporting process for the Crump team, addressing lead count discrepancies highlighted by Olivia, which may stem from agents neglecting to submit leads. The meeting also outlined plans for a new intake class beginning Monday, consisting of 13 new hires, accompanied by a structured training program that includes call listening to enhance agent performance. Additionally, there was a proposal for a new supervisor position in light of recent staff changes. Action items were assigned to team members, including preparations for the new training program and improvements to reporting and documentation processes.

Meeting Type Team Meeting

Action Items Alan Gill

Send out an email regarding the new training program and the setup for Brianna's return (10:36)

Prepare for the new intake class starting Monday by finalizing the training program details (20:10)

Jackson

Write up the new reporting process for the Crump team and distribute it (10:36)

Tony Jones

Establish a process for including decline reasoning in notes for future campaigns (19:52)

Nick McFadden

Contact Lexus Nexus regarding the data mapping project (25:47)

Shorthand Bullet 🔄 MIA and Reporting Process (05:24 - 10:37) (05:24 - 10:37)

Discussion on the lack of communication and engagement from team members.

Alan received a thank you from Ax Law Firm, indicating some positive feedback.

Brianna is returning, and an email will be sent regarding her setup.

Jackson has developed a more efficient reporting process for the Crump team.

📊 Lead Count Discrepancies (10:38 - 19:39) (10:38 - 19:39)

Olivia raised concerns about discrepancies in lead counts between her records and the Monday board.

Alan suggested that the issue might be due to agents forgetting to submit leads.

Discussion on the need for a defined process for decline reasoning in notes for law firms.

📅 New Intake Class and Training (19:50 - 29:06) (19:50 - 29:06)

A new intake class with 13 hires is starting Monday, with a structured training program in place.

The training will include call listening to improve agent performance.

Discussion on the need for a new supervisor position due to staff changes.

Gist The meeting focused on improving client communication, reporting processes, and training for new hires.

Bullet Gist 📞 Client Communication Issues: Addressed challenges with attorney availability and client expectations.

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2024-12-13 16:28:13

📊 Reporting Process Improvements: Discussed a more efficient method for reporting and lead discrepancies.

👥 New Intake Training Program: Announced the start of a structured training program for 13 new hires.

📝 Action Items Assigned: Team members were assigned tasks to enhance communication and reporting.

📅 Recruitment Efforts: Emphasized the need for continued recruitment and a new supervisor role.

Short Summary In the T.I.P. Connect v2.1 team meeting, team members addressed client communication challenges, particularly around attorney availability and client expectations, highlighted by Alan's personal anecdote. The discussion then evolved into refining the reporting process, where Jackson proposed a more efficient reporting method for the Crump team, while Olivia raised concerns about lead discrepancies. This prompted a review of the client list and the need for standardized decline reasoning. Alan introduced a new intake training program launching on Monday, which will include 13 new hires, a buddy system, and structured training that involves call listening. The meeting also identified the need for a new supervisor role and emphasized ongoing recruitment efforts. Action items were assigned, including communication for an employee's return, finalizing the training program, drafting the new reporting process, establishing decline note-taking procedures, and contacting Lexus Nexus regarding a data mapping project.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-16 11:17:58

Overview During the T.I.P. Connect v2.1 team meeting, key topics included the creation of welcome letters for South African clients to enhance clarity and communication, with Alan highlighting the importance of proactive outreach to address client concerns. Brittany was assigned to follow up with Abe regarding the AFFF meeting schedule due to his lack of response, and Alan advised a careful approach in this communication. Additionally, the team discussed the necessity of gathering information on legal research costs and terms, which Alan noted could significantly impact future planning. Action items were assigned to Brittany to establish the welcome letter and to pursue the follow-up with Abe, while Alan will research legal costs.

Meeting Type Team Meeting

Action Items Brittany Barnett

Request for a welcome letter to be created for SA clients that outlines next steps and contact information (10:33)

Follow up with Abe regarding the AFFF meeting schedule (17:12)

Alan Gill

Gather information on legal research costs and terms for future planning (17:27)

Shorthand Bullet 📬 Welcome Letters (07:21 - 10:33) (07:21 - 10:33)

Creation of welcome letters for SA clients was discussed to provide clarity on next steps and contact information.

Alan emphasized the importance of proactive communication to alleviate client concerns.

📅 Meeting with Abe (17:07 - 17:22) (17:07 - 17:22)

Brittany needs to follow up with Abe regarding the AFFF meeting schedule as he did not respond to her email.

Alan suggested being cautious in the follow-up approach.

📊 Legal Research Costs (17:27 - 18:55) (17:27 - 18:55)

Alan mentioned the need to gather information on legal research costs and terms for future planning.

This could be a significant game changer for the team if implemented.

Gist The T.I.P. Connect v2.1 meeting focused on enhancing client communication and addressing legal research costs for future planning.

Bullet Gist 📬 Welcome Letters: Creation of welcome letters for SA clients was discussed to enhance clarity and communication.

📅 Abe's Meeting Follow-Up: Brittany needs to follow up with Abe regarding the AFFF meeting schedule.

📊 Legal Research Costs: Gathering information on legal research costs was deemed crucial for future planning.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-16 11:17:58

During the T.I.P. Connect v2.1 team meeting, the team emphasized the creation of welcome letters for South African clients to improve communication and clarity regarding next steps and contact information. Alan highlighted the need for proactive outreach to address client concerns effectively. Brittany was tasked with following up with Abe about the AFFF meeting schedule due to his lack of response, and Alan advised a cautious approach in this communication. Furthermore, the necessity of gathering information on legal research costs and terms was discussed, which Alan noted could significantly impact future planning. Action items were assigned to Brittany for the welcome letter and follow-up with Abe, while Alan committed to researching legal costs.

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2024-12-16 17:04:06

Title: Five9/TIP - Follow up with Erik/David Date: Mon Dec 16 2024 17:00:00 GMT-0500 (Eastern Standard Time) Participants: erik.leiren@five9.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, elgyn.cortes@five9.com, lorrae.oliver@five9.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 63

Overview The Technical Follow-up and Q&A Session focused on addressing various operational challenges and enhancements related to the Five9/TIP system, particularly around disposition handling and transfer processes. Key discussions included the identification of inconsistencies in disposition displays after transfers, with suggestions to refine 'callback required' dispositions and leverage personal reminders. The team created a basic IVR script for quality assurance transfers, explored the skill transfer module's settings, and addressed recording behaviors during transfers. Other topics covered included optimizing agent desktop settings for transfer visibility, enhancing user experience through potential customization options like tones for completed transfers, and managing user profiles to effectively control permissions and skills. Action items were assigned to team members, including David's task to create IVRs and test campaigns, Lorrae's investigation into disposition redials, and Erik's exploration of transfer tone additions, ensuring a follow-up on these critical areas.

Meeting Type Technical Follow-up and Q&A Session

Action Items David Kessler

Create basic transfer IVRs for other campaigns (54:40)

Test the new processing department inbound campaign for transfers (39:50)

Bring up the option of callback scheduling to the team (19:11)

Play around with campaign profile dispositions (57:45)

Lorrae Oliver

Continue investigating the immediate redial issue with dispositions (05:57)

Erik Leiren

Look into the possibility of adding tones for completed transfers (48:43)

Shorthand Bullet 🔧 Disposition Issues and Solutions (02:39 - 14:35)

Discussed issues with dispositions showing differently after transfers

Identified problem with 'callback requested' disposition triggering immediate redial

Suggested keeping 'callback required' as a closed disposition and using personal reminders

Explored differences in dispositions between manual dial and auto dialer

Discovered system dispositions not showing up for manual dials

📞 Transfer Campaigns and IVR Setup (14:36 - 26:21)

Discussed setting up inbound campaigns for transfers

Created a basic IVR script for QA transfer

Explained skill transfer module settings and options

Addressed the need for different dispositions upon transfer

Discussed recording behavior during transfers

🎛️ Agent Desktop and Campaign Settings (26:21 - 36:59)

Explored transfer options in the agent desktop

Discussed limiting campaign visibility for transfers

Explained the difference between transferring to campaigns vs. skills

Addressed the need for clear transfer processes to avoid confusion

🔔 User Experience and Customization (36:59 - 45:37)

Discussed possibility of adding tones for completed transfers

Explored whisper prompt options for inbound calls

Explained auto-answer settings and user permissions

Discussed callback scheduling and calendar reminder options

🗂️ Campaign Profiles and Dispositions (46:04 - 54:27)

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2024-12-16 17:04:06

Explored folder creation for dispositions in campaign profiles

Discovered issue with dispositions not showing in folders during calls

Explained the need to remove dispositions from the campaign to use campaign profile dispositions

👥 User Profiles and Permissions (54:40 - 01:02:59)

Discussed the use of user profiles for managing permissions and skills

Explained limitations of user profiles and strategies for using them effectively

Explored options for grouping agents and scaling permission management

Gist The meeting aimed to address operational challenges and enhancements related to the Five9/TIP system, focusing on disposition handling and transfer processes.

Bullet Gist 🔄 Disposition Handling: Discussed inconsistencies in disposition displays after transfers and suggested improvements.

📞 IVR Development: Created a basic IVR script to enhance quality assurance for transfer processes.

🎛️ Skill Transfer Module: Explored settings within the skill transfer module to optimize performance.

🖥️ Agent Desktop Optimization: Focused on enhancing agent desktop settings for better transfer visibility.

🔑 User Profile Management: Addressed managing user profiles to control permissions and skills effectively.

Short Summary The Technical Follow-up and Q&A Session concentrated on resolving operational issues associated with the Five9/TIP system, notably around disposition handling and transfer processes. Key discussions identified inconsistencies in disposition displays following transfers, leading to suggestions for refining 'callback required' dispositions and utilizing personal reminders. The team developed a basic IVR script aimed at enhancing quality assurance for transfers and examined the settings within the skill transfer module while addressing recording behaviors during these transfers. Other topics included optimizing agent desktop settings for better visibility during transfers, enhancing user experience through potential customization options like transfer completion tones, and managing user profiles to efficiently control permissions and skills. Action items were assigned, including tasks for David to create IVRs and test campaigns, Lorrae to investigate disposition redials, and Erik to explore transfer tone enhancements, ensuring follow-up on these critical areas.

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2024-12-17 11:11:27

Overview The Informal Check-in meeting titled "T.I.P. Connect v2.1" primarily focused on attendance and scheduling issues, with Kim unable to join and Nicholas Ward experiencing a delay due to daycare drop-off, leaving only Alan Gill and Henry present. It was noted that Ryan may have rescheduled a case naming session to coincide with this meeting. There were no formal action items established during this check-in, reflecting the casual nature of the gathering and the need for participants to stay updated on attendance and scheduling conflicts.

Meeting Type Informal Check-in

Shorthand Bullet 🗓️ Meeting Status and Attendance (04:16 - 05:49)

Kim won't be joining the meeting

Nicholas Ward is delayed due to daycare drop-off

Only Alan Gill and Henry are present in the room

Ryan potentially rescheduled a case naming session for the same time

Gist The meeting focused on attendance and scheduling issues with only a few participants present, reflecting its informal nature.

Bullet Gist 🗓️ Meeting Status and Attendance: Kim was absent, Nicholas was delayed, leaving only Alan and Henry present.

⏳ Scheduling Conflicts: Ryan may have rescheduled a case naming session for the same time as the meeting.

📝 No Action Items: The informal nature of the meeting resulted in no formal action items being established.

Short Summary The Informal Check-in meeting titled 'T.I.P. Connect v2.1' addressed attendance and scheduling conflicts among participants. Kim was unable to join, while Nicholas Ward faced a delay due to daycare drop-off, resulting in only Alan Gill and Henry being present. Additionally, it was mentioned that Ryan may have rescheduled a case naming session to coincide with this meeting. The gathering did not establish any formal action items, highlighting its casual nature and emphasizing the need for attendees to remain informed about scheduling and attendance issues.

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2024-12-17 11:18:06

Title: Case Type Name Changes Law Ruler/Five9 Date: Tue Dec 17 2024 12:00:00 GMT-0500 (Eastern Standard Time) Participants: jturner@shield-legal.com, ryan@brandlytics.io, markmaniora@shield-legal.com, nicholas@tortintakeprofessionals.com, gregowen@shield-legal.com, anthony@tortintakeprofessionals.com, david@tortintakeprofessionals.com, malissa@shield-legal.com, ryan@themedialab.agency Transcript: See full transcript Audio: Listen to audio Duration: 13

Overview The Problem-solving and Planning Meeting focused on addressing the changes needed for case type names in the Law Ruler/Five9 system due to import errors caused by the dialer's restrictions on special characters. Anthony presented a list of 18 active case types that required updates primarily due to slashes, and a proposed solution involved replacing these slashes with space-hyphen-space and updating the financial log database accordingly. The team ensured the prioritization of active case types and discussed an implementation plan for the changes, with Anthony tasked to circulate a sheet detailing old and new case types, while Ryan coordinated with James and Ed for database updates. Potential issues regarding the parsing in the generate financial log lambda were identified, leading to the decision to use underscores to enhance readability. Specific action items were assigned to team members, with a goal to implement the changes and launch the Five9 system within the week.

Meeting Type Problem-solving and planning meeting

Action Items Anthony Soboleski

Send out sheet with case type changes to the team (01:02)

Coordinate with team to schedule time for making changes (08:27)

Ryan Vaspra

Work with James and Ed to update the database (05:23)

Update case name generator tool with underscores (13:07)

James Turner

Start working on SQL for database updates (07:39)

Shorthand Bullet 🔧 Case Type Name Changes (00:14 - 04:04)

Anthony has a list of case type changes

5:9 dialer doesn't allow special characters, causing import errors

Only dashes and underscores allowed in case type names

18 active case types identified for changes

Main issue is with slashes in case type names

📊 Proposed Solution (04:04 - 07:00)

Replace slashes with space-hyphen-space

Use SQL to update the financial log database

Create a sheet with old and new case type names

Prioritize active case types for changes

Future changes will include more hyphens for standardization

Plan to add numbers representing lead PD1 to contract IDs

🔄 Implementation Process (07:00 - 10:14)

Anthony to send out sheet with case type changes

Ryan to coordinate with James and Ed for database updates

Team to schedule time for making changes

Goal to launch Five9 this week

⚠️ Potential Issues and Solutions (10:14 - 13:28)

Concern about breaking the parsing in generate financial log lambda

Suggestion to use campaign ID or case ID number instead of law ruler name

Decision to use underscores instead of slashes to divide partner firms

Plan to update case name generator tool with underscores

Gist The meeting focused on updating case type names in the Law Ruler/Five9 system to resolve import errors stemming from special character restrictions.

Bullet Gist 🔧 Case Type Name Changes: Anthony identified 18 active case types needing updates due to dialer restrictions on special characters.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-17 11:18:06

📊 Proposed Solution: Replace slashes with space-hyphen-space and update the financial log database accordingly.

🔄 Implementation Process: Anthony will circulate a sheet of changes while Ryan coordinates database updates.

⚠️ Potential Issues and Solutions: Concerns about parsing led to the decision to use underscores instead of slashes.

Short Summary The Problem-solving and Planning Meeting aimed to address the need for changes in case type names within the Law Ruler/Five9 system due to import errors caused by the dialer's restrictions on special characters. Anthony presented a list of 18 active case types needing updates, primarily due to slashes in their names. The proposed solution involved replacing slashes with space-hyphen-space format and making corresponding updates in the financial log database. The team prioritized active case types and devised an implementation plan, with Anthony responsible for circulating a sheet detailing old and new case types and Ryan coordinating with James and Ed for database updates. Potential issues with parsing in the generate financial log lambda were identified, leading to the decision to use underscores for improved readability. The team aimed to implement these changes and launch the Five9 system within the week.

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2024-12-18 18:06:54

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-19 12:39:10

Title: LexisNexis Tort Intake Professionals - Public Records Demo Date: Thu Dec 19 2024 13:00:00 GMT-0500 (Eastern Standard Time) Participants: tbellamy@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, franklindee.holloway@lexisnexis.com, lexisnexis-gns@assistant.gong.io, matthew.russell@lexisnexis.com Transcript: See full transcript Audio: Listen to audio Duration: 21

Overview The LexisNexis Tort Intake Professionals Product Demo and Sales Discussion meeting focused on showcasing their public records tool to support law firms handling mass tort and class action lawsuits. After addressing initial technical difficulties, Russell introduced product specialist Frank, who demonstrated the tool's extensive database of around 86-87 billion US public records, highlighting features such as SmartLinks and comprehensive search capabilities. Tim outlined their business needs for client reconnections, particularly during settlement phases, while discussing the tool's pricing structure, starting at $400 per month for single users with options for longer contracts. The meeting concluded with action items for proposal submissions and upcoming demonstrations of AI programs, as well as necessary preparations for the credentialing process required for tool access.

Meeting Type Product Demo and Sales Discussion

Action Items Matthew Russell

Send proposal with 1, 2, and 3-year pricing options to Tim (18:20)

Submit credentialing process for processing (20:11)

Schedule AI programs demonstration for January (19:29)

Tim Bellamy

Review proposal when received (18:20)

Discuss with in-house business people about user requirements (18:42)

Prepare for credentialing process (20:01)

Shorthand Bullet 🛠️ Technical Issues and Introductions (00:07 - 02:49)

Meeting started with technical difficulties

Tim reconnected through a separate channel

Russell introduced Frank as the product specialist for the public records tool

📊 Business Overview (02:49 - 04:08)

Tim explained their business: providing services to law firms for mass torts and class action lawsuits

They qualify potential clients and maintain contact throughout the litigation process

Looking for a solution to reconnect with clients when contact is lost, especially during settlement time

🔍 Public Records Tool Demo (04:15 - 11:49)

Frank demonstrated the public records tool

86-87 billion US public records in the system

Governed by Fair Credit Reporting Act and other laws

Credentialing process required for all customers

SmartLinks tool merges individual reports into a single document

Demonstrated search capabilities using Frank's own information

Showed address history, phone records, and associated people

📈 Data Updates and Pricing (12:16 - 18:42)

Data update frequency varies by source

Pricing based on monthly charge, not per search

One-year minimum contract, with discounts for longer terms

$400/month for one user, $700/month for two users on a one-year agreement

Proposal to be sent with 1, 2, and 3-year options

🤖 Future Discussions and Credentialing (18:57 - 21:14)

Tim interested in AI programs demo in January

Public records access needed early next year

Credentialing process can take several weeks to over a month

Credentialing involves background checks and verification of company claims

Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-19 12:39:10

The meeting showcased LexisNexis' public records tool for law firms handling mass tort cases, addressing technical issues and pricing.

Bullet Gist 🛠️ Technical Challenges: The meeting began with technical difficulties that were quickly resolved.

📊 Business Needs Discussion: Tim outlined the law firm's need for reconnecting with clients during litigation.

🔍 Public Records Tool Demonstration: Frank demonstrated the tool's capabilities, including a vast database of public records.

📈 Pricing Structure Explained: The pricing starts at $400/month, with options for longer contracts.

🤖 Future Collaboration: Tim expressed interest in AI program demos and highlighted the credentialing process.

Short Summary The meeting focused on the demonstration of LexisNexis' public records tool tailored for law firms involved in mass tort and class action lawsuits. After overcoming initial technical difficulties, Russell introduced product specialist Frank, who showcased the extensive database of 86-87 billion US public records, emphasizing features like SmartLinks and advanced search capabilities. Tim articulated their business needs for client reconnections during settlement phases and discussed the pricing structure, starting at $400 per month for single users. The session concluded with action items for proposal submissions, upcoming AI program demonstrations in January, and a reminder about the credentialing process necessary for tool access.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-19 18:17:00

Overview In the recent T.I.P. Connect v2.1 Team Status Update and Planning Meeting, key discussions included a review of the Profit and Loss (P&L) statements and Key Performance Indicators (KPIs), emphasizing labor costs and the need to manage excessive overtime, with Nick tasked to collaborate with Solo's team and Brittany on the P&L analysis. The team noted a slowdown in signups for the PFS project, with 170 leads signed out of 266 potentials, and acknowledged Cameron’s role in addressing lead cap issues. Additionally, strategies were outlined to reduce the number of make goods to zero by New Year’s, alongside considerations regarding the costly MIA software and potential contracting for a PI director. The group also discussed the upcoming company survey, holiday plans, and a town center tour scheduled for next week, while planning a team dinner to celebrate progress. Action items were assigned to team members, including training sessions and departmental reviews.

Meeting Type Team Status Update and Planning Meeting

Action Items Nicholas Ward

Chat with Brittany about overtime report tomorrow morning (05:19)

Conduct training at noon on Monday for PFS stuff with Bo, Russell, and Megan (06:07)

Look into training a couple of people on inbound tasks (06:07)

Alan Gill

Start town center tour next week (15:57)

Conduct three-year addict review for each department (15:57)

Unassigned

Clarify lead cap situation with Melissa or Cam (07:30)

Consider contracting someone to work as a PI director for finding MIA clients (13:36)

Shorthand Bullet 🔍 P&L Review and KPIs (00:00 - 07:54)

Nick to work with Solo's team and Brittany on P&L for their side

Focus on labor numbers and percentage of revenue for KPIs

Concern about excessive overtime, need to justify it

Training scheduled for Monday at noon for PFS stuff with Bo, Russell, and Megan

170 signed leads out of 266 potential for PFS project

📊 Lead Cap and Conversion (07:54 - 09:18)

Questions about lead cap movement, defer to Cameron for answers

Signups have slowed down to about one per week

Cameron hopeful for converting old leads, but realistic expectations needed

📋 Make Goods and MIA Software (09:18 - 14:17)

19 make goods, with 2 more added recently

Working on LOSDs and bans to reduce numbers to zero by New Year's Day

MIA software license costs $400 per user per month

Considering contracting a PI director for finding MIA clients

🎉 Company Survey and Holiday Plans (14:17 - 18:03)

Food scheduled for 1 PM tomorrow, employees to return to work after eating

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-19 18:17:00

Balancing work hours and holiday celebrations

Planning to start town center tour next week

Reflecting on job progress and helping people

Discussion about team dinner and drinks

Gist The meeting focused on reviewing P&L statements, addressing lead signups, and planning future strategies for team improvement.

Bullet Gist 🔍 P&L Review and KPIs: Nick collaborates with Solo's team and Brittany on P&L analysis, focusing on labor costs and KPIs.

📊 Lead Cap and Conversion: Cameron addresses lead cap issues as signups for the PFS project slow down.

📋 Make Goods and MIA Software: Efforts are underway to reduce make goods to zero by New Year's while evaluating MIA software costs.

🎉 Company Survey and Holiday Plans: Plans for a company survey and holiday celebrations, including a team dinner, are being organized.

Short Summary During the T.I.P. Connect v2.1 Team Status Update and Planning Meeting, participants reviewed Profit and Loss statements and Key Performance Indicators, emphasizing the management of labor costs and excessive overtime. Nick was assigned to work with Solo's team and Brittany on P&L analysis. The team acknowledged a slowdown in signups for the PFS project, with only 170 leads signed out of 266 potentials, and noted Cameron's role in addressing lead cap issues. Strategies to reduce make goods to zero by New Year's were discussed, along with considerations regarding the costly MIA software and the potential contracting of a PI director for MIA client acquisition. Additionally, plans for an upcoming company survey, holiday celebrations, a town center tour, and a team dinner were outlined, alongside various action items assigned to team members, including training sessions and departmental reviews.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-20 12:16:14

Title: AFFF Flatirons PFS Update Discussion TIP/DL Date: Fri Dec 20 2024 13:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, mtrexler@dicellolevitt.com, mverhiley@dicellolevitt.com, mabramowitz@dicellolevitt.com, c_e246e8008a5e5e71c68696970778792cea4d59fdeda9ca06fc0e690db49d158a@group.calendar.google.com Transcript: See full transcript Audio: Listen to audio Duration: 16

Overview In the recent Project Update and Planning Meeting for the AFFF Flatirons PFS, the team addressed several key points regarding the current status and future processes. Updates revealed that of the total 1432 PFS numbers, 888 remain incomplete, indicating a need for improved supervisor involvement and a new question set. The introduction of a new electronic PFS form will potentially require redoing PFS for all clients to accommodate different data collection needs. Mary Kate and Michael are tasked with verifying current PPF requirements while distinguishing between bellwether and regular cases. The new online submission portal is not yet live, prompting the team to continue using the existing PFS format and track the portal's launch for bulk uploading capabilities. Action items assigned include data collection follow-ups, field updates coordination for reporting, and monitoring the upcoming changes related to the portal. Overall, the meeting highlighted the need for enhanced data management and communication among team members to ensure project milestones are met.

Meeting Type Project Update and Planning Meeting

Action Items Mary Kate Verhiley

Verify current PPF requirements on the docket and report back to Brittany on differences between current and new PFS (09:47)

Watch the docket for new portal information and contact the portal about bulk uploading once information is available (11:26)

Continue making phone calls to clients for data collection (13:21)

Send follow-up email about loss of consortium field update (16:25)

Michael

Verify current PPF requirements on the docket (09:47)

Coordinate with Brittany on field updates for the report (16:12)

Alan Gill

Be informed about portal bulk uploading changes (12:30)

Brittany

Be informed about portal bulk uploading changes (12:30)

Shorthand Bullet 📊 PFS Update and Changes (00:26 - 08:42)

1432 total numbers, 888 incomplete

New question set to be updated

Disconnect between CSPs and auditing process noted

Supervisors need to be more involved in the process

🔄 New PFS Process Discussion (08:43 - 12:30)

New electronic PFS form introduced

Potential need to redo PFS for all clients

Different information collected in new form

Mary Kate and Michael to verify current PPF requirements on the docket

Distinction between bellwether cases and regular plaintiffs noted

🚀 Portal Implementation and Data Collection (12:31 - 14:46)

New online submission portal not yet operational

Team to watch for portal launch and inquire about bulk uploading

Continue collecting data using current PFS format

Mary Kate to be out of office Wednesday through Friday next week

📈 Data Management and Reporting (14:47 - 16:48)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-20 12:16:14

Request to add loss of consortium indicator on complaint spreadsheet

Michael to coordinate with Brittany on field updates for the report

Gist The meeting aimed to update the team on the AFFF Flatirons PFS project status and plan future processes.

Bullet Gist 📊 Project Status Update: 888 out of 1432 PFS numbers are incomplete, signaling a need for greater supervisor involvement.

🖥️ New Electronic Form: A new electronic PFS form may require redoing PFS for all clients to meet diverse data needs.

🔍 Verification Task: Mary Kate and Michael will verify PPF requirements and distinguish case types.

🌐 Portal Launch Monitoring: The online submission portal is not live yet; the existing PFS format will be used until then.

📅 Action Items: Follow-ups on data collection and field updates are critical to ensure project milestones are met.

Short Summary During the recent Project Update and Planning Meeting for the AFFF Flatirons PFS, the team discussed the current project status, revealing that out of 1432 PFS numbers, 888 remain incomplete, highlighting a need for improved supervisor involvement and the creation of a new question set. The introduction of a new electronic PFS form could necessitate redoing PFS for all clients due to varying data collection requirements. Mary Kate and Michael are responsible for verifying current PPF requirements and differentiating between bellwether and regular cases. Although the new online submission portal is not yet operational, the team will continue using the existing PFS format while monitoring the portal's launch for bulk uploading capabilities. Action items include follow-ups on data collection, field updates coordination for reporting, and tracking upcoming changes related to the portal, emphasizing the importance of enhanced data management and communication to meet project milestones.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-20 14:11:57

Title: DL | TIP Questionnaire Sync Date: Fri Dec 20 2024 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, anthony@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, sean@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, kabbarno@dicellolevitt.com, nhorattas@dicellolevitt.com, rbussett@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 14

Overview The Status Update and Strategy Planning meeting for the DL | TIP Questionnaire Sync focused on several key areas, including the formulation of introductory letters for upcoming campaigns in 2025 and a strategic approach to managing MIA clients. The team agreed to shift from monthly updates to case-specific communications while noting that a Christmas letter would not be feasible this year due to resource constraints. A clear definition of MIA clients was established, involving multiple outreach attempts before considering private investigator involvement, with LexisNexis being introduced as an interim resource. Nicholas was tasked with drafting letters and reviewing both the VSS interviews and the Chowchilla campaign, while Alan offered his support in the letter drafting process. Action items were clearly assigned to ensure timely implementation of these strategies as they move forward.

Meeting Type Status update and strategy planning meeting

Action Items Nicholas Horattas

Draft introductory letters for each campaign (06:39)

Implement update letters as cases move forward (07:03)

Set up LexisNexis account for pre-MIA client searches (09:23)

Create a final push letter for MIA clients (10:37)

Review VSS interviews for all campaigns (11:59)

Review Chowchilla DL campaign (12:59)

Alan Gill

Collaborate on letter drafting if needed (06:20)

Shorthand Bullet 📝 Introductory Letters and Updates (05:33 - 07:55)

Focus on introductory letters for each campaign in 2025

Shift from monthly updates to case-specific updates

No Christmas letter due to resource constraints

Alan offered collaboration on drafting letters

🕵️ MIA Clients Strategy (07:55 - 10:37)

Defined MIA status: 3 calls, 3 letter attempts, 3 email attempts

Plan A: Private investigator after a week of MIA status

Implementing LexisNexis as an interim step before PI

Alan suggested a final push letter before PI involvement

🔍 VSS Interviews and Chowchilla Campaign (10:37 - 13:40)

Nicholas to review VSS interviews for all campaigns

Alan mentioned Chowchilla DL campaign for review

Goal to tailor interviews and have strategies ready for 2025

Gist The meeting focused on strategy planning for upcoming campaigns and managing MIA clients, outlining responsibilities and resource allocation.

Bullet Gist 📝 Introductory Letters and Updates: Focused on drafting letters for 2025 campaigns and shifting to case-specific updates.

🕵️ MIA Clients Strategy: Defined MIA status with a structured outreach plan before considering private investigator involvement.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-20 14:11:57

🔍 VSS Interviews and Chowchilla Campaign: Nicholas tasked with reviewing VSS interviews and Chowchilla campaign to prepare strategies for 2025.

Short Summary The Status Update and Strategy Planning meeting centered on preparing introductory letters for campaigns in 2025 and addressing the management of MIA clients. The team decided to transition from monthly updates to case-specific communications, acknowledging that a Christmas letter would not be feasible this year due to resource constraints. A clear definition of MIA clients was established, which includes making three calls, sending three letters, and three email attempts before involving a private investigator after a week of MIA status. LexisNexis was introduced as an interim resource to assist in this process, and Alan suggested sending a final push letter before considering PI involvement. Nicholas was assigned to draft the necessary letters and review the VSS interviews and the Chowchilla campaign, while Alan offered his assistance in the drafting process, ensuring that action items were clearly allocated for timely implementation of strategies moving forward.

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2024-12-20 15:15:33

Title: Five9/Tort Intake Professionals - Weekly Project Call Date: Fri Dec 20 2024 16:00:00 GMT-0500 (Eastern Standard Time) Participants: erik.leiren@five9.com, melissa.villabruza@five9.com, brian@themedialab.agency, nickmcfadden@tortintakeprofessionals.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, darrell@shield-legal.com, david@tortintakeprofressionals.com, elgyn.cortes@five9.com, lorrae.oliver@five9.com, peter.irving@five9.com, romeo.agregado@five9.com, ticketing@fccsf.com Transcript: See full transcript Audio: Listen to audio Duration: 16

Overview During the weekly project call for Five9/Tort Intake Professionals, the team provided updates on project status and upcoming holiday preparations. David shared that he is conducting tests and collaborating with Larray, resulting in an increment of campaign limits to 50, with discussions about future increases and the process for requesting additional campaigns. The deployment is scheduled for the following week using a User Acceptance Testing (UAT) approach, with Larray available for support prior to the holiday freeze. Nick expressed satisfaction with the recent testing results. The meeting also covered the management of Adding 1,512 numbers to the Numbers Reputation Management, with details on porting costs clarified; however, it was decided to maintain the current 339 purchased numbers for now. Action items include increasing the campaign limit, building additional campaigns, and continuing group deployments.

Meeting Type Project Status Update and Planning Meeting

Action Items Lorrae Oliver

Increase campaign limit by 50 to reach 100 active campaigns (07:42)

Nick Ward

Build out additional campaigns proactively (08:09)

Confirm when to proceed with additional number registration and porting after the break (15:13)

David Kessler

Continue deploying remaining groups (09:08)

Shorthand Bullet 🎯 Project Update and Holiday Preparations (00:00 - 08:35)

David conducting tests and communicating with Larray

Campaign limit increased to 50, with potential for future increase

Process for requesting more campaigns discussed

David downloaded more softphones and added more agents to the platform

Group 2 is operational, with three more groups to go

📊 Deployment Plans and Support (08:39 - 11:54)

Deployment planned for next week

UAT/soft go-live approach, with option to roll back if needed

Larray available for support on Monday before holiday freeze

Nick expressed satisfaction with testing results so far

📞 Number Management and Costs (11:54 - 16:22)

Discussion on adding 1,512 numbers to Numbers Reputation Management

Clarification on porting costs ($2 per DID) and registration fees

Peter waiting for Nick's go-ahead on moving additional numbers

Decision to stick with 339 purchased numbers for now

Gist The meeting focused on project updates and preparations for the upcoming holiday, including testing results and number management.

Bullet Gist 🎯 Project Update: David shared testing results, with campaign limits increased to 50 and a process for future increases discussed.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-20 15:15:33

📊 Deployment Plans: Deployment is set for next week using a UAT approach, with Larray providing support before the holiday.

📞 Number Management: Discussion on adding numbers clarified porting costs, but the decision was to keep the current 339 numbers.

Short Summary During the weekly project call for Five9/Tort Intake Professionals, the team discussed crucial updates regarding the project’s status and preparations for the upcoming holiday. David reported on testing activities and collaboration with Larray, which led to an increase in campaign limits to 50, with future increases and a process for requesting more campaigns outlined. The deployment is scheduled for the next week, utilizing a User Acceptance Testing (UAT) approach, with Larray available for support before the holiday freeze. Nick expressed satisfaction with the testing results. Additionally, the team addressed the management of adding 1,512 numbers to the Numbers Reputation Management, clarified porting costs, and decided to maintain the current 339 purchased numbers for the time being. Key action items included increasing campaign limits, building additional campaigns, and continuing group deployments.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-20 16:13:07

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2024-12-23 11:15:39

Overview In the T.I.P. Connect v2.1 Status Update and Problem-Solving Meeting, team members addressed critical updates concerning the CPAP case, notably the involvement of the original claimant's daughter and discrepancies in device identification. Challenges were identified, including system slowdowns and team members’ inactivity, with discussions led by Dave and Alan on how to mitigate these issues. Aiden highlighted report generation delays, while team members strategized on managing ongoing system integration challenges and the anticipated credentialing process timeline. Amidst a slower lead generation period due to the holiday season, the team aims to optimize their workflow by completing overdue appointments and enhancing data collection methods during interviews. Key action items were assigned to Alan and Dustin, with a collective focus on improving reporting and systems efficiency.

Meeting Type Status Update and Problem-Solving Meeting

Action Items Alan

Proceed with the CPAP case as instructed by Dave (05:18)

Continue efforts to reduce Miami good list (13:10)

Dustin

Run an activity log search for system interactions between 8:02 and 8:20 (08:09)

Team

Complete and input information for 9-10 appointments from Thursday, Friday, Saturday into Smart Advocates (10:35)

Implement secondary information gathering during second interviews (14:30)

Shorthand Bullet 📊 CPAP Case Update and Challenges (00:01 - 08:18)

Dave is actively questioning the CPAP case details

Original claimant passed away, daughter now involved

Discrepancies in reported device types

Alan explaining situation to Dave, addressing concerns

Team discussing challenges of device identification

Miami good list down to 14 people, 3 completed this week

System integration issues reported, no activity from some team members

🖥️ System Issues and Reporting (08:18 - 15:51)

System slowdown reported, similar to previous week's issue

Aiden ran a report for all accidents, but didn't update or push any code

Jackson's reports completed after 1 hour 10 minutes

Team discussing possible causes of system slowdown

LexisNexis contract ready to be signed

Credentialing process could take up to a month, aiming for early to mid-January

Weekend lead generation slower due to holiday season

Team planning to use slower period to catch up on work

Gist The meeting focused on updates regarding the CPAP case, system issues, and strategies to enhance workflow efficiency during the holiday season.

Bullet Gist

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2024-12-23 11:15:39

📊 CPAP Case Update: The CPAP case involves the original claimant's daughter due to the claimant's death and device identification discrepancies.

🖥️ System Challenges: System slowdowns were reported, affecting report generation and team activity.

📅 Credentialing Timeline: The credentialing process may take up to a month, with expectations set for early to mid-January.

🔄 Workflow Optimization: The team plans to use the slower holiday period to catch up on overdue tasks and improve data collection.

✅ Action Items Assigned: Key action items were distributed to Alan and Dustin for improving reporting and system efficiency.

Short Summary During the T.I.P. Connect v2.1 Status Update and Problem-Solving Meeting, team members discussed significant updates on the CPAP case, particularly the involvement of the original claimant's daughter following the claimant's passing, and discrepancies in reported device types. Dave and Alan led discussions on challenges, including system slowdowns and inactivity from team members, with Aiden noting report generation delays. The team also addressed integration issues in the system and the credentialing process, which is projected to take up to a month. Amid a slower lead generation period due to the holidays, the team aims to optimize workflow by completing overdue appointments and improving data collection methods during interviews. Key action items were assigned to Alan and Dustin, focusing on enhancing reporting and systems efficiency.

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2024-12-31 11:16:03

Overview In the T.I.P. Connect v2.1 meeting, participants exchanged New Year greetings and discussed various operational issues, including billing and reporting challenges. Alan raised concerns about foster care billing for B.G. Walsh in Illinois, prompting Cameron to schedule a follow-up call. The team addressed Nicholas's apprehensions regarding report restrictions and highlighted the negative financial impact of system issues, leading to a $100,000 revenue loss the previous week. An action plan was developed, with Cameron advising participants to notify him and Nick Ward before running significant reports, and Alan committed to providing updates on ongoing projects. The meeting concluded with optimism for the year ahead as attendees shared their well-wishes. Action items were assigned, focusing on documentation and communication related to reporting activities.

Meeting Type Status Update and Problem-Solving Meeting

Action Items Cameron Rentch

Follow up on B.G. Walsh Illinois foster care billing issue (03:34)

Alan Gill

Provide updates on ongoing projects (12:04)

All participants

Document and report on department-specific reporting activities, including description, frequency, and requestor (04:35)

Notify Cameron and Nick Ward before running significant reports (10:41)

Shorthand Bullet 🎉 New Year Greetings and Updates (00:00 - 02:50)

Happy New Year exchanged between participants

Cameron mentioned cold weather in San Diego

Nicholas reported potential snow in the Midwest

💼 Billing and Report Issues (02:50 - 07:52)

Alan inquired about B.G. Walsh Illinois foster care billing

Cameron scheduled a call to address the issue

Nicholas raised concerns about McFadden's request for report restrictions

Cameron emphasized the need to continue business operations

Discussion on the impact of GCP amplification on reporting issues

📊 Reporting Practices and System Impact (07:52 - 10:33)

Alan mentioned running reports at 6 AM daily

Nicholas explained changes in Dustin's data polling frequency

$100,000 revenue loss reported due to system issues on previous Friday

Cameron stressed the importance of documenting reporting activities

🔍 Action Plan for Reporting (10:33 - 12:25)

Cameron suggested notifying him and Nick Ward before running reports

Alan agreed to provide updates on ongoing projects

🚀 Year Ahead and Closing Remarks (12:25 - 13:43)

Cameron expressed excitement for the coming year despite challenges

Participants exchanged New Year wishes and ended the meeting

Gist

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2024-12-31 11:16:03

The meeting aimed to discuss operational issues, focusing on billing, reporting challenges, and establishing an action plan for the year ahead.

Bullet Gist 🎉 New Year Greetings and Updates: Participants exchanged Happy New Year wishes and discussed weather conditions.

💼 Billing and Report Issues: Alan raised concerns about B.G. Walsh's foster care billing, prompting a follow-up call.

📊 Reporting Practices and System Impact: The team addressed the $100,000 revenue loss due to system issues and stressed documentation.

🔍 Action Plan for Reporting: Cameron suggested notifying him and Nick Ward before running significant reports.

🚀 Year Ahead and Closing Remarks: Participants expressed optimism for the year, sharing well-wishes before ending the meeting.

Short Summary During the T.I.P. Connect v2.1 meeting, participants exchanged New Year greetings and addressed various operational concerns, primarily in billing and reporting. Alan raised an issue regarding foster care billing for B.G. Walsh in Illinois, which led Cameron to schedule a follow-up call. Nicholas expressed apprehensions about report restrictions and the financial consequences of system issues, which resulted in a significant $100,000 revenue loss the previous week. The team emphasized the importance of documenting reporting activities and agreed on an action plan, where Cameron advised notifying him and Nick Ward before running extensive reports. Alan committed to providing updates on ongoing projects. The meeting concluded on an optimistic note as participants shared their well-wishes for the upcoming year, focusing on enhancing communication and documentation related to reporting.

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2025-01-02 16:21:26

Title: JDC VSS Bi-weekly Meeting Date: Thu Jan 02 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: alan@tortintakeprofessionals.com, jgordon@meadowlawfirm.com, acrowell@meadowlawfirm.com, nicholas@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, eparra@burgsimpson.com, jabromovitz@burgsimpson.com, rdenning@burgsimpson.com Transcript: See full transcript Audio: Listen to audio Duration: 20

Overview During the JDC VSS Bi-weekly Meeting, participants exchanged New Year greetings and provided updates on ongoing cases, including the completion of secondary interviews for JDC and the integration of Guardian information by Alex. The discussion included plans to file the first Mingus lawsuit next week and engage with defendants at each facility, with related filings for UHS defendants. Client interactions highlighted challenges, such as a initially combative Robert who became appreciative, and the manipulation of medication in facilities. Additionally, the team addressed document reviews and the filing of separate notice of claims for clients, sharing experiences on insufficient financial documentation. Communication barriers were discussed, with Rachel encountering difficulties in reaching out to specific treatment facilities; however, Ashley and Julia offered support by providing contact information and promising to follow up. Action items were assigned to team members to enhance case management efforts, such as confirming mapping progress for Guardian information, following up with clients, and resending necessary documents.

Meeting Type Case Management and Update Meeting

Action Items Alex

Confirm with Integrations team on mapping progress for Guardian information (02:40)

Josh

Call Dave after hours to check on Mingus draft (03:06)

Ashley

Resend links for case documents to team (13:51)

Send text message to Clovis with Rachel's contact number (18:23)

Julia

Call Gigi and ensure she gets in touch with Rachel (16:46)

Rachel

Continue attempts to contact Pillars of Life and Paradise Treatment (14:53)

Shorthand Bullet 🎉 New Year Greetings and Case Updates (00:01 - 03:56)

Happy New Year exchanged among participants

Ashley discussed secondary interviews for JDC completed yesterday and this morning for Turner

Alex working with Intake and Integrations on adding Guardian information

Ashley requested to be looped in for any questions from Asan

📄 Mingus Draft and Lawsuit Filing (03:56 - 07:30)

Josh followed up with Dave, who's on vacation until Monday

Pushing to file first Mingus lawsuit potentially next week

Plan to file complaint for each facility and engage in discussions with defendants

UHS defendants to be filed shortly after Mingus complaint

👥 Client Interactions and Challenges (07:30 - 11:04)

Robert initially combative but grateful by end of interview

Discussed medication as a manipulation tactic in facilities

Turner's birthday information entered correctly in the system

🗂️ Document Review and Notice of Claims (11:22 - 15:47)

Rachel requested links to documents for reviewing filed notice of claims

Each client filed separate notice of claims, some with multiple claims

Julia shared her experience reviewing files with providers via Zoom

Discussed lack of financial documentation from some clients

📞 Client Communication Challenges (15:47 - 19:59)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-02 16:21:26

Rachel having difficulty contacting Pillars of Life and Paradise Treatment

Ashley provided contact information for Gigi (Pillars) and Clovis Lawson (Paradise)

Julia to follow up with Gigi regarding Rachel's contact attempts

Josh requested access to notices of claim, which are in individual client files

Gist Participants provided updates on ongoing cases, discussed challenges, and planned upcoming actions during the JDC VSS Bi-weekly Meeting.

Bullet Gist 🎉 New Year Greetings: Participants exchanged New Year greetings, fostering a positive atmosphere for the meeting.

📂 Ongoing Case Updates: Updates on ongoing cases were shared, including secondary interviews and Guardian information integration.

⚖️ Legal Actions Planned: Plans were made to file the first Mingus lawsuit and engage with defendants at various facilities.

🤝 Client Interaction Challenges: The team discussed challenges with client interactions, including medication manipulation issues.

📞 Communication Support: Support was offered to overcome communication barriers with treatment facilities.

Short Summary During the JDC VSS Bi-weekly Meeting, participants exchanged New Year greetings and shared updates on various ongoing cases. Notable topics included the completion of secondary interviews for JDC and the integration of Guardian information by Alex. The team discussed plans to file the first Mingus lawsuit next week and engage with defendants at each facility, including related filings for UHS defendants. Challenges in client interactions were highlighted, notably with a previously combative client named Robert who later expressed appreciation. Concerns regarding medication manipulation in facilities were raised, alongside discussions about document reviews and filing separate notice of claims for clients, where insufficient financial documentation was a recurring issue. Communication barriers were also addressed, with Rachel facing difficulties in contacting treatment facilities, while Ashley and Julia offered their support by sharing contact information and promising follow-ups. Action items were assigned to improve case management, including confirming Guardian information mapping and ensuring proper follow-up with clients.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-02 18:24:02

Overview The informal team discussion meeting titled "T.I.P. Connect v2.1" commenced with health and personal updates, where participants shared various experiences, including one member feeling unwell and discussions around dogs and fostering animals. The conversation then shifted to improving the identity verification process for Flutter clients, highlighting the current requirement of a 360 selfie and ID picture, and expressing interest in exploring a more streamlined method, such as database verification for driver's licenses. The final segment focused on data categorization and analysis related to shelter-in-place data, particularly discussing the implications of distance measurements for safety protocols. Unassigned action items were established to address identity verification discussions during upcoming training and to investigate available tools for simplifying the identity verification process.

Meeting Type Informal team discussion

Action Items Unassigned

Discuss identity verification abilities with Flutter clients during Monday's training (05:33)

Explore database verification options for driver's licenses (06:00)

Investigate if the company already has access to simplified identity verification tools (06:30)

Shorthand Bullet 🏥 Health and Personal Updates (00:00 - 05:32)

Participant experiencing congestion and feeling unwell

Discussion about dogs and fireworks

Mention of fostering animals

🆔 Identity Verification for Flutter Clients (05:33 - 07:45)

Current process: 360 selfie and ID picture

Desire for a simpler verification process

Exploration of database verification for driver's licenses

Consideration of using this method for all clients

📊 Data Categorization and Analysis (07:46 - 26:37)

Discussion about categorizing shelter-in-place data

Mention of distance measurements (3-7 miles) for safety protocols

Interpretation of distance measurements (as the crow flies vs. driving distance)

Gist The meeting aimed to discuss health updates and improve the identity verification process for Flutter clients, along with data analysis.

Bullet Gist 🏥 Health and Personal Updates: Participants shared personal experiences, including health issues and discussions about dogs.

🆔 Identity Verification for Flutter Clients: The team explored simplifying the current verification process through database checks.

📊 Data Categorization and Analysis: The focus was on analyzing distance measurements for safety protocols during shelter-in-place.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-02 18:24:02

An informal team discussion titled 'T.I.P. Connect v2.1' started with participants sharing health updates, including one member feeling unwell and conversations about dogs and fostering animals. The meeting then shifted focus to the identity verification process for Flutter clients, where the current requirement of a 360 selfie and ID picture was deemed cumbersome, prompting interest in a more streamlined method such as database verification for driver's licenses. Participants explored the possibility of applying this new method to all clients to enhance efficiency. The final segment covered data categorization and analysis concerning shelter-in-place data, emphasizing the importance of distance measurements for safety protocols, specifically discussing the implications of measuring distance both 'as the crow flies' and via driving distance. Unassigned action items were identified for future training and further exploration of identity verification tools.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-03 14:17:55

Title: DL | TIP Questionnaire Sync Date: Fri Jan 03 2025 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, anthony@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, sean@tortintakeprofessionals.com, kabbarno@dicellolevitt.com, nhorattas@dicellolevitt.com, rbussett@dicellolevitt.com, mabramowitz@dicellolevitt.com, alan@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 20

Overview The DL | TIP Questionnaire Sync meeting commenced with an introduction and light weather-related conversation between Nicholas Horattas and Alan Gill, transitioning smoothly into a discussion focused on the client communication strategy. Nicholas outlined the plan to send out a general update tailored to different states rather than monthly updates, with Alan agreeing to draft updates specifically for Illinois and Maryland. The team reviewed case updates, emphasizing the importance of New Hampshire cases ahead of a June deadline, and noted the recent addition of new team members to bolster efforts, including the integration of Chowchilla into bi-weekly reports. Action items were established, with Nicholas tasked to finalize and distribute the introductory letter, draft update letters for various states, and review Victim Impact Statements, while Alan will draft updates for Illinois and Maryland for further review. The meeting concluded with a goal to have all analyzed communications completed by the following week.

Meeting Type Status Update and Strategy Planning Meeting

Action Items Nicholas Horattas

Retool and send back the intro letter after the meeting (12:31)

Draft update letters for various states by next Friday's meeting (11:22)

Review Victim Impact Statements (VSS's), focusing on New Hampshire cases (15:50)

Finish tooling up the intro letter and send it by end of day (17:47)

Have all analyzed communications ready by end of next week (17:47)

Alan Gill

Draft updates for Illinois and Maryland cases for approval (08:52)

Shorthand Bullet 🌟 Introduction and Weather Discussion (00:00 - 06:16)

Nicholas Horattas and Alan Gill exchange New Year greetings

Discussion about snow and weather conditions in Ohio

📝 Client Communication Strategy (06:19 - 13:53)

Nicholas sent an intro letter to Alan

Plan to use mail merge for sending client communications

Majority of clients are against state entities, some against counties

Decision not to do monthly updates, but send one general update

Tailored updates for each state to be created

Alan to draft updates for Illinois and Maryland

Discussion on strategy for Pennsylvania, New Jersey, and New Hampshire cases

Nicholas to draft update letters for various states

📊 Case Updates and Team Expansion (13:53 - 20:06)

New team members added internally

Focus on Maryland, Illinois, and New Hampshire cases

New Hampshire cases a priority before June deadline

Nicholas to review Victim Impact Statements (VSS's)

Chowchilla added to bi-weekly reports

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-03 14:17:55

Discussion on welcome letter and update letter distribution strategy

Goal to have all analyzed communications ready by next week

Gist The meeting aimed to discuss client communication strategies and updates on various cases, focusing on state-specific approaches.

Bullet Gist ☀️ Casual Start: Nicholas and Alan began the meeting with light conversation about the weather.

📝 Client Communication Strategy: The team decided to send tailored updates instead of monthly reports for different states.

📅 Case Updates Importance: Emphasis was placed on New Hampshire cases due to a looming June deadline.

👥 Team Expansion: New members were added to strengthen the team, including updates on Chowchilla.

✅ Action Items Set: Nicholas and Alan were assigned specific tasks to ensure timely communication.

Short Summary Nicholas Horattas and Alan Gill opened the meeting with a brief introduction and casual conversation about the weather. They then transitioned to the main agenda, which involved developing a client communication strategy that shifts from monthly updates to tailored general updates for different states. Nicholas proposed that he would finalize and distribute an introductory letter and draft update letters for various states, while Alan agreed to create specific updates for Illinois and Maryland. The team also reviewed case updates, highlighting the urgency of New Hampshire cases ahead of a June deadline, and noted the recent addition of new team members to enhance their efforts. They discussed integrating Chowchilla into bi-weekly reports and established action items to ensure timely delivery of communications, with a goal to complete all analyses by the following week.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-06 14:13:22

Title: BG/VSS Weekly Call (Abuse) Date: Mon Jan 06 2025 15:00:00 GMT-0500 (Eastern Standard Time) Participants: alan@tortintakeprofessionals.com, codle@baileyglasser.com, jbecker@baileyglasser.com, nicholas@tortintakeprofessionals.com, tmathews@baileyglasser.com, afish@baileyglasser.com, sbode@baileyglasser.com, acuozzo@baileyglasser.com Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview The BG/VSS Weekly Call focused on several key updates amidst the ongoing remote work due to a significant snowstorm. Attendees, including Chris Odle and Dustin Cerwal from the integrations team, discussed progress on completed interviews and requested a comprehensive report for Maryland and Illinois that details individuals' participation status. The meeting also highlighted a personnel change, with Jonathon Becker leaving Bailey Glasser, and Samira and Chris Odle taking over operational responsibilities. There was a request for regular update calls, particularly regarding Illinois litigation, alongside agreements to enhance communication by sharing major updates. Action items were assigned, including an update of contact information by Amy and a report on Maryland and Illinois by Samira, with an outstanding request for API-sent data noted.

Meeting Type Status Update and Coordination Meeting

Action Items Amy

Update contact information (02:24)

Samira

Send Maryland and Illinois report with all people and yes/no status (01:56)

Share major updates, emails, or blasts with TIP team (06:14)

Unassigned

Provide copy of API-sent data to Gina (02:50)

Shorthand Bullet :snow_cloud: Remote Work Update (00:13 - 00:42)

Office is remote due to 12-inch snowstorm

Chris Odle expected to join the call

🤝 Attendee Check and Introductions (00:42 - 01:07)

Dustin Cerwal from integrations team joined

Chris Odle joined

📊 Progress and Questions (01:07 - 02:09)

Good updates on completed interviews

Request for Maryland and Illinois report

Report should include all people with yes/no status

📞 Contact Information Update (02:24 - 02:47)

New contact information received

Amy to update the information

🔧 Integration Discussion (02:50 - 03:32)

Test case received from Dustin's group

Request for copy of API-sent data

Waiting for test interview data

👋 Personnel Change Announcement (03:32 - 04:59)

Jonathon Becker leaving Bailey Glasser

Samira and Chris Odle taking over

Odle to run operations, Samira to be point of contact for VSS

📅 Update Calls and Litigation Status (05:21 - 06:10)

Request for regular update calls, especially for Illinois territory

Illinois cases in early stages of pre-trial litigation

Cook County cases awaiting defendant appearances

📣 Communication Agreement (06:14 - 06:26)

Agreement to share major updates, emails, or blasts

Gist The BG/VSS Weekly Call addressed updates amid remote work due to a snowstorm and personnel changes within the team.

Bullet Gist :snow_cloud: Remote Work Update: Office operations shifted remote due to a 12-inch snowstorm.

🤝 Attendee Check and Introductions: Dustin Cerwal and Chris Odle joined the call.

📊 Progress and Reporting: Completed interviews progress was shared, alongside a request for a Maryland and Illinois report.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-06 14:13:22

👋 Personnel Change Announcement: Jonathon Becker is leaving, with Samira and Chris Odle taking over operations.

📅 Update Calls Requested: Regular update calls for litigation status in Illinois were requested.

Short Summary The BG/VSS Weekly Call covered several key updates as attendees navigated remote work due to a significant snowstorm. Chris Odle and Dustin Cerwal from the integrations team provided updates on completed interviews, highlighting a request for a comprehensive report on participation status for Maryland and Illinois. A personnel change was announced, with Jonathon Becker leaving Bailey Glasser and Samira and Chris Odle assuming operational responsibilities. The meeting emphasized the need for regular update calls, particularly regarding the early stages of Illinois litigation, and an agreement was made to enhance communication by sharing major updates. Action items included updating contact information by Amy and preparing a report on Maryland and Illinois by Samira, with a request for API-sent data noted as outstanding.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-07 17:39:52

Overview In the VGA VSS Weekly Meeting, participants addressed ongoing issues related to the Smart Advocate system, particularly focusing on case data integration challenges such as missing critical information from the Crump campaign and discrepancies in data entry. The discussion highlighted the need for daily reports on new intakes for improved quality control, as well as the importance of standardizing data entry practices for names and addresses. Specific cases were cited to illustrate problems, including handling declined cases—clarifying that approximately 200 cases need to be pushed into Smart Advocate rather than an initially mentioned 16,000. Attendees also noted issues with suffix handling in names and empty fields for city, county, and state addresses, along with the lack of integration for secondary interviews. Action items include preparing various reports, contacting relevant clients, sending updates via email, and scheduling a follow-up meeting to collaboratively tackle these ongoing challenges.

Meeting Type Status Update and Problem-Solving Meeting

Action Items Tips

Prepare a report of all cases signed for VGA (07:16)

Look into the issue with case ID 628646 (11:25)

Prepare a report of declined cases (17:12)

Send an email with updates on discussed issues (28:20)

Check on the automation for secondary interviews (29:04)

Ashley Crowell

Schedule a meeting with all parties to address ongoing issues (15:32)

Reply to email string to confirm meeting with Smart Advocate team (28:20)

Julia B Gordon

Make a phone call to the mother of the child who committed suicide (33:37)

Review the format of the daily reporting and reply with feedback (34:26)

Shorthand Bullet 📊 Smart Advocate Issues and Data Integration (00:00 - 10:33)

Ongoing issues with case data entering Smart Advocate system

Need for daily reports on new intakes for quality control

Issues with Crump campaign cases missing critical data

Discussion about scheduling a meeting with all parties to address issues

🔍 Case Data Discrepancies and Reporting (10:35 - 19:18)

Examples of specific cases with data input issues discussed

Need for standardization in data entry for names, addresses, and suffixes

Discussion about handling declined cases and pushing them into Smart Advocate

Clarification on the number of declined cases to be pushed (around 200, not 16,000)

🛠️ Data Entry Standardization and Address Issues (19:35 - 30:09)

Problems with suffix handling in names (e.g., "Junior" appearing as last name)

Need for standardization in address entry

Issues with city, county, and state fields not being populated automatically

Discussion about secondary interviews not yet integrated into Smart Advocate

🔄 Follow-up Actions and Future Plans (30:20 - 35:44)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-07 17:39:52

Plan to send out an email with updates on discussed issues

Scheduling a call with all parties to address ongoing problems

Discussion about contacting a specific client (suicide case)

Recommendation for clients to opt-out of EPIC user agreement

Gist Participants discussed challenges with the Smart Advocate system, focusing on data integration issues and the need for improved quality control.

Bullet Gist 🔍 Data Integration Challenges: Participants identified critical issues with case data integration in the Smart Advocate system.

📊 Need for Daily Reports: The discussion highlighted the necessity of daily reports on new intakes to improve quality control.

📝 Standardization of Data Entry: Emphasis was placed on standardizing practices for entering names and addresses to avoid discrepancies.

⚠️ Case Management Issues: It was clarified that around 200 cases need to be processed rather than the previously mentioned 16,000.

📅 Action Items: Participants agreed on several action items, including preparing reports and scheduling follow-up meetings.

Short Summary During the VGA VSS Weekly Meeting, participants addressed ongoing challenges with the Smart Advocate system, specifically focusing on critical issues related to case data integration. They highlighted problems such as missing information from the Crump campaign and discrepancies in data entry practices. It was emphasized that daily reports on new intakes are necessary for enhanced quality control, alongside the importance of standardizing data entry for names and addresses. Specific cases were discussed, revealing that approximately 200 cases need to be pushed into Smart Advocate rather than the initially stated 16,000. The meeting also noted issues with suffix handling in names and empty fields for city, county, and state addresses, as well as the lack of integration for secondary interviews. Action items included preparing reports, contacting relevant clients, sending updates via email, and scheduling follow-up discussions to collaboratively address these challenges.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-08 15:32:38

Title: Meadow Law Sync Date: Wed Jan 08 2025 16:00:00 GMT-0500 (Eastern Standard Time) Participants: brittany@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, ryan@shield-legal.com, jturner@shield-legal.com, nickmcfadden@shield-legal.com, alan@tortintakeprofessionals.com, malissa@shield-legal.com, ryan@themedialab.agency Transcript: See full transcript Audio: Listen to audio Duration: 25

Overview The Meadow Law Sync meeting focused on addressing urgent integration issues with VGA campaigns following persistent data entry problems that have affected over 3,000 leads. Nicholas Ward highlighted the need for a swift resolution due to client frustrations, particularly with an upcoming visit from Julia and Ashley. Dustin provided updates on the intake challenges, noting that the data processing would take extra weeks, while Ryan stressed the importance of improved communication and resource allocation. The team discussed specific data mapping issues and technical limitations related to Smart Advocate's API, ultimately deciding to prioritize the Meadow Law integration. Next steps included a meeting with Smart Advocate, daily client communication, and the resumption of weekly status reports with clear indicators to better track progress. Action items were assigned to team members to facilitate these goals and enhance coordination moving forward.

Meeting Type Problem-solving and strategy meeting

Action Items Dustin Surwill

Redo secondary data processing to address intake issues (08:54)

Restart weekly status reports with red/yellow/green indicators to improve communication (14:10)

Test updater integration to fix wrong fields in the data (22:13)

Prioritize Meadow Law integration and reallocate resources if needed (23:18)

Lead technical aspects in the Smart Advocate meeting to address integration issues (24:49)

Nicholas Ward

Communicate with the client daily until Tuesday to keep them updated on progress (23:06)

Melissa

Make final call on red/yellow/green status for integrations to ensure clarity in reporting (14:10)

All team members

Review integration status report and red flags to identify areas needing attention (22:13)

Shorthand Bullet 🚀 Integration Issues and Client Concerns (00:06 - 07:03)

Nicholas Ward discusses urgent need for resolution with VGA campaigns integration

Integration launched 7 months ago, but issues persist

Client (Julia and Ashley) has been patient but reaching their limit

Upcoming client visit next week adds pressure for resolution

🔍 Current Status and Challenges (07:03 - 12:57)

Dustin provides update on intake issues and secondary data processing

Data entry issues identified, not integration problems

Redoing secondary data processing, expected to take couple of weeks

Ryan emphasizes need for better communication and resource allocation

Suggestion to restart weekly status reports with red/yellow/green indicators

🛠️ Technical Details and Solutions (14:10 - 21:46)

Discussion on specific data mapping issues (e.g., name fields, addresses)

3,000+ leads affected by data import problems

Possibility of pushing updates to fix existing data explored

Ryan explains technical limitations of Smart Advocate's API

Importance of maintaining consistent data specification highlighted

📅 Next Steps and Meeting Plans (21:53 - 25:24)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-08 15:32:38

Meeting scheduled with Smart Advocate and Meadow Law for next day

Goal to have updater integration ready by Tuesday

Daily communication with client emphasized until Tuesday

Dustin to prioritize Meadow Law integration, reallocating resources if needed

Gist The meeting aimed to address urgent integration issues with VGA campaigns affecting over 3,000 leads, focusing on improving communication and resource allocation.

Bullet Gist 🚀 Urgent Integration Needs: Nicholas Ward highlighted the critical need for a swift resolution to VGA campaign integration issues.

🔍 Data Processing Challenges: Dustin reported on intake issues, emphasizing that the data entry problems are distinct from integration.

🛠️ Technical Limitations: Ryan explained technical constraints of Smart Advocate's API, affecting data mapping.

📅 Next Steps Planned: The team scheduled a meeting with Smart Advocate and emphasized daily client communication.

✅ Action Items Assigned: Action items were delegated to enhance coordination and ensure progress on integration issues.

Short Summary The Meadow Law Sync meeting addressed pressing integration issues with VGA campaigns, triggered by persistent data entry problems impacting over 3,000 leads. Nicholas Ward emphasized the urgency of resolving these issues, especially with an impending visit from clients Julia and Ashley, who are growing increasingly frustrated. Dustin provided insights into the data intake challenges, highlighting that the data entry issues were separate from integration problems and would require additional weeks for processing. Ryan stressed the necessity for improved communication and resource allocation, suggesting the reintroduction of weekly status reports with clear indicators for tracking progress. The discussion included technical limitations of Smart Advocate's API and specific data mapping issues, leading to a decision to prioritize the Meadow Law integration, with plans for daily client communication and a scheduled meeting with Smart Advocate.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-08 15:38:59

Title: Shield Tech Team Manager weekly meeting Date: Wed Jan 08 2025 15:36:53 GMT-0500 (Eastern Standard Time) Participants: brian@shield-legal.com, jamesscott@shield-legal.com, nickmcfadden@shield-legal.com, ryan@themedialab.agency, dsurwill@shield-legal.com, jturner@shield-legal.com, zhaile@shield-legal.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 52

Overview During the Weekly Team Status Update meeting for the Shield Tech Team, key project updates were shared, including the start of an AI project led by James Turner and Ryan, as well as recent changes in DBT and the establishment of a GitHub code owners group for production pushes. The team discussed the implementation of the 5:9 dialer, focusing on naming conventions and integration updates, with Nicholas Ward providing progress reports. Dustin is working on the cleanup of the Marketing Service Smart Advocate integration and data synchronization now occurring once daily, while Ryan proposed alternatives for more frequent updates. Ongoing challenges related to Retool were addressed, with Brian emphasizing the need for improvements in usability and trainings, while Melissa takes over client communications. Action items were assigned, including meetings and integration tasks, ensuring clear accountability moving forward.

Meeting Type Weekly Team Status Update

Action Items Ryan Vaspra

Meet with Zeke and Nick on all leads tomorrow (27:11)

Dustin Surwill

Continue working on Marketing Service Smart Advocate integration cleanup (13:47)

Get clear API usage limits from Law Ruler (25:03)

James Scott

Start working with Josh on AI project implementation when he joins (17:56)

Brian

Explore Retool expert training or usability improvements for portals (28:44)

Nicholas Ward

Complete soft phone training for remaining 70 staff (12:04)

Set up servers and connection for call recordings from 5:9 (12:04)

Add new campaigns to API integration for automatic lead creation (12:04)

Joe

Complete mass push of remaining soft phones (12:04)

Dustin Surwill and Nicholas Ward

Work with Joanne to transfer call recordings and data from Connects to own repository (12:04)

Shorthand Bullet 🚀 Project Updates and Priorities (00:00 - 04:18)

Ryan discussed refining the meeting structure

James Turner and Ryan to start AI project with Josh

Brian closest to knowing how to run everything through the environment

DBT changes implemented

GitHub code owners group established for production pushes

📞 5:9 Dialer Implementation (06:11 - 12:04)

Discussed naming convention for 5:9 dialer

Need to update name generator to use underscores

Contract ID to be added as prefix in naming convention

James Turner suggested using primary key ID tied to database table

Nicholas Ward provided update on 5:9 dialer implementation progress

🔧 Integration and Dashboard Updates (13:21 - 18:54)

Dustin working on Marketing Service Smart Advocate integration cleanup

Integration status for dashboards discussed

James Scott updating models and preparing for Josh's onboarding

Edward learning and working on LR data stuff

🔄 Data Synchronization and Reporting (19:51 - 25:04)

Dustin slowed down data sync to once a day at 10:00 PM

Ryan suggested alternative method using Law Ruler reports for hourly updates

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-08 15:38:59

Discussed potential workaround for API limitations

🛠️ Ongoing Projects and Retool Challenges (25:16 - 52:35)

Melissa taking over client communications for integrations

Brian solved Retool multi-app challenges

Discussed new data engineer's role and focus

Brian to focus on Retool usability improvements

Emphasized importance of user-friendly interface design

Gist The meeting aimed to provide project updates and address ongoing challenges within the Shield Tech Team.

Bullet Gist 🚀 Project Updates: James Turner and Ryan are spearheading an AI project, with DBT changes and a GitHub code owners group established.

📞 5:9 Dialer Progress: The team discussed naming conventions for the 5:9 dialer, with Nicholas providing updates on its implementation.

🔧 Integration Cleanup: Dustin is focused on cleaning up the Marketing Service Smart Advocate integration, ensuring better data synchronization.

🛠️ Retool Challenges: Brian emphasized improvements needed in Retool usability, while Melissa is now managing client communications.

🔄 Data Synchronization: Dustin adjusted the data sync frequency to daily, while Ryan suggested using Law Ruler reports for more frequent updates.

Short Summary During the Weekly Team Status Update meeting for the Shield Tech Team, various project updates were shared, including the initiation of an AI project led by James Turner and Ryan, with Josh's involvement. The team reviewed recent changes in DBT and established a GitHub code owners group for managing production pushes. Nicholas Ward provided insights on the implementation of the 5:9 dialer, emphasizing naming conventions and integration updates. Dustin reported on the cleanup of the Marketing Service Smart Advocate integration, while Ryan proposed alternatives for more frequent data synchronization updates. Ongoing challenges related to Retool were discussed, with Brian highlighting the need for usability improvements and training, while Melissa took over client communications. Action items were assigned to ensure accountability for upcoming meetings and integration tasks.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-10 14:10:35

Title: DL | TIP Questionnaire Sync Date: Fri Jan 10 2025 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, anthony@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, sean@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, kabbarno@dicellolevitt.com, nhorattas@dicellolevitt.com, rbussett@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 11

Overview The Project Update and Planning Meeting centered on key initiatives regarding the DL | TIP Questionnaire Sync, where attendees discussed ongoing and upcoming tasks. Alan provided a visual example of a welcome letter for child clients, which Nicholas will review and circulate alongside updates relevant to the Chowchilla campaign. It was decided to send out one update letter per campaign at the year's start, avoiding monthly communications to prevent overwhelming clients. A communication strategy was established, with a clear cutoff point for updates based on the sending of the introductory letter. Nicholas is set to review VSSs and coordinate with a larger team for the New Hampshire strategy, while discussions on enhancing the Chowchilla adult campaign VSS were also initiated. Next steps include finalizing introductory letters and gathering further information on New Hampshire, ensuring an organized approach to the project’s development.

Meeting Type Project Update and Planning Meeting

Action Items Nicholas Horattas

Review mail merge for Chowchilla and send it around (05:35)

Review and finalize introductory letter template (07:04)

Meet with larger team to discuss New Hampshire strategy (07:22)

Conduct in-depth review of VSS's (10:47)

Review completed VSS with proposed changes for Chowchilla adult campaign (10:22)

Alan Gill

Resend mail merge example to Nicholas (07:14)

Send a completed VSS with proposed changes for Chowchilla adult campaign (10:40)

Shorthand Bullet 📝 Welcome Letter and Updates (04:52 - 06:55)

Alan sent Nicholas a visual example of a welcome letter for a child client

Nicholas plans to review the mail merge for Chowchilla and send it around

Decision to send one update letter for each campaign at the beginning of the year

Monthly updates will not be done to avoid inundating clients with communications

📊 Communication Strategy (06:55 - 07:22)

Cutoff point for updates: First introductory letter sent out

Clients before cutoff receive updates, those after receive introductory letters and future updates

📁 VSS Reviews and New Hampshire Plans (07:22 - 08:53)

Nicholas reviewing VSS's for potential edits

Meeting planned with larger team to discuss New Hampshire strategy

Preparing to start signing people up for the New Hampshire settlement program

🔄 Chowchilla VSS Updates (09:03 - 10:40)

Alan suggests adding checkboxes for threats and bribes in Chowchilla adult campaign VSS

Nicholas requests a completed VSS with proposed changes for review

🚀 Next Steps (10:40 - 11:30)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-10 14:10:35

Nicholas to provide more information on New Hampshire in the coming week

In-depth review of other VSS's planned

Introductory letters to be finalized and sent out

Gist The meeting focused on updates and planning for the DL | TIP Questionnaire Sync, emphasizing communication strategies and campaign coordination.

Bullet Gist 📝 Welcome Letter and Updates: Alan shared a welcome letter example; Nicholas will review and circulate updates for Chowchilla.

📊 Communication Strategy: One update letter per campaign will be sent at the year's start to avoid client overload.

📁 VSS Reviews and New Hampshire Plans: Nicholas is set to review VSSs and engage with a larger team for the New Hampshire strategy.

🔄 Chowchilla VSS Updates: Discussions initiated on adding checkboxes in the Chowchilla adult campaign VSS.

🚀 Next Steps: Nicholas will provide more New Hampshire information and finalize introductory letters.

Short Summary Key initiatives regarding the DL | TIP Questionnaire Sync were discussed, with Alan presenting a visual example of a welcome letter for child clients, which Nicholas will review for the Chowchilla campaign. A decision was made to send one update letter per campaign at the beginning of the year to avoid overwhelming clients with monthly communications. A communication strategy was established with a clear cutoff point for updates, ensuring that clients receive appropriate information based on when they receive the introductory letter. Nicholas will review VSSs for potential edits and is set to coordinate with a larger team for the New Hampshire strategy, which includes signing up participants for the settlement program. Discussions also included enhancements to the Chowchilla adult campaign VSS, and next steps involve finalizing introductory letters and gathering more information on New Hampshire.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-10 14:10:55

Title: DL | TIP Questionnaire Sync Date: Fri Jan 10 2025 15:01:12 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, cameron@shield-legal.com, anthony@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, sean@tortintakeprofessionals.com, kabbarno@dicellolevitt.com, nhorattas@dicellolevitt.com, rbussett@dicellolevitt.com, mabramowitz@dicellolevitt.com, alan@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 6

Overview In the Project Status Update and Planning Meeting for the DL | TIP Questionnaire Sync, key discussions focused on the mail merge and welcome letters, with Alan sending an example to Nicholas for review and distribution. The team decided to draft a single update letter for each campaign, with plans to have these ready by next week, while also implementing a cutoff for future communications related to introductory letters. Nicholas is tasked with reviewing VSS's for necessary edits as well as preparing for a larger team meeting next week to strategize around the New Hampshire settlement program. Alan proposed modifications to the VSS for the Chowchilla adult campaign, which he will send to Nicholas for evaluation. The wrap-up emphasized upcoming action items, including further information on New Hampshire from Nicholas and the finalization of introductory letters.

Meeting Type Project Status Update and Planning Meeting

Action Items Nicholas Horattas

Review the mail merge for Chowchilla and distribute it (00:43)

Draft update letters for each campaign by next week (00:43)

Review VSS's for any necessary edits (02:36)

Meet with the larger team to discuss New Hampshire strategy (02:36)

Conduct an in-depth review of other VSS's (05:56)

Review the completed VSS with proposed changes from Alan (05:48)

Alan Gill

Resend the mail merge example to Nicholas (02:22)

Send a completed VSS with proposed changes for the Chowchilla adult campaign to Nicholas (05:48)

Shorthand Bullet 📨 Mail Merge and Welcome Letters (00:01 - 00:43)

Alan sent Nicholas an example of a mail merge welcome letter for a California Chowchilla client

Nicholas will review the mail merge for Chowchilla and distribute it

📝 Update Letters and Communication Strategy (00:43 - 02:10)

Planning to send one update letter for each campaign instead of monthly updates

Update letters to be drafted and ready by next week

Cutoff point: Anyone receiving introductory letter after a certain date will not get updates, only future communications

📊 VSS Review and New Hampshire Plans (02:36 - 04:02)

Nicholas reviewing VSS's for any necessary edits

Meeting planned with larger team next week to discuss New Hampshire strategy

Preparing to sign people up for the New Hampshire settlement program

🔄 VSS Modifications for Chowchilla Adult Campaign (04:11 - 05:56)

Alan suggests adding checkboxes under threats and bribes section to capture trends

Alan to send a completed VSS with proposed changes to Nicholas for review

🗓️ Wrap-up and Next Steps (05:56 - 06:50)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-10 14:10:55

Nicholas to provide more information on New Hampshire in the coming week

In-depth review of other VSS's planned

Introductory letters to be finalized and sent out soon

Gist The meeting focused on updating the DL | TIP Questionnaire and planning communications, including mail merges and introductory letters.

Bullet Gist 📨 Mail Merge and Welcome Letters: Alan shared a mail merge welcome letter example for the Chowchilla client with Nicholas.

📝 Update Letters Strategy: The team plans to create one update letter per campaign, to be ready by next week.

📊 VSS Review and New Hampshire Plans: Nicholas will review VSS's and prepare for a meeting to discuss the New Hampshire strategy.

🔄 Chowchilla Campaign Modifications: Alan suggested changes to the VSS for the Chowchilla adult campaign, which he will send for review.

🗓️ Wrap-up and Next Steps: Nicholas will provide more information on New Hampshire and finalize introductory letters soon.

Short Summary The Project Status Update and Planning Meeting for the DL | TIP Questionnaire Sync addressed key topics such as creating mail merge welcome letters, with Alan sending an example to Nicholas for review. The team decided to draft a single update letter for each campaign instead of monthly updates, aiming to have these ready by next week while implementing a cutoff for future communications regarding introductory letters. Nicholas is assigned to review VSS's for necessary edits and prepare for a larger team meeting to strategize around the New Hampshire settlement program. Alan proposed modifications to the VSS for the Chowchilla adult campaign, which he will send to Nicholas for evaluation. The meeting concluded with action items, including further updates on New Hampshire from Nicholas and finalizing the introductory letters.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-10 15:38:53

Title: Five9/Tort Intake Professionals - Weekly Project Call Date: Fri Jan 10 2025 16:00:00 GMT-0500 (Eastern Standard Time) Participants: erik.leiren@five9.com, melissa.villabruza@five9.com, brian@themedialab.agency, nickmcfadden@tortintakeprofessionals.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, darrell@shield-legal.com, elgyn.cortes@five9.com, lorrae.oliver@five9.com, peter.irving@five9.com, romeo.agregado@five9.com, ticketing@fccsf.com Transcript: See full transcript Audio: Listen to audio Duration: 35

Overview During the Five9/Tort Intake Professionals Weekly Project Call, participants discussed various project updates and technical challenges, including power outages affecting Elgyn Cortés and audio issues faced by Nick. The meeting covered recent deployments, with particular emphasis on softphone deployment and outbound campaign naming strategies, including API updates for Law Ruler CRM integration. Eric detailed the configuration of inbound campaigns, offering suggestions for IVR setup and skill-based routing, while also addressing concerns about managing phone numbers effectively to avoid spam and optimize call handling. The team identified several action items, including Mel reaching out to the Provisioning team for new number management, while David is to provide a list of numbers needing replacement, and Eric will assist with updates to the IVR script as necessary. Additionally, Romeo plans to organize further discussions regarding the existing production system.

Meeting Type Project Status Update and Technical Discussion

Action Items Mel Villabruza

Reach out to Provisioning team about the process of obtaining and monitoring new phone numbers before assigning them to clients (32:20)

Follow up with David on the answer from Provisioning team (33:55)

David Kessler

Provide Mel with a list of phone numbers that need to be replaced (33:28)

Romeo Agregado

Set up meetings to discuss the existing system in production (34:38)

Eric Leiren

Assist with updating the IVR script if David decides to change the skill routing setup (24:50)

Shorthand Bullet :lightning: Meeting Challenges and Updates (00:07 - 07:02)

Elgyn Cortés in Southern California, dealing with power outages

Nick experiencing audio connection issues due to laptop updates

Discussion about recent deployments and support information sent out

📞 Softphone Deployment and Campaign Naming (08:06 - 15:29)

IT director pushing software downloads, located in Southern California

David discussing outbound campaign naming strategy

Nick mentioning API updates for Law Ruler CRM integration

Questions about inbound routing and campaign structure

🔧 Inbound Campaign Configuration (15:29 - 27:09)

Eric explaining IVR script setup and skill routing

Discussion on campaign profiles and customizing agent screen layouts

David inquiring about separating campaigns for different inbound sources

Eric suggesting using skills instead of multiple campaigns for routing

📊 Phone Number Management and Reporting (27:55 - 35:35)

Concerns about receiving inbound calls on unused numbers

Discussion on number recycling and potential spam calls

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-10 15:38:53

Mel explaining NRM process for registering inbound and outbound numbers

David inquiring about the process of obtaining and monitoring new numbers

Nick expressing interest in NRM walkthrough and number management

Gist The meeting aimed to discuss project updates and address technical challenges in deploying new systems and managing phone numbers effectively.

Bullet Gist :lightning: Meeting Challenges: Elgyn faced power outages, and Nick had audio issues during the call.

📞 Softphone and Campaign Strategy: Discussions included softphone deployment and outbound campaign naming strategies.

🔧 Inbound Campaign Insights: Eric explained IVR setup and skill routing for better call management.

📊 Phone Number Management: Concerns were raised about spam calls and the need for effective number recycling.

🔄 Action Items Identified: Participants outlined specific tasks for better phone number management and IVR updates.

Short Summary During the Five9/Tort Intake Professionals Weekly Project Call, participants discussed various project updates, technical challenges, and action items. Elgyn Cortés reported power outages affecting operations in Southern California, while Nick faced audio issues due to laptop updates. The discussion highlighted the recent softphone deployment and strategies for outbound campaign naming, along with API updates for Law Ruler CRM integration. Eric provided insights on inbound campaign configurations, including IVR setup and skill-based routing, addressing concerns about managing phone numbers to avoid spam. Action items included Mel contacting the Provisioning team for number management, David compiling a list of numbers for replacement, and Eric assisting with IVR script updates. Additionally, Romeo plans to further discuss the existing production system with the team.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-13 11:36:29

Overview The Status Update and Process Improvement Meeting for T.I.P. Connect v2.1 focused on several key areas, starting with an update on the Flatirons report, which was completed by Nick M and sent for review, alongside discussions on daily case updates and medical records. The team addressed concerns regarding missing updates in complaint fact sheets and the need for a new status for pending PNC contacts in Law Ruler. Additionally, progress on automation was discussed, highlighting Edward's transition of coding to Google Collab for improved efficiency, with an estimated two-week timeline for completion. Action items were assigned, including updates to statuses in Law Ruler, sharing reports, and addressing incomplete cases, specifically for juveniles, to streamline processes and improve overall efficiency within the team.

Meeting Type Status Update and Process Improvement Meeting

Action Items Alan

Send list of pulled cases to Nick (10:17)

Nick

Forward daily medical record report to Edward and reporting team (12:44)

Send Alan a copy of the new benchmark report (16:50)

Edward

Run script in the morning to update medical record information (11:15)

Team

Start updating statuses directly in Law Ruler (26:19)

Nick and Edward

Work on automating processes in GCP (18:41)

VSS Team

Tackle incomplete cases and fact sheets for juveniles (27:03)

Shorthand Bullet 📊 Flatirons Report Update (08:57 - 12:36)

Nick M completed and sent off the report last night

Meeting scheduled with Nancy at 10 to review outstanding items

Alan sent Cameron's agreed-upon pulled cases to Ryan

Nick requested the list of pulled cases from Alan

Daily medical record report from Dicello being sent to Edward

Process for updating and pulling cases daily discussed

🏥 Medical Records and Complaint Fact Sheets (12:37 - 17:07)

Discussion on updating Law Ruler with medical record information

Complaint fact sheets missing milestone updates

Nick suggested creating a new status for pending PNC contact

Alan requested a copy of the new benchmark report

Nick mentioned the report is on a Google sheet that's regularly updated

🖥️ Automation and Process Improvements (17:40 - 28:50)

Edward's code moved to Google Collab for faster processing

Plan to connect all processes in GCP for automation

Timeline for automation completion estimated at 2 weeks

Discussion on manually updating statuses for medical records

Need to update Law Ruler with correct statuses (billable/non-billable)

VSS department audit completed for juveniles (640 cases)

Plan to tackle incomplete cases and fact sheets

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-13 11:36:29

Adult cases moving to Florida, with separate fact sheet team

Gist The meeting focused on updates regarding T.I.P. Connect v2.1, including the Flatirons report, medical records, and automation progress.

Bullet Gist 📊 Flatirons Report Update: Nick M completed the report and scheduled a review meeting with Nancy.

🏥 Medical Records Discussion: The team identified missing updates in complaint fact sheets and proposed a new status for pending contacts.

🖥️ Automation Progress: Edward’s coding transition to Google Collab aims for faster processing, with a two-week timeline for completion.

⚙️ Action Items Assigned: Updates to Law Ruler statuses and sharing of reports were prioritized to improve efficiency.

👶 Focus on Juvenile Cases: The team emphasized tackling incomplete cases, specifically for juveniles, to streamline processes.

Short Summary The Status Update and Process Improvement Meeting for T.I.P. Connect v2.1 addressed several key areas, starting with Nick M's completion of the Flatirons report, which was sent for review. The team discussed daily case updates, particularly the need for updated medical records and missing milestones in complaint fact sheets. Concerns were raised about the status of pending PNC contacts in Law Ruler. Edward's transition of coding to Google Collab was highlighted as a significant step toward automation, with an estimated two-week timeline for completion. Action items were assigned to update statuses in Law Ruler, share reports, and address incomplete juvenile cases to enhance overall team efficiency.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-14 17:18:47

Overview The VGA VSS Weekly Meeting focused on key updates regarding case management and client interactions, starting with Julia's complex situation involving Robert Durham, whose case has reopened with new access to the client portal. Challenges were highlighted in obtaining medical records, though Julia successfully received records through client involvement. Several documents were processed for the Diego Pina case, and there are discussions about a potential federal complaint as well as updates on Nicholas Turner's custody situation and pending video game cases. System integration was a major point, with discussions around upcoming testing of VGA cases, ongoing issues with data integration in Smart Advocate, and plans for improved data collection. Action items assigned included sending an opt-out email to Fortnite, assessing new VGA cases after integration, and addressing mapping and data collection issues to enhance case processing efficiency.

Meeting Type Status Update and Coordination Meeting

Action Items Julia Gordon

Send opt-out email to Fortnite by mail on Thursday (08:43)

Review and prepare for federal complaint filing discussion on Thursday (05:45)

Tips

Conduct finalized testing for VGA case integration (10:25)

Investigate and resolve data mapping issues for county information (14:33)

Add gender field for signers in the intake form (16:20)

Ashley Crowell

Review incoming VGA cases after integration (10:37)

Shorthand Bullet 🔄 Case Updates and Client Interactions (00:02 - 06:13)

Julia discussed a complicated situation with Robert Durham

Durham's case reopened with access to client portal

Ashley explained challenges in obtaining medical records from clients

Julia received Nico's records after client involvement

📊 Document Processing and Case Management (06:13 - 11:17)

Tips uploaded documents for Diego Pina case

Discussion about potential federal complaint filing

Update on Nicholas Turner case: grandmother lost custody

Two potential new video game cases pending

Addressing issues with Smart Advocate data push-ins

Preparing to send opt-out email to Fortnite by mail

🖥️ System Integration and Case Processing (11:17 - 17:21)

VGA cases integration testing scheduled for tomorrow

Approximately 1500 cases across three tiers to be integrated

JDC secondary interviews progress discussed

Identified issues with data integration in Smart Advocate

Discussion on improving data collection (county, gender) for better integration

Gist The meeting focused on updates regarding case management, client interactions, and system integration issues.

Bullet Gist 🔄 Case Updates: Julia discussed Robert Durham's reopened case and challenges in obtaining medical records.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-14 17:18:47

📊 Document Management: Documents for Diego Pina's case were processed, and potential federal complaints were discussed.

🖥️ System Integration: Integration testing for VGA cases is scheduled, addressing ongoing data issues in Smart Advocate.

📅 Upcoming Actions: Action items include sending an opt-out email to Fortnite and enhancing data collection.

🔍 Custody Updates: Updates were shared on Nicholas Turner's custody situation and the implications of recent developments.

Short Summary Key updates were discussed in the VGA VSS Weekly Meeting, highlighting Julia's case with Robert Durham, whose situation has become complex due to new access to the client portal. Challenges in obtaining medical records were addressed, although Julia managed to acquire records through client involvement. The Diego Pina case saw several documents processed, and discussions included a potential federal complaint alongside updates on Nicholas Turner's custody situation, where his grandmother lost custody. There are also pending video game cases to consider. A significant portion of the meeting was dedicated to system integration, including the upcoming testing of VGA cases and ongoing data integration issues with Smart Advocate. Action items were assigned, such as sending an opt-out email to Fortnite and assessing new VGA cases after integration to enhance case processing efficiency.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-15 13:52:50

Title: Alignment Meeting - Meadow Law Date: Wed Jan 15 2025 14:00:00 GMT-0500 (Eastern Standard Time) Participants: ahsan@shield-legal.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, malissa@shield-legal.com, brittany@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 37

Overview The Alignment and Planning Meeting for Meadow Law focused on several key areas to enhance operational efficiency and data management. Initially, the team engaged in light discussion while preparing for the meeting, then identified critical issues such as transposed parent names and case type errors that would be addressed in a bulk update report due by the end of the week. The group also deliberated on the mass import process for data updates, agreeing to test small batches to mitigate risks while addressing data entry preferences and mismatches. The importance of structured data for effective analysis led to suggestions for a new template and collaboration with a specialized team for future intake designs. Finally, discussions centered around future plans, including John Becker's involvement, potential reorganization of Arizona intakes, and the addition of new questions to enhance data collection. Action items were established, with a focus on report generation and preliminary updates to facilitate these changes.

Meeting Type Alignment and Planning Meeting

Action Items Malissa Phillips

Prepare a report for bulk update by end of the week (05:20)

Unassigned

Generate a report of all data from the change plan (10:55)

Start with a small batch of updates to test the process (14:11)

Consider connecting John Becker with Anthony's team for future intake design (26:15)

Shorthand Bullet 🔍 Meeting Preparation (00:04 - 10:34)

Discussion about pet dogs and pictures

John Becker's visit and meeting to discuss outstanding issues

Identified issues: parent name transposed with injured party, case type fixed, signer stuff changed

Plan to provide a report for bulk update by end of week

📊 Data Integration and Updates (10:44 - 18:54)

Discussed mass import process and potential risks

Suggested starting with a small batch of updates (7 constant cases)

Discussed data type mismatches and conversion issues

Preference for radio buttons and dropdowns for data entry

💡 Improving Data Collection (18:54 - 28:06)

Discussed the possibility of starting with a new template

Emphasized the importance of structured data for efficient analysis

Suggested collaboration with Anthony's team for future intake design

Highlighted the unique value of the collected data for research purposes

🔄 Future Plans and John Becker's Involvement (28:07 - 36:18)

Discussed John Becker's potential approach and expectations

Considered the possibility of reorganizing Arizona intakes

Explored the idea of adding new questions to existing intakes

Discussed the technical aspects of implementing changes to intakes

Gist The meeting aimed to enhance operational efficiency and data management for Meadow Law, focusing on critical issues and future plans.

Bullet Gist 📊 Data Management Issues: Critical issues like transposed parent names and case type errors were identified for resolution.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-15 13:52:50

🔄 Mass Import Process: The team agreed to test small batches of data updates to minimize risks.

🗂️ Structured Data Importance: Suggestions for a new template and collaboration with a specialized team were made.

🔍 Future Planning: Discussion focused on John Becker's involvement and reorganization of Arizona intakes.

✔️ Action Items Established: Emphasis was placed on report generation and preliminary updates.

Short Summary The Alignment and Planning Meeting for Meadow Law focused on improving operational efficiency and data management. The team identified critical issues such as transposed parent names and case type errors, which will be addressed in a bulk update report due by the end of the week. They discussed the mass import process for data updates, agreeing to test small batches to minimize risks while considering data entry preferences and mismatches. The importance of structured data for effective analysis prompted suggestions for a new template and collaboration with a specialized team for future intake designs. Future plans included John Becker's involvement, potential reorganization of Arizona intakes, and the addition of new questions to enhance data collection. Action items were established with an emphasis on report generation and preliminary updates to support these changes.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-15 16:19:39

Title: Flatirons Rejection meeting Date: Wed Jan 15 2025 16:30:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, edward@tortintakeprofessionals.com, luis@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 38

Overview The Project Update and Planning Meeting focused on addressing key technical issues and discussing the integration of an automated system for updating medical records. Tony Jones highlighted the necessity of daily manual updates to streamline processes. Edward Weber presented an automated solution that identifies discrepancies in case statuses and suggested tracking notifications of client status changes. Discussions included the development of dashboards for improved reporting visibility, with James Turner showcasing a Looker dashboard proof of concept, while Edward plans to enhance the system's scalability through Google Cloud Platform integration. The team agreed to maintain a single daily update and outlined action items, including Edward preparing a manual sheet for the next meeting and creating two dashboard versions, one for internal use and one for external sharing.

Meeting Type Project Update and Planning Meeting

Action Items Edward Weber

Prepare a manual sheet with discrepancies for tomorrow's meeting by noon (38:07)

Continue building the automated code for matching and identifying discrepancies (32:12)

Create two versions of the dashboard: one for internal use and one for sharing (36:57)

Luis

Review and handle the manually prepared sheet from Edward (38:29)

James Turner

Continue working on the proof of concept for the Looker dashboard (25:43)

Shorthand Bullet 🔧 Setting Up the Meeting (00:26 - 16:15)

Technical issues resolved for screen sharing and participant connections

Tony Jones emphasizes the importance of daily manual updates to avoid reconciliation later

Edward Weber is asked to present his solution

📊 Edward's Presentation (16:15 - 24:42)

Edward explains his automated system for updating medical records and benchmarks

System matches phone numbers, inserts Law Ruler ID and current status

Discrepancies between closed cases and final statuses are identified

Tony suggests tracking when they were notified about client status changes

James Turner mentions creating dashboards for easier reporting

💼 Discussion on Reporting and Dashboard (24:42 - 33:03)

Tony emphasizes the need for weekly visibility and easy tracking

James presents a proof of concept for a Looker dashboard

Edward plans to integrate the system with Google Cloud Platform for scalability

Decision to stick with one update per day, based on the 10 PM run from Dustin

Brittany mentions adding an automated email feature for missing information

🎯 Final Details and Action Items (33:06 - 38:49)

Discussion on what information to include in the reports (case type, client name, phone number, etc.)

Edward to manually prepare a sheet for tomorrow's meeting by noon

Plan to automate the process in the future

Agreement on creating two dashboard versions: one for internal use and one for sharing

Gist The meeting focused on resolving technical issues and integrating an automated system for updating medical records.

Bullet Gist 🔧 Technical Setup: Technical issues were resolved for screen sharing and connections.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-15 16:19:39

📊 Automated Solution Presentation: Edward presented an automated system that identifies discrepancies in medical records.

💼 Dashboard Discussion: James showcased a Looker dashboard proof of concept for improved reporting.

🎯 Action Items: The team agreed on creating two dashboard versions and maintaining a single daily update.

📅 Future Planning: Plans for automation and report inclusions were discussed for future meetings.

Short Summary The Project Update and Planning Meeting addressed key technical issues and discussed the integration of an automated system for updating medical records. Tony Jones emphasized the need for daily manual updates to streamline processes, while Edward Weber presented an automated solution that identifies discrepancies in case statuses, suggesting tracking notifications of client status changes. The team discussed developing dashboards for improved reporting visibility, with James Turner showcasing a Looker dashboard proof of concept. Edward plans to enhance the system's scalability through Google Cloud Platform integration. The team agreed to maintain a single daily update and outlined action items, including Edward preparing a manual sheet for the next meeting and creating two dashboard versions for internal and external use.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-17 14:10:57

Title: DL | TIP Questionnaire Sync Date: Fri Jan 17 2025 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, anthony@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, sean@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, kabbarno@dicellolevitt.com, nhorattas@dicellolevitt.com, rbussett@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview In the "DL | TIP Questionnaire Sync" meeting, key discussions centered around enhancing client communication and case management strategies. Nicholas initiated a conversation regarding the need for a more personalized touch in introductory emails, expressing concerns about the impersonal nature of automated messages, and suggesting the use of a PDF with letterhead. Alan proposed incorporating a 30-second welcome video to the email, which was well-received, aiming to add a personal touch and help clients connect with the law firm. The team also discussed streamlining communication for case management by maintaining consistent video introductions in quarterly updates and acknowledged the timeline adjustments, with a new project end date set for June 31, 2025, while planning to process 5-10 cases weekly. Action items included Nicholas discussing the welcome video idea further and initiating the review of New Hampshire cases, while Alan will coordinate with his colleagues on creating the intake PDF.

Meeting Type Status Update and Brainstorming Session

Action Items Nicholas

Discuss adding a welcome video to the introductory email with Abe and the team (05:50)

Start reviewing New Hampshire cases as part of the case management process (07:44)

Alan

Talk with Brittany and Alexander about putting PDF information together for the intake process (07:38)

Unassigned

Process 5-10 cases per week towards the project deadline (08:21)

Shorthand Bullet 📧 Introductory Email Discussion (02:09 - 04:08)

Nicholas wanted to discuss the introductory email conversation from last week

Concern about automated emails looking impersonal

Need to make emails look more professional and from a real law firm

Suggestion to create a PDF with letterhead as part of the intake process

🎥 Video Introduction Idea (04:08 - 06:10)

Alan suggested adding a 30-second welcome video to the email

Video would add a personal touch and give a face to the law firm

Nicholas liked the idea and will discuss it with Abe and the team

Goal is to make communication more personal and reassuring for clients

📊 Case Management and Updates (06:10 - 08:05)

Discussion about using video introductions across multiple campaigns

Suggestion to include the same person in quarterly updates for continuity

Nicholas agreed this could help clarify confusion about different law firms involved

Plan to start reviewing New Hampshire cases soon

Discussed tailoring information and confirming all necessary data is available

⏰ Timeline and Workload (08:21 - 09:27)

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2025-01-17 14:10:57

Project end date tentatively set for June 31, 2025 (originally December 31, 2024)

Plan to process 5-10 cases per week until the deadline

Acknowledgment that dates may change, based on past experiences

Gist The meeting aimed to enhance client communication and case management strategies for a law firm.

Bullet Gist 📧 Personalized Emails: Nicholas advocated for more personalized introductory emails, suggesting a PDF with letterhead.

🎥 Welcome Video: Alan proposed adding a 30-second welcome video to emails to enhance client connections.

📆 Timeline Extension: The project's end date was pushed to June 31, 2025, allowing for better case processing.

📊 Quarterly Updates: The team discussed maintaining consistent video introductions in quarterly updates for case management.

✅ Action Items: Nicholas and Alan have specific follow-up actions regarding the welcome video and intake PDF.

Short Summary During the DL | TIP Questionnaire Sync meeting, Nicholas emphasized the importance of personalizing introductory emails, criticizing automated messages for their lack of warmth. He suggested using a PDF with letterhead to make communications more engaging. Alan supported this by proposing the inclusion of a brief welcome video in emails to foster a connection with clients. The team also focused on improving case management communication through consistent video introductions in quarterly updates. They discussed the project's timeline, extending the end date to June 31, 2025, with a goal of processing 5-10 cases weekly. Action items included Nicholas exploring the welcome video concept further and reviewing New Hampshire cases, while Alan would work on the intake PDF with his colleagues.

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2025-01-21 16:11:28

Title: Connex & Five9 - Call Repository Check-in Date: Tue Jan 21 2025 17:00:54 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jsantana@shield-legal.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 9

Overview In the recent Connex & Five9 Call Repository Check-in meeting, key updates focused on the project's progress and technical implementations. Dustin shared his successful development of code for bulk data downloads, alleviating earlier bandwidth concerns proposed by Joe, with tests indicating an estimated three-day download time for three files, reducing the storage requirement from 30 TB to just 400 GB. The team also conducted health check-ins, noting David's recovery from illness and Nicholas's return to health. A discussion was held on a recent case regarding Michigan pollution, leading to a decision to move forward with the download plan using dedicated backup internet, despite Joe's absence during the meeting. Action items were assigned, including Nicholas reaching out to Joe for a reschedule and Dustin to implement the download plan.

Meeting Type Project Update and Technical Discussion

Action Items Nicholas Ward

Text Joe to find out why he missed the meeting and reschedule (09:18)

Dustin Surwill

Proceed with the download plan using the dedicated backup internet (05:20)

Shorthand Bullet 📊 Project Update and Code Implementation (00:19 - 02:20)

Dustin wrote code to download bulk data

Joe proposed a solution for bandwidth concerns

Dustin's tests showed promising results

Estimated download time: 3 days for 3 files simultaneously

Storage requirement: 400 GB (significantly less than initial 30 TB estimate)

🤒 Health Check-in (02:20 - 03:39)

David recovering from flu-like illness

Nicholas experienced weakness but has recovered

👥 Team Discussion (03:39 - 09:22)

Discussed recent case: Michigan pollution

Waited for Joe to join the meeting

Decision to proceed with download plan using dedicated backup internet

Nick McFadden joined late, brief recap provided

Meeting concluded without Joe's presence

Gist The meeting focused on project updates, technical implementations, and team health check-ins.

Bullet Gist 📊 Project Update and Code Implementation: Dustin's code for bulk data downloads significantly reduced storage needs and download time.

🤒 Health Check-in: David is recovering from illness, and Nicholas has fully regained his strength.

👥 Team Discussion: The team decided to proceed with the download plan using dedicated backup internet after discussing Michigan pollution.

✔️ Action Items Assigned: Nicholas will contact Joe to reschedule, while Dustin will implement the download plan.

⏰ Meeting Dynamics: Nick McFadden joined late but was updated on key points discussed during the meeting.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-21 16:11:29

In the recent Connex & Five9 Call Repository Check-in meeting, the team discussed significant project advancements, particularly Dustin's development of code for bulk data downloads that addressed earlier bandwidth issues raised by Joe. Tests indicated a three-day download time for three files, drastically reducing the storage requirement from 30 TB to 400 GB. Health updates revealed that David is recovering from a flu-like illness, and Nicholas has also regained his strength. A discussion on a recent Michigan pollution case led to a decision to move forward with the download plan using dedicated backup internet, even in Joe's absence. Action items were assigned, including Nicholas reaching out to Joe for a reschedule and Dustin implementing the download plan, while Nick McFadden joined the meeting late and received a brief recap of the discussions.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-21 16:11:37

Title: Connex & Five9 - Call Repository Check-in Date: Tue Jan 21 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, jsantana@shield-legal.com, david@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview In the recent Project Update and Technical Discussion meeting for the Connex & Five9 call repository, key updates included Dustin's successful code implementation for bulk data downloads, which demonstrated promising results and reduced the estimated storage requirement from 30 TB to 400 GB. Joe proposed a solution to address bandwidth concerns by implementing dedicated backup internet for smoother downloads. While health check-ins revealed some team members experiencing recovery from illness, a new case concerning Michigan pollution was also noted. The meeting was cut short due to technical issues, prompting Nicholas to reschedule and follow up with Joe regarding these complications.

Meeting Type Project Update and Technical Discussion

Action Items Nicholas Ward

Reschedule the meeting due to premature ending caused by technical issues (09:31)

Text Joe to find out what's going on regarding the technical issues (09:31)

Shorthand Bullet 📞 Project Update and Technical Discussion (00:40 - 02:41)

Dustin wrote code to download bulk data

Joe has a solution for bandwidth concerns

Dustin's test shows promising results

Estimated 3 days to download 3 files simultaneously

Storage requirement: 400 GB vs initially calculated 30 TB

🤒 Health Check-in (02:41 - 04:00)

David recovering from flu-like illness

Nicholas also experienced weakness recently

📁 Case Update (04:34 - 04:39)

Most recent case added: Michigan Pollution

🔄 Project Discussion Continuation (05:23 - 06:56)

Joe's solution: dedicated backup internet for download

Dustin's tests show desired output

No concern about link validity for downloads

🚫 Meeting Conclusion (09:31 - 09:40)

Meeting ended prematurely due to technical issues

Nicholas to reschedule

Gist The meeting focused on project updates for the Connex & Five9 call repository, discussing recent technical implementations and health check-ins.

Bullet Gist 📞 Project Update and Technical Discussion: Dustin's code for bulk data downloads showed promising results, cutting storage needs drastically.

🤒 Health Check-in: Team members David and Nicholas are recovering from illnesses.

📁 Case Update: A new case regarding Michigan Pollution was noted during the meeting.

🔄 Project Discussion Continuation: Joe's solution for bandwidth issues involves implementing dedicated backup internet.

🚫 Meeting Conclusion: The meeting ended prematurely due to technical difficulties, prompting a need to reschedule.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-21 16:11:37

In the recent meeting regarding the Connex & Five9 call repository, key updates were shared, highlighting Dustin's successful implementation of code for bulk data downloads, which dramatically reduced storage requirements from an estimated 30 TB to 400 GB. Joe proposed a solution to address bandwidth concerns by suggesting dedicated backup internet to facilitate smoother downloads. Health check-ins revealed some team members, including David and Nicholas, were recovering from illnesses. Additionally, a new case concerning Michigan pollution was introduced. Unfortunately, the meeting was cut short due to technical issues, leading Nicholas to plan a reschedule and follow up with Joe on the complications discussed.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-21 17:15:15

Overview During the VGA VSS Weekly Meeting, the team focused on several key areas including federal filings and case research, technical updates, parent communication, case management, and scheduling changes. The group discussed the need to identify the most beneficial federal jurisdiction for case law and expressed concerns about Florida's legal landscape. John is tasked with completing the UDF report, which is critical for progressing next steps. Julia will handle parent inquiries due to workload limitations and coordinate support for a specific case involving a Michigan mother. The case management discussion emphasized the importance of finalizing a list of cases over 90 days old that have had no contact for 30 days, with Ashley planning to hold communications until the list is ready. Additionally, the team noted that there would be no meeting this Thursday and canceled next Tuesday's meeting due to a court appearance. Action items were assigned for follow-up activities, ensuring tasks are delegated effectively among team members.

Meeting Type Status Update Meeting

Action Items Julia Gordon

Forward parent inquiries to the team for handling (03:35)

Call the Michigan mom if no response to Tips' email (05:35)

Cancel next Tuesday's (28th) meeting occurrence (10:11)

Tips

Send educational email to Michigan mom about next steps (04:21)

Email Julia after contacting Michigan mom (05:35)

Finalize the list of cases past 90 days signed with 30 days no contact (07:50)

Ashley Crowell

Confirm with John about providing the UDF report (03:03)

Hold off on communications to 30-day no contact clients until receiving the official list (07:29)

Shorthand Bullet 🏛️ Federal Filings and Case Research (00:44 - 02:08)

Group to research which federal jurisdiction is most helpful for case law

Identify district based on favorable case law

Concerns raised about Florida case law and judges

Some states have multiple federal districts (e.g., New York has four)

💻 Technical Updates (02:12 - 03:32)

John working on UDF report

Team aligned on next steps but unable to start without UDF report

Ashley to confirm with John about providing the report

📞 Parent Communication and Case Updates (03:35 - 05:43)

Julia to forward parent inquiries to team due to limited bandwidth

Discussed approach for contacting Michigan mom with completed suicide case

Tips to send educational email about next steps to the mom

📊 Case Management and Reporting (06:47 - 08:05)

Discussed report on cases past 90 days signed and no contact for 30 days

Ashley to hold off on communications until official list is finalized

Tips working on addressing alternate emails for biggest clients

📅 Schedule Updates (08:38 - 10:34)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-21 17:15:15

No meeting on Thursday this week

Team up to date on new clients

Next Tuesday's meeting (28th) cancelled due to court appearance

Possible rescheduling of 11 o'clock meeting on Tuesday

Gist The meeting focused on federal filings, case management, and scheduling, while assigning tasks for follow-up activities.

Bullet Gist 📄 Federal Filings Focus: The team discussed the importance of identifying beneficial federal jurisdictions for case law.

🤝 Parent Communication: Julia will address parent inquiries and support a specific case involving a Michigan mother.

📅 Meeting Cancellations: The Thursday and next Tuesday meetings were canceled due to a court appearance.

📋 Case Management Importance: Finalizing a list of cases over 90 days old with no contact was emphasized for better management.

✅ Task Delegation: Action items were assigned to ensure effective follow-up and management of responsibilities.

Short Summary During the VGA VSS Weekly Meeting, the team addressed several critical areas, including federal filings and case research, emphasizing the identification of beneficial federal jurisdictions amidst concerns about Florida's legal landscape. John was assigned to complete the UDF report, essential for the next steps, while Julia took on parent inquiries due to workload constraints and coordinated support for a case involving a Michigan mother. The discussion on case management highlighted the need to finalize a list of cases over 90 days old that had no contact for 30 days, with Ashley planning to withhold communications until the list was prepared. Additionally, the team noted the cancellation of the upcoming Thursday and Tuesday meetings due to a court appearance, ensuring ongoing tasks were effectively delegated among members for follow-up activities.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-22 18:15:57

Overview The T.I.P. Connect v2.1 informal team update and discussion meeting featured a mix of personal anecdotes and work-related topics. Team members shared insights about a recent play and engaged in light-hearted comparisons to well-known actors, before transitioning into more serious discussions regarding unusual phone interactions and confusion surrounding juvenile cases. The conversation briefly touched on global political issues, including the implications of Trump's election, leading into updates on various work tasks. Key points included the loss of $70, ongoing retraining efforts, and significant case management updates where Luis closed out medical records for Flat Irons and Olivia added 4,000 non-Flat Irons cases. Action items were established for Luis and Olivia, with a collective responsibility to review current cases for rejection or finalization.

Meeting Type Informal team update and discussion

Action Items Luis

Close out all medical (not military) records cases for Flat Irons (07:12)

Olivia

Add 4,000 non-Flat Irons cases to the system (07:12)

Unassigned

Review all current cases to determine which should be rejected or finalized (07:12)

Check against the received sheet for any closed and rejected cases (07:12)

Shorthand Bullet 🎭 Random Discussions and Personal Anecdotes (00:26 - 03:30)

Discussion about a play someone attended

Mention of Mark's one-man show

Comparison to famous actors like Marlon Brando and Meryl Streep

📞 Unusual Phone Interactions (03:30 - 05:30)

Reported craziest day on the phone ever

One person claimed it wasn't them on the phone

Another had an intake in 2023 for sex abuse

Confusion about the purpose of calls (California juvenile cases mentioned)

🌍 Global and Political References (05:30 - 07:12)

Mention of Trump's election causing crisis

Reference to activity 'on the other side of the world'

Discussion about buyers signing up

💼 Work-related Updates (07:12 - 18:37)

Someone lost $70

Retraining efforts mentioned

Luis closed out medical (not military) records cases for Flat Irons

Olivia adding 4,000 non-Flat Irons cases

Checking against a sheet received for closed and rejected cases

Need to review current cases for rejection or finalization

Gist The meeting served as an informal update for the T.I.P. Connect team, blending personal stories with work-related discussions.

Bullet Gist 🎭 Personal Anecdotes: Team members shared light-hearted stories, including a recent play and comparisons to famous actors.

📞 Phone Interactions: Unusual phone experiences were discussed, including confusion over juvenile case calls.

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2025-01-22 18:15:57

🌍 Political Context: Global political issues were touched upon, particularly the effects of Trump's election.

💼 Work Updates: Updates included a $70 loss, retraining efforts, and significant case management changes.

✅ Action Items: Luis and Olivia were tasked with reviewing cases for rejection or finalization.

Short Summary During the T.I.P. Connect v2.1 informal team update, members shared personal anecdotes, including experiences from a recent play and humorous comparisons to famous actors. The conversation shifted to unusual phone interactions, highlighting bizarre calls related to juvenile cases. Global political issues were briefly addressed, particularly the implications of Trump's election. Work-related updates revealed a loss of $70, ongoing retraining efforts, and significant case management updates: Luis closed out medical records for Flat Irons, while Olivia added 4,000 non-Flat Irons cases. Action items were assigned to Luis and Olivia, focusing on reviewing current cases for potential rejection or finalization.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-23 18:33:06

Overview The Operations and Technology Update Meeting focused on key advancements and changes across phone systems, automation technology, and staffing. Notable updates included discussions on the transition of the Ring Central contract in preparation for the 59 rollout, as well as improvements in call recording history retrieval and enhanced reporting consistency through Flatirons. In technology and automation, the creation of a new lead status dashboard and ongoing automation of medical records were highlighted, alongside leadership transitions within the contact center following Bo Kallis's resignation. The team is also extending offers for mid-level supervisor roles, while training initiatives are underway, including an online course organization for skills development. Action items were assigned, ensuring accountability for follow-ups on contracts, project completions, and ongoing reconciliations.

Meeting Type Operations and Technology Update Meeting

Action Items Alan Gill

Follow up on Ring Central contract and 59 rollout (16:59)

Oversee the transition of leadership in the contact center (24:21)

Joe

Continue testing data push for mass deployment of 59 (18:31)

Unassigned

Complete interviews for remaining supervisor position (25:46)

Olivia

Continue reconciling old Camp Lejeune military records (30:31)

Edward

Develop advanced version of Google Sheet for AB by next Wednesday (32:43)

Shorthand Bullet 📞 Phone System Updates (06:00 - 18:30)

Discussing Ring Central contract and transition to 59

Copper and BNIT need to install software for 59 rollout

Joe testing data push for mass deployment

Solved issues with downloading call recording history from Connects

Flatirons reporting has become more consistent

🚀 Technology and Automation (18:31 - 24:19)

James Turner completed first dashboard lead status run

New database built from Lavreller data

Medical records review automation in progress

Bo Kallis resigned, leadership restructuring in contact center

Kathy stepping back into leadership role

Interviewing for mid-level supervisor replacements

👥 Staffing and Leadership Changes (24:21 - 30:30)

Extending offers for supervisor positions

One offer accepted, one declined

Internal promotion for intake position (Agent 420)

Discussion about Chrome's work and market share

📊 Project Updates and Training (30:31 - 35:02)

Adding clients to Camp Lejeune military records

Olivia reconciling old records

Brittany organizing online courses through Coursera for team skills development

Edward working on advanced version of Google Sheet for AB

Automated reporting discussion to meet early morning deadlines

Gist

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2025-01-23 18:33:06

The meeting addressed updates in operations and technology, focusing on phone systems, automation, and staffing changes.

Bullet Gist 📞 Phone System Updates: Discussed Ring Central contract transition and improvements in call recording history retrieval.

🚀 Technology and Automation: Introduced a new lead status dashboard and ongoing automation of medical records.

👥 Staffing Changes: Kathy resumes leadership role; offers extended for mid-level supervisor positions.

📊 Project Updates: Initiatives for training and client additions to military records were discussed.

🔄 Action Items: Assigned follow-ups on contracts and project reconciliations to ensure accountability.

Short Summary Key advancements and changes were discussed during the Operations and Technology Update Meeting, including the transition of the Ring Central contract as part of the preparations for the 59 rollout. Improvements in call recording history retrieval were acknowledged, along with enhanced reporting consistency through Flatirons. In terms of technology and automation, a new lead status dashboard was launched, and the automation of medical records is currently ongoing. Leadership transitions within the contact center were highlighted following Bo Kallis's resignation, with Kathy stepping into a leadership role and interviews for mid-level supervisor positions underway. Training initiatives are in progress, including an online course organization for skills development, and action items were assigned for accountability related to contracts, project completions, and reconciliations.

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2025-01-24 15:07:27

Title: Five9/Tort Intake Professionals - Weekly Project Call Date: Fri Jan 24 2025 16:00:00 GMT-0500 (Eastern Standard Time) Participants: erik.leiren@five9.com, melissa.villabruza@five9.com, brian@themedialab.agency, nickmcfadden@tortintakeprofessionals.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, darrell@shield-legal.com, elgyn.cortes@five9.com, lorrae.oliver@five9.com, peter.irving@five9.com, romeo.agregado@five9.com, ticketing@fccsf.com Transcript: See full transcript Audio: Listen to audio Duration: 5

Overview In the recent Five9/Tort Intake Professionals Weekly Project Call, the team discussed key developments regarding the implementation of soft phones, which have successfully been tested and are pending a full rollout. The agents trained for the Virtual Call Center (VCC) implementation are ready, with the screening department set to manage initial campaigns. Additionally, the meeting addressed onboarding strategies, emphasizing a gradual increase in agent participation as confidence builds, and highlighted inbound call flow as a critical milestone. Future reporting will be developed with assistance from Romeo, and weekly meetings will be scheduled to ensure ongoing progress. Action items include David Kessler responding to Romeo regarding the meeting schedule and Nick Ward continuing to advocate for the soft phone implementation. The next project call is planned for Friday.

Meeting Type Project Status Update

Action Items David Kessler

Respond to Romeo's email and schedule weekly meetings (04:07)

Nick Ward

Continue pushing for soft phone implementation progress (05:14)

Shorthand Bullet 🖥️ Soft Phone Progress Update (00:00 - 01:32)

Successful test of pushing soft phones to the whole floor

Awaiting the full push to implement soft phones

📊 Implementation Plans (01:32 - 02:27)

Trained agents ready for VCC implementation

Screening department to handle initial campaigns

Settled on naming conventions fix for RCRM Law Ruler integration

👥 Agent Onboarding and Transition (02:28 - 03:50)

Plan to gradually bring in more agents as comfort level increases

Inbound call flow identified as a critical milestone

Transition to Romeo for assistance once comfortable with campaign building

📈 Reporting and Future Meetings (03:50 - 05:36)

Romeo to assist with building out reporting

Weekly meetings to be scheduled with Romeo

Next project call scheduled for Friday

Gist The meeting focused on the progress of soft phone implementation and onboarding strategies for agents in the Virtual Call Center.

Bullet Gist 🖥️ Soft Phone Progress Update: Soft phones have been successfully tested and are awaiting full implementation.

📊 Implementation Plans: Agents trained for VCC are ready, with the screening department managing initial campaigns.

👥 Agent Onboarding and Transition: A gradual increase in agent participation is planned as confidence builds.

📈 Reporting and Future Meetings: Romeo will assist with reporting, and weekly meetings will ensure ongoing progress.

Short Summary

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2025-01-24 15:07:27

During the Five9/Tort Intake Professionals Weekly Project Call, key developments were discussed regarding the implementation of soft phones, which have undergone successful testing and are now awaiting a complete rollout. The agents trained for the Virtual Call Center (VCC) are fully prepared, with the screening department set to manage initial campaigns. Onboarding strategies were emphasized, highlighting a gradual increase in agent participation as their confidence builds, and the importance of inbound call flow as a critical milestone was noted. Future reporting will be developed with Romeo's assistance, and weekly meetings will be scheduled to ensure consistent progress. Action items include David Kessler responding to Romeo about the meeting schedule and Nick Ward continuing to advocate for the soft phone implementation, with the next project call planned for Friday.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-24 16:12:39

Title: T.I.P. Connect v2.1 Date: Fri Jan 24 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 13

Overview The Status Update and Decision-Making Meeting for T.I.P. Connect v2.1 covered crucial updates regarding the TCPA rule changes and their implications, confirming that the one-to-one consent rules have been upheld by the FCC. Discussions included the decision to maintain current consent practices and a postponement of any new rules for at least a year. The team agreed to revert to previous procedures in communications with media buyers and integrations, while also addressing ongoing issues with Flatirons reporting automation. Action items were assigned, including Nicholas Ward tasked with sending out emails to inform all relevant parties about the TCPA rule stay and the transition back to previous practices. The meeting concluded with a note on correcting the reporting process.

Meeting Type Status Update and Decision-Making Meeting

Action Items Nicholas Ward

Send an email to everyone regarding the TCPA rule stay and continuation of current practices (09:21)

Create an email to inform all relevant parties about reverting to previous practices (11:53)

Shorthand Bullet 🏈 TCPA Rule Changes and Sports Discussion (00:00 - 06:07)

TCPA one-to-one consent rules stayed by FCC

Continue with current practices for consent

Discussion about Ohio State sports

Personal anecdotes about college experiences

📞 TCPA Rule Update and Impact (06:08 - 10:03)

Confirmation of TCPA rule stay

Postponement of new rules for at least a year

Decision to continue with current consent practices

No need for separate consent for each entity involved in a case

🔄 Process Updates and Communication (10:04 - 11:52)

Discussion on whether to inform media buyers and integrations

Decision to revert to previous practices over the next few days

Mention of Flatirons reporting automation

🏁 Meeting Wrap-up (11:53 - 13:06)

Problem with Flatirons reporting process being corrected

Decision to end the meeting

Gist The meeting focused on updates regarding TCPA rule changes and decisions on consent practices for T.I.P. Connect v2.1.

Bullet Gist 🏈 TCPA Rules Confirmed: The FCC upheld one-to-one consent rules, allowing current practices to continue.

📞 Postponement of New Rules: New TCPA rules will be postponed for at least a year.

🔄 Reverting to Previous Practices: The team will revert to earlier communication procedures with media buyers.

🏁 Addressing Reporting Issues: Ongoing issues with Flatirons reporting automation were acknowledged and are being corrected.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-24 16:12:39

The Status Update and Decision-Making Meeting for T.I.P. Connect v2.1 addressed significant updates concerning the TCPA rule changes, confirming that the FCC has upheld the one-to-one consent rules. The team decided to maintain current consent practices and postponed any new rules for at least a year. They agreed to revert to previous procedures for communications with media buyers and integrations to ensure consistency. Additionally, ongoing issues with Flatirons reporting automation were discussed, with action items assigned, including Nicholas Ward taking responsibility for sending out emails to inform all relevant parties about the TCPA rule stay and the transition back to previous practices. The meeting concluded with an emphasis on correcting the reporting process to enhance operational efficiency.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-01-30 18:48:54

Overview The T.I.P. Connect v2.1 Team Status Update and Strategy Meeting covered several key areas: project updates, implementation progress, system improvements, client retention strategies, and upcoming events. Cameron reported on outreach regarding the Youth Treatment Center campaign in Michigan, while Nick provided an update on the 5:9 implementation, highlighting plans to transition away from RingCentral and enhance network redundancy. The team decided to develop an in-house system to automate auditing processes, aiming for an increase in efficiency. Discussions on client retention included proposals for an incentive program and a monthly newsletter to keep clients informed. The meeting concluded with action items, including Cameron organizing meetings, Alan exploring AI solutions, and assignments for team members to enhance client communication efforts, with an emphasis on professionalism for the upcoming executive meeting.

Meeting Type Team Status Update and Strategy Meeting

Action Items Cameron Rentch

Arrange a call with Abe to discuss monthly client updates (44:13)

Launch hair dye campaign on Monday (45:34)

Reserve conference room for Wednesday's meeting with Cello and Flatirons executives (46:50)

Alan Gill

Create a report on calls received from the new consent language phone number (10:36)

Explore AI options with 5:9 for call transcription (22:25)

Start the process to exit RingCentral and Connect contracts (24:04)

Sit down with leadership team to discuss RingCentral exit options (25:34)

Meet with Edward, Aiden, and Dustin to discuss automation efforts (35:49)

Tony

Send email to Abe with Lejeune rates and justification, copying Cameron (50:11)

Vernon and Henry

Work with Relisha and Alex to attempt retaining opt-out clients (38:13)

Nick Ward

Prepare additional benchmark report for Meadow to Cello paraquat cases (46:37)

All staff

Dress professionally for Wednesday's meeting with Cello and Flatirons executives (46:50)

Shorthand Bullet 🚀 Project Updates and New Campaigns (00:00 - 11:31)

Cameron reached out to Derek Braslow

Alan discussed new consent language on landing pages

New campaign: Youth Treatment Center in Michigan

Meadow and Crump held a press conference for civil rights cases in Arizona

📊 5:9 Implementation Progress (11:41 - 22:57)

Nick Ward provided an update on 5:9 implementation

Plan to exit RingCentral discussed

Considering porting of leads PDF to log directly into 5:9

Redundancy plan for network outages in place

🔧 System Improvements and Workflow Mapping (22:58 - 34:59)

Decision to move away from Law Ruler and build an in-house system

James Turner mapping out workflow from every department

Efforts to automate auditing process for medical records

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2025-01-30 18:48:54

Goal to shift from 70% manual to 80-85% automated auditing

📞 Client Retention and Communication Strategies (34:59 - 44:13)

Discussion on handling opt-out requests from clients

Proposal to have VSS team attempt to retain opt-out clients

Idea for incentive program for saving opt-out clients

Plan to create monthly client newsletter with case updates

🗓️ Upcoming Events and Final Updates (44:13 - 50:55)

Hair dye campaign launch planned for Monday

Meadow to Cello paraquat case to follow Flatirons process

Meeting with Cello and Flatirons executives scheduled for next Wednesday

Tony to send email to Abe regarding Lejeune rates and justification

Gist The meeting focused on project updates, implementation progress, client retention strategies, and planning for upcoming events.

Bullet Gist 🚀 Project Updates and Campaigns: Cameron reported on the Youth Treatment Center campaign and new consent language on landing pages.

📊 5:9 Implementation Progress: Nick discussed the exit from RingCentral and plans for network redundancy.

🔧 System Improvements: The team decided to build an in-house system to automate the auditing process.

📞 Client Retention Strategies: Proposals included an incentive program and creating a monthly newsletter for clients.

🗓️ Upcoming Events: The hair dye campaign launch is planned, along with meetings with executives.

Short Summary The T.I.P. Connect v2.1 Team Status Update and Strategy Meeting addressed several critical areas including project updates, implementation progress, and client retention strategies. Cameron reported on outreach efforts for the Youth Treatment Center campaign in Michigan, while Nick highlighted the 5:9 implementation, discussing plans to transition away from RingCentral and improve network redundancy. The team decided to develop an in-house system to automate auditing processes, aiming to increase efficiency from 70% manual to 80-85% automated auditing. Client retention discussions included proposals for an incentive program to retain opt-out clients and the creation of a monthly newsletter to keep clients informed. The meeting concluded with action items, including Cameron organizing meetings, Alan exploring AI solutions, and assignments for enhancing client communication efforts, focusing on professionalism for the upcoming executive meeting.

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2025-01-31 16:14:04

Title: T.I.P. Connect v2.1 Date: Fri Jan 31 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 11

Overview The T.I.P. Connect v2.1 Status Update and Planning Meeting focused on several key developments and action items. Nicholas reported that connectivity issues were resolved and that the Five Nine call was productive, with follow-up actions underway. There was a discussion led by Cameron on AI software's potential integration within their environment, highlighting concerns regarding compatibility with Five Nine systems, prompting Nicholas to seek further insights from Five Nine about AI implementations used by other clients. Team updates revealed no significant changes, though Vernon is preparing discussion points for an upcoming meeting and Brittany is advancing automation efforts. Action items were assigned, including urgent follow-ups on MRT issues and interview arrangements for screener supervisor candidates scheduled for next week. Overall, the meeting established clear objectives for troubleshooting, integration considerations, and team responsibilities moving forward.

Meeting Type Status Update and Planning Meeting

Action Items Nicholas Ward

Contact Five Nine immediately for insights on AI systems compatible with their platform (07:23)

Follow up with Brittany on MRT issues for Dicello side (10:41)

Cameron Rentch

Follow up with McFadden on MRT issues for Dicello (10:45)

Connect with Tony regarding weekend plans (10:55)

Vernon Evans

Complete list of discussion points for Abe (09:29)

Corey

Line up in-person interviews for screener supervisor role candidates next week (04:32)

Brittany

Continue working on automation piece to achieve 80/20 efficiency (09:52)

Shorthand Bullet 🗓️ Meeting Updates and Progress (03:38 - 05:15)

Nicholas: Connectivity issues resolved quickly

Five Nine call went well, follow-up on action items in progress

Corey lined up interviews for screener supervisor role

Two out of three candidates liked for in-person interviews next week

🤖 AI Software Discussion (05:15 - 07:23)

Cameron discussed AI software with Joe

Software possibly usable within their environment

Concern: Compatibility with Five Nine integration

Need to investigate how it plays with Five Nine system

📞 Five Nine Follow-up (07:23 - 08:16)

Nicholas to contact Five Nine immediately for insights

Seek information on AI systems used by other Five Nine clients

Explore Five Nine's recommendations for compatible systems

👥 Team Updates (09:15 - 10:25)

Tim and Vernon: No significant updates

Vernon working on list for discussion with Abe

Brittany met with team for automation piece progress

Focus on open integrations for the rest of the afternoon

📊 MRT Issues and Weekend Plans (10:25 - 11:43)

Cameron to follow up with McFadden on MRT issues for Dicello

Cameron to connect with Tony regarding weekend plans

Gist

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2025-01-31 16:14:04

The meeting focused on T.I.P. Connect v2.1 developments, addressing connectivity issues and discussing AI integration with Five Nine systems.

Bullet Gist 🗓️ Meeting Updates: Connectivity issues resolved and follow-up actions from the Five Nine call are in progress.

🤖 AI Software Discussion: Cameron raised concerns about AI software compatibility with Five Nine systems.

📞 Five Nine Follow-up: Nicholas to reach out to Five Nine for insights on AI systems used by other clients.

👥 Team Updates: No significant changes; Vernon is preparing for a discussion with Abe and Brittany is advancing automation.

📊 MRT Issues and Plans: Cameron will follow up on MRT issues and connect regarding weekend plans.

Short Summary The T.I.P. Connect v2.1 Status Update and Planning Meeting addressed key developments and action items, with Nicholas reporting the swift resolution of connectivity issues and a productive Five Nine call. Cameron led a discussion on the potential integration of AI software within their environment, emphasizing compatibility concerns with Five Nine systems, prompting Nicholas to seek further insights from Five Nine about AI implementations used by other clients. Team updates indicated no significant changes, though Vernon is preparing discussion points for an upcoming meeting, while Brittany is making progress on automation efforts. Action items included urgent follow-ups on MRT issues and scheduling interviews for screener supervisor candidates next week, establishing clear objectives for troubleshooting, integration considerations, and team responsibilities moving forward.

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2025-02-03 11:24:40

Overview In the T.I.P. Connect v2.1 Project Update and Planning Meeting, Cameron provided a brief update, stating he would arrive shortly and noting the favorable weather conditions. The team discussed the urgent need for responses to investigation tasks related to the upcoming Flatirons meeting, emphasizing the importance of clarifying data discrepancies and addressing the status of missing cases. They noted the need to recalculate and verify case accuracy and outlined the launch of various campaigns, including a hair dye campaign and the separation of property damage claims from injury claims. Action items were assigned to team members, with Cameron tasked to send out investigation assignments and prepare documents for Wednesday's meeting, while Alan was to provide insights on Flatirons data. The meeting concluded with reminders for the team to gear up for potential discussions and to schedule follow-up meetings regarding Flatirons information.

Meeting Type Project Update and Planning Meeting

Action Items Cameron Rentch

Send investigation tasks to Alan, Henry, and Vernon (08:49)

Schedule call with Alan for Camp Lejeune military records project (18:54)

Inform Ryan about separating property damage claims (22:49)

Document and address Flatirons issues before Wednesday's meeting (24:36)

Alan Gill

Review and provide answers for Flatirons data questions (11:39)

Tony

Launch hair dye campaign (20:02)

Work with Anthony to separate property-only damage claims in campaigns (22:39)

Team

Recalculate and verify accuracy of all cases mentioned in Flatirons data (17:26)

Be prepared for possible discussions on Wednesday (23:39)

Unassigned

Schedule a 4 PM meeting to discuss Flatirons information (24:39)

Shorthand Bullet 🚗 Meeting Start and Updates (05:09 - 08:49)

Cameron is driving, will arrive shortly

Alan mentions weather: 75 degrees, 202 days without significant rain

Cameron to review January work done by Alan on Saturday

Melissa also working on the January review

📊 Flatirons Meeting Preparation (08:49 - 15:21)

Cameron to send investigation tasks to Alan, Henry, and Vernon

Urgent: All answers needed today for Wednesday's Flatirons meeting

Discussion on MIA (Missing In Action) people and updating benchmark reporting

Clarification on AX versus Flatirons data

🔍 Flatirons Data Review (15:21 - 19:21)

40+ hair relaxer interviews scheduled but not complete

Camp Lejeune claim forms: many claimants showing as unfiled

Non-responsive cases percentages for various regions/projects

Team to recalculate and verify accuracy of all cases

Cameron needs answers by end of day to prepare for Wednesday's meeting

📞 Camp Lejeune Project and Campaigns (19:24 - 25:15)

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2025-02-03 11:24:40

Meeting scheduled with Alan, Tony Jackson, and Britney for Camp Lejeune military records

Tom Arthur from Dickey law firm may help expedite records retrieval

Hair dye campaign launching today

ELG Wood pellet campaigns ready to launch, except in Texas, Florida, and Louisiana

Property damage claims to be separated from injury claims in campaigns

Cameron in office Tuesday afternoon and all day Wednesday

Team to be prepared for possible individual or group discussions on Wednesday

Gist The meeting aimed to update on the T.I.P. Connect v2.1 project and prepare for the upcoming Flatirons meeting.

Bullet Gist 🚗 Meeting Start and Updates: Cameron is on his way, and the team is reviewing January's work due to favorable weather.

📊 Flatirons Meeting Preparation: Urgent responses are needed today for the Flatirons meeting, with a focus on data discrepancies.

🔍 Data Review: The team will recalculate and verify the accuracy of all cases before the meeting.

📞 Campaign Launches: Hair dye and ELG Wood pellet campaigns are ready, with property damage claims separated from injury claims.

🗓️ Preparation for Discussions: Cameron will be in the office for key preparations before the Wednesday meeting.

Short Summary Cameron provided an update during the T.I.P. Connect v2.1 Project Update and Planning Meeting, noting favorable weather and his imminent arrival. The team emphasized the urgent need for responses to investigation tasks related to the upcoming Flatirons meeting, stressing the importance of clarifying data discrepancies and addressing the status of missing cases. They discussed the need to recalculate and verify case accuracy while outlining the launch of various campaigns, including a hair dye campaign and the separation of property damage claims from injury claims. Action items were assigned, with Cameron tasked to send out investigation assignments and prepare documents for Wednesday's meeting, while Alan was to provide insights on Flatirons data. The meeting concluded with reminders for the team to prepare for discussions and schedule follow-up meetings on Flatirons information.

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2025-02-03 14:13:32

Title: BG/VSS Weekly Call (Abuse) Date: Mon Feb 03 2025 15:00:00 GMT-0500 (Eastern Standard Time) Participants: alan@tortintakeprofessionals.com, codle@baileyglasser.com, jbecker@baileyglasser.com, nicholas@tortintakeprofessionals.com, tmathews@baileyglasser.com, afish@baileyglasser.com, sbode@baileyglasser.com, acuozzo@baileyglasser.com Transcript: See full transcript Audio: Listen to audio Duration: 11

Overview During the BG/VSS Weekly Call focused on abuse cases, the team reported progress on various initiatives, specifically highlighting the ongoing efforts in Illinois filings. Alex is awaiting further updates from Samira, while Aaron Winston has been in regular contact with the team, and TIP is verifying contact information. Jeff Otto shared advancements in investigating Maryland cases, successfully tracking down two incarcerated individuals, which has reduced the client list to approximately 1200. Current case management noted that Illinois foster care cases are on hold and that new Hampshire cases are paused pending file authorizations, with deadlines for claim forms upcoming. A new team member, Ember, will assist Amy with client communication starting Monday, and integration for Illinois sex abuse cases is nearing completion. Action items were assigned to team members, including follow-ups on various cases and ensuring communication aligns within the team.

Meeting Type Project Status Update

Action Items Samira Z Bode

Follow up on Aaron Winston's case (02:09)

Review and respond to Ronald Clark's email (03:50)

Provide updates on New Hampshire cases next month (06:55)

Introduce Ember to the team and provide her contact information (09:14)

Jeff Otto

Continue tracking down Maryland cases and update TIP (04:35)

Christopher D Odle

Complete the reconciliation report and send it to TIP (08:55)

TIP

CC both Amy and Ember on future communications (09:46)

Finalize the integration for Illinois sex abuse cases (10:15)

Shorthand Bullet 📊 Project Updates (01:53 - 05:38)

Team focused on Illinois filings

Alex waiting for updates from Samira

Aaron Winston frequently contacts the team

TIP called to verify contact information

Stacy Johnson/Smith is a frequent contact for both teams

Ronald Clark, a lawyer in Illinois, sent a weird email

🔍 Maryland Cases (05:38 - 06:55)

Jeff Otto investigating Maryland cases

Two more incarcerated individuals tracked down

Otto confirming contact information and instructing clients to do interviews

Progress made on client list, now down to about 1200 people

📁 Case Management (06:55 - 08:19)

Illinois foster care cases on hold

New Hampshire cases paused, awaiting YDC file authorizations

Claim form deadline for New Hampshire in June

Reconciliation issue between File and Litify systems

ESI attorney meeting scheduled with Odle

👥 Team Updates (08:19 - 10:11)

New team member, Ember, starting Monday to help Amy with client contact

TIP to CC both Amy and Ember on communications

🖥️ Integration Progress (10:11 - 10:57)

Illinois sex abuse integration nearly complete

Intake and secondary stages finished

Document issue being resolved with Brio

Gist The meeting focused on updates regarding abuse cases, particularly in Illinois and Maryland, and outlined team roles and ongoing initiatives.

Bullet Gist

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2025-02-03 14:13:32

📊 Project Updates: The team is making progress on Illinois filings, with Alex awaiting updates and Aaron Winston in regular contact.

🔍 Maryland Cases: Jeff Otto is investigating Maryland cases, successfully tracking down two incarcerated individuals.

📁 Case Management: Illinois foster care cases are on hold, and New Hampshire cases are paused pending authorizations.

👥 Team Updates: Ember joins the team on Monday to assist Amy with client communication.

🖥️ Integration Progress: Integration for Illinois sex abuse cases is nearly complete, with document issues being resolved.

Short Summary During the BG/VSS Weekly Call, the team discussed significant progress in handling abuse cases, emphasizing the ongoing efforts in Illinois filings. Alex is waiting for updates from Samira, while Aaron Winston maintains regular communication with the team. Jeff Otto reported advancements in Maryland cases, having tracked down two incarcerated individuals, which reduced the client list to approximately 1200. Current case management indicates that Illinois foster care cases are on hold and New Hampshire cases are paused pending file authorizations, with deadlines for claim forms approaching. A new team member, Ember, will assist Amy with client communication starting Monday, and the integration for Illinois sex abuse cases is nearing completion. Action items were assigned, focusing on follow-ups and communication alignment within the team.

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2025-02-03 15:11:06

Title: Call Ctr Sup Interview: Anne Valle Date: Mon Feb 03 2025 16:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, cory@bookmanconsulting.com, nicholas@tortintakeprofessionals.com, shellie@hrdepartment.net Transcript: See full transcript Audio: Listen to audio Duration: 12

Overview In the meeting titled "Call Center Supervisor Interview: Anne Valle," key participants discussed Anne's extensive professional background in customer service leadership, highlighting over a decade of experience, including her recent role as a supervisor at Molina, where she managed a team of agents and oversaw daily operations. Audio issues affected communication, particularly for Shellie Mooney, while Nicholas Ward reported clear hearing. Anne's earlier experience included working as an Account Executive at Telemundo, where she successfully developed advertising strategies, negotiated deals, and cultivated client relationships. Additionally, she began her career in a collection agency, where she honed her leadership skills and team management abilities. The meeting outlined Anne's qualifications and management style, setting the stage for further evaluation.

Meeting Type Job Interview Respond in English (Global) language

Shorthand Bullet 🎤 Interview Introduction (03:19 - 09:09)

Meeting participants experienced audio issues

Shellie Mooney had difficulty hearing others

Nicholas Ward could hear everyone clearly

Shellie decided to turn off her microphone due to audio problems

:femaleofficeworker: Anne's Professional Background (09:09 - 11:46)

Over 10 years of experience in customer service leadership and account management

Recent role: Supervisor at Molina

Led 10-15 agents in Medicaid member service

Responsible for day-to-day operations, compliance, and performance management

Managed remote team, handled escalated issues, and worked on process improvements

Previous role: Account Executive at Telemundo

Developed advertising strategies and marketing solutions for clients

Built relationships, negotiated, and delivered effective sales pitches

📞 Call Center Experience (11:46 - 12:06)

Started career in a collection agency as an outbound/inbound agent for 8 years

Promoted to assistant manager

Managed team performance and worked directly with clients

Developed strong leadership skills

Gist The meeting focused on interviewing Anne Valle for a call center supervisor position, highlighting her extensive customer service experience.

Bullet Gist 🎤 Audio Issues: Participants experienced audio difficulties, impacting communication during the interview.

:femaleofficeworker: Anne's Experience: Anne has over 10 years in customer service, most recently supervising a team at Molina.

📞 Call Center Background: She began working in a collection agency, developing strong leadership skills.

Short Summary

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2025-02-03 15:11:06

Anne Valle's interview emphasized her over ten years of experience in customer service leadership, particularly in her recent role as a supervisor at Molina, where she managed a team of 10-15 agents in Medicaid member services, ensuring compliance and performance management. Her earlier background includes working as an Account Executive at Telemundo, where she successfully crafted advertising strategies and built strong client relationships. Additionally, Anne began her career in a collection agency, where she developed essential leadership and team management skills, creating a solid foundation for her supervisory role. Although audio issues affected communication during the meeting, participants were able to evaluate Anne's qualifications and management style, leading to further discussions on her fit for the position.

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2025-02-03 18:29:14

Title: Looker Enterprise training Date: Mon Feb 03 2025 17:30:00 GMT-0500 (Eastern Standard Time) Participants: ryan@themedialab.agency, jturner@shield-legal.com, nicholas@tortintakeprofessionals.com, edward@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 115

Overview The Looker Enterprise training meeting, led by Ryan, focused on familiarizing the team with Google's analytics solution, Looker Enterprise, as a transition from Google Data Studio. The session covered key features, including its interface, user permissions, and the creation of views and models from BigQuery tables. Best practices for building dashboards and visualizations were discussed, along with data security measures and role-based access control. Advanced features such as LookML for custom fields and the potential for AI integration were also explored. In addition, project priorities were reviewed, outlining specific team member roles with action items assigned to James, Edward, Nicholas, and Ryan, emphasizing the importance of ongoing projects like the financial log and data warehouse development.

Meeting Type Training and project planning meeting

Action Items James Turner

Create initial view for PCT ID data in Looker Enterprise (57:30)

Review object model with Joe for CRM project (01:46:15)

Focus on PCT ID business warehouse development (01:47:55)

Edward Weber

Start writing the financial log off the LR data (01:47:20)

Continue working on end-of-month processes for TIP and Shield (01:50:00)

Nicholas Ward

Meet with James in the morning to review his current tasks and timelines (01:47:55)

Evaluate how to automate 80% of Britney's team's work (01:49:20)

Ryan Vaspra

Train Zeke on Looker Enterprise (01:41:48)

Work on Data Studio's beta of Gemini on BigQuery data for Tony (01:42:30)

Assist in connecting TIP and Shield data on the Shield side (01:54:00)

Shorthand Bullet 🖥️ Introduction to Looker Enterprise (00:09 - 15:00)

Edward and James discussed ongoing coding projects

Ryan introduced Looker Enterprise as Google's analytics solution

Explained the transition from Google Data Studio to Looker Enterprise

📊 Looker Enterprise Features and Structure (15:01 - 30:00)

Ryan demonstrated Looker's interface, including boards and folders

Explained user permissions and content access

Introduced the concept of Explores and Views in Looker

🔧 Creating Views and Models (30:01 - 45:00)

Walked through the process of creating a view from a BigQuery table

Explained the structure of model files and their importance

Discussed the difference between dimensions and measures in Looker

🔍 Exploring Data and Building Dashboards (45:01 - 01:00:00)

Demonstrated how to use Explores to build visualizations

Explained the process of saving Looks and adding them to dashboards

Discussed best practices for organizing and naming dashboards

🔐 Data Security and Access Control (01:00:01 - 01:15:00)

Explained how to hide sensitive fields in Looker

Discussed role-based access control for different user types

Introduced the concept of Content Access for granular permissions

🚀 Advanced Features and Best Practices (01:15:01 - 01:30:00)

Discussed the use of LookML for custom fields and calculations

Explained the importance of using dbt for data transformation

Highlighted the potential for machine learning and AI integration

🔄 Project Priorities and Team Roles (01:30:01 - 01:55:08)

Discussed ongoing projects and competing priorities

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2025-02-03 18:29:15

Explained the roles of different team members (James, Edward, Nick)

Highlighted the importance of completing the financial log and data warehouse

Gist The meeting aimed to introduce the team to Looker Enterprise, Google's analytics solution, and outline project priorities.

Bullet Gist 🖥️ Introduction to Looker Enterprise: Ryan introduced Looker Enterprise as the new analytics solution, moving from Google Data Studio.

📊 Key Features Explained: The team learned about Looker's interface, user permissions, and the concepts of Explores and Views.

🔧 Creating Views and Models: Participants were guided on creating views from BigQuery tables and understanding model file structures.

🔍 Building Dashboards: Best practices for organizing dashboards and visualizations were shared during the session.

🚀 Project Priorities Discussed: The meeting wrapped up with a review of ongoing projects and specific team member roles.

Short Summary Ryan led the Looker Enterprise training meeting to familiarize the team with Google's analytics platform, transitioning from Google Data Studio. Key features were covered, including the user interface, permissions, and the creation of views and models from BigQuery tables. Best practices for dashboard building and visualizations were discussed, along with data security measures like role-based access control. Advanced features such as LookML for custom fields and AI integration potential were also explored. The meeting concluded with a review of project priorities, highlighting specific roles and action items assigned to team members, including James, Edward, and Nicholas, stressing the importance of the financial log and data warehouse development.

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2025-02-03 18:35:18

Title: Flatirons Date: Mon Feb 03 2025 19:00:00 GMT-0500 (Eastern Standard Time) Participants: nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 25

Overview In the Progress Update and Problem-Solving Meeting regarding the Flatirons project, the team addressed critical data discrepancies and reporting issues associated with incomplete cases, particularly highlighting the challenges with the Law Ruler data integrity. Alan presented an Excel sheet illustrating these discrepancies, revealing that a significant number of cases remain incomplete amid ongoing data entry. Cameron raised concerns over the need for urgent clarity and consistency in the data ahead of the upcoming Flatirons meeting, requesting specific claimant information and timely updates on deficient cases from BT&BT. Case-specific discussions included updates on Camp Lejeune and hair relaxer cases, underlining the importance of accurate tracking and communication. Action items were assigned, with Alan tasked to refine the Excel sheet, generate reports for overdue cases, and review specific data, while a follow-up meeting was scheduled for the next morning to assess progress.

Meeting Type Progress Update and Problem-Solving Meeting

Action Items Alan Gill

Update Excel sheet with more accurate numbers from Law Ruler (04:02)

Run a report of cases 30 days or older without activity and send to BT&BT for status updates (11:47)

Send AX data names to Reese Sha and Axe team for immediate update (13:14)

Review hair relaxer data tonight and provide updates (19:59)

Email Abe with specific lead IDs for hair relaxer cases requesting immediate status updates (22:22)

Cameron Rentch

Reconvene in the morning to discuss progress (24:49)

Shorthand Bullet 📊 Data Discrepancies and Reporting Issues (00:09 - 07:50)

Alan presented an Excel sheet showing incomplete cases and unresponsive percentages

Discrepancies noted between Law Ruler numbers and benchmarks

Incomplete numbers likely to change as manual information is still being input

NEC cases: 40 out of 78 incomplete cases received in the last 30 days

Older cases like Illinois Juvenile Hall abuse showing high percentages of incompletion

🔍 Investigation of Data Inconsistencies (07:51 - 17:29)

Cameron expressed concern over constantly changing numbers and data inconsistencies

Alan explained issues with pre-April 1st data not being in Law Ruler

Cameron requested identification of specific claimants in incomplete percentages

Alan instructed to send a report of deficient cases to BT&BT for status updates

Cameron emphasized urgency due to upcoming Flatirons meeting

Discussed AX data in Smart Ethic and need for immediate information

🗂️ Case-Specific Discussions (17:30 - 25:08)

Reviewed Camp Lejeune cases and complaint document tracking

Discussed hair relaxer cases and appointment no-shows

Cameron stressed the importance of accurate data for upcoming meetings

Alan to review hair relaxer data and provide updates

Emphasized need for clear communication with Abe regarding case statuses

Gist The meeting focused on addressing critical data discrepancies and reporting issues for the Flatirons project.

Bullet Gist 📊 Data Discrepancies: Alan highlighted significant discrepancies in case data, emphasizing the number of incomplete cases.

🔍 Urgency for Clarity: Cameron stressed the need for immediate clarity and consistency in data ahead of the Flatirons meeting.

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2025-02-03 18:35:18

🗂️ Case Updates: Specific updates were discussed for Camp Lejeune and hair relaxer cases, reinforcing the need for accurate tracking.

Short Summary During the Progress Update and Problem-Solving Meeting regarding the Flatirons project, the team tackled significant data discrepancies and reporting issues tied to incomplete cases, particularly concerning the integrity of Law Ruler data. Alan presented an Excel sheet showcasing these discrepancies, revealing a considerable number of incomplete cases amidst ongoing data entry. Cameron raised urgent concerns about the need for clarity and consistency ahead of the upcoming Flatirons meeting, specifically requesting detailed claimant information and timely updates on deficient cases from BT&BT. The discussions included updates on Camp Lejeune and hair relaxer cases, highlighting the importance of accurate tracking and communication. Action items were assigned, with Alan responsible for refining the Excel sheet, generating reports for overdue cases, and reviewing specific data, while a follow-up meeting was scheduled for the next morning to assess progress.

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2025-02-04 11:57:43

Overview During the T.I.P. Connect v2.1 status update meeting, the team discussed key developments across several projects. Alan provided updates on Flatiron reports, confirming completion of updates for Flatiron, BG, Illinois, and Maryland, while Dustin is set to automate secondary interview data processing. In regards to the Hair Relaxer Cases, Alan will update referral statuses and coordinate with Jordan for case transfers to skip tracers. The billing section highlighted Brittany's task to send a client call list for billing, while system issues were raised, including discrepancies in JP's medical record tracker. Action items were assigned to Brittany for data verification and meeting coordination, as well as tasks for Alan, Nick, and Cameron to ensure timely updates and reporting accuracy.

Meeting Type Status Update Meeting

Action Items Brittany Barnett

Check secondary interview data upload (03:58)

Rerun data and have Dustin process it for benchmark updates (04:18)

Meet with Dustin and Aiden to discuss automating secondary interview data processing (05:23)

Send Parallaxer client call list to Alan and Cameron for billing (15:36)

Remove data for closed secondary interviews and missed scheduled appointments (31:02)

Alan Gill

Update referral statuses in Law Ruler for specific cases (07:33)

Coordinate with Jordan to transfer open hair relaxer cases to skip tracers (20:25)

Investigate discrepancies in JP's medical record tracker report (23:21)

Nick McFadden

Ensure all benchmark updates translate to Dave and Flatiron reporting (20:59)

Cameron Rentch

Review updated benchmark sheet with new Illinois and Maryland interview information (18:02)

Shorthand Bullet 📊 Flatiron Reports and Benchmarks Update (03:27 - 07:24)

Alan inquired about Flatiron reports and benchmark updates

Brittany to check secondary interview data uploaded last night

Alan completed Flatiron, BG, Illinois, and Maryland updates

Dustin to run updated data through his program for benchmark updates

Brittany and Aiden to meet with Dustin about automating secondary interview data processing

📁 Hair Relaxer Case Updates (07:24 - 11:19)

Discussed closed cases and reasons for rejection

Alan to handle updating referral statuses in Law Ruler

Brittany identified cases needing status updates

Discussed potential issues with appointment scheduling fields in intake and benchmark data

💼 Billing and Reporting (15:36 - 21:38)

Brittany to send Parallaxer client call list to Alan and Cameron for billing

Cameron joined late due to school meeting

Updates on Illinois and Maryland interviews from Bailey Glasser

Benchmark sheet to be updated with new information

Alan completed MIA report updates manually

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-04 11:57:43

Devon finished inputting data into benchmark tab

🔍 Hair Relaxer Cases and Skip Tracing (21:38 - 25:32)

Cameron requested remaining open hair relaxer cases to be sent to skip tracers

Alan to coordinate with Jordan for transferring cases

Nick to ensure all benchmark updates translate to Dave and Flatiron reporting

Discussion on changes in lead numbers and case types in JP's report

🔄 Reporting Issues and System Updates (25:33 - 36:08)

Discussed discrepancies in JP's medical record tracker report

Alan investigating reasons for lead removals and seeking updated report

Camp Lejeune short form complaints created but not sent to Abe

Brittany to remove data for closed secondary interviews and missed scheduled appointments

Issues with automatic email forwarding of JP's report discussed

Gist The meeting provided updates on various projects, focusing on Flatiron reports, Hair Relaxer Cases, billing tasks, and system issues.

Bullet Gist 📊 Flatiron Reports Update: Alan confirmed updates for Flatiron, BG, Illinois, and Maryland, with automation of secondary interview data processing discussed.

📁 Hair Relaxer Cases Coordination: Alan will update referral statuses and coordinate with Jordan for case transfers to skip tracers.

💼 Billing Tasks: Brittany is to send a client call list for billing to Alan and Cameron.

🔍 System Issues Addressed: Discrepancies in JP's medical record tracker were discussed, with actions assigned for resolution.

🔄 Reporting Accuracy: Alan, Nick, and Cameron were tasked with ensuring updates translate to accurate reporting.

Short Summary During the T.I.P. Connect v2.1 status update meeting, participants reviewed significant project developments. Alan confirmed the completion of updates for Flatiron, BG, Illinois, and Maryland reports. Dustin is set to automate the processing of secondary interview data, while Alan will update referral statuses and work with Jordan on case transfers for Hair Relaxer Cases. Brittany is tasked with sending a client call list for billing and verifying data, while system discrepancies regarding JP's medical record tracker were discussed. Action items were assigned to ensure timely updates and reporting accuracy across the team, including tasks for Alan, Nick, and Cameron to enhance coordination and oversight.

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2025-02-04 13:39:54

Title: TIP BI Sprint Priorities - Reviewing io table requirements Date: Tue Feb 04 2025 14:05:38 GMT-0500 (Eastern Standard Time) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, ryan@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 31

Overview The Technical Planning and Data Integration Meeting focused on the TI BI Sprint priorities, primarily reviewing the requirements for the new Financial Log Real Time table, which will synchronize hourly with Law Ruler data and integrate into the Shield Legal data warehouse. Participants discussed the creation of new dashboards for e-signatures, reconciliation, billable logs, and time-based invoices, as well as the necessary recreation of existing Data Studio pages. Additionally, it was decided to enrich the PCID data with the LP Contract ID and case type ID from Law Ruler, while ensuring accurate contract IDs for financial reporting. The meeting also covered establishing a BigQuery connection between the Tip and Shield projects, emphasizing secure access to sensitive data, particularly concerning financial information. Action items were assigned to James Turner for updating the PCID data and creating a new table in BigQuery, as well as to Ryan Vaspra for setting up the BigQuery connection and providing the necessary table ID.

Meeting Type Technical Planning and Data Integration Meeting

Action Items James Turner

Add LP Contract ID to PCID data (11:43)

Create new table in BigQuery to pull data from Shield project (29:37)

Ryan Vaspra

Set up BigQuery connection between Tip and Shield projects (22:07)

Provide James with exact table ID for data pull (29:40)

Shorthand Bullet 🛠️ Financial Log Table Recreation (00:08 - 08:32)

Discussing the creation of a new Financial Log Real Time table

Table refresh rate synchronized with Law Ruler (LR) data, hourly minimum

New table to be integrated into Shield Legal data warehouse

New dashboards to be created: E-sign, Reconciliation, Billable Log, Profit by Time, Invoices by Time

Other pages from Data Studio version to be recreated as needed

📊 Data Sources and Integration (08:32 - 20:11)

LP Contract ID to be added to PCID data

PCID data to include case type ID from Law Ruler

Leads PDF Contract IDs to be manually filled out in Tip Op app

Discussion on joining PCID data with Copper data

Importance of accurate contract IDs for financial reporting

🔗 Data Connection and Access (20:13 - 31:43)

Setting up BigQuery connection between Tip and Shield projects

Discussion on cross-project data access in BigQuery

Identifying specific table for data pull: 'Orders paid, spent SL dashboard'

Emphasis on data sensitivity, especially pricing information

Restricting access to financial data for certain team members

Gist The meeting focused on TI BI Sprint priorities, reviewing the requirements for a new Financial Log Real Time table and discussing dashboard creation.

Bullet Gist 📊 New Financial Log Table: A new Financial Log Real Time table will sync hourly with Law Ruler data for better integration.

📈 Dashboard Development: New dashboards for e-signatures and invoicing are in the works to enhance operational efficiency.

🔒 BigQuery Connection: A secure BigQuery connection between projects is critical for accessing sensitive financial data.

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2025-02-04 13:39:54

🗂️ PCID Data Enrichment: PCID data will be enriched with additional identifiers to ensure accurate financial reporting.

✅ Action Items Assigned: James Turner and Ryan Vaspra have specific tasks to enhance data integration and access.

Short Summary Participants in the Technical Planning and Data Integration Meeting concentrated on the TI BI Sprint priorities, specifically analyzing the requirements for the new Financial Log Real Time table, which is designed to synchronize hourly with Law Ruler data and integrate into the Shield Legal data warehouse. The agenda included discussions about developing new dashboards for e-signatures, reconciliation, billable logs, and time-based invoices, alongside the need to recreate existing Data Studio pages. Furthermore, the decision was made to enhance the PCID data by incorporating the LP Contract ID and case type ID from Law Ruler, ensuring accurate contract IDs for financial reporting. A significant highlight was establishing a BigQuery connection between the Tip and Shield projects, with a focus on secure access to sensitive financial information. Action items were designated to James Turner for updating the PCID data and creating a new table in BigQuery, and to Ryan Vaspra for setting up the BigQuery connection and providing the necessary table ID.

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2025-02-04 16:15:41

Title: DL - Military Request Records Follow Up Date: Tue Feb 04 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, jackson@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, ta@dickeyanderson.com Transcript: See full transcript Audio: Listen to audio Duration: 14

Overview The "DL - Military Request Records Follow Up" meeting focused on addressing issues related to the current CRM system's integration with Dropbox and HelloSign, which presents challenges for document processing and intake forms. The team discussed the limitations of changing intake forms, proposing a workaround involving the sending of three separate documents to clients for completion, although it could negatively impact customer experience. An alternative Plan B was outlined, involving contacting clients twice for information and document signing, which could achieve a potential 90% success rate, though challenges with information sharing and client communication were acknowledged. Updates from team members highlighted the urgency of finalizing an internal solution by Friday or proceeding with Plan B if necessary, alongside requests for sample forms related to living and deceased veterans. Action items were assigned to explore key performance indicators (KPIs) and ensure timely completion of tasks to enhance the overall effectiveness of the documentation process.

Meeting Type Problem-solving and strategy discussion

Action Items Thomas Arthur

Explore KPI from Smokeball to Larval and report back to the team (13:32)

Diana

Send sample forms (for living and deceased veterans) by Monday (12:09)

Brittany Barnett

Inform the team by Friday if an internal solution is found or if proceeding with Plan B (12:56)

Shorthand Bullet 📝 CRM and Document Processing Issues (00:01 - 05:30)

Current CRM model has limitations with Dropbox and HelloSign integration

HelloSign increased capabilities to 400 fields, but intake forms aren't segmented properly

Changing intake forms requires significant backfill, not feasible

Potential workaround: Sending three separate documents for customer completion

Dev team could combine documents and upload to CRM

Customer experience would be poor with this method

🔄 Alternative Solutions and Challenges (05:30 - 09:11)

Plan B: Contact clients twice - once for information, once for document signing

Potential 90% success rate with this approach

CRM (Smokeball) can create forms but sharing contact information may be challenging

Clients may struggle to find emails, so clear instructions are necessary

👥 Team Updates and Plan Discussion (09:11 - 14:33)

Diana joined late, was briefed on the two-call plan

Friday deadline for internal solution, otherwise proceed with Plan B

Need for accurate information, especially for deceased veterans

Request for sample forms (both for living and deceased veterans) by Monday

Exploration of KPI from Smokeball to Larval as a possibility

Gist The meeting aimed to address integration issues of the CRM system with Dropbox and HelloSign, focusing on document processing challenges.

Bullet Gist 📄 Integration Challenges: The team identified issues with CRM integration with Dropbox and HelloSign affecting document processing.

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2025-02-04 16:15:41

💬 Workaround Proposal: A workaround involving three separate documents for clients was discussed, raising customer experience concerns.

✅ Plan B Outline: An alternative Plan B proposes contacting clients twice, targeting a 90% success rate despite communication challenges.

⏳ Urgency for Solutions: Team members emphasized the need to finalize an internal solution by Friday to enhance document processing.

📊 Action Items: Action items included exploring KPIs and ensuring timely completion to improve documentation effectiveness.

Short Summary The team discussed critical integration issues between the current CRM system and Dropbox and HelloSign, which hinder document processing and intake forms. A workaround was proposed, involving sending three separate documents to clients, although this approach might negatively impact customer experience. An alternative Plan B was also outlined, suggesting contacting clients twice for information and document signing, aimed at achieving a 90% success rate despite challenges in information sharing and client communication. Team members stressed the urgency of finalizing an internal solution by Friday or implementing Plan B if necessary. Additionally, action items were assigned to explore key performance indicators (KPIs) and ensure timely task completion to improve the documentation process effectiveness.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-04 17:24:31

Overview During the VGA VSS Weekly Meeting, key updates were discussed concerning legal cases and operational challenges. The team is preparing for an upcoming JCCP hearing and plans to file additional cases for the Michaels brothers. It was noted that case intake has risen significantly due to marketing, with potential conversions from 3,000 leads to 200-400 cases; however, there is a need to refine acceptance criteria. Technical issues with Smart Advocate concerning case uploads were highlighted, prompting a plan to rectify these discrepancies promptly. The reconciliation process for cases, estimated to take 2.5 to 3.5 weeks, also raised concerns about missing cases and their legal implications. Action items were assigned, including follow-ups on medical records and discussions on the reconciliation process. A brief chat for a postmortem review of Smart Advocate issues is scheduled for the next day.

Meeting Type Status Update and Problem-Solving Meeting

Action Items Julia B Gordon

Send email to Tony, Cam, Nick, and Allan regarding updated criteria for case acceptance (08:32)

Look into the issue with Gannon Deloach's medical records (02:59)

Ashley Crowell

Follow up on the Gannon Deloach medical records issue if needed (03:38)

Jon Becker

Attend zoom meeting with Nick's team to discuss reconciliation process (18:08)

Share the exact process, steps, and timelines for reconciliation with Meadow team (19:33)

Tips

Send invite for a brief chat tomorrow to discuss postmortem review of Smart Advocate issues (15:50)

Schedule a meeting with Jon Becker for 9 AM to discuss reconciliation process (18:59)

Shorthand Bullet 🏛️ Legal Update and Case Filing (00:00 - 03:38)

JCCP hearing approaching in a month

Planning to file a second case for Michaels brothers and possibly others

Issues with obtaining medical records for Gannon Deloach case

📊 Case Intake and Marketing (03:38 - 07:23)

Increase in case intake due to previous marketing efforts

3,000 leads potentially converting to 200-400 cases

Discussion on narrowing criteria for case acceptance

🖥️ Smart Advocate Issues (10:01 - 15:50)

Problems with case uploads since Friday

Changes in question mapping caused issues

Plan to push all missing cases within the next hour

Discussion on improving reconciliation process

🔄 Reconciliation Process (15:50 - 19:33)

Four-step process to reconcile cases in Smart Advocate

Estimated timeline: 2.5 to 3.5 weeks

Concerns about missing cases and potential legal implications

📝 Case Updates and Next Steps (19:33 - 22:02)

Last case received on 1/16, missing cases from 1/24

Recent cases flagged for PD seem more serious

New JVC case (Mingus) completed, documentation to be submitted

Gist

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2025-02-04 17:24:31

Key updates on legal cases, operational challenges, and marketing strategies were discussed in the VGA VSS Weekly Meeting.

Bullet Gist 🏛️ Legal Update and Case Filing: A JCCP hearing is approaching, with plans to file additional cases for the Michaels brothers.

📊 Case Intake and Marketing: Case intake has surged due to marketing, with potential conversions from 3,000 leads to 200-400 cases.

🖥️ Smart Advocate Issues: Technical issues with case uploads in Smart Advocate were highlighted, prompting immediate rectification plans.

🔄 Reconciliation Process: The reconciliation process for cases is estimated to take 2.5 to 3.5 weeks, with concerns about missing cases.

📝 Case Updates and Next Steps: Recent cases flagged for serious issues, and documentation for the new JVC case is to be submitted.

Short Summary During the VGA VSS Weekly Meeting, participants addressed significant updates in legal cases and operational challenges facing the team. They are preparing for an upcoming JCCP hearing and planning to file a second case for the Michaels brothers, while encountering issues in obtaining medical records for the Gannon Deloach case. Case intake has markedly increased due to past marketing efforts, with a conversion potential of 200-400 cases from 3,000 leads, although there's a necessity to refine acceptance criteria. Technical difficulties related to Smart Advocate, particularly with case uploads following changes in question mapping, were acknowledged, with an immediate plan to rectify these issues. The reconciliation process for cases is estimated at 2.5 to 3.5 weeks, raising concerns over missing cases and their legal implications. Action items were assigned, including follow-ups on medical records and a scheduled postmortem review regarding Smart Advocate issues.

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2025-02-05 11:26:06

Title: Meadow API Sync Date: Wed Feb 05 2025 12:00:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, ahsan@shield-legal.com, acrowell@meadowlawfirm.com, nicholas@tortintakeprofessionals.com, jgordon@meadowlawfirm.com, alan@tortintakeprofessionals.com, malissa@shield-legal.com, brittany@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, jbecker@meadowlawfirm.com Transcript: See full transcript Audio: Listen to audio Duration: 23

Overview The Meadow API Sync meeting began with lighthearted discussions about upcoming vacations, including Jonathon Becker's trip to Jamaica and Ashley Crowell's plans. The technical segment addressed a significant issue involving a character mismatch in code that resulted in 34 leads not being sent since January 16th; a fix has been implemented along with plans for automated testing to prevent recurrence. Jonathon highlighted the critical importance of data integrity to maintain lender relationships, proposing a comprehensive reconciliation plan that includes ensuring all cases are accounted for, removing duplicates, and conducting quarterly audits. The meeting also covered the need for detailed reporting on all cases and engaging Smart Advocate for data reconciliation. Several action items were assigned, with Dustin tasked with setting up automated testing, Malissa requested to compile signed retainer reports, and Alexandra to prepare a comprehensive secondary interview report. Jonathon will send a recap email and manage duplicate case issues with Smart Advocate, while Ashley will assist if further attention from Smart Advocate is needed. Unassigned tasks included the implementation of daily controls for case creation and communication regarding potential changes to API configurations.

Meeting Type Technical Discussion and Project Planning Meeting

Action Items Dustin Surwill

Set up automated testing to prevent future code issues (05:48)

Provide a campaign today summary and quick reconcile (14:38)

Prepare to retrigger missing leads (04:36)

Malissa Phillips

Prepare and send a report of all signed retainers by 3:00 PM Pacific time (18:30)

Alexandra Cuozzo

Prepare a report for secondary interviews with all data points, including Tier 1, 2, 3 classifications (18:58)

Jonathon Becker

Send recap email and multiple reports to the team (19:52)

Start running reports and send all necessary reports to the team (15:02)

Handle duplicate cases with Smart Advocate (22:24)

Ashley Crowell

Assist in pushing for Smart Advocate's attention if needed (21:24)

Unassigned

Implement daily controls for case creation on both sides (12:39)

Send email to Ashley and Jonathon for any changes to API configuration or integration (13:55)

Shorthand Bullet 🏖️ Vacation Plans and Small Talk (00:01 - 03:42)

Jonathon Becker going to Jamaica for vacation

Discussion about Disney vacations

Ashley Crowell also going on vacation

🛠️ Technical Issues and Fixes (03:43 - 06:03)

Partial gap in lead sending opportunity from January 16th

Issue caused by a single character mismatch in code

34 leads not sent due to the issue

Code fix implemented to prevent future occurrences

Plans for automated testing to avoid similar issues

⚠️ Importance of Data Integrity (06:04 - 13:52)

Jonathon emphasizes critical nature of data accuracy for lender relationship

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2025-02-05 11:26:06

Potential consequences of data issues: legal malpractice, damaged relationships

Full reconciliation plan proposed:

Ensure all cases are in the system
Identify and remove duplicates
Reconcile all data points (contact info and intake questionnaire)
Implement secondary interview data

Daily controls for case creation on both sides

Quarterly audits for secondary interview data

📊 Data Reconciliation and Reporting (13:53 - 23:35)

Request for comprehensive reports on all cases (signed, clawed back, declined)

Need for intake questionnaire and secondary interview data

Discussion on data format and identifiers (Project ID, Lead ID)

Plan to engage Smart Advocate for data reconciliation

Request for Smart Advocate's attention for technical issues

Gist The meeting focused on resolving a character mismatch in code affecting lead transmission and improving data integrity.

Bullet Gist 💼 Technical Issues Addressed: A character mismatch in code was fixed, allowing leads to be transmitted correctly.

🔒 Data Integrity Focus: Jonathon proposed a reconciliation plan to ensure data accuracy and maintain lender relationships.

📊 Action Items Assigned: Specific tasks were delegated to team members to ensure follow-through on important issues.

📝 Engagement with Smart Advocate: The need for detailed reporting and data reconciliation with Smart Advocate was emphasized.

📅 Future Controls Planned: Discussions included the implementation of daily controls for case creation.

Short Summary The Meadow API Sync meeting addressed critical issues related to a character mismatch in code, resulting in 34 leads not being transmitted since January 16th. A fix has been implemented, along with plans for automated testing to prevent future occurrences. Jonathon Becker emphasized the importance of data integrity for maintaining lender relationships and proposed a comprehensive reconciliation plan that includes ensuring all cases are accounted for, removing duplicates, and conducting quarterly audits. Additionally, the meeting highlighted the necessity for detailed reporting on all cases and the engagement of Smart Advocate for data reconciliation. Action items were assigned, with Dustin responsible for setting up automated testing, Malissa tasked with compiling signed retainer reports, and Alexandra preparing a comprehensive secondary interview report. Jonathon will also send a recap email and address duplicate case issues with Smart Advocate, while Ashley will assist if further engagement is needed.

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2025-02-06 13:42:32

Title: Shield Tech Team Manager weekly meeting Date: Thu Feb 06 2025 14:30:37 GMT-0500 (Eastern Standard Time) Participants: brian@shield-legal.com, jamesscott@shield-legal.com, nickmcfadden@shield-legal.com, ryan@themedialab.agency, dsurwill@shield-legal.com, jturner@shield-legal.com, zhaile@shield-legal.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview During the Shield Tech Team Manager weekly meeting, key updates and action items were discussed. James Scott reported progress on the ranking model pipeline, including plans to enhance the Looker dashboard and set up a Case Tax email. Brian Hirst expects to complete the commission schedule by Monday and is also enhancing a new retail retool helper for user experience. On financial updates, James and Edward are in training for end-of-month financials and establishing a new financial log schema for DBT models. Dustin mentioned success in closing 5-6 integrations, while Nicholas raised concerns about communication issues affecting client funding, prompting discussions on improving status reporting. In regards to PCT IDs, Ryan noted ongoing work on the database and Looker integration, with Nicholas set to follow up for timeline clarification. The team identified specific action items for James, Brian, Dustin, Melissa, and Nicholas to ensure progress on ongoing projects and communication challenges.

Meeting Type Tech Team Status Update

Action Items James Scott

Set up Case Tax email and schedule meeting (02:06)

Brian Hirst

Complete commission schedule work by Monday (02:42)

Dustin Surwill

Repost status report with accurate red flags for integration issues (05:53)

Melissa

Act as buffer between technical teams and communicate issues effectively (04:47)

Nicholas Ward

Follow up with James Turner about PCT IDs implementation timeline (10:19)

Shorthand Bullet 🚀 Project Updates (00:17 - 02:30)

James Scott: Finishing full pipeline for ranking model

Two parts: ranking model and LLM candidate cases portion

Productionizing part one with updated data and metrics

Planning to enhance Looker dashboard

James to set up Case Tax email and schedule meeting

💻 Portal Progress (02:31 - 03:33)

Brian Hirst: Working on commission schedule

Expects completion by Monday

New retail retool helper for UX assistance

📊 Financial Updates (03:33 - 04:09)

James and Edward in training for end-of-month financials

Setting up new financial log schema for DBT models

🔧 Integrations Status (04:09 - 07:31)

Dustin: Handling fires with Meadow and Flatirons reporting

Closed 5-6 integrations this week

Nicholas: Communication issues between tech teams causing problems

Funding threatened by some potential long-term clients due to technical faults

Ryan: Emphasized importance of accurate status reporting (red flags)

Discussed strategies for handling client-side and internal issues

🛡️ PCT IDs Discussion (08:50 - 10:23)

Nicholas inquired about timeline for PCT IDs implementation

Ryan: James adding critical info to database table

Looker Enterprise version of PCT ID lookup in progress

Brian Hirst working on edit side of the tool

Gist The meeting focused on project updates, action items, and addressing communication challenges within the Shield Tech Team.

Bullet Gist

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2025-02-06 13:42:32

📊 Ranking Model Pipeline Progress: James Scott reported enhancements to the Looker dashboard and a new Case Tax email setup.

🗓️ Commission Schedule Completion: Brian Hirst is set to finish the commission schedule by Monday and enhance user experience with a new tool.

💰 Financial Training and Schema: James and Edward are training for end-of-month financials and establishing a financial log schema for DBT.

🤝 Integration Success: Dustin reported success in closing 5-6 integrations, indicating progress in integration efforts.

🔍 Communication Challenges: Nicholas raised issues about communication affecting client funding, prompting discussions on status reporting.

Short Summary During the Shield Tech Team Manager weekly meeting, various updates and action items were discussed. James Scott reported on the progress of the ranking model pipeline, highlighting enhancements planned for the Looker dashboard and the establishment of a Case Tax email. Brian Hirst is on track to complete the commission schedule by Monday and is also working on improving a new retail retool helper aimed at enhancing user experience. Financial updates were shared, with James and Edward undergoing training for end-of-month financials and developing a new financial log schema for DBT models. Dustin mentioned successfully closing 5-6 integrations, while Nicholas raised concerns regarding communication issues that have impacted client funding, which led to discussions on improving status reporting. Ryan provided updates on ongoing work with PCT IDs and Looker integration, with Nicholas set to follow up for timeline clarification, and specific action items were identified for team members to ensure progress on various projects.

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2025-02-06 14:41:31

Title: Medical Provider Data Communication TIP/DL Date: Thu Feb 06 2025 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, darrell@shield-legal.com, brittany@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 38

Overview In the Problem-solving and Strategy Meeting titled "Medical Provider Data Communication TIP/DL," participants addressed the issue of duplicate medical provider entries in Chelli Levitt's database, emphasizing the need for accurate address information to enhance provider matching. Darrell and Alan discussed the importance of collecting comprehensive provider details during intake and considered acquiring a healthcare database for comparison. They explored the NPI Registry as a potential solution, noting its provision of unique codes for HIPAA-covered providers to eliminate duplicates and improve data accuracy. The team conducted tests on the NPI Registry’s functionalities and discussed strategies for interpretation of search results. Decisions were made to use physical addresses when available and adopt the NPI Registry as the primary source for provider information. Action items included Darrell's collaboration with Anthony on redesigning the questionnaire for future data collection and Alan's responsibility to communicate the new source to the team. A follow-up email summarizing meeting notes will also be sent.

Meeting Type Problem-solving and strategy meeting

Action Items Darrell

Work with Anthony to redesign questionnaire for future integrations, including breakdown of street address, state, city, and zip code (33:49)

Collaborate with Abe on removing duplicates from the current database (37:24)

Send follow-up email with meeting notes and copy Abe (37:24)

Alan

Communicate the decision to use the NPI Registry as the primary source for provider information to the team (37:13)

Shorthand Bullet 🏥 Medical Provider Data Issues (00:02 - 11:47)

Darrell experiencing problems with duplicate medical provider entries in Chelli Levitt's database

Need to include address information for accurate provider matching

Alan and Darrell discuss the importance of collecting detailed provider information during intake

Consideration of purchasing a healthcare database for comparison

🔍 Exploring Solutions (11:53 - 20:50)

Alan discovers the NPI Registry as a potential solution for provider verification

NPI Registry provides unique 10-digit codes for HIPAA-covered healthcare providers

Discussion on using NPI numbers to remove duplicates and improve data accuracy

Exploration of search functionalities in the NPI Registry

🖥️ Testing and Implementation (20:50 - 35:02)

Team tests various provider searches using the NPI Registry

Discussion on search strategies and result interpretation

Consideration of implementing NPI Registry use for PD agents

Darrell mentions the need to update questionnaire design for future integrations

📋 Final Decisions and Next Steps (35:02 - 38:18)

Agreement to use physical addresses over mailing addresses when available

Decision to use NPI Registry as the primary source for provider information

Darrell to work with Anthony on questionnaire redesign for future integrations

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2025-02-06 14:41:31

Plan to send follow-up email with meeting notes and copy Abe

Gist Participants aimed to address duplicate entries in medical provider data to improve accuracy and matching.

Bullet Gist 📌 Duplicate Entries: The team addressed the issue of duplicate medical provider entries in the database.

📊 Data Accuracy: Emphasis was placed on accurate address information to improve provider matching.

🔍 NPI Registry: The NPI Registry was explored as a solution for providing unique identifiers to eliminate duplicates.

📝 Action Items: Darrell and Alan were assigned specific tasks related to data collection and communication.

📧 Follow-Up: A follow-up email summarizing the meeting notes will be sent to all participants.

Short Summary During the Medical Provider Data Communication TIP/DL meeting, participants, including Chelli Levitt, Darrell, and Alan, focused on resolving issues related to duplicate medical provider entries in Chelli's database. They highlighted the need for accurate address information to enhance provider matching and discussed the importance of collecting comprehensive provider details during the intake process. To address these issues, they considered acquiring a healthcare database for comparison and explored the NPI Registry as a potential solution for providing unique codes to HIPAA-covered providers, which would help eliminate duplicates. The team conducted tests on the NPI Registry’s functionalities and strategized on interpreting search results. Key decisions included using physical addresses when available and adopting the NPI Registry as the main source for provider information. Action items assigned included Darrell collaborating with Anthony on redesigning the questionnaire for future data collection and Alan communicating the new source to the team, with a follow-up email summarizing the meeting notes.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-07 15:53:02

Title: DL | SL Sync (Google Meet Link in Invite) Date: Fri Feb 07 2025 16:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, mabramowitz@dicellolevitt.com, apatterson@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 54

Overview The recent DL | SL Sync meeting aimed to enhance team collaboration and communication regarding ongoing projects. Amanda Patterson and Alan Gill led discussions on the importance of organization, addressing issues such as the management of Social Security numbers and the accessibility of client data in ShareFile. Solutions were proposed, including standardizing data collection and utilizing Google Sheets for better collaboration. The team agreed on implementing weekly meetings to monitor progress and better manage authorization processes, with a schedule set for Wednesdays and Thursdays at 12:30 PM (10:30 AM PST). Action items were assigned to team members, focusing on improving the organization of client information and ensuring comprehensive involvement from all relevant paralegals in future discussions.

Meeting Type Sync Meeting

Action Items Brittany

Implement weekly batch processing of authorizations (20:45)

Organize spreadsheets for better accessibility of client information (25:53)

Amanda Patterson

Provide a list of clients needing additional information (41:47)

Discuss organization of spreadsheets with Abe (54:08)

Alan Gill

Set up weekly meetings on Thursdays at 12:30 PM (10:30 AM PST) (50:15)

Include other paralegals in future meetings (53:50)

Shorthand Bullet 🤝 Introductions and Purpose (05:04 - 08:27)

Amanda Patterson introduced herself and her role

Alan Gill explained the meeting's purpose: to align on recent projects and improve communication

Discussed the need for better organization and communication between teams

📊 Data Management and Processes (08:28 - 18:35)

Discussed issues with collecting full Social Security numbers

Agreed to standardize data collection upfront to avoid future problems

Explored ways to improve communication about deadlines and data requirements

📁 File Organization and Sharing (18:36 - 32:18)

Addressed challenges with organizing and accessing client data in ShareFile

Discussed potential solutions like using Google Sheets for better collaboration

Considered involving JP to help with data aggregation and organization

📝 PFS and Authorization Process (32:19 - 42:22)

Discussed issues with Personal Fact Sheets (PFS) and authorizations

Agreed on weekly batch processing of authorizations

Addressed the need for better organization of client information

📅 Weekly Meetings and Reporting (42:23 - 50:06)

Decided to implement weekly meetings to discuss progress and issues

Agreed on Wednesday reports and Thursday meetings at 12:30 PM (10:30 AM PST)

Discussed the need for better organization of spreadsheets and client lists

🏥 Case-Specific Challenges (50:07 - 54:42)

Discussed challenges with various cases, including Hair Relaxer and Camp Lejeune

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-07 15:53:03

Acknowledged the difficulty in contacting Hair Relaxer clients due to fatigue

Agreed to include other paralegals in future meetings for comprehensive coverage

Gist The meeting aimed to enhance collaboration and communication among team members regarding ongoing projects and data management.

Bullet Gist 🤝 Introductions and Purpose: Amanda Patterson and Alan Gill emphasized the need for better organization and communication.

📊 Data Management and Processes: The team agreed to standardize data collection to avoid issues with Social Security numbers.

📁 File Organization and Sharing: Using Google Sheets was proposed for better collaboration and organization of client data.

📝 PFS and Authorization Process: Weekly batch processing of authorizations was agreed upon to improve client information management.

📅 Weekly Meetings and Reporting: Meetings scheduled for Wednesdays and Thursdays to discuss progress and organizational improvements.

Short Summary The recent DL | SL Sync meeting, led by Amanda Patterson and Alan Gill, focused on improving organization and communication related to ongoing projects. Key issues discussed included the management of Social Security numbers and the accessibility of client data in ShareFile. The team agreed to standardize data collection processes to mitigate future issues and proposed using Google Sheets for enhanced collaboration. Weekly meetings were established to monitor progress, with a schedule set for Wednesdays and Thursdays at 12:30 PM (10:30 AM PST). Action items were assigned to improve client information organization and ensure all relevant paralegals are involved in future discussions, addressing specific challenges faced in various cases, including Hair Relaxer and Camp Lejeune.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-07 16:18:31

Title: T.I.P. Connect v2.1 Date: Fri Feb 07 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 19

Overview In the Internal Team Discussion meeting titled "T.I.P. Connect v2.1," participants focused on enhancing the efficiency and security of legal data requests and client information collection. The meeting addressed urgent data requests from paralegals at Cello and highlighted miscommunications regarding the requirements for these actions, emphasizing the need for clearer deadlines and foresight to ensure high-quality service. The team discussed strategies for collecting essential client information, such as middle names for court proceedings and the challenges surrounding Social Security numbers, proposing the use of encrypted emails or secure uploads to protect sensitive data. Additionally, the group considered the best communication methods for low-tech clients and discussed a request for historical lead data while expressing concerns about database access. Action items were assigned, including Brittany's responsibility to implement a system for status updates and collaborative efforts to review intake documents and improve data collection security measures.

Meeting Type Internal Team Discussion

Action Items Brittany

Implement a system to receive status updates on proceedings during the bar (08:48)

Unassigned

Review intake documents to anticipate future information needs (10:34)

Investigate secure methods for collecting sensitive client information (11:54)

Consider implementing a certified letter or secure link system for client data collection (13:30)

Shorthand Bullet 📊 Legal Data Requests and Communication (00:00 - 08:47)

Paralegals and AIM at Cello making urgent data requests

Brittany's team trying to act quickly to build and deliver needed information

Miscommunications about requirements for certain actions

Need for better deadlines and foresight for effective work

Aim to maintain maximum white-glove service

Plans to receive status updates on proceedings during the bar

🔍 Data Collection and Client Information (08:48 - 13:29)

Discussion on collecting necessary client information upfront

Need for middle names or initials for court proceedings

Challenges with collecting Social Security numbers

Suggestion to review intake documents and anticipate future needs

Proposal for a secure method to collect sensitive information

Consideration of encrypted emails or secure upload links for client data

🔐 Data Security and Client Communication (13:30 - 18:41)

Discussion on secure methods for collecting Social Security numbers

Challenges with low-tech clients and data security

Consideration of phone calls vs. email for sensitive information

Mention of other countries' approach to Social Security numbers

Discussion about Abe's request for lead data from the past two years

Concerns about giving direct access to the database

Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-07 16:18:31

The meeting focused on improving data management in response to urgent legal requests and ensuring secure communication of sensitive information.

Bullet Gist 📊 Legal Requests and Data Management: Urgent data requests from paralegals necessitate enhanced communication and clearer deadlines.

🔍 Information Collection and Security: Collecting essential information upfront, including Social Security numbers, is critical for effective data management.

🔐 Data Security and Client Communication: Exploring secure methods like certified mail ensures safe communication of sensitive client information.

Short Summary In the T.I.P. Connect v2.1 internal team meeting, discussions centered around enhancing data management to respond effectively to urgent legal requests from paralegals and AIM at Cello. The team, led by Brittany, recognized miscommunications regarding requirements and stressed the need for clearer deadlines to provide maximum service quality. Essential information collection was emphasized, with a focus on obtaining middle names, initials, and Social Security numbers. Secure methods for collecting and storing sensitive data were explored, particularly given the limitations of email. Various solutions, such as certified mail and secure upload links, were suggested to handle sensitive information safely while addressing legal implications of sharing client data with other firms. Action items included implementing status updates and developing secure communication methods with clients.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 11:13:20

Overview The T.I.P. Connect v2.1 informal team catch-up meeting covered various topics, starting with a discussion on the Super Bowl, highlighting the $8 million cost of commercials amid low viewership and a one-sided game, where one team held a 37:36 score with 10 minutes remaining. Work-related updates included Alan's inquiry about a car request follow-up with Joe, noting Nick's absence, and Brittany addressing Nate's request for changes to a data dump. Additionally, Alan contemplated sending data for 110 people, reflecting on savings protection and the implications of managing 130 million. The conversation also praised the Eagles' performance, discussed Mahomes’ struggles against the defensive line, and analyzed Saquon Barkley's play. Action items were assigned to Alan to review and potentially send data, and to Brittany to follow up on the requested changes.

Meeting Type Informal team catch-up meeting

Action Items Alan Gill

Review and potentially send data for 110 people (10:15)

Brittany Barnett

Follow up on Nate's requested changes to the data dump (10:04)

Shorthand Bullet 🏈 Super Bowl Discussion (04:15 - 07:30)

Super Bowl commercial costs discussed: $8 million for an ad

Low viewership and one-sided game noted

Score at 37:36 with 10 minutes left in the game

Dominance of one team observed

🚗 Work-related Updates (07:30 - 10:15)

Alan asked about follow-up with Joe regarding a car request

Nick's absence from the meeting noted

Brittany mentioned Nate's reply to a data dump, requesting changes

📊 Data and Campaign Discussion (10:15 - 11:30)

Alan considering sending data for 110 people

Mention of savings protection

Discussion about handling 130m and potential consequences

🏉 Further Super Bowl Analysis (11:30 - 13:04)

Eagles' dominant performance praised

Mahomes under constant pressure from the defensive line

Saquon Barkley's performance discussed

Gist The meeting served as an informal catch-up, discussing the Super Bowl and work-related updates.

Bullet Gist 🏈 Super Bowl Discussion: The high cost of Super Bowl commercials was highlighted amid low viewership.

🚗 Work Updates: Alan inquired about a car request follow-up; Brittany addressed changes to a data dump.

📊 Data Management: Discussion included sending data for 110 people and handling the implications of 130 million.

🏉 Performance Analysis: Eagles' strong performance was praised, with notable mentions of Mahomes and Barkley.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 11:13:20

During the T.I.P. Connect v2.1 informal team meeting, participants discussed various topics, beginning with the Super Bowl, where they noted the $8 million cost of commercials despite low viewership and a one-sided game that had a score of 37:36 with 10 minutes remaining. Work-related updates were addressed, including Alan's inquiry about following up with Joe regarding a car request, while Nick's absence was acknowledged. Brittany mentioned Nate's request for changes to a data dump, which was part of ongoing discussions about managing data for 110 people and the implications of handling 130 million. The team praised the Eagles' performance and analyzed players like Mahomes and Saquon Barkley. Action items were assigned to Alan to potentially send data and to Brittany to follow up on requested changes.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 13:36:36

Title: CLJ Military Records TIP/DA Date: Mon Feb 10 2025 14:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, jackson@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, ta@dickeyanderson.com, dm@dickeyanderson.com Transcript: See full transcript Audio: Listen to audio Duration: 36

Overview The CLJ Military Records TIP/DA Process Implementation and Coordination Meeting focused on optimizing the document signing workflow to improve efficiency and client communication. Key points discussed included the transition from a problematic link-sharing method to a new process where the SHIELD team will call clients, collect necessary data, and facilitate document signing through Dickey Anderson. A specific time of 9:00 AM was established for scheduling document transmissions, and plans to create a shared HelloSign account were considered for better document management. The team also outlined the document processing capacity, with Diana able to prepare approximately 50 documents daily, advocating for a test run with the current list of 57 clients. Action items included confirming capabilities of the Smoke Ball system, expanding the client list, utilizing shared resources, and implementing automated reporting to enhance communication among team members.

Meeting Type Process Implementation and Coordination Meeting

Action Items Thomas Arthur

Confirm with Diana about Smoke Ball's capability to schedule bulk document sending (13:33)

Contact Abe to start expanding the client list (19:18)

Move forward with setting up a separate HelloSign account for SHIELD team access (25:04)

Diana

Share the OneDrive containing the Dicello list with SHIELD team (28:28)

Resend documents to clients who haven't signed yet (29:28)

Set up automated reporting to email SHIELD team (33:25)

SHIELD Team

Use shared OneDrive list to determine which clients to call (28:28)

Call clients to inform them about upcoming document emails (30:03)

Send Diana a list of contacted clients at the end of each day (31:07)

Email Diana with any missing client information (email addresses, Social Security numbers) (32:12)

Shorthand Bullet 📄 Document Signing Process (00:00 - 09:17)

Previous link-sharing method had limitations (12-hour expiration, login issues)

New process: SHIELD team to call clients, collect data, send to Dickey Anderson

Dickey Anderson to prepare and send documents for signing

SHIELD to call clients back to assist with document signing

🕒 Document Scheduling and Timing (09:17 - 16:35)

Discussed bulk sending vs. individual scheduling of documents

Agreed on 9:00 AM as a specific time for document sending

Considered creating a shared HelloSign account for easier document management

Discussed the need for request numbers and document receipts

📋 Process Implementation and Communication (16:42 - 25:52)

Confirmed the new process: SHIELD calls clients, schedules document sending

Diana to handle document preparation and sending through Smoke Ball

Discussed creating a separate HelloSign account for expanded list in the future

Agreed on email communication for scheduling and information sharing

📊 Document Processing Capacity and List Management (25:55 - 35:48)

Diana can prepare about 50 documents per day

Current list has about 57 clients needing signatures

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 13:36:36

Agreed to use this as a test run for the new process

Discussed handling missing information (email addresses, Social Security numbers)

Planned to set up automated reporting for easier information sharing

Gist The meeting aimed to optimize the document signing workflow for military records by improving client communication and efficiency.

Bullet Gist 📄 Document Signing Process: The SHIELD team will now call clients to collect data and assist with document signing through Dickey Anderson.

🕒 Document Scheduling: A specific time of 9:00 AM was agreed upon for sending documents, along with potential use of a shared HelloSign account.

📋 Process Implementation: Diana is set to prepare and send documents through Smoke Ball, enhancing communication via email.

📊 Processing Capacity: Diana can prepare about 50 documents daily, with a test run planned for the current 57 clients needing signatures.

🔄 Automation and Reporting: Plans for automated reporting were discussed to facilitate better information sharing among team members.

Short Summary The CLJ Military Records TIP/DA Process Implementation and Coordination Meeting focused on enhancing the document signing workflow to increase efficiency and improve communication with clients. Key discussions included transitioning from an ineffective link-sharing method to a new process where the SHIELD team contacts clients to collect necessary data and facilitate document signing through Dickey Anderson. A specific time of 9:00 AM was established for document transmissions, and plans for creating a shared HelloSign account were considered to streamline document management. Diana's capacity to prepare approximately 50 documents daily was noted, advocating for a test run with the current client list of 57. The action items included confirming the capabilities of the Smoke Ball system, expanding the client list, utilizing shared resources, and implementing automated reporting for better communication among team members.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 17:37:33

Title: ACTS | Shield Legal - API Sync Date: Mon Feb 10 2025 18:21:12 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, achandrasiri@actslaw.com, dwight@shield-legal.com, nickmcfadden@shield-legal.com, mmina@actslaw.com, malissa@shield-legal.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 14

Overview The Technical Integration and Process Review Meeting for the ACTS | Shield Legal API Sync focused on crucial aspects of data mapping and integration processes. Key discussions included the mapping of seven critical items, the necessity of specific fields in Smart Advocate, and the differentiation between intake questions versus data inputs. The team reviewed existing intake questions, agreed on creating new User Defined Fields (UDFs) for describing injuries, and identified additional field mappings. A testing process for the new mappings was established, and updates were agreed upon for the case types and subtypes in Smart Advocate. Furthermore, timelines for campaign implementation were outlined, with action items assigned, including mapping new fields, updating spreadsheets, and preparing campaigns for production. Overall, the meeting facilitated collaborative problem-solving and streamlined processes for upcoming API integrations.

Meeting Type Technical Integration and Process Review Meeting

Action Items Ashwin Chandrasiri

Map out new fields for auto accident and send to the team (09:29)

Update case types and subtypes in the file and send back (10:42)

Work on updating the spreadsheet with new fields and mappings (11:26)

Nick McFadden

Send list of ready campaigns to the team (11:48)

Begin testing next set of campaigns tomorrow (13:31)

Prepare campaigns for production (13:31)

Dwight

Look out for emails with campaign information (14:17)

Unassigned

Review and approve email language for campaigns (12:10)

Conduct test emails to verify language (12:10)

Shorthand Bullet 🔄 API Sync and Mapping Discussion (00:00 - 05:45)

Discussed mapping of seven items, including Auto X

Questioned necessity of certain fields in Smart Advocate

Identified need to differentiate between intake questions and data to be pushed

Discussed handling of legal first name and caller's name in Smart Advocate

Considered adding certain information as notes instead of UDFs

📊 Data Mapping and UDF Creation (05:45 - 09:29)

Compared existing intake questions with Smart Advocate fields

Discussed creation of new UDF for 'describe injuries'

Identified need for mapping about 10 additional fields

📝 Process and Testing (09:29 - 11:26)

Agreed to update spreadsheet with new fields

Discussed testing process for new mappings

Suggested changing subject line for intercepted cases

Updated case types and subtypes in Smart Advocate

🚀 Campaign Implementation (11:26 - 14:20)

Nick to send list of ready campaigns

Discussed timeline for reviewing and approving campaigns

Agreed on testing email language

Planned to make campaigns live after final tests

Gist The meeting focused on data mapping and integration for the ACTS | Shield Legal API Sync, addressing critical fields and testing processes.

Bullet Gist 🔄 API Sync and Mapping Discussion: The team addressed the mapping of seven crucial items, including the necessity of specific fields in Smart Advocate.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 17:37:33

📊 Data Mapping and UDF Creation: Creation of new User Defined Fields for injury descriptions and mapping of about 10 additional fields was discussed.

📝 Process and Testing: A testing process for new mappings was agreed upon, alongside updates to case types and subtypes in Smart Advocate.

🚀 Campaign Implementation: Timelines for reviewing and approving campaigns were outlined, with plans to finalize and test before going live.

Short Summary The Technical Integration and Process Review Meeting for the ACTS | Shield Legal API Sync centered on essential data mapping and integration processes. Key discussions revolved around the mapping of seven critical items, the necessity of specific fields in Smart Advocate, and the differentiation between intake questions and data inputs. The team compared existing intake questions with Smart Advocate fields, agreed on creating new User Defined Fields (UDFs) to describe injuries, and identified additional field mappings. A testing process for the new mappings was established, along with updates to case types and subtypes in Smart Advocate. Timelines for campaign implementation were outlined, with assigned action items including mapping new fields and preparing campaigns for production, facilitating collaborative problem-solving and streamlining processes for upcoming API integrations.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 17:43:34

Title: Five9 Dialer Steps Date: Mon Feb 10 2025 18:00:00 GMT-0500 (Eastern Standard Time) Participants: brian@themedialab.agency, tony@tortintakeprofessionals.com, ryan@shield-legal.com, jturner@shield-legal.com, markmaniora@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, anthony@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 41

Overview The Technical Implementation Discussion meeting on Five9 Dialer focused on critical aspects of the dialer implementation process, starting with a debate on the data flow between Leadspedia, Law Ruler, and Five9, leading to clarification from Brian Hirst on the current strategy. Ryan emphasized the importance of aligning the dialer implementation with Tony's business goals, prompting discussions on separating Five9 data pipelines and exploring API options for data integration into BigQuery. The group also considered implementing a PCT ID for enhanced data tracking and debated changes to naming conventions for better compatibility with Five9. As the meeting concluded, participants reviewed potential implementation strategies, including the use of IDs instead of names, while agreeing to reconvene on Thursday for further discussions and updates. Key action items were assigned, including Nicholas Ward's task to consult with David on integration options and coordination for follow-up steps involving James and Nick.

Meeting Type Technical Implementation Discussion

Action Items Nicholas Ward

Talk to David first thing tomorrow morning about Five9 integration options (35:31)

Brian Hirst

Schedule a follow-up meeting for Thursday at 9:00 AM (40:37)

James Turner and Nick McFadden

Work on matching PCT ID to Leadspedia data (34:06)

Ryan Vaspra and Edward

Update generate financial log to handle hyphen removal if necessary (37:18)

Shorthand Bullet 🔧 Five9 Dialer Implementation (00:01 - 08:45)

Discussion on implementing Five9 dialer

Debate on data flow: Leadspedia to Law Ruler to Five9 vs. Leadspedia directly to Five9

Brian Hirst clarified previous decision to go from Law Ruler to Five9

Concern raised about lack of Five9 call time data pipeline

📊 Data Integration and Reporting (08:45 - 18:06)

Ryan emphasized prioritizing Tony's business goals with dialer implementation

Discussion on separating Five9 pipelines and data reports

James working on integrating Leadspedia data into BigQuery

Exploration of API options for Five9 data retrieval

🔄 PCT ID and Naming Conventions (18:06 - 27:02)

Discussion on implementing PCT ID for better data tracking

Debate on changing naming conventions in Law Ruler for Five9 compatibility

Consideration of using case type ID instead of names for Five9 integration

Exploration of custom ID field to resolve naming issues

🚀 Implementation Strategies and Next Steps (27:02 - 41:11)

Two potential solutions discussed: adding ID to Five9 or implementing PCT ID

Decision to explore Law Ruler's ability to use IDs instead of names

Consideration of fallback options if Law Ruler can't accommodate changes

Agreement to meet again on Thursday to discuss progress

Gist The meeting focused on the implementation process of the Five9 Dialer, discussing data flow, integration strategies, and alignment with business goals.

Bullet Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-10 17:43:34

🔄 Data Flow Debate: Participants discussed the data flow between Leadspedia, Law Ruler, and Five9.

🎯 Business Alignment: Ryan emphasized aligning the dialer implementation with Tony's business goals.

🔌 Integration Options: The group explored API options for data integration into BigQuery.

📊 Enhanced Tracking: Consideration was given to implementing a PCT ID for better data tracking.

⚙️ Implementation Strategies: Participants reviewed strategies, including switching from names to IDs.

Short Summary The Technical Implementation Discussion on the Five9 Dialer addressed key elements in the dialer implementation process, initiating with a debate on data flow between Leadspedia, Law Ruler, and Five9. Brian Hirst provided clarity on the current strategy, while Ryan highlighted the necessity for aligning the implementation with Tony's business objectives. Discussions included the separation of Five9 data pipelines and exploring API options for data integration into BigQuery. The group considered implementing a PCT ID for improved data tracking and debated potential changes to naming conventions to enhance compatibility with Five9. As the meeting concluded, participants reviewed various implementation strategies, including the use of IDs instead of names, and agreed to reconvene on Thursday for further discussions and updates. Key action items were assigned, including Nicholas Ward's task to consult with David about integration options and coordination for follow-up steps involving James and Nick.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-11 11:34:38

Overview During the T.I.P. Connect v2.1 Status Update and Strategy Meeting, participants discussed key updates and strategies to enhance project management and communication within the team. Brittany was tasked with creating a list of pending reports and initiating discussions about potential candidates for a dedicated team to focus on the Flatirons project. The meeting highlighted the importance of improving response times to urgent requests, anticipating needs, and developing a centralized tracking system for projects to boost efficiency. Ongoing projects such as intake training, credentialing for new clients, and addressing challenges with API integrations were reviewed. Action items were assigned to team members including Brittany, Alan, Tony, and Cameron, aimed at streamlining operations and ensuring timely reporting on projects, particularly the Camp Lejeune initiative.

Meeting Type Status Update and Strategy Meeting

Action Items Brittany Barnett

Create a list of pending reports for the channel (05:53)

Work with Alan on project pipeline (16:24)

Start talking to team about potential candidates for dedicated Flatirons position (21:32)

Send calendar invite to Cameron for meeting about Monday reporting (31:39)

Alan Gill

Work with Brittany on project pipeline (16:24)

Email Abe about Camp Lejeune project costs, copying Tony and Cameron (26:38)

Tony

Get on call with Jordan and Alan about Camp Lejeune project rates (25:06)

Cameron Rentch

Review format of project tracking system (15:50)

Meet with Brittany about Monday reporting (31:29)

Shorthand Bullet 🗓️ Meeting Preparation and Updates (04:11 - 08:53)

Brittany to create a list of pending reports for the channel

No new requests from Amanda since last conversation

Jennifer sent a new client for PFS

Elton asking about contact attempts on certain clients

📊 Improving Communication and Efficiency (08:53 - 16:12)

Inappropriate urgent requests discussed

Need to anticipate needs and be ready to respond quickly

New internal resources being beta tested for more efficient work

Cameron emphasizes need for uncovering potential issues with post-acquisition tasks

Deadlines are the last day to deliver, not when to start working

Need for better reporting and auditing system

Request for a centralized tracking system for all projects

👥 Dedicated Team for Flatirons (16:12 - 26:49)

Hiring dedicated team for Flatirons only

Need for 100% dedicated person accessible to Cameron

Similar dedicated person needed for data analytics

Both positions to report to Brittany and Nick respectively

Position involves daily requests, pivot tables, and research reporting

Brittany to start talking to her team about potential candidates

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-11 11:34:38

🔧 Ongoing Projects and Updates (26:49 - 34:35)

Tim working on intake training and privacy policies

Credentialing with Lexus for new missing person ongoing

Camp Lejeune military record MIAs to be sent to Jordan

Need to determine rates for Camp Lejeune project

DL Meadows post-acquisition interviews to be prioritized

Challenges with Axe and API integrations discussed

Brittany requests meeting with Cameron to discuss Monday reporting

Gist The meeting focused on project updates and strategies to enhance communication and efficiency within the team.

Bullet Gist 🗓️ Meeting Preparation and Updates: Brittany will create a list of pending reports and address new client inquiries.

📊 Improving Communication and Efficiency: The team discussed the need for quick responses to urgent requests and a better reporting system.

👥 Dedicated Team for Flatirons: A dedicated team for the Flatirons project is being considered, with roles reporting to Brittany and Nick.

🔧 Ongoing Projects and Updates: Updates on intake training, credentialing, and API integration challenges were discussed.

Short Summary During the T.I.P. Connect v2.1 Status Update and Strategy Meeting, participants discussed essential updates and strategies aimed at improving project management and communication. Brittany was assigned the task of compiling a list of pending reports and initiating the search for candidates for a dedicated team to focus on the Flatirons project. The meeting emphasized the necessity of enhancing response times to urgent requests, anticipating team needs, and establishing a centralized tracking system to improve operational efficiency. Ongoing projects, including intake training, credentialing for new clients, and challenges with API integrations, were reviewed. Key action items were delegated to team members—Brittany, Alan, Tony, and Cameron—to streamline operations and ensure timely reporting, particularly concerning the Camp Lejeune initiative.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-11 17:13:44

Overview The VGA VSS Weekly Meeting addressed several critical updates and strategies for ongoing cases and media engagement. The Legal Strategy Update highlighted the addition of Microsoft as a defendant in California cases and called for the completion of JCCP before further filings. Parent communication needs were discussed, particularly regarding complex cases like the Zachary Gutierrez case. Media coverage was enhanced through coverage of Melissa's interview on ABC News and new initiatives like the JDC sex abuse campaign. Follow-up actions were identified, including parent outreach by Alexandra, technological discussions between Julia and Ashley, and preparations for the upcoming JDC meeting. Overall, the meeting emphasized ongoing efforts in legal strategy, communication, and media management while outlining specific action items for team members.

Meeting Type Status update and strategy meeting

Action Items Alexandra

Contact parents who have requested updates (01:28)

Julia and Ashley

Continue conversations about technological issues (03:36)

Ashley and John

Discuss details on VSS inter-secondary interviews for JDC sex abuse campaign (06:52)

Tips

Send updated report to Ashley before Thursday's JDC meeting (10:03)

Julia's team

Resolve tech issues and follow up with the team (10:13)

Shorthand Bullet 🚀 Legal Strategy Update (00:00 - 02:43)

Rifle Shot team meeting: Modifying complaints to include Microsoft

California cases: Microsoft to be added as a defendant

Expanding filings in federal court, identifying friendly jurisdictions

Continuing with California Tier 1 cases

JCCP completion required before moving forward with new filings

📞 Parent Communication (02:45 - 03:59)

Increased parent contact requests

Zachary Gutierrez case: Police incident, complex family situation

Ongoing technological discussions with Ashley and John

📰 Media Coverage (04:03 - 08:40)

ABC News story featuring Melissa's interview aired

JDC hired crisis management team to prevent airing

Ashley’s radio interview on Radio 44

Increased media presence and LinkedIn engagement

New JDC sex abuse campaign started

🔄 Follow-up and Ongoing Work (08:56 - 10:54)

Anticipation of more media coverage

Confirmation of Thursday JDC meeting

Updated report to be sent by Tips

Tech issues to be resolved on Julia's side

Gist The VGA VSS Weekly Meeting focused on legal strategies, media engagement, and communication with parents regarding ongoing cases.

Bullet Gist 🚀 Legal Strategy Update: Microsoft is added as a defendant, with JCCP completion prioritized before new filings.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-11 17:13:44

📞 Parent Communication: Increased outreach requested, especially for the complex Zachary Gutierrez case.

📰 Media Coverage: Melissa's ABC News interview and new JDC campaign enhance media presence.

🔄 Follow-up Actions: Alexandra to conduct parent outreach while Julia and Ashley work on tech issues.

🗓️ Upcoming Meetings: Confirmation of the Thursday JDC meeting to discuss ongoing strategies.

Short Summary The VGA VSS Weekly Meeting addressed critical updates in legal strategy and media engagement. Key points included the addition of Microsoft as a defendant in California cases, with a focus on completing the JCCP before new filings. Parent communication was emphasized, particularly in complex cases like the Zachary Gutierrez incident. The meeting highlighted enhanced media coverage, including Melissa's interview on ABC News and a new JDC sex abuse campaign, alongside follow-up actions such as outreach by Alexandra and tech discussions between Julia and Ashley. Overall, the meeting underscored ongoing efforts in legal strategy, parent communication, and media management, setting specific action items for team members.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-12 16:22:56

Title: Weekly Reporting Meeting Date: Wed Feb 12 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: cameron@shield-legal.com, brittany@tortintakeprofessionals.com, aidan@tortintakeprofessionals.com, esteban@tortintakeprofessionals.com, jackson@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 18

Overview In the Weekly Reporting Meeting, key discussions centered around enhancing our reporting processes and improving data management practices. The team reviewed the weekly reporting sent to Cameron, emphasizing the need for Flatirons reporting to align with benchmark numbers, the introduction of new campaigns in the reporting folder, and the discontinuation of outdated reports, such as the Intuit privacy report. James Turner is tasked with developing a robust dashboard that includes user privileges and ensures consistent data collection through defined dropdown fields in intake forms. The meeting also highlighted the need for immediate improvements to intake form structure, while templates will be created for efficient campaign kickoff. Action items include Brittany reviewing and confirming which outdated reports can be discontinued, Nicholas collaborating with Sobieski on intake form standards, and Cameron providing feedback on any essential reports that may be affected.

Meeting Type Weekly Review and Process Improvement Meeting

Action Items Brittany Barnett

Review and discontinue outdated reporting (e.g., Intuit privacy) (03:36)

Send message to Cameron verifying which reports can be stopped (04:29)

Discuss with James about using his dashboard for weekly reporting (07:07)

Talk to team about improving intake form structure immediately after the meeting (14:16)

Nicholas

Spend time with Sobieski to reinforce the need for defined dropdown fields in intake forms (11:19)

Cameron Rentch

Provide feedback if any discontinued reports are still needed (04:05)

Shorthand Bullet 📊 Weekly Reporting Review (00:00 - 07:16)

Meeting purpose: Review weekly reporting provided to Cameron

Flatirons reporting must match exact dash numbers

New campaigns need to be added to reporting folder

Alerts set up for new Flatiron cases

Reports checked against Flatirons benchmark and Ryan's dashboard

Some outdated reporting (e.g., Intuit privacy) to be discontinued

Cameron requests notification before stopping reporting on closed cases

Reports sent to firms by Cameron

Earlier reporting requested for Nick's Tuesday process

🔍 Dashboard Development and Data Management (07:17 - 14:15)

James Turner working on high-level system for Law world data

Dashboard to have user privileges and PII access controls

Need for consistency in data collection and reporting

Intake forms should use defined dropdown fields, not text fields

Address issues with inconsistent data entry (e.g., abuse instances)

Permanent solution needed for intake form structure

🛠️ Intake Form Improvements (14:16 - 18:34)

No radio buttons; dropdowns preferred for fixed answers

Potential slowdown in campaign kickoffs due to more detailed form creation

Templates to be developed for quicker form creation

Discussion on handling unique campaign requirements

Acknowledgment of team's responsiveness and adaptability

Future plans for self-reporting capabilities for law firms

Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-12 16:22:56

The meeting aimed to enhance reporting processes and improve data management practices.

Bullet Gist 📊 Weekly Reporting Review: The team reviewed the weekly reporting for alignment with benchmarks and discussed discontinuing outdated reports.

🔍 Dashboard Development: James Turner is developing a dashboard with user privileges to ensure consistent data collection.

🛠️ Intake Form Improvements: Immediate changes to intake forms were discussed, emphasizing the use of dropdowns over text fields.

Short Summary During the Weekly Reporting Meeting, discussions focused on enhancing reporting processes and improving data management practices. The team reviewed weekly reporting sent to Cameron, emphasizing the necessity for Flatirons reporting to align with benchmark numbers and the introduction of new campaigns in the reporting folder, while discontinuing outdated reports such as the Intuit privacy report. James Turner is assigned to develop a robust dashboard that will include user privileges and ensure consistent data collection through defined dropdown fields in intake forms. Immediate improvements to the intake form structure were highlighted, and templates for efficient campaign kickoff will be created. Action items included Brittany’s task to review outdated reports, Nicholas’s collaboration with Sobieski on intake form standards, and Cameron’s provision of feedback on essential reports.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-12 18:38:10

Overview In the T.I.P. Connect v2.1 status update and strategy meeting, key points discussed included resource allocation for the Flatirons campaign, where Alan and Cameron's teams will assist with dedicated tasks while automations manage 80% of operations. Enhancements in lead management through Law Ruler were reviewed to ensure near real-time posting of leads and daily reports on lead creation patterns. A focus on data storage highlighted the need to categorize call recordings by law firm and explore secure sharing options, while teams addressed concerns around intake form modifications and the limitations of dropdown options in Law Ruler. Campaign updates showed active leads across various campaigns, with action items assigned for continued progress in lead management, data categorization, and project task population. Alan and Cameron were tasked with specific updates and system setups to enhance operational efficiency and communication among media buyers.

Meeting Type Status update and strategy meeting

Action Items Alan Gill

Set up two dedicated resources for Flatirons campaigns (11:57)

Configure changes in Law Ruler for testing (15:56)

Set up daily reports for lead creation monitoring (15:56)

Work with Nick to set up server repository for call recordings (17:08)

Update MRT file for Melissa, starting with tier 1 (death) cases (27:36)

Ensure CSP calls treatment center leads tonight (35:20)

Cameron Rentch

Develop a system to categorize and store recordings by campaign and firm (18:21)

Inform media buyers about using integrations@shlegal.com for form requests (36:39)

Brittany

Continue populating project/task items for team (25:04)

Shorthand Bullet 🔄 Flatirons Campaign Resource Allocation (11:19 - 15:56)

Dedicated internal resources for Flatirons campaigns

Two people (one from Alan's team, one from Cameron's) to handle Flatirons-related tasks

Alan to be the quarterback liaison for client relations

Automations and dashboarding to handle 80% of tasks

New person starting Monday on the team

📊 Lead Management and Reporting (15:56 - 19:38)

Speedspedia posting to Law Ruler, then to 59

Law Ruler made enhancements for webhook features

Configuration changes in Law Ruler for testing

Near 100% real-time posting of leads

Daily reports to monitor lead creation patterns

Server repository for storing call recordings

📁 Data Storage and Management (19:41 - 24:37)

Requirement to keep recordings for 2-3 years, considering keeping them longer

Plan to categorize recordings by law firm and campaign

Possibility of purging recordings after case resolution

Renaming recordings with lead ID for easy retrieval

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-12 18:38:10

Exploring secure sharing options with clients

Killing costs on unused licenses and phone numbers in Connex

📝 Intake Form and Project Management (24:50 - 29:01)

Anthony's team working on intake form setup

Concerns about data retention when removing dropdown options

Limitations in Law Ruler for dropdown options

Brittany's team populating project/task items

Plan to prioritize and automate tasks

Working on MRT file update for Melissa

🏥 Campaign Updates and Lead Distribution (29:01 - 33:05)

Arizona youth treatment centers campaign with Meadow upcoming

Channel 15 story featuring Meadow's second interview

Lead distribution: 9 total leads, 1 ELG Meadow Law, 4 Thyroid disease, 5 Flatirons, 1 Meadow

📈 Lead Performance and Communication (33:06 - 38:22)

Michigan clergy lead received but not posted in channel

8 intakes and 8 secondary interviews completed by CSP

Request for media buyers to use integrations@shlegal.com for form requests

Suggestion to create a Slack channel for form integration requests

Gist The meeting focused on T.I.P. Connect v2.1 updates and strategies for lead management and resource allocation.

Bullet Gist 🔄 Flatirons Campaign Resource Allocation: Dedicated resources from Alan's and Cameron's teams will enhance the Flatirons campaign efficiency.

📊 Lead Management Enhancements: Law Ruler's improvements aim for real-time lead postings and daily monitoring of creation patterns.

📁 Data Storage Strategy: Call recordings will be categorized by law firm and campaign for better management and retrieval.

📝 Intake Form Modifications: Concerns regarding dropdown options in Law Ruler were raised, impacting data retention and management.

🏥 Campaign Updates: Active leads were reviewed across several campaigns, with action items assigned for ongoing progress.

Short Summary During the T.I.P. Connect v2.1 status update and strategy meeting, key discussions revolved around the allocation of resources for the Flatirons campaign, with dedicated support from Alan and Cameron's teams while automations are set to manage 80% of operations. Enhancements in lead management through Law Ruler were highlighted, ensuring near real-time posting of leads and daily reporting on creation patterns. The importance of data storage was emphasized, including the categorization of call recordings by law firm and exploring secure sharing options. The meeting also addressed concerns regarding intake form modifications and dropdown limitations in Law Ruler. Updates on active leads across various campaigns were shared, with assigned action items for continued progress in lead management and project tasks, while Alan and Cameron were designated specific updates to bolster operational efficiency and team communication.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-13 13:11:46

Title: DL | SL Weekly Sync Date: Thu Feb 13 2025 13:30:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 36

Overview The DL | SL Weekly Sync Meeting focused on several key updates and action items regarding client authorizations, disability claims, and scheduling issues. Alan informed attendees that all authorizations were sent to Amanda and discussed plans for weekly PFS updates, including a live spreadsheet for ongoing client issues. Clarifications on various disability claim types were noted, with Amanda tasked to receive further information from Elton. The team reviewed scheduling practices, confirming early morning and weekend availability for clients, and identified 23 clients needing DocuSign certifications. Additionally, the handling of sensitive pregnancy information was discussed, leading to action items assigned to team members, including updating spreadsheets and templates. Overall, the meeting emphasized collaboration to enhance client management and streamline processes.

Meeting Type Weekly Sync Meeting

Action Items Alan Gill

Update the live spreadsheet with recent document information (10:15)

Modify the audit for the new PFS template (34:08)

Send updated spreadsheet with contact reasons and issues (35:16)

Amanda Patterson

Send example of 'value' error in short form complaint to Alan (13:56)

Circulate information about scheduling appointments before 8 AM PST (19:49)

Send list of 23 clients with missing DocuSign certifications if needed (23:28)

Pull and send new short form complaint template if changed (34:26)

Send rejection list after mass rejections (35:27)

Jenny

Send spreadsheet of rejected cases to Shield Legal (11:01)

Elton

Provide clarification on different disability types (15:20)

Shorthand Bullet 📊 PFS and Authorization Updates (00:01 - 16:19)

Alan sent all authorizations to Amanda

Weekly PFS updates to be sent in both bulk spreadsheet and individual client rows

Live spreadsheet of clients and issues to be updated with recent documents

Amanda to reject cases with no contact from Shield Legal

Jenny to send spreadsheet of rejected cases to Shield Legal

Authorization format issues discussed (full names, NMI for no middle name)

Short form complaint issue with 'value' instead of diagnosis date to be addressed

🔍 Disability Claims Clarification (16:19 - 23:31)

Confusion between various disability claim types identified

Amanda to get clarification from Elton on different disability types

New PFS template with 4000 columns discussed

Amanda to inform if 2025 paste-over is accepted

Request to use 'NMI' for no middle name and 'N/A' for no maiden name in PFS

📞 Scheduling and Deficiencies (23:31 - 31:32)

Early morning appointments (before 8 AM PST) to be checked with Shield Legal

Weekend availability for Flatiron clients confirmed (6 AM to 2:30 PM PST)

23 clients with deficiencies for missing DocuSign certifications identified

Shield Legal to assist with reaching out for deficiencies

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-13 13:11:46

Intensive calling efforts for unresponsive clients discussed

🔄 Pregnancy Information and Rejections (31:50 - 35:56)

Discussion on how to handle pregnancy information when no children are listed

Elton requested internal notation of miscarriages/abortions, not in PFS

Alan to modify audit for new PFS template

Amanda to send new short form complaint template if changed

Alan to send updated spreadsheet with contact reasons and issues

Amanda to send rejection list after mass rejections

Gist The meeting focused on updates related to client authorizations, disability claims, and scheduling issues to enhance client management.

Bullet Gist 📊 PFS and Authorization Updates: Alan confirmed all authorizations sent to Amanda, with weekly PFS updates to be handled in spreadsheets.

🔍 Disability Claims Clarification: Amanda will seek clarifications from Elton regarding different disability claim types.

📞 Scheduling and Deficiencies: Confirmed early morning and weekend availability for clients, with 23 clients needing DocuSign certifications.

🔄 Pregnancy Information Handling: Discussion on managing pregnancy information led to action items for updating templates and spreadsheets.

🗂️ Rejection Management: Amanda to send a rejection list after mass rejections to improve the process.

Short Summary Key updates from the DL | SL Weekly Sync Meeting included Alan confirming that all authorizations were sent to Amanda, who will handle weekly PFS updates using both bulk and individual client spreadsheets. A live spreadsheet will track ongoing client issues, and Amanda will reject cases with no contact from Shield Legal. Clarifications were required on various types of disability claims, with Amanda tasked to obtain more information from Elton. The team confirmed early morning and weekend availability for client appointments and identified 23 clients needing DocuSign certifications, with plans for Shield Legal to assist in outreach. Additionally, discussions on managing sensitive pregnancy information led to action items, including updating spreadsheets and templates to reflect changes, ensuring compliance and efficient client handling moving forward.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-13 18:30:14

Overview The T.I.P. Connect v2.1 status update and project coordination meeting highlighted key project developments and challenges, including Alan's progress on the military records tiering system and Jordan's identification of wildfire cases, alongside issues with client outreach. Data integration efforts were discussed, notably discrepancies between Meadow and T.I.P. and the standardization of data fields, with Nicholas working on cloning an intake form for an Arizona case. Team allocation was addressed, assigning Aiden Celeste to the Flatiron project while stressing the necessity of prompt responses to client needs and maintaining clean data for reporting. Ongoing projects were reviewed, with Brittany tasked to evaluate military record requests and rectify document deficiencies reported by Amanda by Monday. Action items were assigned to team members to ensure continued progress on projects and enhance coordination moving forward.

Meeting Type Status update and project coordination meeting

Action Items Brittany Barnett

Review military record request from Alan and send to Mel if approved (25:29)

Address 34 document deficiencies sent by Amanda by Monday (25:48)

Nicholas Ward

Discuss document deficiencies with Brittany after the call (26:07)

Follow up with Becker regarding the new intake form template (15:53)

Anthony's team

Complete cloning of Illinois intake interview form for Arizona sex abuse case (15:33)

Shorthand Bullet 🏢 Project Updates and Challenges (06:49 - 12:12)

Alan working on military records tiering system

Jordan found three wildfire cases easily

Discussed challenges with reaching clients

Becker making significant changes at Meadow

📊 Data Integration and Improvements (12:12 - 20:20)

Becker reported data discrepancies between Meadow and T.I.P.

Discussion on standardizing data fields and intakes

Nicholas working on cloning Illinois intake interview form for Arizona sex abuse case

Planned to create more templates for future integrations

Amanda from Cello seemed satisfied with progress

👥 Team Allocation and Client Needs (20:20 - 25:33)

Aiden Celeste assigned to work on Flatiron project

Esteban as backup support for Flatiron

Discussed need for rapid response to client requests

Emphasized importance of clean data for future reporting

📝 Ongoing Projects and Weekend Plans (25:33 - 32:26)

Brittany to review military record request from Alan

Amanda sent 34 document deficiencies to be rectified by Monday

Discussed claw back on connects profiles and phone numbers

Reported good number health after a week's calling in Five9

Team members shared their weekend plans

Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-13 18:30:14

The meeting focused on the T.I.P. Connect v2.1 project status, addressing progress, challenges, and team coordination.

Bullet Gist 🏢 Project Updates and Challenges: Alan is developing a military records tiering system, while Jordan identified three wildfire cases.

📊 Data Integration Efforts: Becker reported data discrepancies between Meadow and T.I.P., prompting a discussion on standardizing fields.

👥 Team Allocation: Aiden Celeste is now focused on the Flatiron project, emphasizing quick responses to clients.

📝 Ongoing Projects: Brittany will review military records and Amanda reported 34 document deficiencies to be fixed by Monday.

📞 Communication Health: The team noted good health in connects profiles after a week of calling efforts.

Short Summary The T.I.P. Connect v2.1 status update meeting highlighted significant project developments and challenges faced by the team. Alan is making headway on the military records tiering system, while Jordan has successfully identified three wildfire cases. Challenges in client outreach were also discussed, along with data integration issues revealed by Becker, including discrepancies between Meadow and T.I.P. and the need for standardization of data fields. Nicholas is tasked with cloning an intake form for an Arizona case, and team allocations were adjusted with Aiden Celeste assigned to the Flatiron project, supported by Esteban. Brittany is responsible for reviewing military record requests and addressing document deficiencies identified by Amanda by Monday. Action items were assigned to ensure project continuity and coordination.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-13 18:30:51

Title: T.I.P. Connect v2.1 Date: Thu Feb 13 2025 19:06:25 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, rmarks@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 22

Overview The Status Update Meeting for T.I.P. Connect v2.1 covered key developments in integration and data management, highlighting the significant changes being made by Becker at Meadow, including the need to standardize data fields and address discrepancies between systems. Updates included the assignment of Aiden Celeste to the Flatiron project, with Esteban providing backup support, and Brittany’s team focusing on recruiting new talent. Data accuracy issues were discussed, specifically regarding missing data points, with Amanda sending out 34 document deficiencies that need rectification by Monday. Miscellaneous updates noted the unexpected weather conditions and improvements to the Meadow/Cello benchmark tab along with conversations about weekend plans. Action items were assigned to Brittany for military record requests and to Nick for collaboration with Brittany on the document deficiencies, while further tasks were unassigned to enhance intake forms and ensure data accuracy.

Meeting Type Status Update Meeting

Action Items Brittany

Review military record request and send to Mel if approved (15:02)

Nick

Discuss 34 document deficiencies from Amanda with Brittany after the call (15:34)

Unassigned

Clone Illinois intake interview form for Arizona sex abuse case (04:48)

Build new intake form with separate fields and dropdowns (04:58)

Address 34 document deficiencies by Monday (15:34)

Shorthand Bullet 🔄 Integration and Data Issues (00:00 - 05:03)

Becker at Meadow is making significant changes

Some data discrepancies between Meadow and TIP systems

Need to standardize data fields and intakes

Cloning Illinois intake interview form for Arizona sex abuse case

Building new intake form with separate fields and dropdowns

📊 Client Relations and Data Management (05:03 - 10:07)

Weekly updates sent to Amanda at Cello

Brittany's team interviewing new talent

Aiden Celeste assigned to work on Flatiron project

Esteban as backup support for Flatiron

Importance of rapid response to client requests

🔍 Data Accuracy and Deficiencies (10:07 - 15:34)

Discussion on handling missing data points (e.g., middle names)

Importance of clean data for future reporting

Amanda sent 34 document deficiencies to be rectified by Monday

Military record request to be reviewed by Brittany

:rain_cloud: Miscellaneous Updates (15:34 - 22:01)

Rain in the area after 217 days

Mammoth expecting 40 inches of snow

Meadow/Cello benchmark tab looking good

Claw back on Connects profiles and phone numbers

Increased inbound calls in Five9

Additional data provided to supervisors

Weekend plans discussed

Gist The meeting focused on T.I.P. Connect v2.1 updates, emphasizing integration, data management, and talent recruitment.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-13 18:30:51

Bullet Gist 🔄 Integration and Data Issues: Becker at Meadow is implementing significant changes to address data discrepancies and standardize fields.

📊 Client Relations and Team Updates: Brittany's team is focused on recruiting talent, with Aiden Celeste assigned to the Flatiron project.

🔍 Data Accuracy Concerns: Amanda highlighted 34 document deficiencies that need to be rectified by Monday.

:rain_cloud: Miscellaneous Updates: Unexpected weather conditions were discussed, affecting operations and planning.

⚙️ Action Items: Brittany and Nick received tasks related to document deficiencies and military record requests.

Short Summary The Status Update Meeting for T.I.P. Connect v2.1 highlighted significant developments in integration and data management. Key changes led by Becker at Meadow include the need to standardize data fields and address discrepancies between systems. Aiden Celeste was assigned to the Flatiron project with Esteban providing backup support, while Brittany's team is actively recruiting new talent. Data accuracy issues were a primary concern, particularly regarding missing data points, prompting Amanda to send out 34 document deficiencies for rectification by Monday. Other updates noted unexpected weather conditions and improvements to the Meadow/Cello benchmark tab, alongside informal discussions about weekend plans. Action items were assigned to Brittany for military record requests and to Nick for collaboration on document deficiencies, with additional tasks unassigned to improve intake forms and ensure data accuracy.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-17 13:51:49

Title: TIP BI Sprint Priorities - Reviewing io table requirements Date: Mon Feb 17 2025 14:02:09 GMT-0500 (Eastern Standard Time) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, ryan@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 46

Overview In the recent Sprint Planning and Project Review Meeting titled "TIP BI Sprint Priorities - Reviewing io table requirements," attendees discussed key updates on ongoing projects, focusing on the financial log table requirements and the significance of the PCT ID main table for data integration. James Turner presented the current status of each project and emphasized the need to include the Google Cloud project for Business Intelligence in the project board. The team explored data integration strategies involving Five9, LeadsPedia, and Law Ruler, as well as the essential aspects of data validation and testing. Priorities for the upcoming week were identified, highlighting the financial log, PCT ID, and a Lead Complete flowchart, with Cameron providing insights from his notes. Action items were assigned, including the creation of a simplified lead lifecycle flowchart and assistance in developing a visual PowerPoint session for the Lead Complete workflow.

Meeting Type Sprint Planning and Project Review Meeting

Action Items James Turner

Add Google Cloud project for Business Intelligence development to the projects board (10:04)

Implement data validation and testing for the main data tables (18:59)

Read through Cameron's handwritten notes and update the flowchart accordingly (41:37)

Create a simplified flowchart showing the lead lifecycle in Lead Complete (40:42)

Ryan Vaspra

Assist James in creating a PowerPoint session to visualize the Lead Complete workflow (41:37)

Nicholas

Provide phone numbers for the inbound piece for Crump to Latoya (24:15)

Shorthand Bullet 🔧 Project Updates and Financial Log Table (00:00 - 14:54)

James Turner updating projects board with current status

Discussing percent complete and status updates for projects

Financial log table requirements and data filtering rules

PCT ID main table development and its importance in connecting various data points

Google Cloud project for Business Intelligence development needs to be added to projects

📊 Data Integration and Validation (14:54 - 28:35)

Discussing integration of Five9 data and its importance for billing

Exploring ways to connect LeadsPedia, Law Ruler, and Five9 data

Plans to implement data validation and testing for the main data tables

Discussion on different types of APIs and their implications for data extraction

Importance of self-service analytics in Looker Enterprise

🎯 Lead Complete Flowchart and Requirements (28:35 - 46:19)

Discussing priorities for the upcoming week: financial log, PCT ID, and Lead Complete flowchart

Cameron's handwritten notes on Lead Complete features and requirements

Clarifying the purpose and scope of the flowchart: current vs. future state

Plans to create a simplified flowchart showing the lead lifecycle in Lead Complete

Preparing documents for vendors, including current workflow and future requirements

Gist The meeting focused on reviewing project updates and prioritizing tasks related to financial log and data integration.

Bullet Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-17 13:51:49

🔧 Project Updates: James Turner shared the current status of projects, including financial log table requirements and PCT ID table importance.

📊 Data Integration Strategies: The team discussed integrating Five9, LeadsPedia, and Law Ruler data, emphasizing validation and testing.

🎯 Upcoming Priorities: Priorities for the week include the financial log, PCT ID, and Lead Complete flowchart development.

Short Summary In the recent Sprint Planning and Project Review Meeting titled "TIP BI Sprint Priorities - Reviewing io table requirements," attendees, including James Turner, discussed essential project updates. James provided a status update on various projects, highlighting the financial log table requirements and the critical role of the PCT ID main table for efficient data integration. The team emphasized the need to incorporate the Google Cloud project for Business Intelligence into the project board. They explored data integration strategies involving Five9, LeadsPedia, and Law Ruler, stressing the importance of data validation and testing. Priorities for the upcoming week were established, focusing on the financial log, PCT ID, and a Lead Complete flowchart. Cameron contributed insights from his notes, leading to the assignment of action items, including the creation of a simplified lead lifecycle flowchart and the development of a visual PowerPoint for the Lead Complete workflow.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-18 11:25:56

Overview In the T.I.P. Connect v2.1 meeting, Cameron and Alan initiated the discussion by updating each other on their current projects, including Alan's work on mailing systems for Apple. The team reviewed policies surrounding third-party software, with a suggestion from Cameron to incorporate artificial intelligence to assist various departments during calls, a proposal Alan agreed to implement. A significant focus was placed on establishing a structured call auditing process, with Cameron proposing a monthly review of 40 intakes, which Alan committed to developing in the coming weeks. Nick volunteered to set up necessary credentials for this audit process. The meeting concluded with action items assigned to Alan for policy updates, Nick for credential setup, and Cameron for communication regarding his office visit.

Meeting Type Team Status Update and Planning Meeting

Action Items Alan

Add general AI language to the policy (07:30)

Work on structuring the call auditing process (11:32)

Nick

Set up credentials for call auditing (12:06)

Cameron

Inform about exact arrival time for next week's office visit (13:40)

Shorthand Bullet 📅 Meeting Planning and Updates (03:37 - 05:41)

Cameron and Alan exchanged greetings and discussed their current activities

Alan mentioned working on Apple's mailing things for people who don't want to give information over the phone

Cameron informed about Brian (investigator) visiting the office next Monday

Alan confirmed Brian is Jordan's boss

📊 Policy and Software Discussion (05:42 - 09:57)

Tim asked about questions regarding third-party software used

Cameron suggested adding artificial intelligence to the policy

Discussed implementing AI as an assistant for different departments during calls

Alan agreed to add general AI language to the policy now and update later if needed

Alan mentioned updates on website terms and conditions

Discussed the call auditing project and credentialing process

🔍 Call Auditing Process (09:58 - 14:38)

Cameron emphasized the need for a structured call auditing process

Suggested monthly random selection of 40 intakes for review

Alan agreed to work on the process in the next week or two

Nick offered to set up credentials in 30 minutes

Discussed Cameron's upcoming office visit (Monday or late Sunday)

Meeting concluded with farewells

Gist Cameron and Alan discussed project updates, AI integration in policies, and established a structured call auditing process.

Bullet Gist 📅 Meeting Planning and Updates: Cameron and Alan discussed their current projects and Alan's work on mailing systems for Apple.

📊 Policy and Software Discussion: Cameron proposed adding AI to policies, which Alan agreed to implement.

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2025-02-18 11:25:56

🔍 Call Auditing Process: Cameron emphasized a structured call auditing process, suggesting a monthly review of 40 intakes.

Short Summary Cameron and Alan convened to update each other on their current projects, notably Alan's work on mailing systems for Apple to enhance privacy during calls. The meeting included a review of policies on third-party software, where Cameron proposed integrating artificial intelligence as an assistant for various departments during calls, a suggestion that Alan agreed to incorporate into the policy. A significant focus was placed on creating a structured call auditing process, with Cameron suggesting a monthly review of 40 random intakes, which Alan agreed to develop in the coming weeks. Nick volunteered to set up the necessary credentials for this audit process. The meeting concluded with action items assigned to Alan for policy updates, Nick for credential setup, and Cameron for communicating regarding his upcoming office visit.

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2025-02-18 17:23:27

Overview The VGA VSS Weekly Meeting focused on critical updates regarding ongoing legal cases and strategies for improved parent engagement. Key issues included addressing an administrative setback in a California case, necessitating the dismissal of the first complaint and the filing of an amended one, along with preparations to file a new case for the Isaac siblings by week's end. The team discussed the misunderstanding among parents regarding the nature of the lawsuits and proposed creating a 3-minute introductory video to clarify case importance and enhance communication. They also welcomed a new paralegal, Emma, and reviewed updates on internal processes, including an upcoming tech build-out and adjustments in complaint filings. Action items were assigned to team members for further implementation of video content and case management tasks, reinforcing an ongoing commitment to effective communication and case handling.

Meeting Type Legal Case Management and Strategy Meeting

Action Items Julia Gordon

Discuss with Ashley about creating welcome and litigation update videos (12:15)

File amended complaint for California case (01:23)

File case for Isaac siblings by end of week (01:23)

Send complaint to team once filed (19:25)

Ashley Crowell

Help new paralegal Emma with Smart Advocate login (17:11)

Unassigned

Continue email communication strategy for less responsive clients (20:12)

Flag cases where clients appear impaired during interviews (20:44)

Shorthand Bullet 📊 Administrative Updates (00:00 - 05:33)

Issue with filed case in California, requiring administrative steps

Dismissing first complaint and filing amended complaint as new case

Working on guardian ad litem order and application

Planning to file case for Isaac siblings (Calvin and Michael) by end of week

Concerns about parent responses to opt-out email for EPIC

Discussion on parent misunderstanding of lawsuit nature

🎥 Video Communication Strategy (05:33 - 15:24)

Suggestion to create video content for better parent engagement

Proposal for 3-minute introductory video explaining case importance

Discussion on video content for both parents and internal staff

Debate on video style: polished vs. authentic approach

Plan to create welcome video and litigation update video

Consideration of video's educational component for intake specialists

🔄 Internal Processes and Updates (15:24 - 22:39)

Introduction of new paralegal, Emma

Discussion on John's upcoming tech build-out

Update on testing phase for new system

Addition of Microsoft as defendant in complaint

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2025-02-18 17:23:27

Feedback on Mingus case email communication

Protocol for handling potentially impaired clients during interviews

Gist The VGA VSS Weekly Meeting focused on legal case updates and strategies for enhancing parent engagement.

Bullet Gist 📊 Administrative Updates: Addressed an issue requiring the dismissal of a California case's first complaint and planning a new case.

🎥 Video Communication Strategy: Proposed creating a 3-minute video to clarify lawsuits and improve parent engagement.

🔄 Internal Processes and Updates: Introduced new paralegal Emma and discussed upcoming tech build-out and complaint adjustments.

Short Summary During the VGA VSS Weekly Meeting, participants discussed critical updates regarding ongoing legal cases, including an administrative setback in a California case that required dismissing the first complaint and filing an amended one. Preparations were also underway to file a new case for the Isaac siblings, Calvin and Michael, by the week's end. A significant concern was the misunderstanding among parents about the nature of the lawsuits, leading to a proposal for creating a 3-minute introductory video aimed at clarifying the importance of the cases and enhancing communication. The team welcomed a new paralegal, Emma, and reviewed updates on internal processes, including a tech build-out and adjustments in complaint filings, while assigning action items for the implementation of video content and case management tasks.

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2025-02-19 14:17:14

Title: AFFF PFS Updates - DL Date: Wed Feb 19 2025 15:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, mtrexler@dicellolevitt.com, njones@dicellolevitt.com, jwilkinson@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview The Impromptu Coordination Meeting focused on rescheduling the AFFF PFS Updates due to the unavailability of key participants, including Mark. Nicholas Ward highlighted that Brittany and others were engaged in another call while reviewing customer updates, and it was agreed to postpone the meeting until Brittany is free, ideally before 5 PM Eastern to accommodate JP. Action items included Nicholas reaching out to Brittany after her meeting, and Michael coordinating with Mark for potential availability later in the day, with all participants tasked to ensure the rescheduling aligns with the timing constraints discussed.

Meeting Type Impromptu Coordination Meeting

Action Items Nicholas Ward

Reach out to Brittany once she's out of her current meeting to reschedule (05:22)

Michael Trexler

Coordinate with Mark for potential availability later in the day (05:09)

All participants

Reschedule the meeting before 5 PM Eastern time to include JP (05:29)

Shorthand Bullet 📅 Meeting Rescheduling (00:03 - 05:42)

Nicholas Ward informs that Brittany, Tony, and others are in a competing call

Michael Trexler suggests rescheduling due to Mark's absence

Brittany and others are reviewing 50 customers, currently on number 13

Mark is unavailable for the rest of the day

Agreement to reschedule when Brittany is available

New meeting time should be before 5 PM Eastern time to include JP

Gist The meeting aimed to reschedule the AFFF PFS Updates due to key participants' unavailability, particularly Mark.

Bullet Gist 📅 Meeting Rescheduling: Nicholas Ward highlighted the need to reschedule due to Brittany and others being in another call.

🚫 Mark's Absence: Michael Trexler emphasized the necessity of rescheduling since Mark was unavailable for the rest of the day.

⏰ Timing Considerations: The new meeting should ideally occur before 5 PM Eastern to ensure JP can participate.

🔄 Action Items: Nicholas will contact Brittany after her meeting, while Michael will check Mark's potential availability.

👥 Collaboration Emphasis: All participants must coordinate to align the rescheduling with the discussed time constraints.

Short Summary

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2025-02-19 14:17:14

During the Impromptu Coordination Meeting, participants discussed the need to reschedule the AFFF PFS Updates as key individuals, including Mark, were unavailable. Nicholas Ward noted that Brittany and others were engaged in another call while reviewing customer updates, and it was agreed to postpone the meeting until Brittany is free. The ideal timeframe for the rescheduled meeting is before 5 PM Eastern to accommodate another participant, JP. Action items included Nicholas reaching out to Brittany after her current meeting, while Michael Trexler was tasked with coordinating with Mark regarding his availability later in the day. All participants were encouraged to ensure the rescheduling aligns with the discussed timing constraints to facilitate attendance.

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2025-02-19 18:32:22

Title: T.I.P. Connect v2.1 Date: Wed Feb 19 2025 19:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, fred@fireflies.ai Transcript: See full transcript Audio: Listen to audio Duration: 33

Overview In the T.I.P. Connect v2.1 Status Update and Problem-Solving Meeting, key updates were provided by Alan on notary achievements, including hitting a financial goal of $1,000 and aiming for $7,000 in January. The discussion also addressed logistical arrangements for the meeting and highlighted ongoing challenges with a Flatirons client related to ID matching, which has persisted for several weeks. The team acknowledged workflow disruptions stemming from urgent requests and the need for improved planning. Concerns were raised regarding client expectations and the necessity for proactive problem-solving, leading to suggestions for weekly reconciliation meetings to better manage outstanding issues. Action items included discussions on decline reasonings scheduled for Monday and preparations to enhance efficiency in future calls. The meeting emphasized communication improvements and accountability within the team to address existing challenges effectively.

Meeting Type Status Update and Problem-Solving Meeting

Action Items Nicholas Ward

Nicholas and Nico are scheduled to discuss decline reasonings on Monday (23:37)

Unassigned

Implement a weekly cadence for reconciliation meetings to address ongoing issues (23:37)

Prepare sheets with declined leads before calls to enhance efficiency during discussions (24:56)

Improve communication of issues to Cameron for resolution with Abe (31:20)

Shorthand Bullet 🔄 Notary Success and Goals (00:51 - 02:35)

Alan became a notary in October 2020

Hit $1000 goal on December 31st

January goal: $7000

Made $1400 in one day

🏢 Meeting Logistics (03:50 - 09:39)

Conference room booked, attendees on phones

Nicholas Ward in V-shaped room

Cameron joined the call

🚩 Flatirons Issues (09:39 - 16:38)

Nicholas discussing challenges with Flatirons client for 9 weeks

ID matching problems due to lack of initial ID collection

44,000 leads matched, subset difficult to match

Issues with multiple lead IDs and system changes

About 70 leads still unmatched out of 7,000

📊 Workload and Communication (16:38 - 23:37)

Luis handling decline reasonings alone

Team hiring additional help

Urgent requests causing workflow disruptions

Need for better planning and organization

Daryl working on automations to improve matching

Suggestion for weekly reconciliation meetings

🤝 Client Relationship and Expectations (23:37 - 27:11)

Concerns about enabling client demands

Need for long-term planning and realistic expectations

Suggestion for weekly reconciliation meetings

Discussion on putting issues into perspective (e.g., 1% unmatched leads)

📈 Improvement Strategies (27:11 - 33:35)

Focus on fixing issues regardless of origin

Importance of staying on top of statuses and reports

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2025-02-19 18:32:22

Need for better communication and meeting deadlines

Emphasis on effort recognition and addressing communication gaps

Importance of proactive problem-solving and accountability

Gist The meeting focused on updates regarding notary achievements, logistical arrangements, and challenges with a Flatirons client.

Bullet Gist 🔄 Notary Success and Goals: Alan achieved a $1,000 milestone and aims for $7,000 in January.

🏢 Meeting Logistics: The conference room was booked with participants joining remotely.

🚩 Flatirons Issues: Challenges with ID matching for a Flatirons client have persisted for nine weeks.

📊 Workload and Communication: Urgent requests have disrupted workflow, highlighting the need for better planning.

🤝 Client Relationship and Expectations: Concerns were raised about managing client demands and setting realistic expectations.

Short Summary In the T.I.P. Connect v2.1 Status Update and Problem-Solving Meeting, Alan shared notable progress in notary achievements, having reached a financial milestone of $1,000 by December 31st and setting an ambitious goal of $7,000 for January. The meeting also addressed logistical matters, including the booking of a conference room and participant arrangements. A significant portion of the discussion revolved around ongoing issues with a Flatirons client, particularly concerning ID matching difficulties that have persisted for nine weeks, affecting the processing of unmatched leads. The team recognized workflow disruptions caused by urgent requests and emphasized the need for improved planning and communication. Suggestions were made for weekly reconciliation meetings to manage outstanding issues, and action items included discussions on decline reasoning and enhancing efficiency in future calls.

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2025-02-20 13:06:09

Title: DL | SL Weekly Sync Date: Thu Feb 20 2025 13:30:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 34

Overview The DL | SL Weekly Sync meeting focused on providing updates and identifying areas for process improvement related to SFC and PFS authorizations. A total of 27 out of 34 authorizations have been completed, with Alan tasked to send another batch today, aiming for 100 SFCs to be ready by tomorrow; Martin is auditing PFS data using a new script for conversion. High-priority issues were raised concerning 221 hair relaxer cases facing a statute of limitations, leading to the proposal of a shared Google spreadsheet to improve collaboration on tracking deficiencies and contact attempts, particularly concerning gynecological providers. Amanda will create this shared sheet, with agreement on how to address formatting issues and the sharing of limited medical information. Key action items were assigned to Alan and Amanda to expedite SFC generation, enhance documentation practices, and establish a clear tracking method for deficiencies.

Meeting Type Status Update and Process Improvement Meeting

Action Items Alan Gill

Send another batch of completed authorizations today (09:37)

Work with Edward to get about 100 SFCs ready by tomorrow (12:24)

Speak with agent supervisors about properly documenting gynecological provider information in PFS (19:14)

Keep a better eye out for date formatting issues during PFS audits (28:40)

Amanda Patterson

Create a Google sheet for deficiency tracking and add meeting participants (32:23)

Shield Legal Team

Update the shared spreadsheet with contact attempt information (26:04)

Start inputting 'none' for blank fields in PFS forms (27:27)

Shorthand Bullet 📊 SFC and PFS Progress Update (05:57 - 13:24)

27 out of 34 authorizations completed and sent

Alan to send another batch of completed authorizations today

Goal: 100 SFCs to be ready by tomorrow

Martin auditing PFS data

Script used to manipulate PFS data into SFC format

🗂️ Process Improvements and Deadlines (13:25 - 26:15)

221 total hair relaxer cases for Flat Iron, 12 in ready for audit status

SFCs high priority due to approaching statute of limitations

Alan to work on generating SFCs quickly, aiming for 50+ on one spreadsheet

Addressing gynecological provider deficiencies in PFS

Proposal for a shared spreadsheet to manage deficiencies and track contact attempts

🤝 Collaboration and Data Sharing (26:16 - 34:17)

Agreement on using a shared Google sheet for deficiency tracking

PFS formatting issues: need to input 'none' for blank fields, fix date formatting

Confirmation on sharing limited medical information (e.g., diagnosis date) on Google sheet

Discussion on tracking due dates for SFC and PFS filings

Amanda to create and share Google sheet with relevant team members

Gist The meeting aimed to update on SFC and PFS authorizations and to identify process improvements, particularly for urgent cases.

Bullet Gist

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2025-02-20 13:06:09

📊 SFC and PFS Progress Update: 27 out of 34 authorizations have been completed, with Alan aiming to have 100 SFCs ready by tomorrow.

🗂️ Process Improvements and Deadlines: High-priority issues on hair relaxer cases were raised, with plans to generate SFCs quickly and address deficiencies.

🤝 Collaboration and Data Sharing: A shared Google sheet will be created for tracking deficiencies and collaboration on PFS data.

Short Summary The DL | SL Weekly Sync meeting focused on updates regarding SFC and PFS authorizations, with 27 out of 34 authorizations completed. Alan was tasked with sending another batch today, aiming for 100 SFCs ready by tomorrow. Martin is conducting an audit of PFS data using a new script for conversion. High-priority issues concerning 221 hair relaxer cases were discussed, highlighting the urgency due to an approaching statute of limitations. A proposal for a shared Google spreadsheet was made to enhance collaboration on tracking deficiencies, particularly with gynecological providers. Amanda will create this shared sheet, addressing formatting issues and the sharing of limited medical information. Key action items were assigned to Alan and Amanda to expedite SFC generation and improve documentation practices.

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2025-02-20 15:57:23

Title: AFFF PFS Updates - DL Date: Thu Feb 20 2025 15:30:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, mtrexler@dicellolevitt.com, njones@dicellolevitt.com, jwilkinson@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 87

Overview The Project Update and Planning Meeting focused on updates regarding the AFFF PFS templates, highlighting the need for clarification on the contaminated water import template's FCW ISID field and concerns about documenting multiple exposure sites. The discussion further addressed questions about specific products and manufacturers relevant to exposure claims, leading to confusion regarding whether the PFS or PPF template should be utilized. Clarifications were sought on which fields could be left blank and the importance of SDWIS ID in personal injury versus water department cases, with Michael tasked to follow up with the Liaison Council for further clarity on PFS and PPF requirements. Additional discussions included strategies for handling cases involving both direct exposure and water contamination, culminating in the decision to schedule a follow-up meeting next week while action items were assigned to team members to gather necessary information and prepare for future interviews.

Meeting Type Project Update and Planning Meeting

Action Items Michael Trexler

Follow up with Alex Mulan for clarification on templates (20:01)

Check with Abe about the importance of product-specific names (15:46)

Contact Liaison Council to clarify PFS vs. PPF requirements (26:17)

Research orders on the docket referencing both PFS and PPF (28:05)

Send out questions to Liaison Council today (32:37)

Set up a follow-up meeting for next week (34:31)

Remind Abe to email Kristen for additional information (35:08)

Abe

Email Kristen to get insider information from leadership firms (35:08)

SHIELD Eagle team

Prepare to redo interviews for all clients to collect new data under amended PFS (27:01)

Shorthand Bullet 📊 AFFF PFS Template Discussion (02:07 - 15:38)

Discussion about AFFF PFS templates sent by Abe

Clarification needed on FCW ISID field in contaminated water import template

Two types of cases: direct exposure AFFF and Flatirons water contamination exposure

Concern about adding multiple exposure sites in the template

🧾 Product and Manufacturer Information (15:39 - 21:53)

Question about specific products or manufacturers for validity of exposure claims

Abe clarified that complaints don't identify specific products, only manufacturers

Discussion on whether PFS or PPF should be completed

Confusion about which template to use and what information is required

📝 Template Clarifications and Deadlines (21:55 - 29:39)

Clarification needed on which fields can be left blank in templates

Discussion on SDWIS ID and its relevance to personal injury vs. water department cases

Abe instructed Michael to follow up with Liaison Council for clarity on PFS vs. PPF

Importance of understanding the deadline for uploading information after filing a case

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2025-02-20 15:57:23

Need to redo interviews to collect data under new question set

🔍 Additional Clarifications and Next Steps (29:39 - 34:05)

Discussion on handling cases with both direct exposure and water contamination

Clarification on fields related to proof of water contamination

Agreement to set up a follow-up meeting for further discussion

Gist The meeting focused on updates regarding AFFF PFS templates and clarifications needed for exposure case documentation.

Bullet Gist 📊 AFFF PFS Template Discussion: Clarifications on the FCW ISID field and concerns about documenting multiple exposure sites were key discussion points.

🧾 Product and Manufacturer Information: Participants clarified confusion over specific products and manufacturers in relation to exposure claims.

📝 Template Clarifications and Deadlines: The team discussed which fields can be left blank and the relevance of SDWIS ID for different case types.

🔍 Additional Clarifications and Next Steps: Strategies for handling cases with both direct exposure and water contamination were agreed upon.

📅 Follow-Up Meeting Scheduled: A follow-up meeting was agreed upon to further discuss outstanding issues and action items.

Short Summary The Project Update and Planning Meeting addressed critical updates concerning the AFFF PFS templates, emphasizing the necessity for clarification on the contaminated water import template's FCW ISID field. Participants discussed the complexities of documenting multiple exposure sites and the distinction between direct exposure to AFFF and Flatirons water contamination. Questions arose regarding the identification of specific products and manufacturers relevant to exposure claims, leading to confusion about whether to utilize the PFS or PPF templates. The meeting highlighted the importance of understanding which fields can be left blank, and the significance of SDWIS ID in personal injury cases versus those involving water departments. Michael was tasked to follow up with the Liaison Council for further clarity, while strategies for handling cases with both direct exposure and water contamination were explored. A follow-up meeting was scheduled, and action items were assigned to gather necessary information for future interviews.

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2025-02-21 15:13:20

Title: Dickey Anderson - Touch Base and realignment Date: Fri Feb 21 2025 16:00:00 GMT-0500 (Eastern Standard Time) Participants: brittany@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, tony@tortintakeprofessionals.com, ta@dickeyanderson.com Transcript: See full transcript Audio: Listen to audio Duration: 11

Overview The Coordination and Process Alignment Meeting led by Dickey Anderson focused on streamlining efforts in list management, record retrieval, and the implementation of automated processes. Key discussions included waiting for Abe to compile new data regarding AFFF and Camp Lejeune, with an emphasis on avoiding duplicative client outreach efforts by pulling a fresh list of 3,300 processed military records. The meeting also addressed distinctions between records obtained from the VA and the National Archives, planning to utilize Thomas's broader retrieval process with Abe’s new list. Additionally, there was a proposal to establish a Hello Sign account for automated 2122 form creation, with action items assigned to Brittany to create a dedicated email for the account, Thomas to set up the account and share fulfilled records via OneDrive, and Alan to follow up with Abe for updates on the list.

Meeting Type Coordination and Process Alignment Meeting

Action Items Brittany Barnett

Create a new dedicated email address for Hello Sign account (09:13)

Thomas Arthur

Set up Hello Sign account with the new dedicated email (08:03)

Share fulfilled records list on OneDrive (10:17)

Alan Gill

Follow up with Abe on Monday about the new list (03:07)

Shorthand Bullet 📊 List Management and Coordination (00:00 - 05:20)

Waiting for Abe to compile new data from AFFF and Camp Lejeune

3,300 military records already processed by Alan's team

Concern about duplicative efforts in calling clients

Decision to pull a fresh list to avoid interference with existing efforts

🏥 Record Retrieval Process (05:20 - 08:36)

Thomas's process pulls more expansive information from VA

Alan's team requests records from NARA, sent directly to Nutella Levitt

Discussion on differences between VA and National Archives records

Plan to work with Abe's new list using Thomas's process

📝 Hello Sign Setup (08:36 - 11:22)

Proposal to set up Hello Sign for automated 2122 form creation

Plan to create a dedicated email for the Hello Sign account

Discussion on sharing fulfilled records list via OneDrive

Consideration for handling cases where no records are retrieved

Gist The meeting aimed to streamline list management, record retrieval, and automate processes for military records.

Bullet Gist 📊 List Management and Coordination: Focus on avoiding duplicative outreach by pulling a fresh list of 3,300 processed military records.

🏥 Record Retrieval Process: Discussion on leveraging Thomas's expansive retrieval process for records from the VA and National Archives.

📝 Hello Sign Setup: Proposal to automate 2122 form creation with a dedicated email and OneDrive sharing.

Short Summary

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2025-02-21 15:13:20

Dickey Anderson led a meeting focused on enhancing coordination in list management and record retrieval while implementing automation. Key discussions included awaiting Abe's compilation of new data regarding AFFF and Camp Lejeune, with an emphasis on avoiding redundant client outreach by pulling a fresh list of 3,300 processed military records. The group addressed the differences between records obtained from the VA and the National Archives, planning to leverage Thomas's broader retrieval process alongside Abe’s new list. Additionally, a proposal was made to set up a Hello Sign account for automating the creation of 2122 forms, assigning action items to participants: Brittany was tasked with creating a dedicated email, Thomas was to set up the account and share records via OneDrive, and Alan was responsible for following up with Abe regarding the list updates.

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2025-02-21 16:05:29

Title: Five9/T.I.P. - Check-in Meeting Date: Fri Feb 21 2025 16:30:00 GMT-0500 (Eastern Standard Time) Participants: erik.leiren@five9.com, melissa.villabruza@five9.com, crogers@tortintakeprofessionals.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, elgyn.cortes@five9.com, lorrae.oliver@five9.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 34

Overview The Check-in and Technical Support Meeting for the Five9/T.I.P. system focused on addressing current technical issues and planning next steps for effective support. David reported challenges with manually loading leads containing invalid email addresses, prompting Eric to suggest unmapping the email field as a potential solution. The team discussed the need for improved API functionality to access metrics such as call count and talk time, as well as explored options for scheduled reports and FTP configurations. Action items were assigned, including follow-ups by Peter on caller ID issues, David on permissions adjustments, and Eric on setting up a call with David regarding inbound traffic routing. The meeting concluded with a commitment to enhance collaboration with the Technical Account Manager, Romeo.

Meeting Type Check-in and Technical Support Meeting

Action Items Peter

Follow up with provisioning about DID with incorrect caller ID (19:58)

David

Adjust 'user cannot edit contact record session notes' permission (27:31)

Prepare for call with Eric about inbound traffic routing (33:54)

Elgyn

Send updated availability for Romeo to schedule TAM discussions (30:50)

Eric

Set up call with David for inbound traffic routing setup (33:43)

Shorthand Bullet 🔧 Technical Issues and Updates (00:47 - 07:47)

David experiencing errors when manually loading leads with invalid email addresses

Eric suggests unmapping the email field as a solution

Discussion about TAM (Technical Account Manager) Romeo taking over support duties

📊 API and Reporting Concerns (07:47 - 22:29)

James inquires about API for pulling metrics like call count and talk time

Discussion on scheduled reports and FTP options in Five9

Eric investigates multiple FTP destinations for report scheduling

Peter to follow up with provisioning about DID with incorrect caller ID

Eric demonstrates how to give access to numbers inventory

🔑 Permissions and Next Steps (22:32 - 34:37)

Discussion on resolving 'must use existing contact to call' pop-up

David to adjust 'user cannot edit contact record session notes' permission

Elgyn to send updated availability for Romeo to schedule TAM discussions

Final step: Eric to set up call with David for inbound traffic routing setup

Gist The meeting focused on addressing technical issues with the Five9/T.I.P. system and planning next steps for support and collaboration.

Bullet Gist 🔧 Technical Issues Addressed: David faced errors loading leads with invalid emails; Eric suggested unmapping the email field.

📊 API and Reporting Needs: James inquired about API metrics; discussions included scheduled reports and FTP options.

🔑 Permissions and Adjustments: David will adjust permissions while Elgyn updates availability for TAM discussions.

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📞 Next Steps Planned: Eric will set up a call with David regarding inbound traffic routing.

🤝 Collaboration Commitment: The team committed to enhancing collaboration with Technical Account Manager Romeo.

Short Summary The Check-in and Technical Support Meeting for the Five9/T.I.P. system aimed to tackle ongoing technical issues and strategize future support actions. David highlighted difficulties with manually loading leads due to invalid email addresses, leading Eric to propose unmapping the email field as a solution. The team discussed the need for enhanced API functionality to better access metrics like call counts and talk times, while also exploring options for scheduled reports and FTP configurations. Action items were assigned, including follow-ups by Peter regarding caller ID issues and David on permission adjustments, with Eric set to arrange a call with David about inbound traffic routing. The meeting concluded with a commitment to improve collaboration with Technical Account Manager, Romeo.

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2025-02-21 16:17:46

Title: T.I.P. Connect v2.1 Date: Fri Feb 21 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 19

Overview The T.I.P. Connect v2.1 informal discussion meeting focused on the setup of a new phone number, where participants explored its potential integration with a voice help system. The conversation also included the possibility of utilizing existing phone numbers, such as those associated with the concept of 'range of perception,' to enhance accessibility and user experience. While no formal action items were established, the discussion generated valuable insights for future implementation.

Meeting Type Informal Discussion

Shorthand Bullet 📞 New Phone Number Discussion (00:26 - 00:55)

New phone number setup discussed

Potential for voice help system mentioned

Consideration of using existing numbers (e.g., 'range of perception')

Gist Participants discussed setting up a new phone number and its integration with a voice help system to improve accessibility.

Bullet Gist 📞 New Phone Number Setup: The meeting centered around the discussion of a new phone number to enhance communication.

🗣️ Voice Help System: Participants explored how the new number could integrate with a voice help system.

🔄 Utilization of Existing Numbers: There was consideration of leveraging existing numbers to improve user experience.

💡 Insights for Future Implementation: Valuable insights were generated for future discussions and planning.

🤝 Focus on Accessibility: The conversation emphasized improving accessibility for users through communication tools.

Short Summary An informal discussion meeting focused on establishing a new phone number and exploring its integration with a voice help system. Participants examined the potential benefits of using existing phone numbers tied to the concept of 'range of perception' to enhance user accessibility and experience. Although no formal action items were created, the dialogue generated significant insights for future implementation, highlighting the importance of communication tools in facilitating user interaction and support. The conversation underscored the need for thoughtful planning around how these systems can be effectively utilized to meet user needs.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-25 16:34:11

Title: Five9 Sync Date: Tue Feb 25 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: romeo.agregado@five9.com, jturner@shield-legal.com, nicholas@tortintakeprofessionals.com, david@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 30

Overview During the Five9 Sync meeting, key topics included a call recording issue identified by James Turner with ID 154926, which Romeo Agregado is set to investigate, highlighting the significance of call recordings for new hire audits. The discussion also covered DID management, with James noting he has eight credits left and the process for adding new DIDs; Romeo clarified how automatic credit addition works through the account manager. Further, the group explored API integration, focusing on extracting scheduled report data, with James being advised to utilize the Run Report API. Romeo provided guidance on accessing the correct API documentation and discussed the functionalities of the Run Report API. To enhance collaboration, the team established a weekly sync every Wednesday at 11:30 AM Pacific. Action items were assigned to ensure follow-up on these points, including investigation of the call issue and exploration of the Run Report API by the data engineering team.

Meeting Type Technical Sync and Troubleshooting

Action Items Romeo Agregado

Investigate call recording issue with ID 154926 (05:33)

Send out weekly meeting invite for Wednesdays at 11:30 AM Pacific (29:15)

James Turner

Check and accept the weekly meeting invite from Romeo (03:56)

Work on adding new DIDs using available credits (11:47)

Data Engineering Team

Explore and implement the Run Report API for data extraction (26:47)

Shorthand Bullet 📞 Call Recording Issue (00:00 - 08:19)

James Turner reported a call recording issue with ID 154926

Romeo Agregado to investigate the missing first leg of the call recording

Discussed importance of call recordings for new hire audits

James Turner mentioned making 15-25,000 calls daily

🔢 DID Management (09:01 - 11:55)

James Turner has 8 credits remaining for DIDs

Discussed process for adding new DIDs and credit management

Romeo Agregado explained automatic credit addition by account manager

🔗 API Integration (11:55 - 24:20)

Discussed API integration between marketing software, CRM, and Five9

James (data engineer) inquired about extracting scheduled report data via API

Romeo Agregado recommended using the Run Report API

Explored documentation for Configuration Web Services API

📊 Report Access and API Documentation (24:22 - 30:44)

Romeo guided the team to access the correct API documentation

Discussed the Run Report API functionality and parameters

Set up weekly meeting for Wednesdays at 11:30 AM Pacific

Gist The meeting focused on addressing a call recording issue and enhancing collaboration through API integration and DID management.

Bullet Gist 📞 Call Recording Issue: James Turner reported a call recording issue, emphasizing its importance for new hire audits.

🔢 DID Management: James discussed his remaining credits for DIDs and the process of adding new ones with Romeo's clarification.

🔗 API Integration: The team explored API integration and James was advised to use the Run Report API for data extraction.

📊 Report Access: Romeo guided the team on accessing API documentation and discussed the Run Report API's functionalities.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-25 16:34:11

🗓️ Weekly Sync Established: A weekly meeting was set for Wednesdays at 11:30 AM Pacific to ensure ongoing collaboration.

Short Summary During the Five9 Sync meeting, key topics included a call recording issue identified by James Turner, which Romeo Agregado will investigate, emphasizing the importance of call recordings for new hire audits. James mentioned handling 15-25,000 calls daily, highlighting the significance of the issue. The discussion also covered DID management, where James noted he has eight credits left and discussed the process for adding new DIDs; Romeo clarified how automatic credit addition works through the account manager. Furthermore, the team explored API integration, particularly extracting scheduled report data, with James advised to utilize the Run Report API. Romeo provided guidance on accessing the correct API documentation and discussed the functionalities of the Run Report API. To enhance collaboration, a weekly sync was established every Wednesday at 11:30 AM Pacific, with action items assigned for follow-up on the call issue and API exploration by the data engineering team.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-25 16:35:29

Title: Five9 Sync Date: Tue Feb 25 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: romeo.agregado@five9.com, jturner@shield-legal.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 32

Overview The Technical Support and Integration Planning Meeting focused on resolving critical issues related to the Five9 Sync process, notably a call recording problem identified by James concerning call ID 1549-2615-4926-4926, which Romeo will investigate. The team also discussed Direct Inward Dialing (DID) management, noting that James has eight credits available, which are automatically replenished by the account manager. Moreover, the meeting emphasized the need for seamless API integration to facilitate real-time lead transfers from Leadspedia to Law Ruler and Five9, while addressing complications with manual dialing. Romeo proposed leveraging the Run Report API to aid in data extraction, and he clarified the API documentation workload. The team scheduled a weekly follow-up meeting on Wednesdays at 11:30 Pacific time to monitor progress and resolve any ongoing issues. Action items were assigned to both Romeo and James to ensure accountability in addressing these matters.

Meeting Type Technical Support and Integration Planning Meeting

Action Items Romeo Agregado

Investigate call recording issue with ID 1549-2615-4926-4926 (08:47)

Send out invite for weekly meetings on Wednesdays at 11:30 Pacific (31:58)

James Turner

Check and accept the weekly meeting invite (05:24)

Work on adding new DIDs using available credits (13:15)

Explore and implement Run Report API for data extraction (27:58)

Shorthand Bullet 📞 Call Recording Issue (00:00 - 09:53)

James reported a call recording problem with ID 1549-2615-4926-4926

Romeo to investigate why first leg of call wasn't recorded

Importance of real-time audits for new hires explained

🔢 DID Management (10:29 - 13:08)

Discussion on managing Direct Inward Dialing (DID) numbers

James has 8 credits remaining for DIDs

Credits automatically reload when account manager adds them

🔄 API Integration (13:10 - 25:48)

Goal: Real-time lead transfer from Leadspedia to Law Ruler to Five9

Issue with manual dialing and existing contact cards discussed

James and team exploring API options for data extraction

Romeo recommended using Run Report API

📊 API Documentation (25:50 - 32:07)

Romeo guided team to correct API documentation

Discussed Run Report API functionality and parameters

Weekly meeting scheduled for Wednesdays at 11:30 Pacific time

Gist The meeting addressed technical support issues and project management strategies regarding Five9's systems.

Bullet Gist 📞 Call Recording Issue: James reported a problem with call recording where the first leg of a transferred call was missing.

📋 DID Management: The team discussed James's remaining 8 credits and the process for managing DIDs through the admin console.

🔗 API Integration Discussion: A major focus was on real-time lead transfer from Leadspedia to CRM, stressing the need for perfect lead matching.

📚 Updated API Documentation: Romeo directed the team to access updated API documentation for Configuration Web Services.

📅 Weekly Meetings Scheduled: The team decided to establish weekly meetings on Wednesdays at 11:30 AM Pacific.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-25 16:35:29

The Five9 Sync meeting focused on critical technical support and project management issues. James reported a call recording problem (ID ) where the first leg of a transferred call was not recorded, prompting Romeo to investigate the matter further. The team also discussed DID management, noting that James has 8 credits remaining and clarified the process for adding or removing DIDs through the admin console. A significant discussion centered on API integration aimed at achieving real-time lead transfer from Leadspedia to Law Ruler CRM to Five9, emphasizing the need for a 100% success rate in lead matching, with suggestions to use the Run Report API for data extraction. Romeo directed the team to consult updated API documentation, focusing on Configuration Web Services and report extraction criteria. Lastly, the team agreed to hold weekly meetings on Wednesdays at 11:30 AM Pacific, with Romeo responsible for sending out invites and assigning action items to James and the data engineer.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-27 11:11:26

Title: LR | TIP - API sync Date: Thu Feb 27 2025 11:30:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, jturner@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, jsantana@shield-legal.com, david@tortintakeprofessionals.com, branden.brooks@lawruler.com Transcript: See full transcript Audio: Listen to audio Duration: 37

Overview The Technical Implementation and Troubleshooting Meeting focused on the API synchronization and automation setup for case management. Key discussions included the removal of special characters from case types, confirming webhook triggers for status changes to 'send to 59', and testing the setup using a specific lead for accuracy. The team reviewed data flows and automation updates, including the disabling of email automation to avoid double postings and ensuring all relevant data fields were sent correctly. During testing, they addressed issues related to character replacement, particularly with forward slashes and apostrophes. Future steps included planning for retroactive lead pushing for existing campaigns, monitoring new campaign launches, and establishing failure notification protocols. Action items were assigned to team members to ensure alignment and successful implementation.

Meeting Type Technical Implementation and Troubleshooting Meeting

Action Items James Turner

Reach out to Mark to ensure leads are coming over with the correct status (36:51)

Compare leads across Leadspedia and Five9 reports to identify any issues (34:08)

Nicholas Ward

Check in with Nick, Joe, and Dustin to ensure they're up to date with the changes (36:55)

David

Make necessary name changes for testing before noon local time (35:35)

Brandon Brooks

Set up a forwarding rule to capture Zapier failure notifications and send them to the team (33:45)

Shorthand Bullet 🔧 API Sync and Automation Setup (00:04 - 09:43)

Discussed special characters removal in case types

Decided to remove all special characters, including hyphens

Verified that removed characters won't be replaced with spaces

Confirmed webhook trigger setup for status change to 'send to 59'

Agreed to use 'David's test' lead (ID: 625042) for testing

📊 Data Flow and Automation Updates (09:47 - 19:42)

Discussed updating external automation to change status to 'send to 59'

Agreed to use Law Ruler's internal automation for status changes

Brandon disabled email automation to prevent double posting

Reviewed webhook details: triggering on 'send to 59' status for all case types

Confirmed data fields being sent: email, name, phone, case type, lead ID, address

🧪 Testing and Character Removal (19:43 - 28:21)

Tested character removal with PFAS-Levinson case type

Discovered forward slash wasn't being replaced with a space

Confirmed all special characters are being removed without replacement

Tested apostrophe removal, initially didn't work but fixed after adjustment

Verified final result of character removal process

🔄 Automation Workflow and Future Steps (28:21 - 37:13)

Discussed retroactive lead pushing for existing campaigns

Agreed to change automation, start it, then rerun all lists to clean data

Planned to monitor new campaigns as part of the launch process

Discussed Zapier failure notifications and potential forwarding rule

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-27 11:11:26

Confirmed webhook triggers every time a lead enters 'send to 59' status

Planned to test the entire process before noon local time

Gist The meeting focused on API synchronization and automation setup for case management, addressing character removal and troubleshooting.

Bullet Gist 🔧 API Sync and Automation Setup: Discussed removing special characters in case types and confirmed webhook triggers for status changes.

📊 Data Flow and Automation Updates: Reviewed data fields sent and disabled email automation to prevent double postings.

🧪 Testing and Character Removal: Tested character removal processes addressing forward slashes and apostrophe replacements.

🔄 Automation Workflow and Future Steps: Planned retroactive lead pushing and monitoring of new campaign launches.

Short Summary The Technical Implementation and Troubleshooting Meeting concentrated on the API synchronization and automation setup for case management. Key discussions included the removal of special characters from case types, confirming webhook triggers for status changes to 'send to 59', and testing the setup using a specific lead ID (625042) for accuracy. The team also reviewed data flows and automation updates, notably disabling email automation to prevent double postings and ensuring that all relevant data fields—such as email, name, phone, case type, lead ID, and address—were sent correctly. During testing, they dealt with character replacement issues, particularly concerning forward slashes and apostrophes. Future steps included planning for retroactive lead pushing for existing campaigns, monitoring new campaign launches, and establishing failure notification protocols. Action items were assigned to ensure alignment and successful implementation.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-27 12:47:40

Title: DL | SL Weekly Sync Date: Thu Feb 27 2025 13:30:00 GMT-0500 (Eastern Standard Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, russell@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 19

Overview In the recent DL | SL Weekly Sync meeting, participants engaged in an informal discussion focused primarily on laptop usage and data security. Alan Gill expressed his need for a laptop, reflecting on his past reliance on paper for documentation. The conversation highlighted concerns regarding the protection of sensitive information stored on laptops, along with a mention of keylogger programs in the Philippines that pose security threats. As a result, the group emphasized the importance of safeguarding sensitive data in their operations. No specific action items were outlined during the meeting.

Meeting Type Informal discussion

Shorthand Bullet 💻 Laptop Discussion (05:41 - 07:22)

Alan Gill mentions needing a laptop and using paper in the past

Discussion about keeping sensitive information on laptops

Mention of keylogger programs used in the Philippines

Gist Participants discussed laptop usage and data security concerns, emphasizing the need to protect sensitive information.

Bullet Gist 💻 Laptop Necessity: Alan Gill highlighted his need for a laptop, moving away from using paper for documentation.

🔒 Data Security Concerns: The group emphasized the importance of protecting sensitive information stored on laptops.

⚠️ Keylogger Threats: Keylogger programs in the Philippines were mentioned as a significant security threat.

Short Summary In the recent DL | SL Weekly Sync meeting, participants engaged in an informal discussion focusing on laptop usage and data security. Alan Gill expressed his need for a laptop, reflecting on his previous reliance on paper for documentation. The group highlighted concerns about safeguarding sensitive information stored on laptops, particularly in light of security threats posed by keylogger programs reported in the Philippines. This discussion underscored the importance of implementing measures to protect sensitive data in their operations, though no specific action items were outlined during the meeting.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-27 13:47:17

Title: PIIB Inbound Sync Date: Thu Feb 27 2025 14:30:00 GMT-0500 (Eastern Standard Time) Participants: ryan@brandlytics.io, latoya@brandlytics.io, nicholas@tortintakeprofessionals.com, david@tortintakeprofessionals.com, crogers@tortintakeprofessionals.com, mcloud@tortintakeprofessionals.com, ryan@themedialab.agency, russell@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 11

Overview The PIIB Inbound Sync meeting focused on streamlining call tracking and number management for the Ben Crump account, where Ryan presented a cleanup of receiving numbers from 60 to a select few, designated for tip intake agents and a paralegal inbound queue. Emphasizing the need for clear communication, Nick raised concerns about altering numbers without notifying the Crump team and outlined a process for efficient number mapping and changes. During the meeting, it was decided that changes would be implemented during live hours for troubleshooting, with LaToya assigned to update numbers in CTM and confirm changes post-implementation. Additionally, participants discussed handling inquiries related to other clients, with the consensus to wait for team readiness before proceeding with any number switches. Action items were assigned to Nicholas to ensure clear communication with the Crump team and to LaToya and Ryan for the necessary changes and testing of the new numbers.

Meeting Type Operational Planning and Technical Implementation

Action Items Nicholas Ward

Inform Crump team about upcoming call changes (02:54)

Talk to Desiree and team to ensure understanding of the changes (08:38)

Tag team in Slack when everyone is informed and logged in (08:54)

Contact Tony and Poker Joe for information on ACS mapping (09:50)

LaToya Palmer

Change receiving numbers in CTM when instructed (07:38)

Confirm when changes are made (09:07)

Test the changes with an inbound staff member (10:33)

Ryan Vaspra

Assist LaToya with number changes if needed (07:42)

Shorthand Bullet 📞 Call Tracking and Number Management (00:00 - 03:25)

Discussion about call tracking metrics in Ben Crump account

Ryan cleaned up receiving numbers from 60 to a few

Identified numbers for tip intake agents and paralegal inbound queue

Nick cautioned about changing numbers without informing the Crump team

🔄 Number Mapping and Changes (03:25 - 07:38)

Ryan explained the mapping of different numbers

Highlighted important numbers for marketing and paralegal desk

LaToya to change receiving numbers in CTM when instructed

Process explained for switching numbers efficiently

🔍 Clarification and Implementation Plan (07:38 - 09:36)

Nick suggested implementing changes during live hours for troubleshooting

Plan to inform Desiree and team about the upcoming changes

Nick to tag team in Slack when everyone is informed and logged in

LaToya to confirm when changes are made

📊 Additional Inquiries and Clarifications (09:36 - 11:27)

Discussion about handling ACS, Bailey Glasser, and Chello numbers

Clarified that Ben Crump is the only shared client between TIP and Shield Legal Marketing

Decision to wait for team readiness before switching and testing numbers

Gist The PIIB Inbound Sync meeting aimed to streamline call tracking and number management for the Ben Crump account.

Bullet Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-27 13:47:17

📞 Call Tracking and Number Management: Discussion focused on streamlining call tracking metrics for the Ben Crump account.

🔄 Number Mapping and Changes: Ryan explained the efficient process for mapping and changing numbers.

🔍 Clarification and Implementation Plan: Nick suggested implementing changes during live hours to troubleshoot effectively.

📊 Additional Inquiries: Consensus reached on waiting for team readiness before switching numbers.

Short Summary The PIIB Inbound Sync meeting focused on optimizing call tracking and number management for the Ben Crump account. Ryan presented a strategy to reduce the number of receiving numbers from 60 to a select few, specifically for tip intake agents and a paralegal inbound queue. Nick raised concerns about changing numbers without notifying the Crump team and outlined a process for efficient number mapping and changes. It was decided that changes would be implemented during live hours for troubleshooting, with LaToya responsible for updating numbers in CTM and confirming changes post-implementation. The team also discussed handling inquiries related to other clients, agreeing to wait for team readiness before proceeding with any number switches. Action items were assigned to Nicholas for communication with the Crump team and to LaToya and Ryan for implementing and testing the new numbers.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-27 18:52:11

Title: T.I.P. Connect v2.1 Date: Thu Feb 27 2025 19:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, fred@fireflies.ai Transcript: See full transcript Audio: Listen to audio Duration: 54

Overview In the T.I.P. Connect v2.1 Operations Update and Planning Meeting, significant progress was reported on various fronts, including the resolution of a previous Slack issue and updates on ongoing campaigns. There are plans to launch four new abuse campaigns next Monday, including initiatives led by Dr. Scott Lee and Dr. Todd, along with two high school campaigns in Oregon and Vancouver and an Arizona YRTC campaign ready for rollout. Financial management of the Five9 platform was discussed, with a focus on monitoring usage and minimizing costs, with an acceptable spend of $30,000 if justified. The dialing operations reported 16,500 connects and expected increases in efficiency, while the complexity of the AX inbound system with over 25 numbers highlighted a need for simplification. Action items were assigned to Cameron Rentch and Nicholas Ward to ensure timely execution of the campaigns and to address operational issues.

Meeting Type Operations Update and Planning Meeting

Action Items Cameron Rentch

Launch four new abuse campaigns on Monday (46:30)

Connect with Tony in the morning regarding Weekend Media staffing (52:58)

Schedule call with team at 2 PM tomorrow (53:27)

Nicholas Ward

Address issue of agents dialing manually before webhook posts (49:57)

Review and simplify AX inbound setup (50:54)

Shorthand Bullet 🔄 Recovery and Updates (34:40 - 45:47)

Slack debacle from previous day resolved

Conversion update: 3 paragraphs, 3 fire foams

Two ELG Crump cases confirmed

📊 Campaign Plans (45:48 - 47:47)

Four new abuse campaigns to launch next Monday

Dr. Scott Lee campaign at CIW

Dr. Todd campaign in Massachusetts

Two high school campaigns: Oregon and Vancouver, Washington

Arizona YRTC campaign ready for next week

John Becker visiting Monday and Tuesday

💰 Five9 and Cost Management (47:48 - 48:49)

Verifying Five9 usage and watching spend

Aim to minimize costs from other dialing platforms

$30,000 spend on Five9 acceptable if justified

📞 Dialing Operations (48:49 - 51:56)

16,500 connects achieved so far, not at full speed

Expect increase in minutes with good contact rates

Cost expected to stabilize over time

Chrome team prepared for number changes

Agents dialing manually before webhook posts, issue to be addressed

🔄 AX Inbound Review (51:57 - 54:04)

AX inbound setup complex with 25+ numbers

TIP serving as backup for overflow traffic

Plan to simplify setup and clarify with AX team

Tony to discuss Weekend Media staffing with Cameron

Gist The meeting focused on operational updates, including campaign launches, cost management, and resolving a Slack issue.

Bullet Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-27 18:52:11

🔄 Recovery and Updates: The previous day's Slack issue was resolved, ensuring smoother communications.

📊 Campaign Plans: Four new abuse campaigns are scheduled for launch next Monday, including various initiatives across different regions.

💰 Five9 and Cost Management: Financial oversight of the Five9 platform is crucial, with a spending limit set at $30,000 if justified.

📞 Dialing Operations: Achieved 16,500 connects, with expectations of increased efficiency and better contact rates.

🔄 AX Inbound Review: The AX inbound setup is complex and requires simplification for better operational flow.

Short Summary During the T.I.P. Connect v2.1 Operations Update and Planning Meeting, significant advancements were noted, particularly the resolution of a Slack issue that had affected operations. Plans for launching four new abuse campaigns were discussed, with initiatives led by Dr. Scott Lee and Dr. Todd, alongside high school campaigns in Oregon and Vancouver, and an Arizona YRTC campaign set to roll out. Financial management regarding the Five9 platform was a key topic, emphasizing the necessity to monitor usage and keep costs under control, with a spend of $30,000 deemed acceptable if justified. Dialing operations reported a total of 16,500 connects, with expectations for improved efficiency moving forward. Additionally, the complexity of the AX inbound system was highlighted, necessitating simplification, and action items were assigned to Cameron Rentch and Nicholas Ward to ensure timely execution of campaigns and address operational challenges.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-28 16:40:45

Title: T.I.P. Connect v2.1 Date: Fri Feb 28 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 42

Overview The Operations and Technology Update Meeting focused on several key areas, starting with an update on the Five9 integration, where successful automation between Law Ruler and Five9 was highlighted, alongside challenges in dialing speed and data matching, with auto-dial campaigns set to launch shortly. The team also discussed improvements in reporting and analytics, particularly concerning connectivity and call disposition accuracy, while addressing concerns around spam presence with Five9 numbers. New campaign launches were announced, including initiatives targeting youth treatment and storm damage outreach. Additionally, the meeting covered issues related to lead duplication across various platforms and emphasized the need for enhanced checks and staffing adjustments over the weekend. Several action items were assigned for team members, focusing on integrating systems, testing spam impacts, and improving duplicate lead management.

Meeting Type Operations and Technology Update Meeting

Action Items Cameron Rentch

Follow up with Chris Stewart regarding the SMS firm invoice (41:10)

Contact Chello and ABE to put pressure on the SMS firm (41:21)

Tony

Test Five9 numbers for spam presence across different carriers (26:08)

Continue working on increasing weekend staffing (41:52)

Nick

Reach out to Law Ruler to explain the need for duplicate checking across case types/verticals (37:29)

Alan Gill

Have James send out a summary of Five9 integration findings (24:24)

Talk to Dustin about preparing for John's visit and data integration questions (33:02)

Unassigned

Ensure data and integrations team is prepared for John's visit (32:26)

Consider adding date of birth to duplicate checking process (40:28)

Shorthand Bullet 🔄 Five9 Integration and Testing (15:53 - 24:41)

Cameron inquired about the progress of Five9 integration

Alan reported successful automation between Law Ruler and Five9

Challenges with manual dialing speed vs. automation posting were identified

Dustin and James working on data matching between systems

Time zone differences between systems addressed

Auto-dial campaigns to go live at 1:30 PM

📊 Reporting and Analytics (24:41 - 29:28)

Discussion on connectivity and contact rate insights using Five9

Improvement in disposition status accuracy

Tony to test Five9 numbers for spam presence across different carriers

Concerns about potential number flagging with increased call volume

📞 Campaign Updates (29:31 - 35:55)

Hair relaxer follow-ups: 30 customers called for additional information

Flat iron concerns addressed by Brittany

Four new campaigns starting on Monday: Arizona Youth Treatment, CIW, Dr. Todd case, St. Helens, and Hudson's Bay

Upcoming storm damage campaign mailers, starting with Dallas

🚫 Lead Duplication Issues (35:55 - 42:37)

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-02-28 16:40:45

Discussion on IP blocking challenges with Facebook and TikTok campaigns

Need for improved duplicate checking in Law Ruler across case types/verticals

Increase in duplicate leads and dual rep issues observed

Consideration of adding date of birth to duplicate checking process

Weekend staffing updates: Saturday group increased to 37, Sunday expected to be 28

Gist The meeting focused on updates regarding the integration of Five9 with Law Ruler and addressed key operational challenges and campaign launches.

Bullet Gist 🔄 Five9 Integration Progress: Successful automation between Law Ruler and Five9 was noted, with auto-dial campaigns set to launch soon.

📊 Reporting Enhancements: Improvements in reporting were discussed, especially in call disposition accuracy and spam testing.

📞 New Campaign Launches: Four new campaigns are set to commence next week, including initiatives for youth treatment and storm damage.

🚫 Lead Duplication Challenges: Concerns over lead duplication were raised, emphasizing the need for better checks and staffing adjustments.

🛠️ Action Items Assigned: Team members were tasked with integrating systems and addressing spam and duplication issues.

Short Summary The Operations and Technology Update Meeting covered significant updates on the integration of Five9 with Law Ruler, highlighting successful automation while addressing challenges such as dialing speed and data matching. Participants discussed improvements in reporting and analytics, particularly concerning call disposition accuracy and the testing of Five9 numbers for spam issues. New campaigns targeting youth treatment and storm damage outreach were announced, and concerns regarding lead duplication across various platforms were raised, necessitating enhanced checks and staffing adjustments over weekends. Action items were assigned to team members to integrate systems, assess spam impacts, and improve duplicate lead management, reflecting a proactive approach to operational efficiency and campaign effectiveness.

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2025-03-03 11:15:22

Title: T.I.P. Connect v2.1 Date: Mon Mar 03 2025 12:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 16

Overview The T.I.P. Connect v2.1 status update and planning meeting focused on key developments regarding dialer integration, campaign performance, and communication challenges. The team confirmed the integration of dialers started today, with an emphasis on the AFFF campaign and plans for broader rollout by noon. Cameron delivered spend projections to Tony, and end-of-day reports on campaign dials are anticipated, highlighting the need for intraday metrics. Tim was identified as needing access to new call recordings on the 59 system, which David Kessler will facilitate alongside training. Communication concerns between Brittany and Abe were noted, prompting a scheduled call to resolve frustrations expressed by Aiden. Action items were assigned to Tony, Nick Ward, and Cameron to ensure completion of integration, access setup, and address the communication issues.

Meeting Type Status update and planning meeting

Action Items Tony

Ensure dialer integration is complete for all campaigns by noon (08:06)

Expedite David Kessler providing Tim access to call recordings (12:43)

Arrange training for Tim on accessing call recordings this week (13:03)

Participate in the call addressing communication issues (14:53)

Nick Ward

Provide team access to 59 system for call recordings (13:19)

Cameron

Review VSS numbers sent by Alan (16:25)

Schedule and lead call to address communication issues (14:53)

Shorthand Bullet 🔄 Dialer Integration (04:31 - 08:05)

Dialers integrated today, expected to impact performance

Starting with smaller campaigns, moving to all by noon

Focus on AFFF campaign, reduced traffic on other campaigns

📊 Spend Projections and Reports (08:06 - 11:22)

Cameron sent spend projections to Tony

End of day reports expected for dials made per campaign

Interest in intraday ideas

🎧 Call Auditing and Access (11:23 - 13:34)

Tim needs access to call recordings

New calls to be recorded on 59 system

David Kessler to provide Tim access and training

Team to get access to 59 system for recording

🚩 Communication Issues (13:35 - 16:46)

Problems with information flow between Brittany and Abe

Aiden increasingly frustrated

Call scheduled to address issues with all team members

McFadden to be included in the call

Gist The meeting focused on the T.I.P. Connect v2.1 status update, primarily addressing dialer integration and communication challenges.

Bullet Gist 🔄 Dialer Integration: Dialers integrated today, impacting smaller campaigns first and focusing on AFFF, with a complete rollout planned by noon.

📊 Spend Projections: Cameron sent spend projections to Tony, and end-of-day reports are anticipated for dials made per campaign.

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2025-03-03 11:15:22

🎧 Call Auditing Access: Tim requires access to new call recordings on the 59 system; David Kessler will facilitate this.

🚩 Communication Challenges: Issues between Brittany and Abe were noted, prompting a scheduled call to address frustrations.

Short Summary The T.I.P. Connect v2.1 status update and planning meeting addressed several critical updates regarding dialer integration, campaign performance, and communication issues. Dialer integration began today, initially impacting smaller campaigns, with plans to fully implement by noon, specifically emphasizing the AFFF campaign while reducing traffic on others. Cameron provided spend projections to Tony, with expectations for end-of-day reports on campaign dials and a strong interest in intraday metrics. Tim was identified as needing access to new call recordings on the 59 system, with David Kessler responsible for facilitating this access and training. Notably, communication challenges between Brittany and Abe were discussed, leading to a scheduled call to resolve frustrations expressed by Aiden. Action items were assigned to Tony, Nick Ward, and Cameron to ensure the successful completion of integration and address communication issues.

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2025-03-03 13:22:09

Title: Five9 TAM Call - Tort Intake Professionals Date: Mon Mar 03 2025 13:30:00 GMT-0500 (Eastern Standard Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 49

Overview The Technical Support and Configuration Meeting focused on enhancing the operational efficiency of the Tort Intake Professionals' campaigns in the Five9 system. Key discussions included an increase in the active campaign count requested by David, with Romeo proposing a limit of 250 campaigns and outlining the process for future requests. The team investigated issues with inbound call routing, identifying and rectifying logic errors in the IVR script, and discussing modifications for skill-based routing. Enhancements to campaign management were reviewed, including viewing active leads, understanding campaign statistics, and prioritizing new leads for dialing using the ASAP flag. Additionally, concerns regarding duplicate contact records and potential solutions for unique identification were addressed. Action items were assigned to team members to monitor system changes and coordinate with external contacts to implement updates.

Meeting Type Technical Support and Configuration Meeting

Action Items David Kessler

Check the increased campaign limit after an hour (09:27)

Apply the general campaign profile to the direct from customer inbound campaign (28:16)

Contact Brian Hurst about updating the API to use unique lead IDs (46:37)

Christian

Contact Peter Irving to add more credits for DIDs (47:51)

Romeo Agregado

Monitor the implementation of the updated IVR script for correct routing (21:42)

Shorthand Bullet 📞 Campaign Count Increase (01:46 - 11:38)

David requested an increase in active campaign count

Romeo submitted a request to increase the limit to 250 campaigns

Discussed the process for future requests to increase campaign limits

Explored inbound routing setup using JavaScript for skill-based routing

🔀 Inbound Routing Configuration (11:42 - 22:17)

Investigated issues with inbound call routing to specific skills

Romeo examined the IVR script and identified the problem in the routing logic

Updated the IVR script to correctly route calls based on the defined function

Explained how to modify the script for new phone numbers or skill changes

📊 Campaign Management and Reporting (22:17 - 30:28)

Discussed how to view active leads without final dispositions

Explored the supervisor portal for campaign statistics

Explained the meaning of 'available to dial' and 'new/in process to dial' records

📅 Lead Prioritization and Dialing (30:28 - 41:04)

Discussed setting up the system to prioritize newest leads

Explained the ASAP flag for prioritizing leads across multiple campaigns

Addressed the impact of campaign priorities on lead dialing order

👤 Contact Record Management (41:05 - 49:09)

Discussed issues with duplicate contact records across campaigns

Explored options for creating unique contact records for each campaign

Considered using unique lead IDs instead of phone numbers as keys

Addressed concerns about DNC list management with unique contact records

Gist The meeting aimed to enhance operational efficiency for Tort Intake Professionals' campaigns in the Five9 system.

Bullet Gist

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2025-03-03 13:22:09

📞 Campaign Count Increase: David requested to increase the active campaign limit to 250, with a clear process outlined for future requests.

🔀 Inbound Routing Configuration: Romeo identified and corrected IVR script errors to improve inbound call routing to specific skills.

📊 Campaign Management and Reporting: The team discussed viewing active leads and campaign statistics to enhance management efficiency.

📅 Lead Prioritization and Dialing: The ASAP flag feature was explained for prioritizing new leads across multiple campaigns.

👤 Contact Record Management: Concerns about duplicate records were addressed, considering unique lead IDs for better management.

Short Summary The Technical Support and Configuration Meeting focused on improving the operational efficiency of the Tort Intake Professionals' campaigns within the Five9 system. Key discussions included David's request for an increase in the active campaign count, with Romeo proposing a limit of 250 campaigns and outlining the process for future requests. The team also addressed issues with inbound call routing, identifying logic errors in the IVR script and discussing modifications for skill-based routing. Enhancements to campaign management were reviewed, highlighting the importance of viewing active leads, understanding campaign statistics, and prioritizing new leads for dialing using the ASAP flag. Furthermore, concerns regarding duplicate contact records were discussed, exploring potential solutions for unique identification of contacts across campaigns. Action items were assigned for monitoring system changes and coordinating updates with external contacts.

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2025-03-04 11:44:54

Title: T.I.P. Connect v2.1 Date: Tue Mar 04 2025 12:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 42

Overview The T.I.P. Connect v2.1 Operational Review and Strategy Meeting primarily focused on key updates regarding dialer optimization, lead management, IT challenges, staffing, and campaign strategies. Nick highlighted recent changes to the dialer, while Alan reported on performance metrics and addressed issues with lead duplication in the Firefoam campaign, emphasizing the need for manual processing over reliance on automation due to ongoing challenges. The meeting also included discussions about staffing performance, particularly regarding Hassan, with plans for new hires and campaign developments, including a new initiative related to the Los Padrinos juvenile facility. Action items were assigned to team members, with specific directives aimed at optimizing call ratios, providing detailed reporting on dialing performance, and ensuring campaign focus, particularly on Firefoam. Overall, the meeting aimed to align team efforts on current challenges while strategizing for enhanced operational efficiency moving forward.

Meeting Type Operational Review and Strategy Meeting

Action Items Nicholas Ward

Call Peter to add credits to the account for more phone numbers (02:00)

Talk to James about checking for duplicate leads in the system (12:16)

Provide detailed dialer data including connectivity and conversion rates by campaign and tort (31:11)

Send intraday reports at 12:00 and 16:00 (38:15)

Alan Gill

Work with Christian on optimizing dialer ratios and monitoring hourly (33:28)

Focus on Firefoam campaign from 10:00 to 12:00 (33:28)

Look up and provide information on the Depo Provera sign-up (35:18)

Tony

Observe evening shifts over the next few nights (33:42)

Keep teams focused on Firefoam campaign, especially in the evening (37:43)

Brittany Barnett

Work with medical records team to match AFFF PFAS clients data (40:30)

Provide update on Flatirons project data mismatches after 13:30 meeting (40:30)

Shorthand Bullet 📞 Dialer Updates and Optimization (01:25 - 05:32)

Nick updated on dialer changes and inbound issues

Alan reported on dialer performance and lead diversity

Discussed optimization of dialer ratios and call volumes

Christian developed a tool to track dialing ratios

📊 Lead Management and Reporting (05:32 - 11:14)

Discussed issue with duplicate leads in Firefoam campaign

Need to identify duplicates across different campaigns

Alan emphasized manual processing over automation attempts

Brittany advised to stop waiting for automated solutions

🔧 IT and Automation Challenges (11:14 - 23:55)

Discussed ongoing issues with DL reports automation

Brittany advised to manually process data instead of waiting for automation

Concerns raised about time wasted on unsuccessful automation attempts

Nick's role in lead integration process clarified

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2025-03-04 11:44:54

👥 Staffing and Campaign Updates (23:55 - 37:18)

Discussed Hassan's performance and confidence issues

Cameron requested detailed dialer data and insights

Tony to observe evening shifts for potential improvements

New staffing arrangements and upcoming hires mentioned

Introduced new Nevada campaign related to Los Padrinos juvenile facility

🚀 Final Directives and Updates (37:18 - 42:19)

Cameron emphasized focus on Firefoam campaign

Brittany updated on Flatirons project and data mismatches

Cameron requested intraday reporting from Nick

Gist The meeting focused on operational updates regarding dialer optimization, lead management, and campaign strategies to enhance efficiency.

Bullet Gist 📞 Dialer Optimization: Nick highlighted recent updates to the dialer to enhance its performance.

📊 Performance Metrics: Alan reported on key metrics and highlighted lead duplication issues in the Firefoam campaign.

👥 Staffing Performance: Discussions included staffing challenges, focusing on Hassan and plans for new hires.

🎯 Campaign Strategies: New initiatives, including one for the Los Padrinos facility, were introduced.

✅ Action Items: Team members were assigned tasks to improve call ratios and campaign focus.

Short Summary The T.I.P. Connect v2.1 Operational Review and Strategy Meeting aimed to address critical updates and challenges in operational efficiency. Nick emphasized recent changes to the dialer system, aiming for improved performance. Alan provided insights into performance metrics, specifically noting issues with lead duplication in the Firefoam campaign, stressing the importance of manual processing instead of automation due to persistent challenges. The discussion also covered staffing performance, particularly focusing on Hassan, while outlining plans for new hires. Additionally, strategies for upcoming campaigns were introduced, including a new initiative concerning the Los Padrinos juvenile facility. Action items were assigned to team members to optimize call ratios, enhance reporting on dialing performance, and maintain a concentrated effort on the Firefoam campaign, ensuring alignment with ongoing operational goals.

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2025-03-04 16:03:49

Title: Five9 TAM Call - Tort Intake Professionals Date: Tue Mar 04 2025 16:30:00 GMT-0500 (Eastern Standard Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 30

Overview The Technical Support and Implementation Meeting titled "Five9 TAM Call - Tort Intake Professionals" focused on addressing changes to the IVR script that impacted inbound campaigns, leading to discussions on creating a new IVR specifically for these campaigns. Key points included adding all 350 phone numbers to the JavaScript and ensuring agents can see which attorney a call is directed to. The meeting also covered call routing options, where the team opted for JavaScript to improve implementation efficiency. A test case was established, but the initial attempt to display the 'Inbound Source' variable on the agent screen was unsuccessful, prompting troubleshooting and further investigation by Romeo. A follow-up meeting was scheduled for the next day to continue addressing outstanding issues, and action items were assigned to both Romeo and David regarding ongoing testing and updates to the phone number integration.

Meeting Type Technical Support and Implementation Meeting

Action Items Romeo Agregado

Investigate why the 'Inbound Source' field is not displaying correctly (29:52)

Conduct further tests on the implementation (30:13)

David Kessler

Add remaining phone numbers to the JavaScript after successful testing (15:06)

Shorthand Bullet 🔧 IVR Script Changes and Campaign Issues (04:47 - 09:52)

Change to IVR script affected other inbound campaigns

Discussed creating a different IVR for specific campaigns

Need to add all 350 phone numbers to the JavaScript

Inbound calls not receiving after the change

Requirement to show agents which attorney the call is for

📊 Call Routing and Agent Display Options (09:52 - 15:52)

Discussed ways to display call information to agents

Options: Create different inbound campaigns or use JavaScript

Decided to use JavaScript for easier implementation

Plan to add variables in the campaign profile for agent display

Agreed to test with one phone number initially

⚙️ Implementation and Testing (15:52 - 24:44)

Added 'Inbound Source' variable to JavaScript

Created duplicate 'Inbound' profile

Set up test case for phone number

Configured layout and campaign settings

Initial test unsuccessful - field empty on agent screen

🐛 Troubleshooting and Next Steps (24:44 - 30:39)

Attempted to fix display issue

Romeo to investigate further and conduct more tests

Scheduled follow-up meeting for the next day at 11:30

Postponed discussion of additional questions to next meeting

Gist The meeting aimed to address IVR script changes affecting inbound campaigns and discuss the creation of a new IVR.

Bullet Gist 🔧 IVR Script Changes: Changes to the IVR script impacted inbound campaigns, necessitating a new IVR creation.

📊 Call Routing Options: JavaScript was chosen for call routing to enhance implementation efficiency.

⚙️ Testing Setup: A test case was established, but the initial display of the 'Inbound Source' variable was unsuccessful.

🐛 Troubleshooting: Romeo was tasked with further investigation into the display issue.

📅 Follow-up Meeting: A follow-up meeting was scheduled for the next day to address unresolved issues.

Short Summary

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2025-03-04 16:03:49

The Technical Support and Implementation Meeting titled "Five9 TAM Call - Tort Intake Professionals" focused on the recent changes to the IVR script that impacted inbound campaigns. Key discussions included the necessity to add 350 phone numbers to the JavaScript and ensuring agents can identify which attorney a call is directed to. The team evaluated call routing options, ultimately opting for JavaScript for improved implementation efficiency. A test case was established, but the initial attempt to display the 'Inbound Source' variable on the agent screen failed, prompting further troubleshooting by Romeo. A follow-up meeting was scheduled for the next day to continue addressing outstanding issues, with action items assigned to both Romeo and David regarding ongoing testing and updates to the phone number integration.

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2025-03-05 14:02:05

Title: Five9 TAM Call - Tort Intake Date: Wed Mar 05 2025 14:30:00 GMT-0500 (Eastern Standard Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 28

Overview During the Five9 TAM Call focused on Tort Intake, participants addressed several key technical issues regarding the IVR script and inbound source management. Romeo successfully resolved the IVR issue by implementing the correct script, which David tested and confirmed to be functioning properly. The team explored the introduction of data tables in the Five9 admin console to streamline inbound routing, with a proposal to create lists for different ANI groups. Discussions included the potential for adding custom greetings and enhancing call tracking through a list penetration report. Action items were assigned, including Romeo's development of a data table draft for ANI group 4 and David’s temporary solution involving the creation of individual blocks. All team members are expected to contribute updates by the next meeting on Friday, where the data table implementation will be reviewed further.

Meeting Type Technical Implementation and Problem-Solving Meeting

Action Items Romeo Agregado

Create a draft of the data table implementation for ANI group 4 (14:26)

Work on implementing data tables for inbound routing and provide an update by Friday (23:33)

Send meeting invite for Friday to review the data table implementation (24:25)

David Kessler

Start creating 350 individual blocks as a temporary solution (24:13)

Download the report for ANI group numbers (19:08)

Report back to Nick about the list penetration report behavior (25:37)

Shorthand Bullet 📞 IVR Script and Inbound Source Issue (00:00 - 11:46)

Romeo fixed the IVR issue by using the correct IVR script

David tested the fix and confirmed it's working correctly

Discussion about using data tables in Five9 to manage inbound sources

James suggested using lists instead of individual code blocks for phone numbers

🗃️ Data Tables and IVR Routing (11:46 - 22:31)

Romeo explained the new data tables feature in Five9 admin console

Data tables can be used to upload lists of phone numbers with associated values

Discussion on how to implement data tables for ANI groups and inbound routing

Plan to create separate lists for ANI groups 1-4 with corresponding inbound sources

Consideration of adding custom greetings to the data table in the future

📊 Reports and Call Tracking (22:31 - 28:48)

Discussion on list penetration report and how it tracks call attempts

Clarification on what counts as a connected call in Five9

Christian inquired about call log reports and filtering options

Explanation of non-agent calls appearing in reports

Gist The meeting addressed technical issues in Tort Intake, focusing on IVR script resolution and inbound source management using data tables.

Bullet Gist 📞 IVR Script Resolution: Romeo fixed the IVR issue with the correct script, confirmed working by David.

🗃️ Data Tables for Inbound Routing: The team discussed using data tables in Five9 for efficient inbound source management.

📊 Call Tracking Enhancements: Conversation included improving call tracking through list penetration reports.

Short Summary

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2025-03-05 14:02:05

During the Five9 TAM Call, participants discussed critical technical issues related to Tort Intake, primarily focusing on the IVR script and inbound source management. Romeo successfully resolved the IVR issue by implementing the correct script, which was subsequently tested and confirmed to work correctly by David. The team explored the introduction of data tables in the Five9 admin console to enhance inbound routing, proposing the creation of distinct lists for different ANI groups. Additionally, discussions included the potential addition of custom greetings and the enhancement of call tracking through a list penetration report. Action items were assigned, including Romeo's task to develop a draft for a data table for ANI group 4 and David's temporary solution involving individual code blocks. All team members are expected to provide updates by the next meeting, where data table implementation will be further reviewed.

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2025-03-06 18:44:03

Title: T.I.P. Connect v2.1 Date: Thu Mar 06 2025 19:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, fred@fireflies.ai Transcript: See full transcript Audio: Listen to audio Duration: 46

Overview The T.I.P. Connect v2.1 Operations and Strategy Review Meeting focused on several critical updates and challenges faced by the team. Key approvals were made for campaigns including Dicello Levitt and Arizona Youth Treatment, with preparations for Nevada's launch on the coming Monday. However, the team encountered an unexpected surge in inbound call volume, exceeding 800 calls in a single day, leading to difficulties in tracking call origins and the need for a new IVR system to improve call routing. Updates on the Flatirons case revealed that over 300 cases were processed, with a few pending and some missing from the system. To enhance efficiency, a plan was initiated to hire a nurse manager for the MRT team and provide training on medical codes. Action items were assigned, including researching the call volume issues, creating an IVR system, and preparing for a follow-up meeting the next day to address these challenges and milestones.

Meeting Type Operations and Strategy Review Meeting

Action Items Nick McFadden

Add secondary interviews to benchmarks (08:57)

Research inbound call issues and propose solutions (44:53)

Brittany

Add secondary interviews to benchmarks (08:57)

Alan Gill

Investigate the source of inbound calls in Connects system (20:04)

Create an IVR system for routing inbound calls (30:41)

Cameron Rentch

Come up with a reward for the team if target numbers are hit (09:43)

Get new dedicated tracking numbers for calls that can't be tracked (31:18)

Tony

Prepare for evening call with Cameron and Mark (45:34)

Shorthand Bullet 📊 Campaign Updates and Approvals (08:36 - 10:00)

Approval for Dicello Levitt with Flat Irons to launch today

Arizona Youth Treatment launched

Nevada launching on Monday

Secondary interviews to be added to benchmarks

VSS invoices sent out

Target goals for the month set

📞 Inbound Call Volume Issues (10:22 - 21:57)

Unexpected high volume of inbound calls (over 800 calls in a day)

Calls coming from various sources, including returned calls from outbound campaigns

Difficulty in tracking the origin of calls due to routing complexities

Concerns about missed opportunities and potential data loss

Need for a new IVR system to properly route and categorize calls

🔍 Flatirons Case Update (32:18 - 34:07)

MRTs processed over 300 cases, with 60 left to review

80 cases left for manual check

Some cases not found in the system, requiring attention

Seven pending unknown cases, mostly in sex abuse campaigns

🏥 Medical Records Review Process (40:56 - 44:51)

Plan to hire a nurse manager for the MRT team

Training for MRT team on medical codes

Daily task for reporting analysts to match medical records with intake information

Need for access to MRT systems for the reporting team

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🎯 Action Items and Next Steps (44:51 - 45:52)

Nick to research inbound call issues and propose solutions

Follow-up meeting scheduled for 2 PM the next day

Tony to have a call with Cameron and Mark in the evening

Gist The meeting reviewed critical operational updates, including campaign approvals and challenges with increased call volume.

Bullet Gist 📊 Campaign Updates and Approvals: Dicello Levitt and Arizona Youth Treatment campaigns were approved, with Nevada launching soon.

📞 Inbound Call Volume Issues: Over 800 inbound calls were received in one day, complicating tracking and necessitating a new IVR system.

🔍 Flatirons Case Update: Over 300 cases processed; some cases remain pending or missing from the system.

🏥 Medical Records Review Process: A nurse manager for the MRT team will be hired, with training on medical codes planned.

🎯 Action Items and Next Steps: Nick to research call issues; a follow-up meeting is set for the next day.

Short Summary The T.I.P. Connect v2.1 Operations and Strategy Review Meeting addressed significant updates and challenges the team is facing. Key approvals were granted for campaigns such as Dicello Levitt and Arizona Youth Treatment, with Nevada's launch anticipated on the coming Monday. However, the team is grappling with an unexpected surge in inbound call volume, exceeding 800 calls in a single day, which presents tracking challenges and necessitates the implementation of a new IVR system for better call routing. Updates on the Flatirons case indicated that over 300 cases have been processed, but there are pending and missing cases to resolve. To improve efficiency, a plan has been initiated to hire a nurse manager for the MRT team, alongside training on medical codes. Action items were assigned, including researching call volume issues and preparing for a follow-up meeting to discuss these challenges and milestones.

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2025-03-07 16:10:04

Title: Five9/Tort Intake Professionals - External Routing discussion with Erik (please see description) Date: Fri Mar 07 2025 16:30:00 GMT-0500 (Eastern Standard Time) Participants: erik.leiren@five9.com, david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, elgyn.cortes@five9.com, lorrae.oliver@five9.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 41

Overview The Technical Implementation and Training meeting focused on the external routing discussion for the Five9/Tort Intake Professionals, led by Erik. Key topics included the setup of an inbound routing table created by Romeo, which centralizes essential details like phone numbers and skills while confirming its efficiency for managing incoming calls. The team successfully tested and implemented a new IVR script for the Inbound General campaign, and discussed its application to other campaigns. Additionally, there was an explanation of managing ANI groups in the Virtual Contact Center, covering updates to phone numbers and the creation of new groups. Voicemail processing setup and supervisor access were also discussed, specifically regarding permissions and login limits. Action items included exporting the new IVR script, updating existing IVR scripts, creating a DNIS report CSV, and checking supervisor login issues.

Meeting Type Technical Implementation and Training

Action Items Romeo Agregado

Export the new IVR script and import it into the main inbound IVR (19:39)

Update the remaining IVR scripts to use the new table-based routing system (21:57)

David Kessler

Create a CSV file with DNIS report data and import it into the new routing table (15:33)

Apply the new main inbound IVR script to other campaigns (18:03)

Enable voicemail processing for relevant skills (34:26)

Nick Ward

Check if supervisor login issues have been resolved after recent changes (37:53)

Shorthand Bullet 🔧 Inbound Routing Setup (04:55 - 14:54)

Romeo created a table for inbound routing in Contact Services

Table includes phone numbers, inbound sources, skills, priorities, greetings, and messages

Romeo demonstrated how to manage and update the table

Eric confirmed this method is efficient for handling inbound routing

📞 Testing and Implementing New IVR (14:54 - 21:12)

Team tested the new IVR script on the Inbound General campaign

Confirmed successful implementation and functionality

Discussed process for updating other campaigns with the new IVR script

🔄 ANI Group Management (21:12 - 30:54)

Explained how to manage ANI groups in VCC (Virtual Contact Center)

Demonstrated process for updating phone numbers within ANI groups

Discussed creation of new ANI groups and associated area code mapping

📊 Voicemail Processing and Supervisor Access (30:54 - 41:40)

Explained voicemail processing setup and agent permissions

Discussed supervisor dashboard access limitations

Explored options for increasing supervisor concurrent login limits

Gist The meeting focused on external routing for Five9/Tort Intake Professionals, discussing IVR scripts and ANI group management.

Bullet Gist 🔧 Inbound Routing Setup: Romeo showcased a centralized inbound routing table for efficient call management.

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📞 Testing and Implementing New IVR: The team confirmed the new IVR script's successful implementation in the Inbound General campaign.

🔄 ANI Group Management: Discussions on managing ANI groups included updating phone numbers and creating new groups.

📊 Voicemail Processing and Supervisor Access: Explored voicemail processing and limitations on supervisor dashboard access.

Short Summary The Technical Implementation and Training meeting, led by Erik, centered on enhancing the inbound routing system for Five9/Tort Intake Professionals. Romeo presented a newly created inbound routing table that organizes phone numbers, skills, and priorities effectively, which Erik confirmed as a beneficial method for managing incoming calls. The team successfully tested a new IVR script for the Inbound General campaign, confirming its functionality and discussing future updates for other campaigns. Additionally, the meeting covered managing ANI groups in the Virtual Contact Center, detailing updates to phone numbers and creating new groups. Voicemail processing setup and supervisor access were also addressed, particularly regarding permission settings and concurrent login limits for supervisors. Action items were outlined, including exporting and updating IVR scripts and addressing supervisor login issues.

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2025-03-07 16:23:42

Title: T.I.P. Connect v2.1 Date: Fri Mar 07 2025 17:00:00 GMT-0500 (Eastern Standard Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 20

Overview The T.I.P. Connect v2.1 meeting focused on operational updates and marketing strategies, beginning with a light-hearted exchange over Crumble cookies, highlighted by a discussion on managing sweet consumption among team members. The team outlined the New Hampshire client process, emphasizing the use of Zoom for client relationship management and efficient resolution of API issues that improved call handling, reducing dropped calls significantly. Operations updates confirmed smooth functionality of phone systems, while marketing plans included a weekend traffic strategy, campaigns targeting TikTok for Depo Provera, and preparations for the Nevada YRTC launch. Action items were assigned, including the implementation of a new IVR system by Alan, a weekend traffic plan coordination by Cameron, and staff hiring initiatives by Tony, ensuring a collaborative approach towards enhancing operational efficiency and marketing outreach.

Meeting Type Operations and Marketing Strategy Meeting

Action Items Alan

Implement new IVR system for call routing (05:14)

Monitor effectiveness of new call routing system (05:14)

Cameron

Send weekend traffic plan to Tony and Mark (11:29)

Set up meeting with Abe for Monday (14:24)

Launch Nevada YRTC campaign on Monday (16:57)

Confirm details with John Gomez for noodle soup campaign (17:11)

Prepare for storm damage mailings, starting with Texas (18:17)

Organize call with storm damage team next week (18:17)

Monitor video game addiction JCCP hearings results (19:35)

Tony

Proceed with nurse hire plan (14:24)

Shorthand Bullet 🍪 Office Updates and Personal Chat (00:01 - 03:29)

Crumble cookies provided for employees by Kathy and Tony

Discussion about self-control with sweets

Cameron mentions difficulty controlling sweet consumption

📞 New Hampshire Client Process (03:29 - 08:42)

Plan to use Zoom for client relationship management

Detailed process walkthrough planned with Nicholas, Alex, and online notary

Law Ruler API issues discussed, resolved quickly

Changes made to inbound call routing and IVR system

Reduction in dropped calls from 600 to 150

📊 Operations and Reporting Updates (08:42 - 13:37)

No issues with phone numbers from landing pages

Dustin able to pull missing tables from Five9

New case type creation caused minor API challenge

Paraquat cases performing well

E-signs being received for older cases

📢 Marketing and Campaign Plans (13:37 - 20:21)

Weekend traffic plan to be sent

TikTok campaign for Depo Provera planned

Nevada YRTC launch planned for Monday

Storm damage mailings planned, starting with Texas

Video game addiction JCCP hearings in California

Potential large-scale gaming campaign, likely tier one injury only

Gist

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2025-03-07 16:23:42

The T.I.P. Connect v2.1 meeting focused on operational updates and marketing strategies to enhance client relationships and outreach.

Bullet Gist 🍪 Office Updates and Personal Chat: Crumble cookies were shared, sparking discussions on sweet consumption management.

📞 New Hampshire Client Process: Zoom will be utilized for client relationships, significantly reducing dropped calls.

📊 Operations and Reporting Updates: Phone systems are functioning well, with successful data retrieval and case management.

📢 Marketing and Campaign Plans: Campaigns for TikTok and Nevada YRTC launch are in preparation, with a weekend traffic strategy outlined.

Short Summary The T.I.P. Connect v2.1 meeting revolved around operational updates and strategic marketing initiatives. The team discussed light-hearted topics, including Crumble cookies and managing sweet consumption among members. A significant focus was placed on the New Hampshire client process, where Zoom will be used for client management, enhancing communication, and quickly resolving API issues, which led to a notable decrease in dropped calls from 600 to 150. Operational updates confirmed smooth phone system functionality, with improvements noted in case handling and missing data retrieval. Marketing strategies were outlined, including a weekend traffic plan, TikTok campaigns for Depo Provera, and preparations for the Nevada YRTC launch, emphasizing collaborative action items assigned to team members for enhanced operational efficiency and marketing outreach.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-03-10 11:24:46

Title: T.I.P. Connect v2.1 Date: Mon Mar 10 2025 12:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 24

Overview The Team Status Update and Planning Meeting, titled "T.I.P. Connect v2.1," covered several key topics including current traffic conditions and recruitment efforts as discussed by Vernon Evans and Alan Gill. The team reviewed policies related to hiring and background checks, with a short week noted due to upcoming travel. Auditing processes were introduced, focusing on newer employees, while the necessity for an online notary for New Hampshire filings was approved at a cost of $230. The discussion expanded to financial matters, including the establishment of a credit card tied to TIP and new campaign initiatives. Challenges with video game project criteria and data transfer issues were addressed, prompting considerations for a data reconciliation process. The meeting concluded with planning for adjusting the interview process and creating job postings, with action items assigned to specific team members to ensure follow-through on these topics.

Meeting Type Team Status Update and Planning Meeting

Action Items Vernon Evans

Meet with Nico to walk through filings (22:14)

Join call with Romance team if available (16:08)

Participate in meeting about department health update (21:33)

Alan Gill

Call Romance team (16:08)

Set up call to recap everything with team from damage cases (16:08)

Sort out data transfer issues with BG (19:27)

Send job description to Shannon for bullet point requirements (22:55)

Unassigned

Use TIP credit card for online notary service (15:06)

Start MIA internal project this weekend (15:09)

Develop and document random call selection process for auditing (12:45)

Shorthand Bullet 🚗 Traffic and Recruitment (02:46 - 04:23)

Vernon Evans discusses traffic situation

Alan Gill mentions credit card and tipping issues

Recruitment agencies contacted for job postings

💼 Hiring and Background Checks (04:23 - 10:52)

Discussion about hiring policy for TIP employees

Consideration of background checks for new hires

Alan Gill mentions short week due to San Diego trip

🔍 Auditing Process (11:35 - 14:33)

Team getting access to auditing tools

Focus on auditing newer employees

Random call selection process being developed

Importance of documenting the auditing procedure

Corporate compliance pressure discussed

📄 Notary Requirements (14:33 - 15:09)

Need for online notary for New Hampshire filing

Cost of $230 for online notary service approved

💳 Credit Card and Campaigns (15:09 - 17:40)

Discussion about getting a credit card tied to TIP

New campaigns mentioned, including noodle cup burn testing

Upcoming call with Romance team

Plans for damage cases campaign

🎮 Video Game Project and Data Issues (17:40 - 20:32)

Meeting with Julia about video game criteria

Data transfer issues between systems discussed

Problems with intake IDs and retainer documents

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2025-03-10 11:24:46

Consideration of data reconciliation process

👥 Meeting Plans and Job Posting (20:32 - 23:11)

Meeting with BG to adjust interview process for campaigns

Plans for department health update meeting

Discussion about job description and posting

Gist The meeting focused on updates regarding traffic conditions, recruitment efforts, and planning for new initiatives.

Bullet Gist 🚗 Traffic and Recruitment: Vernon Evans discussed current traffic conditions while Alan Gill highlighted recruitment agency efforts.

💼 Hiring and Background Checks: The team reviewed hiring policies and the importance of background checks for new hires.

🔍 Auditing Process: A new auditing process focusing on newer employees was introduced, with emphasis on documentation.

📄 Notary Requirements: Approval was given for an online notary service for New Hampshire filings at a cost of $230.

💳 Credit Card and Campaigns: Discussions included obtaining a credit card for TIP and launching new campaign initiatives.

Short Summary The Team Status Update and Planning Meeting, titled "T.I.P. Connect v2.1," addressed key topics including current traffic conditions and recruitment efforts led by Vernon Evans and Alan Gill. The team discussed hiring policies and background checks for new employees, noting a short week due to travel plans. An auditing process aimed at newer employees was introduced, emphasizing the importance of documenting procedures under corporate compliance pressure. The necessity for an online notary in New Hampshire was approved at a cost of $230. Financial discussions included establishing a credit card for TIP and launching new campaign initiatives, such as noodle cup burn testing. Challenges regarding video game project criteria and data transfer issues were reviewed, leading to considerations for a data reconciliation process. The meeting concluded with planning adjustments to the interview process and creating job postings, assigning action items to specific team members.

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2025-03-11 11:17:29

Title: T.I.P. Connect v2.1 Date: Tue Mar 11 2025 12:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 12

Overview The T.I.P. Connect v2.1 meeting focused on addressing issues related to service usage, contract management, and payment processes. Key discussions included the need to document increased service usage and the complications arising from past technical agreements made by a former employee, resulting in discrepancies in invoice payments. Attendees emphasized the importance of having a tech-savvy individual manage the contract instead of relying solely on the accounting department, amidst uncertainty about the current contract's validity and execution status. Action items were established to clarify the service request documentation, halt payments on distributed invoices, assign contract management responsibilities, investigate license cancellation options, locate the signed version of the contract, and contact Joe for further insights.

Meeting Type Problem-solving and information gathering meeting

Action Items Unassigned

Locate and review the service request form for increased usage (00:00)

Stop paying distributed invoices and address the issue with the service provider (00:45)

Identify the tech person responsible for managing the contract (01:45)

Investigate the possibility of canceling licenses before contract expiration (02:24)

Locate the signed version of the contract (02:30)

Contact Joe for more information about the contract (03:05)

Shorthand Bullet 📊 Service Usage and Documentation (00:00 - 01:30)

Increased service usage should be documented

Nick and David Kessler were copied on related emails

Some tech agreements were done by a former employee

Automatic advance payments set up on credit card

Instructions given not to pay distributed invoices

Previous invoices were small, but recent ones are larger

💼 Contract Management and Payments (01:30 - 02:24)

Someone should be managing the contract, not accounting

Tech person familiar with services should manage the contract

Uncertainty about who is best to provide more background

Cannot cancel licenses until contract expires

Alan wasn't present when the setup was implemented

Only a redline version of the contract is available

🔍 Contract Execution and Availability (02:24 - 03:10)

Uncertainty about signed version of the contract

Possibility that Tony Wood or Michael Burnett executed the contract

Alan doesn't have time to investigate further

Suggestion that Joe might be able to get more information

Gist The T.I.P. Connect v2.1 meeting aimed to address service usage, contract management, and payment process issues.

Bullet Gist 📊 Service Usage and Documentation: Increased service usage requires proper documentation to avoid discrepancies.

💼 Contract Management and Payments: A tech-savvy individual should oversee contract management instead of the accounting team.

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2025-03-11 11:17:29

🔍 Contract Execution and Availability: There is uncertainty regarding the signed version of the contract and its execution.

Short Summary The T.I.P. Connect v2.1 meeting focused on increasing service usage documentation, highlighting complications from technical agreements made by a former employee, which led to discrepancies in invoice payments. Attendees agreed on the necessity of having a tech-savvy individual manage the contract rather than relying solely on the accounting department, amidst concerns about the current contract's validity and execution. Action items included clarifying service request documentation, halting payments on distributed invoices, assigning contract management responsibilities, investigating license cancellation options, locating the signed version of the contract, and contacting Joe for further insights regarding the contract management situation.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-03-12 13:56:56

Title: Five9 TAM Call - Tort Intake Date: Wed Mar 12 2025 14:30:00 GMT-0400 (Eastern Daylight Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 23

Overview The Technical Implementation and Support Meeting focused on several key updates and action items regarding the Five9 TAM Call for Tort Intake. Key discussions included improvements to the IVR and skill routing, where a new rollover feature for call handling between teams was confirmed to be functioning well, along with a successful test of routing inbound calls to a secondary skill after a specified time. The group addressed an issue with blocking specific phone numbers in the IVR and the necessity to increase the maximum concurrent supervisor count, with Nick tasked to follow up with the account manager about a license upgrade. Additionally, the team explored API integration updates, such as changing the API key format and customizing caller ID options. Action items were assigned to team members to ensure these changes are implemented effectively.

Meeting Type Technical Implementation and Support Meeting

Action Items Nick

Contact Pete (account manager) about increasing supervisor license count (16:05)

Follow up with Pete regarding customizing caller ID for specific DIDs (20:45)

Anthony Soboleski

Communicate with Law Ruler about changing API key from phone number to Lead_id (17:26)

David Kessler

Test the new routing logic for inbound calls (11:16)

Remove test phone number from blocked list (14:56)

Romeo Agregado

Implement changes to IVR for inbound call routing (05:29)

Update blocked number functionality in IVR (14:15)

Shorthand Bullet 🔧 IVR and Skill Routing Updates (00:09 - 13:43)

Romeo confirmed data tables and inbound source are working well

David discussed new rollover feature for calls between teams

Romeo created a solution to route inbound calls to Inbound 2 skill after 15 seconds

Team tested the new routing logic successfully

Discussed method to revert changes if needed

📞 Call Blocking and Supervisor Count (13:43 - 19:09)

Fixed issue with blocking specific phone numbers in IVR

Discussed need to increase max concurrent supervisor count

Nick to contact Pete (account manager) about supervisor license upgrade

Addressed API integration for sending leads to Five9

🔄 API Integration and IVR Options (19:09 - 23:43)

Anthony to relay information about changing API key to Law Ruler

Discussed potential future IVR changes (press 1, 2, 3 options)

Explored caller ID customization options

Reviewed process for setting up agent groups for reporting

Romeo informed team about his upcoming absence

Gist The meeting focused on updates and action items regarding the Five9 TAM Call for Tort Intake, particularly IVR improvements and API integration.

Bullet Gist 🔧 IVR and Skill Routing Updates: Successful tests confirmed the new rollover feature for calls and routing to Inbound 2 after 15 seconds.

📞 Call Blocking and Supervisor Count: The issue with blocking phone numbers was fixed, and plans to increase max concurrent supervisors were discussed.

🔄 API Integration and IVR Options: Future IVR changes and API key modifications were addressed, with Anthony tasked to relay the information.

Short Summary

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-03-12 13:56:56

Key discussions during the meeting included significant updates on the IVR and skill routing for the Five9 TAM Call for Tort Intake. Romeo confirmed that the data tables and inbound source were functioning effectively, while David reported on a new rollover feature that allows for seamless call handling between teams. A successful test of the routing logic was conducted, routing inbound calls to the Inbound 2 skill after 15 seconds. Additionally, the team resolved an issue with blocking specific phone numbers in the IVR and discussed the need to increase the maximum concurrent supervisor count, with Nick assigned to follow up with the account manager about a license upgrade. The meeting also covered updates on API integration, including changes to the API key format and caller ID customization options, with action items assigned to ensure the effective implementation of these changes.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-03-12 18:30:09

Title: T.I.P. Connect v2.1 Date: Wed Mar 12 2025 19:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, fred@fireflies.ai Transcript: See full transcript Audio: Listen to audio Duration: 32

Overview The T.I.P. Connect v2.1 Operations and Performance Review Meeting highlighted key updates and performance metrics, with a notable achievement of reaching 36,000 dials in a single day while aiming to maintain a range of 30,000-35,000 daily. Participants addressed improvements in call routing, a decrease in abandoned calls, and the addition of new staff to the inbound team, alongside the introduction of milestone tracking for lead processing. Concerns regarding long hold times and IVR messaging were raised, prompting a commitment to set benchmarks and enhance caller ID practices. Positive trends in conversions from older leads were noted, along with the initiation of new campaign projects, including a budget-conscious Noodles cup campaign. The meeting wrapped up with administrative updates, including follow-ups on incorrect retainer agreements and PI invoices. Action items were assigned to Alan Gill and Cameron Rentch for further research and coordination on these matters.

Meeting Type Operations and Performance Review Meeting

Action Items Alan Gill

Send new designated number for TCPA fine print to Cameron (24:26)

Research cases with incorrect retainer agreements for Cameron (29:03)

Follow up with PI regarding detailed invoice information (30:00)

Cameron Rentch

Call Brian to discuss new process for PI invoices and reports (31:35)

Shorthand Bullet 📞 Dialer 5,9 Performance and Updates (07:29 - 16:22)

Achieved record 36,000 dials in a day

Goal to maintain 30,000-35,000 dials daily

Fixed inbound team-based routing

Abandoned calls decreasing

Considering adding staff to inbound team

New supervisor starting next week

Implementing milestone tracking for lead processing

Planning for efficient Friday and West Coast lead dialing

Exploring caller ID changes for specific campaigns

🔧 Call Center Improvements (16:22 - 24:04)

Discussing caller ID rotation to improve contact rates

Cameron raised concerns about long hold times and unclear IVR messages

Alan assured that proper messaging and hold time updates are in place

Investigating specific issues with hold times and call routing

Planning to set benchmarks for maximum hold times

📊 Campaign Updates and Lead Management (24:04 - 28:34)

Seeing improved conversions from older leads

Starting Noodles cup campaign with minimal spend

Awaiting green light for Nevada YRTC campaign

New test campaign for a specific school in Baltimore

📁 Administrative and Follow-ups (28:34 - 32:31)

Reviewing report from Napoli firm regarding incorrect retainer agreements

Alan to research specific cases for Cameron

Discussing proper documentation for PI invoices

Positive feedback from BSS meeting

Gist

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-03-12 18:30:09

The meeting aimed to review operations and performance metrics for T.I.P. Connect v2.1, highlighting key achievements and areas for improvement.

Bullet Gist 📞 Dialer Performance: Achieved a record 36,000 dials in a day, aiming for a consistent 30,000-35,000 range.

🔧 Call Center Improvements: Addressed concerns about long hold times and IVR clarity, with plans for benchmarks.

📊 Campaign Updates: Noted improved conversions from older leads and initiated new cost-effective campaigns.

📁 Administrative Follow-ups: Reviewed incorrect retainer agreements and discussed documentation for PI invoices.

Short Summary The T.I.P. Connect v2.1 Operations and Performance Review Meeting provided valuable insights into the organization's performance, achieving a record 36,000 dials in a single day while striving to maintain a daily range of 30,000-35,000. Participants discussed improvements in call routing and a decrease in abandoned calls, attributing these successes to the addition of new staff to the inbound team and the implementation of milestone tracking for lead processing. Concerns were raised regarding long hold times and IVR messaging, prompting commitments to establish benchmarks for hold times and enhance caller ID practices. Positive trends in conversions from older leads were noted, and new campaigns, including a budget-friendly Noodles cup initiative, were introduced. The meeting concluded with administrative updates and action items assigned to Alan Gill and Cameron Rentch for further follow-up on specific cases.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-03-13 13:16:04

Title: DL | SL Weekly Sync Date: Thu Mar 13 2025 13:30:00 GMT-0400 (Eastern Daylight Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 46

Overview The DL | SL Weekly Sync Meeting focused on enhancing operational efficiency through several key initiatives. Amanda presented a new spreadsheet aimed at reducing email clutter, which includes essential client request details and will be shared through OneDrive for streamlined communication with Alan's team. Document management improvements were discussed, featuring a revised ShareFile folder structure to organize attorney requests and ensure process consistency. Updates on PFS and SFC revealed no major issues, with discussions on specific client deficiencies and loss of consortium queries, indicating a need for additional consultation with Eli. Challenges in data collection, particularly around 'unknown' dates and children’s information, were addressed, leading to proposed standardization practices. Finally, the team highlighted new measures for client privacy, including an automation system for updates and a dedicated callback number. Action items were assigned to ensure implementation of these improvements.

Meeting Type Weekly Sync Meeting

Action Items Amanda Patterson

Share OneDrive spreadsheet with Alan's team (10:12)

Consult with Eli about additional loss of consortium questions (28:19)

Look into PFS deficiencies and get back to Sarah (32:42)

Implement automation for client updates (44:30)

Alan Gill

Provide team email addresses to Amanda for spreadsheet sharing (09:35)

Update folder structure in ShareFile (17:50)

Brief team on new folder system (21:10)

Update guidance on loss of consortium for agents (28:19)

Unassigned

Review and implement new process for handling children's information in PFS (39:58)

Decide on including phone number in client update automation (45:34)

Shorthand Bullet 📊 Spreadsheet Implementation (07:44 - 15:37)

Amanda creating spreadsheet to reduce email volume

Spreadsheet to be shared via OneDrive with work emails

Spreadsheet includes date requested, case number, client name, request details

Alan's team to manage agent interactions with spreadsheet

Info@theCelloLevitt email to be used for hair photos

🗂️ Document Management (15:37 - 25:33)

ShareFile to be used for document storage

New folder structure: 'Attorney folder request' for authorizations, hair photos, etc.

Updated SFC and PFS to be placed in general DL request folder

Consistency in process emphasized by Abe

Short notice requests discussed; team modifications made to address issues

📝 PFS and SFC Updates (25:34 - 33:30)

No major issues reported with SFC content

Loss of consortium guidance updated

Sexual relationships specifically asked about in interviews

Eli to be consulted about additional questions for loss of consortium

PFS deficiencies discussed for specific clients

🔍 Data Collection Challenges (33:33 - 41:55)

Discussion on handling 'unknown' dates in PFS

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2025-03-13 13:16:04

Importance of pushing for specific dates, especially for diagnoses

January as default month when exact date unknown

Clients reluctant to provide children's information

Suggestion to use 'Child 1, Child 2' format when full information not provided

👥 Client Privacy and Communication (41:55 - 46:21)

Handling of minor children's information in PFS

Discussion on collecting cancer history for family members

New automation system for client updates planned

New callback number implemented for client communication

Gist The meeting focused on enhancing operational efficiency through initiatives like improved document management and client communication.

Bullet Gist 📊 New Spreadsheet: Amanda's spreadsheet aims to reduce email clutter by detailing essential client requests.

📁 Document Management: A revised ShareFile folder structure will organize attorney requests for consistency.

🔍 Client Updates: No major issues in PFS and SFC, but specific client deficiencies require further consultation.

📅 Data Challenges: Standardization practices were proposed to address issues with data collection.

🔒 Client Privacy Measures: New automation for updates and a dedicated callback number were introduced to enhance privacy.

Short Summary The DL | SL Weekly Sync Meeting aimed to enhance operational efficiency by implementing key initiatives. Amanda introduced a new spreadsheet designed to reduce email clutter, detailing essential client requests, which will be shared via OneDrive to facilitate better communication with Alan's team. The discussion included improvements in document management, featuring a revised ShareFile folder structure that organizes attorney requests and maintains process consistency. Updates on PFS and SFC indicated no major issues, though specific client deficiencies and loss of consortium queries emerged, suggesting the need for further consultation with Eli. Challenges around data collection, particularly regarding 'unknown' dates and children's information, were addressed, leading to proposed standardization practices. Lastly, new measures for client privacy, such as an automated update system and a dedicated callback number, were highlighted to ensure enhanced client communication.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-03-13 18:24:00

Title: T.I.P. Connect v2.1 Date: Thu Mar 13 2025 19:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, fred@fireflies.ai Transcript: See full transcript Audio: Listen to audio Duration: 26

Overview During the T.I.P. Connect v2.1 Status Update and Strategy Discussion meeting, attendees began with casual greetings and a brief weather overview in Las Vegas, followed by an important update regarding the collaboration with Datavative, a third-party consultant. Alan highlighted a Slack communication about Cello and David's involvement, noting that Datavative requires details on processes from intake creation through data APIs, which Cameron will further discuss with Abe's team. The team then reviewed a recent influx of 10-11 new case intakes, focusing on a notable case related to a student at a birthday party. Brittany was tasked with generating a report on 'noodle cup' cases for quality assessment, while Cameron will address the high volume of cases with John and update Andy regarding adjustments to the VGA2 campaign criteria. Performance metrics showed that AC cases stood at 14%, with aims for improvement, while there was a positive trend in initial leads driven by spending adjustments. Notably, New Hampshire's first case is set to be filed through the online portal the following day. Action items were assigned to ensure ongoing progress and strategic alignment.

Meeting Type Status Update and Strategy Discussion

Action Items Cameron Rentch

Review and decide on information sharing with Datavative (15:09)

Speak with Abe and team about Datavative's request (15:09)

Talk to John about the high volume of cases (17:08)

Discuss with Andy about handling VGA2 campaign updates (19:27)

Brittany

Run a report on 'noodle cup' cases for quality assessment (17:32)

Unassigned

File first online portal case for New Hampshire (24:01)

Shorthand Bullet :partlysunnyrain: Weather and Greetings (13:03 - 13:49)

Brief discussion about weather in Vegas

Minimal rain, windy and chilly conditions

📊 Datavative Connection (13:49 - 16:44)

Alan mentioned Slack message about Cello and David maiden

Datavative, a third-party consultant, requesting processes from intake creation through data APIs

Cameron to speak with Abe and team about providing information

Additional NDA may be required if Datavative works as a third party

🧑‍🤝‍🧑 Case Intake Discussion (16:47 - 20:39)

Received 10-11 new cases

Discussion about a specific case involving a student at a birthday party

Cameron to talk with John about the high volume of cases

Brittany to run a report on 'noodle cup' cases for quality assessment

8-11 cases sent to the client for review

Request from Awko for update to VGA2 campaign criteria

📈 Performance and Updates (20:39 - 26:09)

AC cases at 14%, aiming to increase

Paraquat cases steady, with some Illinois heat treatment centers added

Increase in initial leads due to spend adjustment

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2025-03-13 18:24:00

New Hampshire's first case to be filed tomorrow through online portal

Gist The meeting focused on updates regarding collaboration with Datavative and case management strategies among team members.

Bullet Gist 🌟 Collaboration Update: Alan highlighted the need for collaboration with Datavative on process details.

📊 Case Intake Review: The team discussed a recent influx of new case intakes, focusing on a specific case.

📈 Performance Metrics: Performance showed AC cases at 14%, with positive trends in lead generation.

📝 Action Items Assigned: Brittany and Cameron received tasks to ensure strategic alignment and progress.

🚀 New Hampshire Case Filing: The first case from New Hampshire is set to be filed online the next day.

Short Summary During the T.I.P. Connect v2.1 Status Update and Strategy Discussion, attendees exchanged greetings and discussed the weather in Las Vegas before delving into significant updates. Alan mentioned a Slack communication about Cello and David's involvement with Datavative, emphasizing the need for detailed process information from intake creation to data APIs, which Cameron will discuss with Abe's team. The team reviewed an influx of 10-11 new case intakes, including a notable case involving a student at a birthday party. Brittany was assigned to generate a report on 'noodle cup' cases for quality assessment, while Cameron will handle the high volume of cases with John and inform Andy about adjustments to the VGA2 campaign criteria. Performance metrics indicated that AC cases were at 14%, with aims for improvement, alongside positive trends in initial leads due to spending adjustments. Notably, New Hampshire's first case is set to be filed through the online portal the following day.

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2025-03-14 16:17:10

Title: T.I.P. Connect v2.1 Date: Fri Mar 14 2025 17:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview The informal meeting titled "T.I.P. Connect v2.1" included a light-hearted discussion about the current weather conditions and its potential impact on upcoming events, lasting for the first two minutes. Following this, participants delved into more serious topics, specifically reviewing recent legal issues faced by the organization and strategizing on how to tackle these challenges. As a follow-up action item, John Doe was assigned to prepare a report summarizing the legal matters discussed during the meeting.

Meeting Type Informal

Action Items John Doe

Prepare a report on the recent legal matters discussed in the meeting (02:30)

Shorthand Bullet ☀️ Weather Discussion (00:00 - 02:00)

Participants discussed the current weather conditions.

Mentioned the impact of weather on upcoming events.

⚖️ Legal Matters (02:00 - 10:08)

Overview of recent legal issues faced by the organization.

Discussion on strategies to address these legal challenges.

Gist The meeting focused on discussing weather impacts on events and addressing recent legal challenges faced by the organization.

Bullet Gist ☀️ Weather Discussion: Participants lightheartedly discussed current weather conditions and their potential impact on upcoming events.

⚖️ Legal Matters: A review of recent legal issues faced by the organization led to strategizing on how to address these challenges.

📝 Action Item: John Doe was assigned to prepare a report summarizing the legal matters discussed in the meeting.

Short Summary The informal meeting titled "T.I.P. Connect v2.1" began with a light-hearted discussion about the weather and its potential impact on upcoming events, lasting for the initial two minutes. Following this casual opening, participants shifted focus to more pressing matters, specifically reviewing recent legal issues that have affected the organization. They engaged in a detailed discussion about the challenges posed by these legal matters and brainstormed strategic solutions to effectively address them. As a result of the meeting, John Doe was tasked with preparing a comprehensive report summarizing the legal matters discussed, ensuring that all participants are informed and equipped to tackle these challenges moving forward.

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2025-03-17 11:20:06

Title: T.I.P. Connect v2.1 Date: Mon Mar 17 2025 12:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 16

Overview The T.I.P. Connect v2.1 Team Status Update Meeting commenced with Vernon Evans, Alan Gill, and Cameron Rentch in attendance, with Tony expected to join shortly. Key topics included a request from Cameron for reporting on Axe campaigns, which Alan is to follow up on with Britney, and a discussion on improving PI invoicing and reporting processes, with Alan needing to approve any payments. Updates on the new privacy policy and cookie implementation were provided, with Alan tasked to check on progress. The meeting also covered the development of a formal call auditing process, which appears to be on track, and upcoming dialer updates, including training and setup for call rotations. Action items were assigned, notably for Alan to follow up on reports and policy progress, Cameron to handle PI invoicing communications, and Nicholas to connect with the team regarding unbilled time findings.

Meeting Type Team Status Update Meeting

Action Items Alan Gill

Follow up with Britney about sending the Axe campaigns report to Cameron (08:19)

Check and approve PI invoices before payment (09:37)

Follow up with the team on progress of implementing new privacy policy and terms (11:26)

Cameron Rentch

Send email about LA intelligence PI invoicing and copy Brian (09:09)

Schedule call with Jarrett, John Wright, Nick, and Tony about intake and call center items (15:03)

Nicholas Ward

Send a message to Cameron, Ryan, James, and Tony about findings on unbilled time (14:07)

Shorthand Bullet 🏢 Meeting Start and Attendees (03:26 - 07:37)

Vernon Evans and Alan Gill arrive at the meeting

Cameron Rentch joins and greets others

Tony expected to arrive soon

📊 Axe Campaigns and Reporting (07:37 - 09:01)

Cameron requests reporting on Axe campaigns with Losg and Levinson

Alan to follow up with Britney about sending the report

New Hampshire filing meeting scheduled for today

💼 PI Invoicing and Reporting (09:01 - 10:05)

Cameron to send email about LA intelligence PI invoicing

Need better reporting and reconciliation for PI invoices

Alan to give green light before payment

🔐 Privacy Policy and Website Updates (10:05 - 11:52)

New privacy policy and terms and conditions turned over to Mark, Mike, and Joe

Cookie pop-up already implemented on websites

Alan to follow up with team on progress

📞 Call Auditing and VSS Team (11:52 - 13:33)

Developing formal process for call auditing

Alan listened to some calls last week, all fine so far

VSS team and CSP Chrome team reported to be doing well

📈 Dialer Updates and Training (13:33 - 15:35)

Inbound piece cleaned up

Additional training done for Crump volume

Outbound ANI groups set up to rotate and keep numbers fresh

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2025-03-17 11:20:06

Upcoming call with Jarrett from Crump and John Wright about intake and call center items

Gist The meeting focused on updates regarding Axe campaigns, PI invoicing, privacy policies, call auditing processes, and dialer training.

Bullet Gist 🏢 Meeting Start and Attendees: Vernon Evans, Alan Gill, and Cameron Rentch attended, with Tony expected to join later.

📊 Axe Campaigns and Reporting: Cameron requested Axe campaign reports, which Alan will follow up on with Britney.

💼 PI Invoicing and Reporting: Cameron will email about PI invoicing, and Alan needs to approve payments.

🔐 Privacy Policy Updates: Updates on the new privacy policy were provided, with Alan to check on progress.

📞 Call Auditing and Dialer Training: A formal call auditing process is in development, and dialer training is being organized.

Short Summary The T.I.P. Connect v2.1 Team Status Update Meeting included Vernon Evans, Alan Gill, Cameron Rentch, and the anticipated arrival of Tony. Key points discussed were Cameron's request for reporting on Axe campaigns, which Alan will follow up on with Britney. Additionally, improvements to PI invoicing and reporting were emphasized, requiring Alan's approval before any payments. Updates on a new privacy policy and cookie implementation were shared, with Alan tasked to check on the progress. The development of a formal call auditing process is progressing well, and the VSS team reported satisfactory performance. Lastly, the meeting covered dialer updates, including training for call rotations and setup for incoming and outgoing calls, with an upcoming discussion scheduled with team members from Crump.

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2025-03-17 15:33:30

Title: Talk Time Minutes Review Date: Mon Mar 17 2025 16:00:00 GMT-0400 (Eastern Daylight Time) Participants: ryan@themedialab.agency, jturner@shield-legal.com, tony@shield-legal.com, nicholas@tortintakeprofessionals.com, rose@accountingdept.net, cameron@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 33

Overview In the Financial Review and Strategy Discussion meeting titled "Talk Time Minutes Review," the team focused on the processes and implications of talk time calculation, emphasizing the conversion from hours:minutes:seconds to billable minutes at a rate of $2 per minute using the Conex1 spreadsheet. Concerns were raised regarding potential discrepancies in talk time data, particularly between records for the 5-9 system and financials, prompting clarification on update processes. Accurate talk time for February was confirmed at 162,661 minutes, with plans to monitor March's data closely, where 76,000 minutes have already been logged. Action items assigned to team members included discussions on potential increases in billing due to talk time adjustments, a review of the billing policy, and possible expansions to what is included in billable time, while invoicing for February will proceed using the confirmed figures.

Meeting Type Financial Review and Strategy Discussion

Action Items Ryan Vaspra

Discuss potential talk time increases with Tony and Cameron (14:55)

Review billing policy if talk time significantly increases (18:31)

James Turner

Continue monitoring March talk time minutes in 5-9 system (29:05)

Investigate inclusion of secondary team calls in billing (31:16)

Nicholas Ward

Revisit billing strategy for BE performance calls (31:58)

Rose Fleming

Proceed with invoicing using the updated February talk time numbers (27:29)

Shorthand Bullet 📊 Talk Time Calculation Process (02:53 - 14:18)

Ryan explains the history of billing and talk time calculation

Conex1 horizontal outcome call time calculator spreadsheet is used

Talk time is converted from hours:minutes:seconds to minutes

Revenue is calculated at $2/minute

James raised concerns about potential discrepancies in talk time calculation

🔍 Data Accuracy and Billing Concerns (14:18 - 27:06)

Discussion on potential increase in billable minutes with new system

Concerns about client reactions to possible significant increases in talk time

James mentions discrepancy between 5-9 data and financial records

Ryan clarifies the update process and formula correction in the spreadsheet

Confirmed that 162,661 minutes for February is accurate

📈 Future Billing and Data Analysis (27:06 - 33:39)

Rose confirms the accuracy of talk time fees for February

Discussion on tracking March talk time minutes

James reports 76,000 talk time minutes so far in March for 5-9 system

Nick suggests including all call segments in billing, including IVR time

Team agrees to monitor March numbers closely for any significant changes

Gist The meeting focused on talk time calculations and billing processes, addressing discrepancies and future monitoring.

Bullet Gist 📊 Talk Time Calculation Process: Ryan explained the conversion of talk time into billable minutes using the Conex1 spreadsheet.

🔍 Data Accuracy and Billing Concerns: James raised concerns about discrepancies in talk time data between systems.

📈 Future Billing and Data Analysis: The team discussed tracking March's talk time, confirming 76,000 minutes logged so far.

Short Summary

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2025-03-17 15:33:30

The "Talk Time Minutes Review" meeting aimed to discuss the processes and implications of talk time calculations, utilizing the Conex1 spreadsheet to convert hours:minutes:seconds into billable minutes at a rate of $2 per minute. Concerns regarding discrepancies in talk time data, particularly between the 5-9 system and financial records, were highlighted, leading to clarifications on update processes. February's talk time was confirmed at 162,661 minutes, with 76,000 minutes recorded for March so far. Action items included reviewing billing policies and potential increases in billing due to talk time adjustments, with a consensus to closely monitor March's data and include all segments of calls, such as IVR time, in billing considerations.

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2025-03-18 12:06:32

Title: T.I.P. Connect v2.1 Date: Tue Mar 18 2025 12:30:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 32

Overview In the recent T.I.P. Connect v2.1 meeting, the team focused on reviewing pending tasks, including Alan's responsibilities to summarize fee agreements and address a missing retainer agreement, along with follow-ups on Dublin cases. Campaign updates highlighted successes in the Depot and hair relaxer campaigns, with plans for spending discussed by Cameron. Technical operational matters included Nicholas preparing to swap toll-free numbers and Nick McFadden's requests for licenses and equipment upgrades while collaborating on TikTok signals. Action items were assigned to team members, ensuring clarity on responsibilities moving forward.

Meeting Type Team Status Update and Strategy Meeting

Action Items Alan Gill

Review and summarize fee agreements highlighted in yellow (05:53)

Double-check with Brittany about missing retainer agreement (07:55)

Reach out to Brian and Jordan regarding Jessica Pride's Dublin cases (09:05)

Resend evening and weekend plan to Cameron (18:54)

Cameron Rentch

Provide plan spends for various campaigns (13:02)

Talk to Gomez about funding for instant soups campaign (14:21)

Review evening and weekend plan with Mark (19:02)

Nicholas Ward

Coordinate with Mark Hines to swap toll-free numbers on landing pages (20:26)

Nick McFadden

Resend PyCharm license request, including James Turner (26:35)

Discuss equipment needs (RAM upgrades, better computers) with Joe (27:26)

Continue working on TikTok signals with Faye (29:52)

Add new status for screener completed in TikTok tracking (30:28)

Shorthand Bullet 🔍 Review of Pending Tasks (00:18 - 15:02)

Alan to review and summarize fee agreements in yellow

Alan to check with Brittany about missing retainer agreement

Alan to follow up with Brian and Jordan regarding Jessica Pride's Dublin cases

Cameron working with John Becker on video gaming issues

Discussion on hiring and consistent numbers

📊 Campaign Updates and Strategies (15:04 - 25:06)

Cameron to provide plan spends for various campaigns

Push for Depot campaign with 35 leads and 1 signed yesterday

Strong performance in hair relaxer campaign

Fire foam campaign showing improvement over the weekend

Discussion on thyroid disease cases and PFAS opening

Alan to resend evening and weekend plan for review

🛠️ Technical and Operational Matters (25:06 - 32:29)

Nicholas: Ready to swap toll-free numbers on landing pages

Discussion on datavative meetings and information sharing concerns

Nick McFadden: Request for PyCharm licenses and RAM upgrades

Nick McFadden working on TikTok signals with Faye

Discussion on setting up new status for TikTok tracking

Gist The T.I.P. Connect v2.1 meeting focused on reviewing pending tasks and campaign updates while addressing technical operational matters.

Bullet Gist

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2025-03-18 12:06:32

🔍 Pending Tasks Review: Alan is set to summarize fee agreements and address missing documents.

📊 Campaign Successes: The Depot and hair relaxer campaigns showed strong performance, with plans for future spending.

🛠️ Technical Matters: Nicholas and Nick McFadden addressed toll-free number swaps and equipment upgrades.

🤝 Team Collaboration: Action items were assigned to ensure clarity on responsibilities.

💡 Future Strategies: The meeting set the stage for continued progress on various projects.

Short Summary In the recent T.I.P. Connect v2.1 meeting, the team reviewed several pending tasks, primarily focusing on Alan's responsibilities to summarize fee agreements and address a missing retainer agreement. Follow-ups on Dublin cases were also discussed, with Alan tasked to coordinate with Brittany, Brian, and Jordan. Campaign updates highlighted successes in the Depot and hair relaxer campaigns, where Cameron is preparing spending plans. Technical operational matters involved Nicholas's readiness to swap toll-free numbers and Nick McFadden's requests for licenses and equipment upgrades while collaborating on TikTok signals. Overall, the meeting ensured clarity on action items and responsibilities moving forward, fostering productive collaboration among team members.

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2025-03-18 18:14:36

Overview The VGA VSS Weekly Meeting focused on case updates and strategic planning. Key discussions included updates on the JDC case, specifically the status of the Josie Nelson case and communication challenges related to missing clients, with action items assigned to Alex and Ashley for follow-up on contact attempts. Julia announced a pause on new video gaming campaign intakes and stressed the need to address non-responsive cases, while also facilitating discussions on age-related case management strategies. Further, the meeting addressed data integration issues, with Alex tasked to compile contact attempt information and review cases for potential disengagement. Finally, there was a review of document naming conventions, with plans to separate the welcome letter from the contract package and enhance labeling consistency in the Smart Advocate system, tasks assigned to Alex and Julia. Overall, the meeting established clear action items to improve case management and strategic outreach efforts.

Meeting Type Status Update and Strategy Meeting

Action Items Alex

Send updated summary of contact attempts for Josie Nelson case (02:08)

Compile contact attempts information for video gaming cases (22:46)

Provide list of cases from June 2024 for review and potential disengagement (34:49)

Look into document naming inconsistencies in Smart Advocate (41:04)

Ashley

Share list of three MIA cases for detailed contact attempts (09:15)

Reach out to Levy for additional information on Haley Scherzer (13:07)

Finalize and share list of MIA clients to be disengaged (33:58)

Julia

Review June 2024 cases for potential disengagement (34:49)

John

Continue work on Smart Advocate integration (29:58)

Shorthand Bullet 🏥 JDC Case Updates (00:00 - 15:40)

Ashley inquired about updates on Josie Nelson case

Alex reported no contact with Josie Nelson since signing

Ashley requested detailed contact attempts for three MIA cases with approaching statutes

Alex to send updated summary of contact attempts

Ashley to share list of three cases for detailed contact attempts

Discussion on reaching out via social media for MIA clients

Update on dual sign client Haley Scherzer

Ashley to reach out to Levy for additional information on Haley Scherzer

Update on accessing new Levy system

Ashley provided litigation updates on Acadia, Sonora, Oasis, and Mingus cases

📊 Video Gaming Campaign Updates (15:41 - 28:55)

Julia announced pause on new video gaming campaign intakes

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2025-03-18 18:14:36

Discussion on addressing non-responsive cases and blown statutes

Alex to compile contact attempts information for video gaming cases

Julia suggested focusing on clients over 18 for VSS

Discussion on status labeling for declined cases due to age

John provided update on Smart Advocate integration progress

📞 Contact Attempts and Data Integration (28:56 - 35:05)

Discussion on methods to capture and share contact attempt data

Alex explained challenges with phone systems and Law Ruler integration

Julia suggested starting with oldest intakes and working month by month

Alex to provide list of cases from June 2024 for review and potential disengagement

📄 Welcome Letter and Document Naming (35:06 - 42:59)

Discussion on separating welcome letter from contract package

Julia requested labeling welcome letter as 'Welcome Letter - Potential Video Game'

Review of document naming conventions in Smart Advocate

Alex to look into document naming inconsistencies

Julia mentioned holding pattern on other issues (client portal, welcome video) until Smart Advocate resolution

Gist The VGA VSS Weekly Meeting focused on case updates and strategic planning to enhance outreach efforts and case management.

Bullet Gist 🏥 JDC Case Updates: Ashley inquired about the Josie Nelson case, with action items for detailed contact attempts.

📊 Video Gaming Campaign Updates: Julia announced a pause on new intakes, stressing focus on clients over 18.

📞 Data Integration Challenges: Alex explained issues with phone systems and proposed reviewing old intakes month by month.

📄 Document Naming Review: Plans to separate the welcome letter from contract packages were discussed for better clarity.

🔍 Action Items Assigned: Clear action items were established for Alex and Julia to enhance case management.

Short Summary The VGA VSS Weekly Meeting addressed various case updates and strategic planning initiatives. Key discussions included updates on the Josie Nelson case, where Ashley inquired about contact attempts and action items were assigned to Alex for follow-up. Julia announced a pause on new video gaming campaign intakes, emphasizing the need to focus on non-responsive cases and clients over 18. Data integration issues were also discussed, with Alex tasked to compile contact attempts to identify potential disengagements. Additionally, there was a review of document naming conventions, leading to plans for separating the welcome letter from the contract package and enhancing consistency in the Smart Advocate system, with tasks delegated to Alex and Julia.

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2025-03-19 13:54:31

Title: Five9 TAM Call - Tort Intake Date: Wed Mar 19 2025 14:30:00 GMT-0400 (Eastern Daylight Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 21

Overview The Five9 TAM Call on Tort Intake focused on essential technical support and strategic updates, with Nick absent and Christian leading the discussion. Key points included successful inbound source and number blocking functionalities, and a pending communication from CRM representative Brandon regarding a significant issue. The team reviewed number reputation management, analyzing spam marking and recommending the replacement of numbers with high spam rates. They discussed the mechanics of campaign ratios and how they are influenced by lead volumes, as well as the importance of agent wait times and enhancement of the IVR setup with voice messages at specific intervals. Action items were designated to team members, including checking the timing for number reputation updates, confirming remediation processes, and following up on critical CRM communications, to enhance overall efficiency and responsiveness.

Meeting Type Technical Support and Strategy Meeting

Action Items Romeo Agregado

Check when the weekly number reputation update occurs (02:28)

Confirm process for putting numbers into remediation (08:40)

Ask Eric about the Google Prompt tool for creating voice announcements (17:10)

Get answers about NRM questions and report back (21:10)

David Kessler

Follow up with Law Ruler Brandon regarding the key issue (01:22)

Discuss with Nick about implementing queue announcements and voicemail options (19:06)

Unassigned

Record voice messages for queue announcements (17:35)

Implement queue announcements and voicemail options in Five9 skills (20:46)

Shorthand Bullet 📞 Meeting Introduction and Updates (00:21 - 02:01)

Nick is out of office, Christian is present

Inbound source and number blocking are working

Waiting for communication from CRM (Law Ruler Brandon) regarding a key issue

📊 Number Reputation Management (02:01 - 08:03)

Weekly check for phone number reputation

Voice Insight section in admin console shows number health

Machine rejection rate indicates spam marking by carriers

Unwanted rejection rate shows when callers block or reject calls

Recommendation to switch out numbers with high spam rates

Process for remediation of spammed numbers to be confirmed

📈 Campaign Ratio Discussion (09:29 - 14:28)

Explanation of how campaign ratios work with different lead volumes

Default ratio set to 50 for all campaigns

Ratio effectiveness depends on lead availability and cooldown periods

⏱️ Wait Time and IVR Setup (14:28 - 21:30)

Wait time for agents in ready state explained

Discussion on implementing voice messages at 2, 5, and 10-minute intervals during queue

Instructions on setting up announcements and timeout options in Five9

Process for uploading and converting voice recordings explained

Gist The meeting focused on technical support updates and strategies for improving Tort Intake processes, led by Christian due to Nick's absence.

Bullet Gist 📞 Meeting Leadership: Christian led the discussion in Nick's absence, focusing on technical support and strategic updates.

📊 Number Reputation Management: The team analyzed spam marking and recommended replacing numbers with high spam rates.

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2025-03-19 13:54:31

📈 Campaign Ratio Insights: Campaign ratios were discussed, emphasizing their dependence on lead volumes and cooldown periods.

⏱️ IVR Enhancement: Voice messages will be implemented in the IVR setup at specified intervals to improve customer experience.

✅ Action Items: Team members were assigned to follow up on number reputation updates and CRM communications.

Short Summary Christian led the Five9 TAM Call on Tort Intake, discussing key technical support updates and strategies. The meeting highlighted successful functionalities in inbound source and number blocking, while awaiting a significant communication from CRM representative Brandon. Number reputation management was a focal point, where the team analyzed spam marking and suggested replacing high spam rate numbers. They elaborated on campaign ratios, explaining how they are influenced by lead volumes, with a default ratio set to 50. Additionally, the discussion included agent wait times and enhancing the IVR setup by implementing voice messages at intervals of 2, 5, and 10 minutes. Action items were assigned to team members for checking number reputation updates, confirming remediation processes, and following up on CRM communications to improve efficiency.

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2025-03-20 12:53:41

Title: Ideas call center Date: Thu Mar 20 2025 13:15:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@themedialab.agency, ticketing@fccsf.com Transcript: See full transcript Audio: Listen to audio Duration: 27

Overview The "Ideas Call Center" meeting focused on addressing performance issues related to call success rates, which have plateaued due to potential carrier problems and spam filters. Cameron highlighted the need for fresh phone numbers to improve conversions, and Nicholas suggested maintaining multiple anti-group swaps to optimize contact effectiveness. The team proposed implementing SMS marketing to combat low phone engagement, leveraging their TCPA compliant messaging capabilities, while also ensuring the process is automated to maintain efficiency. They agreed to pilot SMS campaigns for specific leads and prepare tailored messaging. Staffing challenges were discussed, with Cameron emphasizing the necessity of extending operational hours to maximize productivity; plans might include adjusting shifts or hiring additional staff. Action items were assigned to team members, focusing on number management, SMS testing, and staffing solutions to enhance overall performance.

Meeting Type Problem-solving and strategy discussion

Action Items Nicholas Ward

Work with Christian to implement anti-group swaps for refreshing phone numbers (13:53)

Send Joe the second anti-groups information (15:06)

Work with Alan on a plan for number migration and bulk messaging implementation (25:21)

Tony/Shield Legal

Meet with Christian and Sobo to implement number swaps (25:38)

Prepare sample SMS language for the Chowchilla and NEC campaigns for approval (25:38)

Work with David on number swapping strategy (26:50)

Christian

Swap anti groups to refresh outbound dialing numbers (13:27)

Help Joe run attestation tests on numbers (26:34)

Cameron Rentch

Review and approve SMS messaging samples (19:52)

Implement a staffing plan to extend hours past 2:30 PM if one isn't presented by Monday (23:50)

Joe

Conduct attestation tests with Christian to verify number status and appearance (26:28)

Shorthand Bullet 📞 Call Center Performance Issues (00:45 - 06:42)

Conversion rates have been flat for the last two days

Cameron believes carrier issues and spam filtering are affecting call success

Nicholas mentioned they set up different 'anti groups' of phone numbers last week that can be swapped

Duplicates in the system are causing problems - Tony finding many duplicate leads

Team registered numbers with Verizon, AT&T, and T-Mobile to prevent outright blocking

Nicholas suggested switching to fresh numbers which should improve contact rates

📱 SMS Marketing Proposal (06:42 - 15:31)

Cameron suggested implementing SMS marketing as people aren't answering phones due to spam concerns

Team now has proper TCPA consent language to legally text customers

Reading comments in leads, Cameron noted many people request 'text or email only'

Nicholas confirmed they have SMS capability through Law Ruler with a bank of numbers

Joe confirmed they need to ensure SMS implementation is done correctly to avoid compliance issues

Team has 400 numbers flagged by AT&T but no hard stops or blocks

🧪 Testing Strategy (15:31 - 22:52)

Team agreed to test SMS on smaller campaigns first - specifically Chowchilla (~70 leads) and NEC

Only leads created after January 25th (when consent language was updated) should receive SMS

SMS should be automated, not manually sent by intake agents

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2025-03-20 12:53:41

Team to create custom messaging that specifically mentions the campaign name

Tony will prepare sample SMS language for approval by end of day

Nicholas confirmed they have the infrastructure to implement this quickly

🕒 Staffing and Additional Issues (22:52 - 27:03)

Cameron raised concerns about staffing hours - currently only staffed until 2:30 PM

Missing 5-6 good working hours each day due to staffing limitations

Cameron plans to implement changes by Monday if no plan is received

May need to hire more staff or change shifts, even if it causes some turnover

Joe requested team perform attestation tests on numbers to check how they appear to recipients

Christian will help Joe run manual tests to verify number status

Gist The meeting aimed to address call center performance issues and explore SMS marketing to enhance engagement.

Bullet Gist 📞 Call Center Challenges: Conversion rates have plateaued due to carrier issues and spam filtering.

📱 SMS Marketing Strategy: Implementing SMS campaigns to engage leads who prefer text communication.

🧪 Testing Approach: Small pilot campaigns will be initiated to test SMS effectiveness.

🕒 Staffing Concerns: Current staffing limits operational hours, affecting productivity.

🔍 Action Items: Team assigned tasks for number management and SMS implementation.

Short Summary The "Ideas Call Center" meeting focused on identifying and resolving performance issues affecting call success rates, which have stagnated due to potential carrier problems and spam filters. Cameron emphasized the need for fresh phone numbers to improve conversion rates, while Nicholas suggested utilizing multiple anti-group swaps to enhance contact effectiveness. The team proposed the implementation of SMS marketing to counter low engagement levels, leveraging their TCPA-compliant messaging capabilities and ensuring that the process remains automated for efficiency. They agreed to pilot SMS campaigns targeting specific leads and create customized messaging. Staffing challenges were also discussed, with Cameron advocating for extended operational hours to boost productivity, including potential adjustments in shifts or hiring additional staff. Action items were assigned to team members focusing on number management, SMS testing, and staffing solutions to improve overall performance.

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2025-03-20 13:00:17

Title: DL | SL Weekly Sync Date: Thu Mar 20 2025 13:30:00 GMT-0400 (Eastern Daylight Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 22

Overview The DL | SL Weekly Sync meeting focused on key updates regarding the PFS Master Sheets and the new Deficiency Information Spreadsheet. Brittany confirmed that her team has completed entering data into the PFS master sheets and will send them to Amanda today, enabling attorneys to easily access PFS information. Amanda showcased a live spreadsheet that tracks deficiency information, automatically pulling client data and generating actionable instructions for Brittany’s team, with deadlines for responses included. The team outlined their workflow expectations, aiming to submit responses 10 days before deadlines, and discussed ongoing follow-ups with clients. Additionally, Brittany highlighted recent improvements in data handling by agents, while Amanda noted advances in AI for automatic deficiency identification. Action items were assigned to Brittany to provide necessary data and sheets, alongside tasks for Amanda and Martin related to spreadsheet finalization and compliance audits.

Meeting Type Status Update Meeting

Action Items Brittany Barnett

Send PFS master sheets to Amanda later today (00:43)

Create a table with numbers of Flatiron clients with completed SFCs and PFS (02:45)

Send over list of email addresses for spreadsheet sharing (19:57)

Submit the seven SFCs currently ready (21:26)

Amanda Patterson

Work with JP to finalize the live spreadsheet for deficiencies (19:39)

Ask JP to add the PID number from the report to the spreadsheet (13:53)

Confirm with JP that adding columns won't disrupt the spreadsheet automation (20:17)

Martin

Continue auditing agent submissions for compliance with deficiency standards (18:13)

Shorthand Bullet 📊 PFS Master Sheets Status Update (00:22 - 03:41)

Brittany reported that staff finished entering numbers into PFS master sheets and will send them to Amanda later today

Amanda explained these sheets will help attorneys immediately see if they have a PFS without needing to ask Brittany's team

JP needs case numbers to import data into Litify

Amanda requested specific numbers of Flatiron clients with completed SFCs and PFS

Brittany will create a quick table with these numbers and send it along with the PFS sheets

📋 Deficiency Information Spreadsheet (03:42 - 10:04)

Amanda demonstrated the live spreadsheet being created for deficiency information

Spreadsheet pulls data from MDL third-party portal showing which clients are substantially complete

New section lists all deficiencies from the system

System will automatically translate deficiency messages into actionable instructions for Brittany's team

Deficiency notices will automatically populate into the team's spreadsheet without requiring attorney review

Spreadsheet includes deadline dates for responding to deficiencies

Brittany requested having the date deficiencies were posted to track age of requests

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2025-03-20 13:00:17

⏱️ Workflow and Timeline Expectations (10:05 - 15:57)

Team aims to submit deficiency responses 10 days prior to deadline

Brittany's team should continue following up with clients even after deadlines pass

Spreadsheet will include attorney assignments with round-robin distribution for direct communication

Authorizations will be stored in ShareFile with appropriate naming conventions

Amanda requested using plaintiff identification (PID/BG) numbers in file naming when available

Amanda clarified it's acceptable if clients cannot remember certain information (like gynecological providers from 10 years ago)

🔄 Process Improvements and Future Plans (15:58 - 22:20)

Brittany's team has seen improvements in how agents handle forms based on audit feedback

Agents are providing more detailed information for addresses and facilities

Amanda noted AI is identifying deficiencies automatically, which explains the increased volume

The goal is to establish this spreadsheet system for all cases, not just this one

Brittany mentioned they have several SFCs ready to send over

Amanda's team has automated their process to handle larger volumes of submissions

Gist The meeting focused on updates regarding PFS Master Sheets and the new Deficiency Information Spreadsheet for improved workflow and data handling.

Bullet Gist 📊 PFS Master Sheets Update: Brittany's team completed data entry into PFS master sheets, set to be shared with Amanda.

📋 Deficiency Info Spreadsheet: Amanda demonstrated a live spreadsheet that automates deficiency tracking and generates actionable instructions.

⏱️ Workflow Expectations: The team aims to submit responses 10 days ahead of deadlines while following up with clients.

🔄 Process Improvements: Brittany's team has improved data handling, and AI assists in identifying deficiencies automatically.

📈 Future Plans: The goal is to implement this spreadsheet system across all cases, not just the current one.

Short Summary In the DL | SL Weekly Sync meeting, key updates were shared regarding the PFS Master Sheets and a new Deficiency Information Spreadsheet designed to streamline workflow. Brittany confirmed her team completed data entry into the PFS master sheets and planned to send them to Amanda, enhancing attorney access to PFS information. Amanda showcased a live spreadsheet tracking deficiency information, which automatically pulls client data and generates actionable instructions for Brittany's team, including response deadlines. The workflow expectations were outlined, with a goal to submit responses 10 days before deadlines while ensuring ongoing client follow-ups. Improvements in data handling by agents were highlighted, alongside Amanda's note on AI's role in automatic deficiency identification. Action items were assigned to Brittany for data provision and to Amanda and Martin for spreadsheet finalization and compliance audits.

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2025-03-21 17:00:37

Title: T.I.P. Connect v2.1 Date: Fri Mar 21 2025 17:30:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 30

Overview During the Operational Review Meeting titled "T.I.P. Connect v2.1," key discussions focused on call center performance and technical challenges, with Alan highlighting slow intake numbers and possible spam flagging issues affecting phone numbers. The team is investigating the situation and considering testing an alternative dialer to address the problem. SMS functionality is set to be implemented next week, prompting debates over message content, including whether to use caller ID instead of phone numbers. Updates on various case management efforts were provided, with Alan reporting progress on the Air Relaxer and Paraquat cases, and a meeting scheduled for next Wednesday to enhance quality control on New Hampshire DL cases. Action items were assigned, including plans for call center issues and SMS testing, with various team members tasked with follow-ups and updates.

Meeting Type Operational Review Meeting

Action Items Alan Gill

Develop a plan to address the call center issue by Monday (09:28)

Speak with Brandon about SMS implementation (10:31)

Set up SMS testing to start Monday/Tuesday (11:33)

Send Hair Relaxer and Paraquat updates to Abe by end of day (21:41)

Work on CPAP review over the weekend (22:24)

Call Cameron along with Shelly after the meeting (28:28)

Cameron Rentch

Send weekend spend information to Tony (28:48)

Set up call with Alan and Shelly after the meeting (28:48)

Team

Test if sending texts without phone numbers works starting Monday (11:11)

Attend meeting on Wednesday with Ego, Henry, and Vern to review New Hampshire case work (24:06)

Shorthand Bullet 📞 Call Center Performance and Technical Issues (05:57 - 12:33)

Alan reported slow intake numbers and possible spam blocking issues

Team is investigating if phone numbers are being marked as spam by carriers

Good performance with Paraguay cases yesterday, flat on other areas today

Alan considering testing Beachy dialer alongside 5-9 platform to diagnose issues

Alan believes system needs around 5,000 phone numbers to avoid spam flagging

Cameron inquired about SMS implementation status

📱 SMS Implementation Plans (11:11 - 15:52)

Team planning to implement SMS functionality starting Monday/Tuesday

Discussion about SMS message content and whether exact call numbers should be included

Cameron suggested including caller ID/display name instead of number

System will have agents monitoring for text message responses

Concern about CNOM (Caller ID Name) technology reliability on cellular networks

🔄 Case Management Updates (20:21 - 24:06)

Alan working through secondary interview data for multiple case types

Completed Air Relaxer case review and halfway through Paraquat cases

Alan will send updates on Hair Relaxer and Paraquat cases to Abe by end of day

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2025-03-21 17:00:37

Some cases were closed during previous meetings but status wasn't updated on Dicello's end

Many older cases either in opt-out process or unreachable

📋 New Hampshire Case Training and Tracking (23:24 - 28:24)

Team recently received training on New Hampshire DL cases

Meeting scheduled with Ego, Henry, Vern, and Cameron next Wednesday to review progress

Focus on quality control since submissions cannot be corrected once filed

Discussion about tracking progress via benchmark sheets or separate tracking

CPAP cases used 'census scheduled, census complete, census verified' terminology

Gist The operational review meeting focused on call center performance and technical challenges, aiming to enhance service delivery and case management.

Bullet Gist 📞 Call Center Performance: Alan reported slow intake numbers and possible spam issues affecting phone numbers.

📱 SMS Implementation: The team plans to implement SMS functionality next week, discussing message content and caller ID.

🔄 Case Management Updates: Alan is making progress on Air Relaxer and Paraquat cases, with updates to be sent to Abe.

📋 New Hampshire Training: A training session on New Hampshire DL cases was held, with a follow-up meeting scheduled for quality control.

⚙️ Action Items Assigned: Various team members were tasked with follow-ups on call center issues and SMS testing.

Short Summary During the operational review meeting titled 'T.I.P. Connect v2.1', key discussions revolved around call center performance, with Alan highlighting slow intake numbers and potential spam flagging issues impacting phone numbers. The team is actively investigating these issues and is considering testing an alternative dialer, the Beachy dialer, alongside the existing 5-9 platform to diagnose problems. Additionally, SMS functionality is scheduled for implementation next week, leading to debates over whether to use caller ID instead of phone numbers in the messaging content. Alan provided updates on various case management efforts, reporting progress on the Air Relaxer and Paraquat cases, and a meeting planned for the following Wednesday to improve quality control on New Hampshire DL cases. Action items were assigned for follow-ups on call center issues and SMS testing, with various team members tasked with progress updates.

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2025-03-25 15:43:33

Title: API & SMS Discussion Date: Tue Mar 25 2025 16:00:00 GMT-0400 (Eastern Daylight Time) Participants: nicholas@tortintakeprofessionals.com, anthony@tortintakeprofessionals.com, branden.brooks@lawruler.com Transcript: See full transcript Audio: Listen to audio Duration: 40

Overview The Technical Planning Meeting focused on the API and SMS implementation strategies, emphasizing ways to enhance contact rates through SMS messaging via Law Ruler and Five9. Nicholas proposed a new SMS framework, leading to discussions on the technical logistics of sending text messages through Twilio, including the necessity for opt-out language and engagement prompts to ensure compliance and customer interaction. The team evaluated workflow automation, noting that SMS integrations need to adhere to business hours and discussed solutions to improve notification management. Key technical challenges with Zapier's email automation were addressed by recommending webhook integration for faster data transmission. The meeting also covered the creation of custom document templates for attorney file transfers and ensuring data formatting is optimal for export. Action items were assigned to team members, including implementing webhooks, finalizing SMS plans, enhancing document templates, and discussing billing concerns related to SMS.

Meeting Type Technical Planning Meeting

Action Items Anthony Soboleski

Implement webhooks instead of email parsing for better performance (28:10)

Create custom document templates for attorney file transfers (33:38)

Format Excel templates with proper field structure, removing special characters (38:12)

Work with Nicholas to make decisions about SMS implementation (39:48)

Nicholas Ward

Discuss billing questions and reporting related to SMS implementation with Tony/James/Ryan (18:41)

Work with Anthony to finalize SMS implementation decisions (39:48)

Branden Brooks

Share feedback with product team about user groups and roles development (17:01)

Shorthand Bullet 📱 SMS Implementation Planning (00:01 - 11:47)

Nicholas proposed incorporating SMS differently to increase contact rates through Law Ruler

The team discussed sending SMS through the API path: Leadspedia → Law Ruler → Five9

Branden explained that the system only allows texting from one dedicated number through Twilio

Required opt-out language must be included in SMS messages even for first-time contacts

Branden recommended including engagement prompts (like 'Respond yes') to get client responses

Team discussed the importance of preventing Twilio/carrier flagging for SMS communications

Anthony asked about timing limitations for automations related to business hours

🔄 Workflow Automations (11:47 - 21:05)

Discussion about adding SMS to existing workflow automation

Branden explained web hooks trigger immediately regardless of hours, while automations respect business hours

The team discussed limitations around notification management in Law Ruler

Nicholas raised concerns about agents manually dialing leads before they're properly sent to Five9

Marked as read functionality can be enabled globally or per user to reduce notification alerts

Branden mentioned upcoming development of user groups and roles for better permissions management

Confirmed Anthony can make automation changes without Branden's assistance

🔌 Zapier Integration & Email Issues (21:05 - 30:45)

Anthony described issues with hidden fields not appearing in Zapier when using email automation

Branden identified the problem might be with Zapier's mail parser and special characters

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2025-03-25 15:43:33

Branden recommended using webhooks instead of email parsing for better performance

Webhooks provide instant transmission compared to 1-5 minute delay with email automation

Branden offered to demonstrate how to set up webhooks with Zapier

The process involves using 'Catch webhook' trigger and configuring body parameters

📄 Document Templates & Reporting (30:45 - 40:23)

Anthony asked about enhancing data exports when sending files to attorneys

Branden explained how to create custom document templates (Word, Excel, PDF)

Document templates can be triggered by status changes or manually generated

Team discussed how to format Excel templates with proper field structure

Branden shared documentation on template creation and implementation

Process includes using merge fields to populate data automatically

Final discussion about SMS workflow decisions and implementation next steps

Gist The meeting aimed to strategize API and SMS implementation to enhance contact rates using Law Ruler and Five9.

Bullet Gist 📱 SMS Messaging Framework: Nicholas proposed a new framework to enhance SMS messaging strategies.

🔗 Twilio Integration: Discussion emphasized the technical logistics of using Twilio for sending text messages.

⚙️ Workflow Automation: The team evaluated SMS integration aligned with business hours and notification management.

📄 Document Templates: Creation of custom templates for attorney file transfers was a key focus.

🚀 Webhook Implementation: Webhook integration was suggested to overcome challenges with Zapier's email automation.

Short Summary The Technical Planning Meeting concentrated on improving SMS messaging strategies via Law Ruler and Five9, focusing on a new SMS framework proposed by Nicholas. Discussions revolved around using Twilio for text messaging, highlighting the importance of opt-out language and engagement prompts to ensure compliance and foster customer interaction. The team also reviewed workflow automation, stressing that SMS integrations must align with business hours while seeking solutions to enhance notification management. Technical challenges related to Zapier's email automation were addressed, with a recommendation for webhook integration to accelerate data transmission. Additionally, the creation of custom document templates for attorney file transfers and optimal data formatting for export was discussed. Action items included implementing webhooks, finalizing SMS strategies, enhancing document templates, and addressing billing concerns related to SMS.

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2025-03-25 15:44:01

Title: API & SMS Discussion Date: Tue Mar 25 2025 16:01:10 GMT-0400 (Eastern Daylight Time) Participants: anthony@tortintakeprofessionals.com, branden.brooks@lawruler.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 40

Overview The Technical Implementation Discussion meeting focused on enhancing SMS functionalities and integrations within the Law Ruler and Five9 systems. Key topics included a proposal by Nicholas to improve SMS contact rates, which led to discussions on automated text messaging for new leads and the incorporation of opt-out options. The team addressed potential issues with Law Ruler notifications affecting lead management and considered restricting admin rights to prevent unauthorized changes. Additionally, Anthony outlined challenges with Zapier integrations due to custom fields, prompting Branden to recommend using webhooks for efficiency. The meeting also covered the need for improved data exports through document templates, with Branden providing guidance on their creation. Action items were assigned to team members, including refining SMS strategies, transitioning to webhooks, and developing clearer data export templates.

Meeting Type Technical Implementation Discussion

Action Items Anthony Soboleski

Discuss SMS implementation with Tony James and possibly Ryan to evaluate impact (19:12)

Create webhooks to replace email parsing in Zapier integrations (28:15)

Develop document templates for case data exports without special characters (35:53)

Restrict admin rights for users to prevent changes to global settings (12:42)

Nicholas Ward

Make decisions regarding SMS implementation and inform Branden (40:05)

Address billing questions and reporting concerns before implementing SMS (18:42)

Shorthand Bullet 📱 SMS Implementation Discussion (00:00 - 11:12)

Nicholas proposed incorporating SMS differently to increase contact rates

Team wants to send automated text messages through Law Ruler when leads are sent to Five9

Branden explained that the system only allows texting from one registered number

Text messages should include opt-out language, even for first messages

Branden suggested including prompts for client engagement (like 'Respond YES')

SMS automations work within business hours unless 'ignore snooze' is toggled

Web hooks for Five9 trigger immediately regardless of scheduling

🔄 Workflow & Notification Considerations (11:13 - 20:58)

Team wants to use SMS only for new leads initially (few hundred per day)

If clients respond with 'stop' or 'no,' they become DNC for outbound dialing

Nicholas raised concerns about Law Ruler notifications causing agents to manually dial leads prematurely

Branden suggested restricting admin rights to prevent users from changing global settings

Anthony asked about automation timing with the 'snooze' feature

Team confirmed they can build the SMS automation without Brandon's direct assistance

Lead data will still flow to Five9 even if text messages are delayed by business hours

🔌 Zapier Integration & Webhooks (20:58 - 31:39)

Anthony described issues with custom fields not being sent to Zapier through email parsing

Branden recommended switching from email parsing to webhooks for better performance

Demonstrated how to set up webhooks in Zapier as an alternative

Webhooks would be instantaneous compared to email which can take 1-5 minutes

Webhooks could reduce the number of Zaps needed, potentially saving money

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2025-03-25 15:44:01

Custom fields marked as 'invisible to client' were discussed regarding their transmission

📄 Document Templates & Data Export (31:39 - 40:26)

Anthony noted that exported Excel files weren't including custom case data

Branden explained how to create document templates for better data exports

Templates can be in Word, Excel, or PDF formats

When creating Excel templates, field names should be in one column and custom field IDs in another

Special characters should be avoided in template field IDs

Branden showed Anthony how to set up printed form layouts

Team discussed creating custom templates that can be triggered by status changes

Gist The meeting focused on enhancing SMS functionalities and integrations between Law Ruler and Five9 systems to improve lead management.

Bullet Gist 📱 SMS Implementation: Nicholas proposed automating SMS for new leads to enhance contact rates.

🔄 Workflow Improvements: The team discussed restricting admin rights to improve lead management and reduce premature dialing.

🔌 Integration Solutions: Branden recommended using webhooks for better performance over Zapier's email parsing.

📄 Data Export Enhancements: Branden provided guidance on creating effective document templates for data exports.

✅ Action Items: The team assigned tasks for refining SMS strategies and improving data export processes.

Short Summary The Technical Implementation Discussion aimed to enhance SMS functionalities and integrations within the Law Ruler and Five9 systems. Nicholas proposed improving SMS contact rates by automating text messages for new leads, with emphasis on including opt-out options and client engagement prompts. The team addressed issues with Law Ruler notifications that could lead to premature dialing of leads, suggesting restrictions on admin rights to prevent unauthorized changes. Anthony discussed challenges with Zapier integrations due to custom fields, leading Branden to recommend using webhooks for efficient data handling. Additionally, the need for improved data exports was highlighted, with Branden providing guidance on creating document templates in various formats. Action items included refining SMS strategies, transitioning to webhooks, and developing clearer data export templates.

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2025-03-26 13:57:43

Title: Five9 TAM Call - Tort Intake Date: Wed Mar 26 2025 14:30:00 GMT-0400 (Eastern Daylight Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 25

Overview The Technical Support and Issue Resolution Meeting focused on key challenges faced with the Five9 system, particularly regarding a CNAM request, disposition issues with manually dialed calls, phone number reputation management, and after-hours call handling. Action items were established, including follow-ups by Romeo with Peter Irving and Melissa on CNAM and number management queries, while a bug related to call variables in the 5.9 admin console was acknowledged, with a temporary workaround suggested. Disposition issues were highlighted, with specific test cases demonstrating settings failures that require further investigation by the support team. Additionally, concerns about negative marks on newly acquired phone numbers and accidental number spoofing were discussed. The meeting concluded with plans to address these issues promptly to ensure improved functionality and customer experience.

Meeting Type Technical Support and Issue Resolution Meeting

Action Items Romeo Agregado

Follow up with Peter Irving regarding CNAM request for Nick's phone numbers (02:25)

Follow up with Melissa on number reputation management questions (02:49)

Create support case for the disposition issue with manually dialed calls (19:27)

Add the new phone numbers with negative marks to Melissa's case (13:15)

Investigate any additional inbound campaigns not properly handling after-hours calls (24:34)

David Kessler

Report any additional inbound campaigns not properly routing after-hours calls (24:34)

Nick Ward

Monitor newly identified inbound campaigns for proper after-hours message handling (24:38)

Shorthand Bullet 📋 Action Items Follow-up (00:00 - 04:27)

Nick's CNAM request for phone numbers needs to be handled by Peter Irving

Melissa hasn't responded to David's number reputation management questions

Romeo will follow up with Peter and Melissa on these pending items

Bug found in 5.9 admin console related to call variables with predefined lists

Temporary workaround: use VCC Java app for call variable changes until fix deployment next month

🔄 Disposition Issue (04:28 - 13:12)

Issue identified: 'Apply to campaigns using this disposition' setting not working properly for manually dialed calls

David provided examples where leads marked with final dispositions still appearing in preview dial mode

Test case: phone number 442-822-7244 marked as 'Does not qualify' but called again hours later

Additional test cases provided: 410-259-2370 (with 'FINAL' disposition) and 229-898-9451 (with 'Does not qualify')

Romeo confirmed settings look correct but need support team investigation

📱 Phone Number Issues (13:13 - 19:40)

Newly purchased phone numbers showing negative marks on third-party services (Nomo Robo, Ice Hook, FCC)

Specific numbers discussed: 205-337-5xxx, 515-xxx-xxxx, 602-xxx-xxxx (flagged by FCC), and 904-xxx-xxxx

Nick reported discovery of an accidental number spoofing issue

One phone number in Annie group had incorrect digit (6 instead of 1), causing it to spoof another company

The problematic number was used over 5,900 times before being corrected

⏰ After-Hours Call Handling (19:41 - 24:57)

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Nick reported calls not properly receiving out-of-office message between 8pm-6am

Romeo checked and fixed the Inbound to Cello campaign settings

Other inbound campaigns (Inbound General, Direct From Customer) were confirmed to have correct settings

Romeo offered to investigate any additional campaigns with similar issues

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2025-03-27 13:01:02

Title: FW: 220330 - Ben Crump - Trial Lawyer for Justice - Training - Reports Date: Thu Mar 27 2025 13:00:00 GMT-0400 (Eastern Daylight Time) Participants: tilleea@smartadvocate.com, nicholas@tortintakeprofessionals.com, desiree@bencrump.com, julian@bencrump.com Transcript: See full transcript Audio: Listen to audio Duration: 57

Overview In the recent training session led by Tilleea, participants Julian and Nick from Ben Crump Law focused on navigating the reporting system and addressing initial access issues, such as a password reset for Nick. The training included demonstrations on report searching, filtering by various parameters, scheduling automated reports, and managing subscriptions to ensure efficient report access. Tilleea also discussed the use of custom fields, User Defined Fields (UDFs), and the advantages of sub-status options for case categorization. Action items were assigned, with Julian tasked to request a custom injury tier column, while Nick was advised to obtain admin permissions. Tilleea will follow up by sharing the meeting recording and registration details for the new support system.

Meeting Type Training Session

Action Items Julian

Submit request through the smiley face button for a custom injury tier column for Camp Lejeune cases (38:15)

Follow up with Nick offline about how to best implement the tier system using UDFs or sub-statuses (39:16)

Consider using sub-status fields for tier classification instead of custom UDFs (55:08)

Nick Ward

Have admin permissions updated to gain full access to dashboards (54:38)

Work with Julian to determine the best approach for implementing case tiers (39:16)

Tilleea

Send meeting recording to Julian and Nick (57:06)

Forward information on how to register for the new support system to the admins (39:39)

Shorthand Bullet 📊 Introduction and System Access (00:54 - 10:36)

Tilleea conducted a training session with Julian and Nick from Ben Crump Law

Nick experienced password issues and Tilleea reset his password to '1234' with an enforced password change

Julian confirmed he has admin access to the system, while Nick does not

Tilleea offered to share reporting credentials with Julian (as admin) who can then distribute to others

Credentials were sent to Julian's email for accessing reports

🔍 Report Basics and Navigation (10:36 - 21:43)

Tilleea demonstrated how to use report search functionality to find reports by keywords

Showed how to filter reports by various parameters including date ranges, staff, case types

Explained two date filtering options: specific date ranges or relative periods (days, months, quarters)

The system initially showed no settled cases when running a settlement report

Nick provided a test case number (2300239) to demonstrate report functionality

Julian noted some data inconsistency with settlement dates vs. opening dates

📈 Report Scheduling and Subscriptions (21:43 - 39:16)

Tilleea explained how to customize columns in reports to show relevant data

Demonstrated how to schedule and subscribe to automated reports

Reports can be delivered via email on daily, weekly, monthly, or yearly schedules

Users must configure all parameters again when setting up subscriptions

Showed how to manage subscriptions and modify reports later if needed

Explained Case Browse reports and how to save favorite filters for quick access

Demonstrated how to pin columns and reorganize report views

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🛠️ Custom Fields and UDFs (39:16 - 50:38)

Julian asked about adding custom columns for injury tiers in Camp Lejeune cases

Discussed the process for requesting new UDFs (User Defined Fields)

Explained multiple ways to submit feature requests: using the smiley face feedback button, submitting support tickets through the new system

Showed how to utilize existing UDFs in case browse and reports

Team had recently created a UDF for Camp Lejeune case tiers but hadn't implemented it yet

📑 Sub-Status Options and Advanced Features (50:38 - 57:39)

Tilleea demonstrated how to use sub-status fields as an alternative for ranking cases

Showed how to create custom sub-statuses under Admin > Status Setup

Explained that multiple sub-statuses can exist independently in a single case

Sub-statuses can trigger automated procedures or work plans

Julian learned sub-statuses could be used for tier classification instead of custom UDFs

Confirmed users can rename status types and add new ones as needed

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2025-03-27 13:04:36

Title: DL | SL Weekly Sync Date: Thu Mar 27 2025 13:30:00 GMT-0400 (Eastern Daylight Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 26

Overview The weekly sync meeting focused on the introduction of a new PFS Deficiency Reporting System that streamlines the process of transferring deficiency information into Litify, allowing for timely updates and improved case management. Amanda presented the system, which updates every morning and flags missing data, giving Shield Legal more time to address deficiencies that usually have a 30-day correction period. The team discussed workflow enhancements, including the need for comprehensive authorizations from all healthcare providers and the collection of complete addresses, even for those not explicitly requested. Amanda committed to sharing the PFS spreadsheet and relevant client status reports, while Brittany outlined her team's restructuring and agreed to facilitate improved communication and data sharing with Shield Legal. Action items were assigned to both parties to ensure effective follow-up and collaboration.

Meeting Type Status Update Meeting

Action Items Amanda Patterson

Share the PFS spreadsheet with Shield Legal for their input (10:04)

Send a list of all hair relaxer clients showing which cases are open, in litigation, rejected, or closed (18:16)

Add phone numbers to the client list being provided (19:02)

Send Aviel Dawkins' email address to Brittany (09:38)

Remove the incorrectly identified client from the Flatirons list (25:55)

Brittany

Send Shield Legal team members' email addresses to Amanda (15:54)

Send Jackie's (new supervisor) email address to Amanda (16:21)

Inform agents to collect complete addresses for all healthcare providers mentioned in PFS, even when not requested (23:16)

Use Google searches and client outreach to gather missing provider information for authorizations (23:37)

Identify and forward the name of the client incorrectly appearing on the Flatirons list (25:38)

Shorthand Bullet 📊 New PFS Deficiency Reporting System (02:21 - 13:20)

Amanda introduced a new system that automatically transfers PFS deficiency information from third-party reports directly to Litify, which then communicates with Shield Legal

The system creates a live spreadsheet (PFS shield legal request) that updates every morning at 6:30 AM Eastern time

Deficiencies are categorized by type (address history, authorizations, children info, employment history, etc.)

The system flags missing information before attorneys are aware, giving Shield Legal more time to address deficiencies

Deficiencies typically have a 30-day correction period

Brittany requested additional identifying information (phone number, email, or birthday) be added to help differentiate clients with similar names

🔄 Workflow and Information Sharing (13:21 - 20:44)

The team discussed how to handle issues with required authorizations

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Brittany mentioned that Shield Legal was previously instructed not to include authorizations for certain medical providers in their script

Amanda will share the spreadsheet with Shield Legal for their input on what fields they want added

Shield agreed to update the spreadsheet with contact attempts, success rates, notes, and any client issues

Brittany reported that her team has been reorganized, with a new supervisor (Jackie) handling non-flatirons cases

Shield Legal requested guidance on which clients to continue pursuing for PFS completion, as some cases may have been dismissed

Amanda agreed to provide a list of all hair relaxer clients showing which cases are open, in litigation, rejected, or closed

📝 Authorization Requirements and Next Steps (20:45 - 26:32)

Mitch confirmed that authorizations are needed for ALL healthcare providers listed in the PFS, even those previously considered non-qualifying

Shield Legal will now collect complete addresses for all healthcare providers, even when not explicitly requested in the PFS

For providers with incomplete information, Shield Legal will use Google searches and client outreach to gather missing details

The new reporting system may have some initial bugs that will need to be worked through

Amanda will share the PFS spreadsheet and provide a mass tort report showing all clients and their status

One client was identified as incorrectly appearing on the Flatirons list and will be removed

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2025-03-27 17:19:03

Title: JDC VSS Bi-weekly Meeting Date: Thu Mar 27 2025 18:00:00 GMT-0400 (Eastern Daylight Time) Participants: alan@tortintakeprofessionals.com, jgordon@meadowlawfirm.com, acrowell@meadowlawfirm.com, nicholas@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, eparra@burgsimpson.com, jabromovitz@burgsimpson.com, rdenning@burgsimpson.com Transcript: See full transcript Audio: Listen to audio Duration: 19

Overview The JDC VSS Bi-weekly Meeting facilitated key discussions around ongoing case management, client engagement, and process improvements. Ashley provided status updates, highlighting the successful completion of a Brown assessment for client Mingus and the importance of prioritizing cases at Acadia facilities. The team deliberated on extending the disengagement timeframe for certain clients and addressed technical issues causing delays in case transfers due to suspected API problems. A review of VGA cases led to strategic decisions on disengaging unresponsive clients and improving data input guidelines. Action items included prioritizing certain cases, creating contact spreadsheets for clients lacking interviews, and preparing necessary documents for upcoming filings. Team members, including Ashley and Julia, planned for upcoming conference participation in Vegas to share insights and strategies moving forward.

Meeting Type Status update and coordination meeting

Action Items Unassigned

Prioritize Acadia facilities (Sonora and Oasis) cases for a couple hours tomorrow (04:31)

Create and send spreadsheet with contact attempts for clients not completing secondary interviews (05:32)

Mark 20+ cases as needing no further document follow-up (13:47)

Follow up on outstanding suicide cases documentation, noting time sensitivity (12:27)

Send over tagged 20+ cases list to Julia (14:30)

Ashley Crowell

Review the list of clients with 90+ days without interviews for disengagement decision (05:58)

Talk with John regarding responsive contacts at Smart Advocate (09:14)

File amended complaint by Friday of next week (10:29)

File Acadia case by Monday (10:51)

Julia Gordon

Draft decline letter for Aiden Hurd case due to lapsed SOL (12:27)

Develop uniform approach for cases with blown statutes (13:27)

Shorthand Bullet 📊 Status Updates and Case Management (01:08 - 05:32)

Ashley noted Alex completed a Brown assessment for Mingus

TIP conducted an interview with a challenging Mingus client who was 'wonderful' once engaged

The client is assessed as Tier 1 with significant grooming case details

Ashley emphasized prioritizing completion of Acadia facilities cases (Sonora and Oasis)

Ashley requested a spreadsheet of communication attempts for clients not completing secondary interviews

Plan to disengage clients signed for over 90 days without completed interviews

🔄 Client Engagement and Technical Issues (05:32 - 10:52)

TIP requested extending disengagement timeline from 3 to 4-5 months

Ashley emphasized need to file cases and disengage unresponsive clients after diligent attempts

Discussion about Hawkins and Perez cases not transferring through the system

Suspected API issues where missing fields cause failures in data transmission

Ashley mentioned plans to file amended complaint by next Friday

Acadia filing planned for the following Monday

📝 VGA Case Reviews and Process Improvements (11:02 - 19:12)

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Smart Advocate integration discussed between Julia, John and Ashley

Three suicide cases reviewed - Aiden Hurd confirmed as decline due to lapsed SOL

Julia instructed team not to waste time on 20+ cases that will be disengaged or inventoried

Discussion about ongoing cleanup of cases - expectation that actively litigated cases will drop

Julia highlighted lessons learned for future campaigns including better intake criteria

Need for more specific data input guidelines, particularly around gamer tags

Julia and Ashley will be in Vegas next week for MTMP conference

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2025-03-28 16:11:16

Title: T.I.P. Connect v2.1 Date: Fri Mar 28 2025 17:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 10

Overview The Status Update Meeting for T.I.P. Connect v2.1 took place with attendance from Alan, Vernon, and Henri. Alan noted that Nick was seen in Shelly's office while he multitasked with an import wizard during the meeting. Henri provided an update on the New Hampshire project, confirming that documents had been sent for 4-5 individuals along with 2-3 narration samples, which received praise from Nico for their quality; Vernon pointed out that most of his narratives did not involve sex abuse cases, highlighting that the New Hampshire cases are predominantly physical abuse. Alan also discussed significant case processing changes, indicating a shift towards portal-based settlements where administrators will decide outcomes rather than judges. The meeting concluded with a brief chat about weekend plans before wrapping up around 2:10 PM.

Meeting Type Status Update Meeting

Shorthand Bullet 🗣️ Attendance and Check-in (00:01 - 02:45)

Alan, Vernon, and Henri were the only attendees present

Alan mentioned that Nick was seen in Shelly's office

Alan was multitasking, doing an import wizard during the meeting

📝 New Hampshire Project Update (02:50 - 05:06)

Henri reported sending documents for 4-5 people and 2-3 narration samples

Alan confirmed that Nico praised the quality of the narrations

Vernon mentioned most of his narratives had no sex abuse cases

Alan noted that New Hampshire cases are primarily physical abuse, unlike other states

⚖️ Case Processing Changes (05:06 - 06:01)

Alan shared that all states are moving toward portal-based settlements

Future settlements will be decided by administrators through portals rather than judges

Discussion about the terminology of 'award' versus 'reward' for settlements

🔄 Meeting Wrap-up (08:16 - 10:23)

Alan confirmed Tony hadn't arrived after checking

Brief discussion about weekend plans (Vernon: basketball, Henri: baseball)

Meeting ended at approximately 2:10 PM

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2025-04-01 11:26:29

Title: T.I.P. Connect v2.1 Date: Tue Apr 01 2025 12:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 28

Overview In the Status Update Meeting for T.I.P. Connect v2.1, the team discussed several crucial topics, beginning with SMS campaign testing and tracking, where Tony outlined the call tracking setup and Cameron suggested separating phone numbers by case type to enhance tracking efficiency. The necessity for improved phone number availability was emphasized to prevent blocking issues. The team also addressed lead management strategies, highlighting the need for meticulous tracking as lead counts are intentionally low until proper integrations with TransUnion, Law Ruler, and SMS are established. Performance issues with Law Ruler were reported, prompting a call for clearer communication and potential correlations with data sync schedules. Lastly, the disorganized invoice processing workflow was scrutinized, leading to an agreement on establishing a more structured process. Key action items included Tony working on phone number tracking improvements, Alan streamlining the invoice verification process, and Nicholas updating tracking metrics for SMS campaigns.

Meeting Type Status Update Meeting

Action Items Tony Jones

Work with Brandon to implement separate phone numbers for each case type for better tracking (09:25)

Contact Joe regarding Law Ruler performance issues (16:53)

Alan Gill

Contact Brian with Jordan regarding invoice processing workflow (25:11)

Clarify to Brian that invoices must be verified by Alan before being sent to Cameron (25:26)

Nicholas Ward

Add detailed SMS campaign tracking metrics to project list (13:44)

Shorthand Bullet 📱 SMS Campaign Testing & Tracking (07:09 - 13:44)

Tony explained the setup for tracking calls from SMS campaigns

Cameron suggested separating phone numbers by case type for better tracking

Tony agreed to work with Brandon on implementing a more broken-down approach

Tony mentioned Joe (TransUnion representative) is coming tonight to resolve number issues

Tony advocated for having more phone numbers to avoid being blocked

Nicholas clarified that different caller IDs with location information will be displayed

📊 Lead Management Strategy (13:44 - 16:53)

Cameron emphasized the need for detailed tracking of SMS campaigns to conversion

Cameron confirmed lead counts are intentionally down until systems are stabilized

Team needs to ensure TransUnion integration, Law Ruler, and SMS are properly set up before scaling

Cameron noted a Nevada sign-up and asked about which facility it came from

Tony confirmed it was from Seven Hills Behavioral Hospital (mental health facility)

🖥️ Law Ruler Performance Issues (16:53 - 24:09)

Tony reported ongoing intermittent performance issues with Law Ruler

Nicholas mentioned never receiving a postmortem summary about the recent 'enhancement'

Tony sent an email about the current issues, adding Cameron to the thread

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Nicholas suggested performance issues may be related to scheduled data syncs/reporting

Team discussed case activity improvements for Illinois (32 out of 6) and other locations

💼 Invoice Processing Workflow (24:10 - 28:05)

Cameron requested Alan's help with invoice processing from Brian (investigator)

Alan agreed to contact Brian and establish a proper workflow

Cameron instructed Alan to tell Brian that invoices must be verified by Alan first

Invoicing process was described as disorganized with invoices being sent to wrong people

Team agreed to fine-tune the invoicing process

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2025-04-02 13:57:37

Title: Five9 TAM Call - Tort Intake Date: Wed Apr 02 2025 14:30:00 GMT-0400 (Eastern Daylight Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 24

Overview The Technical Support and Configuration Meeting, focused on the Five9 TAM Call for Tort Intake, covered several crucial updates and action items. Key housekeeping notes included the introduction of Patrick as a senior TAM shadowing Romeo and the April service update scheduled for the 19th, which primarily addresses bug fixes, alongside the introduction of a new feature allowing agents to disable keyboard shortcuts. The team discussed action items from the previous week, including follow-ups on CNAM inquiries and NRM queries. A significant concern was the high abandonment rate of inbound calls during the IVR process, leading to proposed modifications to streamline call flows by bypassing greetings for return calls. Additionally, discrepancies in agent call reports were identified, prompting a potential reevaluation of the data strategy for KPI tracking. Action items were assigned to team members, including ensuring communication on NRM queries and training staff on the new IVR system before implementation.

Meeting Type Technical Support and Configuration Meeting

Action Items Romeo Agregado

Follow up to ensure Mel reaches out to the team regarding NRM queries (06:33)

Look further into reporting discrepancies for Christian (24:27)

Christian

Follow up with Mel regarding NRM queries (06:31)

Restructure reporting strategy based on new understanding of call log limitations (22:31)

David Kessler

Train agents on the new IVR flow before implementation (10:28)

Save previous IVR version before implementing changes (14:45)

Shorthand Bullet 🔄 Housekeeping Updates (02:30 - 04:31)

Patrick introduced as a senior TAM shadowing Romeo

April service update scheduled for April 19th, mostly bug fixes

New feature: agents can now disable keyboard shortcuts in BCC agent

March peak report showed 111 agent seats used out of 140 (79-80% usage)

Highest usage recorded on March 11th

📞 Action Items from Last Week (04:31 - 06:33)

Romeo followed up with Peter regarding CNAM inquiry and costs

Nick confirmed receiving the information but noted other priorities first

NRM query follow-up was pending; Mel had committed to reach out to the team

Romeo gathered information about numbers being marked as spam

NRM doesn't support third-party apps like Robo Killer, nomorobo, and Google Fi

🔧 IVR Configuration Changes (06:44 - 14:20)

Over half of inbound calls are abandoning during the IVR

David proposed modifying the IVR to remove greeting/QA message for return calls

Created a duplicate IVR flow named with current date (4/2 Main Inbound)

Restructured the call flow to check if call is inbound:

If inbound skill: route directly to queue without greetings

If direct from customer skill: keep existing greeting and QA message flow

Noted that outward-facing ads like storm damage and new wildfire campaigns will also bypass greetings

📊 Reporting Discrepancy Issue (15:13 - 24:49)

Christian identified inconsistencies between reports for agent call data

Some agents appearing in one report but missing from another

Romeo explained that call log reports only show the last agent who handled a call

If an agent transfers a call, it no longer appears in their call log

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2025-04-02 13:57:37

Team may need to restrategize how they pull data for KPI tracking

Romeo offered to investigate further if needed

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2025-04-07 11:30:57

Title: T.I.P. Connect v2.1 Date: Mon Apr 07 2025 12:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 20

Overview In the weekly Status Update meeting for T.I.P. Connect v2.1, key updates were provided by various team members on ongoing projects and resource planning. Nicholas discussed plans for enhanced inbound and forecasting reporting, aiming to integrate data from Law Ruler, Five Nine, and Callosity to improve decision-making for staffing needs. He communicated the need to reclaim James' time for operational tasks. Alan reported on the progress of the medical records team in relation to the Camp Lejeune deadline and emphasized the urgent hiring of four new team members. Challenges with the ACT client were addressed, including concerns about their capability to take over secondary interviews and technical issues with Daryl’s document uploads to Net Docs. Notable action items were assigned to Nicholas, Cameron, and Alan to address hiring, client communication, and follow-ups on pending issues.

Meeting Type Status update meeting

Action Items Nicholas Ward

Communicate directly to Ryan about James' time allocation for operational initiatives (04:13)

Set up a lineup with Brittany for Flatirons positions and share with Cameron (10:08)

Talk to Shelley about Flatirons job descriptions before Wednesday's meeting (10:08)

Cameron Rentch

Message Joe about setting up cubicles in Elise's area (05:53)

Schedule a meeting with Alan and Relicia regarding ACT client issues (12:39)

Talk to Danny about secondary interview concerns (13:34)

Alan Gill

Follow up with Bianca regarding the pride thing and update sheet (07:19)

Inform Relicia about potential upcoming call with Cameron (13:34)

Check with Brittany about the missing daily medical record tracking email (19:45)

Shorthand Bullet 🗓️ Weekly Updates and Planning (00:04 - 11:07)

Nicholas outlined plans for inbound and forecasting reporting that would combine Law Ruler, Five Nine, and Callosity data

Nicholas mentioned the goal is to provide better decision-making data for staffing and resource allocation

Nick will communicate to Ryan about reclaiming James' time for operational initiatives

Alan reported on medical records team progress and their focus on Camp Lejeune June deadline

Cameron arranged for cubicles to be set up in Elise's area to support hiring needs

Alan mentioned needing to hire four people immediately for the team

Nicholas brought up Flatirons positions, with Cameron noting there are 5-6 candidates for the engineering/dev team positions

📋 Client Projects and Challenges (11:09 - 20:04)

Issues raised regarding ACT client - Danny wants to pause secondary interviews and have their team handle them

Cameron expressed concern about disrupting workflow with ACT and will discuss with Danny

Alan noted they handle approximately 350 Chowchilla cases and receive about 10 per week

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Alan and Tony highlighted that they do significant unbilled work for ACT client

Alan expressed concerns about ACT's team capabilities to take over interviews, noting their paralegals lack social work background

Discussion about technical issues with Daryl's information not uploading correctly to Net Docs

Abe is working on addressing NARA issues that now require ID ME login

Tony requested follow-up on the daily medical record tracking email that's not being received

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2025-04-07 11:31:01

Title: T.I.P. Connect v2.1 Date: Mon Apr 07 2025 12:08:56 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 19

Overview In the T.I.P. Connect v2.1 Status Update Meeting, key discussions focused on operational updates, medical records team initiatives, hiring processes, client concerns, and ongoing communication strategies. Nicholas addressed previous issues with Law Ruler and outlined inbound/outbound forecasting plans, prioritizing inbound metrics for staffing decisions. Alan highlighted the launch of a new bonus program for the medical records team, emphasized the need for immediate hiring, and requested cubicle setups for new hires. The team reviewed the hiring process for Flatirons positions and identified candidates for engineering roles. Concerns were raised regarding ACT's decision to pause secondary interviews, prompting discussions on workload adjustments and quality issues with client intakes. Cameron committed to following up on client communication and scheduling meetings to address ACT-related concerns. Action items were assigned to Nicholas, Cameron, and Alan to ensure progress on these topics moving forward.

Meeting Type Status Update Meeting

Action Items Nicholas Ward

Communicate directly to Ryan about James' time allocation for operations initiatives (04:19)

Set up a candidate lineup with Brittany for Flatirons positions and share with Cameron (10:03)

Cameron Rentch

Schedule a meeting with Alan and Relisha regarding ACT client concerns (12:15)

Talk to Danny about ACT's decision to pause secondary interviews (12:46)

Follow up with team after Danny call to discuss next steps (18:51)

Alan Gill

Get updates from Bianca regarding 'the pride thing' and update Cameron (07:27)

Shorthand Bullet 📊 Operations Updates and Inbound/Outbound Forecasting (00:00 - 04:50)

Nicholas reported on Law Ruler issues from previous week

Nicholas, James, and Edward mapped out inbound/outbound forecasting plans

The team decided to tackle inbound metrics first to help with staffing decisions

Nicholas requested James' time for operations initiatives after financials were completed

Cameron advised Nicholas to communicate directly with Ryan about resource allocation

👥 Medical Records Team Updates (04:51 - 07:15)

Alan reported that the medical records team had a 5:45 AM kickoff of a new bonus program

Camp Lejeune cases are a priority with a June deadline for medical records

Alan requested cubicles to be set up in Elise's area for new hires

Alan mentioned they need to hire four people immediately

Cameron messaged Joe to arrange the cubicle setup

🔍 Flatirons Hiring Process (08:13 - 11:00)

Nicholas inquired about Flatirons positions postings

Currently 5-6 candidates in the pool for the engineering/dev team positions

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Cameron emphasized a specific hiring process for Flatirons positions: 1. Team initial candidate selection 2. Cameron needs to interview final candidates 3. Flatirons representatives must also speak with candidates

Nicholas agreed to set up a lineup with Brittany and share with Cameron

⚠️ ACT Client Concerns (11:15 - 16:45)

Cameron raised concerns about Danny (from ACT) wanting to pause secondary interviews

If ACT pulls back, team will need to pivot Relisha and others to different tasks

Tony mentioned they do significant unbilled work for ACT

Alan detailed extra work done for Chowchilla cases (redoing plaintiff fact sheets)

Alan expressed concerns about ACT's paralegals taking over specialized interviews

Team discussed receiving approximately 10 Chowchilla cases per week

Alan noted the poor quality of intakes coming from ACT

🔄 Client Communication (16:45 - 19:04)

Tony mentioned that other clients (Flat Irons and Bailey Glasser) are 'tickled pink' with their work

Cameron decided to immediately contact Danny to discuss concerns

Alan raised an issue regarding Daryl's information not uploading correctly to Net Docs in Litify

Cameron received a call from Danny and ended the meeting to take it

Cameron mentioned he would follow up and include Tony in future discussions with Danny

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2025-04-08 14:06:28

Title: TIP BI Next Steps & Billable SQL discussion Date: Tue Apr 08 2025 13:47:56 GMT-0400 (Eastern Daylight Time) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 73

Overview The Technical Planning and Requirements Gathering meeting focused on key advancements for the TIP BI project, specifically addressing the next steps regarding the cross-reference table for Law Ruler data, financial table requirements, and the new financial system structure. Key discussions included the creation of a comprehensive financial log table to track various billable items and the need to accurately allocate operating expenses across billable leads. James outlined implementation strategies for differentiating billable leads and the importance of ensuring data integrity, given recent changes to status definitions. The meeting concluded with concrete action items for team members, highlighting efforts to validate new systems against old records and streamline processes to eliminate manual spreadsheet reliance, aiming for a robust automated dashboard solution moving forward.

Meeting Type Technical Planning and Requirements Gathering

Action Items James Turner

Create a new financial log table that includes all billable leads (not just retainers) (14:36)

Join operating expenses data to the new table and allocate costs across billable leads (14:36)

Update the billable logic to include secondary leads using 'earliest to status is billable' as the effective date (37:05)

Build test processes to verify data accuracy between old and new systems (52:15)

Split the tables to optimize performance - one with operating expenses, one with billable leads (44:01)

Edward Weber

Validate new financial log data against old financial log and Law Ruler reports (51:52)

Identify when Alan's status definition changes occurred to update historical records (01:00:56)

Update the lambda in AWS to account for status changes (01:01:52)

Nicholas Ward

Schedule meeting with Alan, Edward, and Melissa to clarify status definitions (01:00:42)

Help ensure James has all the information needed to implement changes correctly (22:13)

Ryan Vaspra

Review the final implementation with James, Edward, and Zeke (24:51)

Work with team to merge historical data with new system (27:26)

Shorthand Bullet 🔄 Cross Reference Table for Law Ruler Data (00:00 - 08:36)

James has created a cross-reference table combining Law Ruler raw data, Hayes type pricing and status rates

Case type pricing loads raw data from Law Ruler every 5 minutes, managed by Melissa Phillips

Melissa adds prices, points, commissions, and line item costs at the lead level

Talk time rates and flat fees are discussed as special cases

Commission schedules need to be labeled as 'non-aggregated payroll expenses' - excluding agent commission rates but including bonuses

Commission process is managed by Melissa who updates these items weekly or as needed

📊 Financial Table Requirements (08:36 - 18:10)

James needs to add columns to his billable table that matches across to Shield for reconciliation

Operating expenses need to be allocated per billable lead by dividing the total expense by the number of billable leads

New table needed: 'tipfinanciallog_details' to include all billable items (retainers, post-retainers, case reviews)

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Ryan wants all operating expenses distributed across the total number of billable leads for the month

Current implementation only covers retainers, not other statuses

Need to include all billable leads, including case reviews

🧩 Data Structure and Processing (18:10 - 23:29)

Discussion about handling secondary leads and clarifying what is billable

James clarified his methodology - for retainers using earliest E-sign date, secondary campaigns need different handling

Nick Ward emphasized importance of keeping James focused on specific tasks

Ryan suggested consulting with Melissa or the TIP team directly for reconciliation questions

Military records considered 'post' service type, not retainers

📈 New Financial System Structure (23:29 - 39:12)

New system will track revenue, line item expenses, commissions, profit/loss, and operating expenses per billable item

James needs to include all billable leads (retainer, post-retainer, case reviews)

Different service types discussed (post-retainer services include plaintiff fact sheets, medical records, victim support)

Specialized services are charged individually

Current dashboard includes military records which are secondary campaigns

James confirmed his new financials implementation is correctly excluding secondary campaigns

🛠️ Implementation Strategy (39:14 - 49:47)

James plans to track leads by identifying their billable status based on service type

For retainers: use earliest E-sign date

For non-retainers: use earliest status that is billable according to IO status rate table

Discussed dividing the tables to optimize performance - one with operating expenses, one with leads

Ryan emphasized putting business logic in SQL rather than Looker to avoid complications

Should create a separate 'BItipfinanciallogdetails' table with all the billable data

⚠️ Testing and Data Validation (49:47 - 01:00:55)

James estimated 2.5 weeks to implement and test the changes

Edward should help with validation by comparing the new and old systems

Edward raised concerns about inconsistencies in how secondary interview status is calculated

Ryan discovered Alan had changed status definitions without informing the team - a recurring issue

Alan changed 'secondary interview complete' to be the only billable status, breaking the established rules

Need to update both the new system and the lambda for the old system to reflect these changes

🔍 Business Rules and Next Steps (01:00:56 - 01:13:40)

Edward highlighted issues with VSS monthly reports and status discrepancies

Need to establish when status changes were implemented to properly update systems

Nick Ward will schedule a meeting with Alan to address the status change issues

Ryan emphasized that Law Ruler data accuracy is critical to solving reconciliation problems

Future goal: eliminate manual spreadsheets by creating automated dashboards

Looker Enterprise will eventually allow scheduled data delivery in various formats (PDF, CSV, etc.)

Final step will be merging historical data with the new system without recompiling all financials

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2025-04-09 13:51:24

Title: Five9 TAM Call - Tort Intake Date: Wed Apr 09 2025 14:30:00 GMT-0400 (Eastern Daylight Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 19

Overview The Technical Support and Planning Meeting, focusing on the Five9 TAM Call for Tort Intake, covered several key topics, including pre-deployment software updates, geographic redundancy testing, and dial attempt maximums. Romeo clarified that users with pre-release software would not receive additional prompts, while David committed to confirming this information with the IT team. The meeting highlighted scheduled geographic redundancy testing from May 2-4, where the domain will shift between data centers to ensure call continuity; agents may experience brief disconnections during this process. Discussions also addressed the 127 dial maximum issue, with potential solutions offered for managing dial attempts. Action items were assigned to team members to ensure clear communication and follow-ups on these topics.

Meeting Type Technical Support and Planning Meeting

Action Items David Kessler

Send internal message to confirm IT team saw the email about pre-release software updates (05:00)

Discuss with Nick about the dial attempts counter reset options (18:15)

Nick

Follow up with Brandon regarding the Five9 key link/attachment (05:32)

Review options for handling the 127 dial maximum issue (18:15)

All Team Members

Be aware of the scheduled Geographic Redundancy Testing on May 2-4 (06:28)

Prepare agents for possible disconnections during MGR testing (11:21)

Shorthand Bullet 🔄 Meeting Start and Pre-deployment Software Update (02:34 - 05:14)

David and Romeo waited a few minutes for another participant before starting

Romeo discussed pre-deployment software updates

IT department had questioned if users would be prompted to update again in May

Romeo confirmed that if pre-release version is installed, there would be no further prompts

David will send an internal message to ensure the answer was received

📱 Sent to Five9 Key Discussion (05:14 - 05:47)

Brandon hadn't received a link that Romeo sent

Romeo had sent an attachment afterward

Nick was following up on impressions

David noted Brandon was at a conference/vacation

Team is waiting on Brandon's response

🌐 Geographic Redundancy Testing (06:04 - 11:43)

Testing scheduled for May 2-4

Test involves moving domain from primary data center (Santa Clara) to alternate data center (Atlanta)

Purpose is to ensure continuity of customer production without dropping connected calls

When MGR is initiated, timers start (15, 30, or 60 minutes)

New incoming calls are directed to backup data center

Agents handling calls in primary data center remain there until queue is cleared or timer expires

Agents will see notification timer on their screens indicating restart time

On May 2nd at 4pm PT, domain will move to Atlanta data center

On May 4th at 4pm PT, domain will move back to Santa Clara

Impact: agents will experience two short disconnections after call completion but will reconnect automatically

⚙️ Call Count Maximum Discussion (13:50 - 19:00)

Team asked about the 127 dial maximum to a contact in a list

Romeo suggested resetting the dial attempts counter

Romeo demonstrated how to enable this by checking a box in the disposition settings

Two solutions offered:

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2025-04-09 13:51:24

Create a specific disposition just for resetting attempts counter
Set all non-final dispositions to reset the counter

Potential downside: list reports would show inaccurate attempt counts (always 0 or 1)

Christian noted they could pull call logs to see actual attempt counts

David mentioned they could build something separate using their own data if needed

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2025-04-09 18:31:52

Title: T.I.P. Connect v2.1 Date: Wed Apr 09 2025 19:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, fred@fireflies.ai Transcript: See full transcript Audio: Listen to audio Duration: 30

Overview The T.I.P. Connect v2.1 Status Update Meeting covered multiple critical topics, including updates on the Conex situation, where Alan has reached out regarding disputed invoices and is awaiting a follow-up, with potential arbitration looming. Progress on legal documentation and New Hampshire filings is on track, while Vernon reported on NH Attestation, indicating some challenges in contacting respondents, yet receiving positive feedback on written narratives. Financial forecasting efforts were initiated, revealing complexities, with timelines debated among team members. Integration challenges emerged with Smart Advocate's technical requests and delays in collaborations with Axe and Crump. Personnel updates noted Ron's new role with Decello and upcoming LDS campaign launch details, ensuring clarity in messaging for various states. Joe is working on enhancing communication systems and migrating to a new one. Action items were assigned to ensure follow-ups and progress in these areas.

Meeting Type Status Update Meeting

Action Items Alan Gill

Send email to John Becker (copy Cameron) about Smart Advocate requests to ensure alignment (14:06)

Contact Axe representative for a discussion about integration priorities (15:52)

Ask Joe about Ring Central setup for outbound numbers (28:58)

Work with Nick and Joe to determine plan for migrating everyone to new phone system (29:31)

Cameron Rentch

Send LDS campaign materials to Melissa for channel setup (24:03)

Talk to Danny about Chowchilla cases (26:03)

Tony

Work with Anthony to create additional question for out-of-statute cases (21:58)

Mal

Follow up with Smart Advocate and tag Cameron if no response by midday (14:06)

Continue discussions with Axe representative with Alan (15:52)

Shorthand Bullet 🏢 Conex Update (05:07 - 06:27)

Alan sent email to Conex GM copying Dan Levinson about disputed invoices and arbitration.

Conex GM replied they're willing to discuss but haven't followed up.

Team completely off Conex platform and stopped April payment.

If no response in a few days, Dan will send formal arbitration notice.

📝 Legal and Documentation (06:32 - 07:31)

Alan finalized website terms, conditions, and privacy policies.

New Hampshire filings progressing well, ahead of schedule.

Vernon and Alan completing their portion of work.

📊 NH Attestation Progress (07:31 - 09:41)

Vernon contacted 30-35 people on his list.

Some contacts had disconnected numbers or refused to engage.

Several people responded via email after follow-ups.

Written narratives received were described as 'fantastic'.

Need to forward unresponsive contacts to call manager.

📈 Financial Projects (10:12 - 12:50)

Forecasting project kicked off but more complex than anticipated.

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2025-04-09 18:31:52

Ryan estimates two-week timeline; James suggests two months.

Team hopes to complete in April.

Discussions about integrations for Meadow, Axe, and Crump ongoing.

Issues with Smart Advocate integration and VGA data reconciliation.

🔄 Integration Challenges (12:50 - 17:32)

Smart Advocate requesting technical changes without addressing previous data issues.

Cameron suggested emailing John Becker to ensure alignment.

Axe integration delayed due to their merger with another law firm.

Crump/Bar Power Port integration stalled, waiting on Desiree.

📣 Personnel & Campaign Updates (17:32 - 20:25)

Ron now working with Decello, will handle abuse dockets.

Lead numbers looking good despite waiting for increased activity.

Team reached back six months into aged lead pool for more dialing options.

📋 LDS Campaign Launch (20:25 - 24:58)

New LDS campaign for Decello starting next week.

Campaign will accept in and out of statute cases with specific guidelines.

Need clear messaging for time-barred cases throughout the process.

Campaign covering multiple states including Utah, Arizona, Idaho, California, etc.

Single retainer for all states.

📱 Communication Systems (28:32 - 30:07)

Joe working on outbound numbers and appropriate names.

Discussion about migrating everyone from current system to 5,9.

Alan, Nick, and Joe need to determine most efficient approach.

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2025-04-10 12:58:24

Overview The DL | SL Weekly Sync meeting primarily focused on enhancing the spreadsheet process and addressing client file discrepancies. Alan introduced new team members who will assist in managing the spreadsheets, and discussions included access to ShareFile for effective information sharing. The team outlined a strategy for organizing data into separate spreadsheets by categories, with updates to be uploaded to client-specific folders in ShareFile, ensuring accessibility for Amanda's team. Notable concerns were raised regarding duplicate records and confusion around the records of Debbie Clark versus Debbie Clark Terry, leading to a unified approach for treating duplicates. Alan also highlighted issues with tight timelines for client interrogatories, which Amanda acknowledged and agreed to address with her team. Action items were assigned, including updating the spreadsheets with deficiency response deadlines and creating outreach templates to facilitate client communication. Overall, the meeting aimed at improving coordination and efficiency in handling client data and communications.

Meeting Type Status Update and Process Coordination Meeting

Action Items Amanda

Add deficiency response deadline dates to the spreadsheet (17:56)

Add PFS deficiency notice date to the spreadsheet (19:05)

Create and send email/letter template for client outreach (22:44)

Follow up on the Debbie Clark/Debbie Clark Terry file confusion (13:45)

Speak with team about providing reasonable timelines for interrogatories (17:28)

Alan's Team

Continue documenting contact attempts with clients (21:17)

Upload completed data to ShareFile in appropriate client folders (06:24)

Implement process of sending both physical letters and emails to clients (23:57)

Treat duplicate entries for same plaintiff ID as one client (14:36)

Shorthand Bullet 📊 Spreadsheet Discussion and Access (01:43 - 06:09)

Alan introduced new team members helping with the spreadsheet process: Naila, Olivia (absent), Martin, and Samantha

Samantha's team already completed two entries that morning

Alan requested ShareFile access for Naila, which Amanda added during the meeting

Team discussed how to organize and share information collected from the spreadsheet

🗃️ Information Storage Process (06:10 - 09:33)

Alan explained they will create separate spreadsheets for different sections (e.g., gynecological providers)

Completed data will be uploaded to attorney requests folder in ShareFile under client's name

Team will indicate which folders are complete versus still in progress

Information will be accessible to Amanda's team throughout the process

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❓ Client File Discrepancies (09:34 - 14:57)

Discussed confusion regarding Debbie Clark vs. Debbie Clark Terry records

Potential issue with merged client files or incorrect information

Alan noted duplicate records for Candace Jones with identical information

Amanda confirmed to treat duplicates as one client if they have the same plaintiff ID

⏰ Process Improvements and Timelines (15:03 - 21:17)

Alan mentioned issues with short notice for interrogatories (only 2 days to follow up with clients)

Amanda acknowledged the timeline was unreasonable and will speak with her team

Alan requested adding deficiency response deadline dates to spreadsheet to help prioritize work

Amanda agreed to add both deficiency notice date and response deadline (30 days from notice)

📞 Client Contact Procedures (21:18 - 26:39)

Team discussed how contact attempts will be documented in the spreadsheet

Alan explained his team's notation system using initials to show who's working on each entry

Amanda agreed to provide an email/letter template for client outreach

Team will send both physical letters and emails to maximize contact success

Amanda noted the cases come in gradually as different defendants are designated

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2025-04-10 15:30:35

Title: Shield/SA meeting Date: Thu Apr 10 2025 15:45:00 GMT-0400 (Eastern Daylight Time) Participants: dsurwill@shield-legal.com, nickmcfadden@shield-legal.com, rightwing9.sp@gmail.com, nicholas@tortintakeprofessionals.com, sean@smartadvocate.com, cameron@shield-legal.com, ahsan@shield-legal.com, max@smartadvocate.com, rahul@smartadvocate.com, anthonyp@smartadvocate.com Transcript: See full transcript Audio: Listen to audio Duration: 45

Overview The Technical Integration Coordination Meeting, titled "Shield/SA meeting," focused on the integration status and challenges associated with the Smart Advocate system's connection to SHIELD. Sean Parker initiated the discussion, highlighting issues with VGA data reconciliation and the Case Sync API usage, particularly concerning cases not returning Smart Advocate IDs after submission. Ahsan conducted a live test which revealed that the system returned an existing case ID instead of creating a new one, prompting concerns about the testing environment. Jon Becker advised the SHIELD team to pivot to using the Case Sync API for their integration, necessitating a complete redesign rather than a simple endpoint adjustment, with an estimated completion timeline by mid-next week. The meeting concluded with action items assigned, including the creation of a sandbox environment to replicate production conditions and a follow-up call scheduled for Monday to track progress, with relevant updates to be shared by team members in the interim.

Meeting Type Technical Integration Coordination Meeting

Action Items SHIELD Team

Rebuild the integration using Case Sync API instead of HTTP post method (37:41)

Max Rosmarin

Send progress report on repairing existing data by Sunday evening (40:10)

Smart Advocate Team

Create a sandbox environment using a copy of the production database with matching UDFs (42:59)

Nick McFadden

Send Zoom link for Monday's follow-up meeting (44:45)

Shorthand Bullet 🔧 Integration Status and Challenges (03:21 - 17:33)

Sean Parker opened the meeting to discuss the Smart Advocate integration with SHIELD

Jon Becker identified two outstanding projects: VGA data reconciliation (handled by Max) and Smart Advocate integration for SHIELD

Rahul Doshi shared Case Sync API documentation in the chat for SHIELD to reference

SHIELD team confirmed they had been using the Case Sync API for secondary interview updates but not for initial case creation

Integration issues centered around cases not returning Smart Advocate IDs after submission

🧪 Testing the Integration (17:34 - 30:12)

Ahsan performed a live test by sending a test lead through the integration

Test lead contained dummy information with all fields completed

The system returned an ID but Ashley couldn't find the new case in Smart Advocate

Discovered the test was returning an existing case ID from January rather than creating a new case

Confusion around whether the test was going to production or sandbox environment

Issue identified: possible disconnect between HTTP post endpoint and Case Sync API functionality

🛠️ Integration Path Forward (30:13 - 38:15)

Jon Becker requested clear direction: 'Play in the sandbox. Smart Advocate give direction. SHIELD do the directions.'

SHIELD team needs to rebuild their integration using the Case Sync API instead of the simple HTTP post method

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2025-04-10 15:30:35

Nick estimated approximately 8 hours of work (6 hours to build, 2 hours to test) to recreate the integration

Integration needs to be redesigned from the ground up rather than a simple endpoint swap

Initial timeline estimate for completion: middle of next week (Wednesday)

📅 Next Steps and Follow-up (38:20 - 45:27)

Team agreed to set up a follow-up call for Monday to check progress

Max confirmed he would send a progress report on Sunday evening about repairing existing data

Agreement to create a sandbox that mimics the production environment with the same UDFs

Rahul confirmed they could create a sandbox using a copy of the production database

Nick offered to send the Zoom link for Monday's meeting with Smart Advocate representatives (Max and Igor)

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2025-04-11 16:31:42

Title: T.I.P. Connect v2.1 Date: Fri Apr 11 2025 17:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 29

Overview The T.I.P. Connect v2.1 Status Update Meeting covered several key areas including traffic and meeting updates, where team members highlighted ongoing projects and streamlined communication. The hiring process was discussed, with steps outlined for interview scheduling and compensation discussions. The integration projects showed progress with issues around the Meadow project and Litify integration being addressed. Daryl's project management was reviewed, noting that while quality was not a concern, stronger project management support may be beneficial. The SMS campaign performance reported increased call volumes and successful conversion rates. Call center performance metrics highlighted strong results, with strategic plans to enhance traffic and open new campaigns. Action items were assigned to team members for follow-up on various projects and hiring processes, ensuring accountability and progress moving forward.

Meeting Type Status Update Meeting

Action Items Alan Gill

Call out Henry, Vernon, and Nico's good work to Abe (02:24)

Meet with Shelley to line up interviews and get Cameron's approval (05:40)

Get update from integration team before they leave today (05:57)

Talk with Nick and Shelley about compensation to prepare for Monday discussion (27:39)

Nick McFadden

Connect with Ryan, Dustin, and McFadden regarding Daryl's projects (10:36)

Call Abe about Paraquat integration issues (22:18)

Resend Paraquat information to test if that fixes issues (22:34)

Work with team over weekend on building tests for Meadow project (23:00)

Provide availability for interviews to Alan and Shelley (27:39)

Share Google/AI insights from conference with team (28:22)

Cameron Rentch

Approve compensation proposals for new hires (05:55)

Send weekend spend estimates (21:10)

Tony

Continue monitoring call center staffing and script adherence (14:44)

Shorthand Bullet 🚗 Traffic and Meeting Updates (00:29 - 02:42)

Cameron is stuck in traffic on the 405 in the Hollywood area

Alan reports a good meeting with Nico about 'new answer'

Henry and Vernon are 'hitting home runs' on their current project

Alan notes minimal fallout issues with the current case

The team agrees Nico is doing a great job explaining requirements

💼 Hiring Process Updates (02:43 - 05:40)

Flatirons hiring process outlined: Shelley/Brittany/McFadden to do first interview, followed by Cameron

Nick needs to provide his availability for interviews

Compensation discussions need to happen on Monday

Cameron confirms he'll be unavailable next week due to meetings in Southern California and Arizona

🔄 Integration Projects Status (05:41 - 09:36)

Integrations team working on Meadow project

Dustin and Hassan expected to complete necessary work before Monday's meeting

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Bay Point integration regroup scheduled for Monday afternoon

Discussion about an integration issue with Litify where document software was switched midstream

Abe expressed frustration over communication regarding integration issues

:maleofficeworker: Daryl's Project Management (09:37 - 13:06)

Cameron clarifies issues with Daryl's work aren't about quality but about project management

Alan notes he's been meeting with Daryl daily about medical records issues with positive results

Suggestion that Daryl might need stronger project management support to keep him on task

Alan confirms medical records issues have been resolved with Jasmine and Jackie's help

📱 SMS Campaign Performance (13:07 - 17:08)

SMS campaigns implemented on all campaigns except for a few Ben Crump items

Call volume increased significantly - 21,000 calls in March

Staff scheduling adjusted to handle increased call volume

Law Ruler limitation: texts can only be sent from one number

Contract rates from sign-up and lead to conversion showing improvement

Staff being nimble with strategy changes

📊 Call Center Performance (17:09 - 23:10)

Bar complaint issue clarified - case was actually referred from Darren Miller's office, not their lead

Nine best people moved to screening and closing with good results

Competition emerging among staff with replacements available

Strong conversion metrics: 36 signups from 90 leads

New campaigns coming online including Noodle Cup and VGA

Plans to open abuse campaigns to out-of-statute cases expected to double traffic

TransUnion caller ID display expected to improve performance

🔄 Integration Issues Follow-up (23:11 - 29:19)

Nick working with Daryl, Dustin, and Daniel on Paraquat integration issues

For Meadow project, team building tests over the weekend for Monday meeting

Full delivery expected by Wednesday if all goes smoothly

Discussion about potential Litify integration issues with Dicello vs. Wagstaff document formats

Ward will be looped in to help with project management for Daryl

Nick to coordinate with Corey on interview scheduling and compensation discussions

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2025-04-14 16:22:58

Title: Shield/SA Sandbox Follow-Up Date: Mon Apr 14 2025 16:29:24 GMT-0400 (Eastern Daylight Time) Participants: ahsan@shield-legal.com, dsurwill@shield-legal.com, igor@smartadvocate.com, nickmcfadden@shield-legal.com, sean@smartadvocate.com, acrowell@meadowlawfirm.com, jgordon@meadowlawfirm.com, malissa@shield-legal.com, max@smartadvocate.com, rahul@smartadvocate.com, anthonyp@smartadvocate.com, jbecker@meadowlawfirm.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 51

Overview The Technical Implementation Meeting focused on the follow-up of the Shield/SA Sandbox project, addressing key technical issues and workflow planning. Attendance initially faced delays due to connectivity problems, but the meeting proceeded with a demonstration of test case creation in the sandbox, which successfully executed though document transfers failed via the caseync API. A strategic discussion revealed a preference for utilizing a simple HTTP post method for case creation to streamline operations, particularly concerning parsing User-Defined Fields (UDFs). The team outlined a three-part workflow for case and UDF management, identifying challenges and potential solutions regarding case IDs during document uploads. Action items were assigned, including generating a sandbox API key and creating read-only UDF pages, with the target date for delivery confirmed to remain unchanged despite the workflow adjustments.

Meeting Type Technical Implementation Meeting

Action Items Max Roseman

Generate and provide API key for the sandbox environment (50:33)

Check if case ID can be included in the HTTP post response (35:00)

Send a list of UDF names that are in the system to match with Shield's list (49:57)

Create read-only UDF pages for intake data (47:05)

Jonathan Becker

Send the Shield ID to Smart Advocate ID mapping spreadsheet to Max (48:20)

Shield Team (Nick/Dustin)

Modify workflow to split document upload from case creation (32:27)

Continue using simple HTTP post for case creation with UDFs (28:59)

Send information about failed case creations to Max for investigation (38:07)

Shorthand Bullet 🔧 Technical Issues & Initial Setup (00:00 - 14:00)

Meeting started with attendance check - waiting for Igor

Nick McFadden experienced internet connectivity issues throughout the call

Ashley Crowell joined late, explaining both she and John were on another call

Dustin triggered a test case creation to demonstrate the functionality

The test needed a few minutes to process through the system

🧪 Test Results & API Implementation (14:00 - 24:47)

Dustin showed that the test successfully created a case in the sandbox

Documents failed to transfer in the test using the caseync API

The team reviewed the payload sent and received through the API

Dustin shared the endpoint URL being used: Create case endpoint

UDFs (User-Defined Fields) were not parsed correctly as anticipated

🔄 API Strategy Discussion (24:47 - 34:00)

Max Roseman recommended sticking with the simple HTTP post method instead of caseync API

Team discussed the process should be: create case first, then push documents separately

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2025-04-14 16:22:58

Max explained caseync API benefits are more for adding objects to already created cases

For UDFs, using caseync would require multiple requests (one per UDF)

The team decided to return to using simple HTTP post for case creation with UDFs

📋 Process Workflow Planning (34:00 - 43:40)

John clarified the workflow requires three parts: create case, push ~150 UDFs, add documents

Nick highlighted challenges in splitting the workflow since they need to wait for responses

Max offered to investigate why some pushes weren't receiving case IDs

Challenge identified: Documents upload requires case ID, but HTTP post only returns case number

Solution options discussed: either modify response to include case ID or use a multi-step process

Jonathan Becker requested separate UDF screens for intake data vs. working data

📝 UDF Configuration & Next Steps (43:40 - 51:04)

Jonathan confirmed UDFs are already created in sandbox under 'VGA Intake questionnaire'

Max will create read-only UDF pages for initial data and separate editable pages

Dustin requested an API key for the sandbox environment (currently only have production key)

Max will generate and provide the sandbox API key

Team confirmed Wednesday delivery target remains unchanged despite workflow changes

Jonathan will send Shield ID to Smart Advocate ID mapping spreadsheet to Max

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2025-04-15 11:24:40

Title: T.I.P. Connect v2.1 Date: Tue Apr 15 2025 12:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Transcript: See full transcript Audio: Listen to audio Duration: 20

Overview The Status Update Meeting for T.I.P. Connect v2.1 covered several key topics, beginning with a discussion on the ongoing 60-day trial of the TransUnion partnership and tracking data conversion rates. Updates on lead management included the addition of aged leads to call flows and the need to transition contracts from Paraquat 12 to Paraquat 13 while addressing performance concerns with specific leads. Project progress highlighted advancements in the Smart Advocate integration and challenges with the Cello/Datavative project, along with details on upcoming interviews. Website compliance matters focused on the need for a privacy policy for tortintakeprofessionals.com to facilitate RingCentral texting service approval and potential TCR registration requirements. Finally, new campaign strategies were laid out, targeting San Diego and San Bernardino youth detention facilities, with the initiation of DL Fire and Mormon campaigns anticipated soon. Action items were assigned to various team members to ensure follow-through on these discussions.

Meeting Type Status Update Meeting

Action Items Tony Bellamy

Move contracts signed on Paraquat 12 to Paraquat 13 immediately (03:23)

Cameron

Get a list of Hair Salon rejections from Jackson (06:53)

Submit targeting for San Diego youth detention facilities (18:31)

Alan

Add privacy policy to tortintakeprofessionals.com website (12:00)

Nicholas

Forward RingCentral TCR registration information to Alan (14:50)

Anthony

Complete setup for DL Fire and Mormon campaigns (19:05)

Shorthand Bullet 🔄 TransUnion Data Partnership Discussion (00:00 - 02:31)

Nicholas and Alan discussing TransUnion partnership's data tracking requirements

Alan mentioned they're on a 60-day trial period before committing to a long-term deal

Nicholas noted it would be easy to determine if the service is working by tracking conversion rates

📞 Lead Management Updates (02:31 - 05:41)

Nicholas mentioned adding six months of aged leads to call flows

Cameron identified contracts signed on Paraquat 12 that need to be moved to Paraquat 13

Cameron discussed performance concerns about bladder cancer, hair relaxer, LDS/Mormon leads

Alan confirmed they received three hair relaxer leads yesterday

🔧 Project Progress Updates (06:53 - 10:54)

Nicholas reported on Smart Advocate integration progress: had a regroup meeting with a different developer

Meadow team seemed satisfied with the new solution path, with follow-up scheduled for Wednesday

Nicholas identified issues with Cello/Datavative project and will join Friday regroups with Daryl

Flatirons interviews being set up, waiting to discuss compensation details after initial calls

Nicholas mentioned a paused Salesforce admin job posting from February that was never filled

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2025-04-15 11:24:40

📄 Website Compliance and Texting Services (11:03 - 16:42)

Alan inquired about privacy policies for tortintakeprofessionals.com website

Cameron confirmed they initially decided against privacy policies as it's not consumer-facing

Alan explained he needs the privacy policy for RingCentral texting service approval

Nicholas warned about potential TCR registration requirements based on previous experience

Alan plans to leverage their usage information to simplify the approval process

📊 New Campaign Planning (17:29 - 20:17)

Cameron announced plans to target San Diego youth detention facilities today

San Bernardino facilities to be targeted tomorrow

Alan confirmed DL Fire and Mormon campaigns would be starting soon

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2025-04-15 18:31:18

Title: Urgent Dialer and Process Issues and Solutions Date: Tue Apr 15 2025 19:20:26 GMT-0400 (Eastern Daylight Time) Participants: nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 8

Overview The Status Update Meeting focused on urgent issues and solutions related to the dialer system and processes. Key highlights included the successful implementation of caller branding, which proceeded despite risks due to a unilateral decision, with assurances that proper protocols were followed. The team reported impressive call performance, registering 50,000 calls since the 10th, while a liaison, Billy, was designated to monitor call traffic during a 60-day pilot period. Additionally, the lead targeting strategy was expanded from 12 to 18 months, yielding successful conversions from older leads, prompting consideration to further extend the timeframe. Lastly, it was emphasized that system documentation must clearly reflect creation dates to ensure accurate interpretation of data, particularly in the context of lead reporting. Action items were assigned to Nicholas, who will evaluate the lead strategy's effectiveness and coordinate with Billy, while an unassigned task involves clarifying lead creation dates in documentation.

Meeting Type Status Update Meeting

Action Items Nicholas Ward

Assess whether to extend lead targeting back to campaign kickoff based on current performance (06:51)

Prepare to join future contacts with Billy, who is monitoring call traffic (04:33)

Unassigned

Document lead creation dates clearly in reporting to avoid misinterpretation of data (07:51)

Shorthand Bullet 📞 Caller Branding Implementation Update (00:57 - 03:42)

Caller branding has been successfully implemented and verified through test calls

Implementation moved forward despite initial plan to wait, due to someone making a unilateral decision

The person who pushed it through took on personal risk as mishandling could result in fines

Nicholas confirmed they follow proper protocols and don't make cold calls or buy numbers

📊 Call Volume and Performance (03:42 - 05:14)

Since the 10th, they've registered 50,000 calls through the system

A contact named Billy is monitoring call traffic and will be the liaison between them and carriers

They're in a 60-day 'pilot' period before signing a larger agreement

The call volume was described as 'fairly impressive' and 'on the aggressive side'

📈 Lead Strategy Updates (05:14 - 07:51)

Nicholas reported they expanded lead targeting from 12 months to 18 months to capture more potential conversions

The strategy is working - they've successfully converted older leads from August 2023 and even May 2022

Nicholas considering extending lead timeframe back to kickoff to maximize opportunities

Team needs to be aware that imported older leads will show current creation dates in the system

⚠️ System Documentation Considerations (07:51 - 08:38)

Need to pay attention to creation dates and reporting in Law Ruler system

Important to consider perception of data by those not familiar with the strategy

Brandon might interpret the data as 'flooding the system' if not properly explained

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-16 13:28:42

Title: Shield/SA Sandbox Follow-Up Date: Wed Apr 16 2025 14:03:57 GMT-0400 (Eastern Daylight Time) Participants: ahsan@shield-legal.com, dsurwill@shield-legal.com, igor@smartadvocate.com, nickmcfadden@shield-legal.com, sean@smartadvocate.com, acrowell@meadowlawfirm.com, jgordon@meadowlawfirm.com, malissa@shield-legal.com, alan@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, max@smartadvocate.com, rahul@smartadvocate.com, anthonyp@smartadvocate.com, jbecker@meadowlawfirm.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 23

Overview The Shield/SA Sandbox Follow-Up meeting focused on updates regarding data integration and addressing project delays. Key discussions included Ashley's request for read-only fields in Smart Advocate, with Max committing to provide necessary UDF field names. Workflow bottlenecks were identified, highlighting delays in analyzing test data and inefficiencies stemming from miscommunication. To mitigate project setbacks, Ashley proposed having Smart Advocate personnel on-site, but Sean explained that capacity constraints prevented this. The team agreed to extend technical working sessions if needed, contingent on Max's analysis of the initial test results. Action items were assigned, with Max responsible for compiling UDF lists and analyzing test cases, while the SHIELD team is set to remap UDFs and push another test. A follow-up call was scheduled for the next day to review progress and determine next steps.

Meeting Type Technical troubleshooting and project coordination meeting

Action Items Max

Compile and send list of UDF fields to SHIELD team (01:06)

Review and analyze the test case sent by SHIELD to verify field mapping (02:25)

Provide analysis of the results from the initial test push (21:38)

Send feedback to SHIELD on the initial test that was sent over (21:49)

Alan/SHIELD Team

Remap UDFs after receiving data from Max (estimated 2-3 hours work) (18:52)

Push another test after remapping UDFs (20:56)

All Technical Team Members

Be prepared for potential 2-3 hour working session if needed after initial analysis (16:13)

Schedule follow-up call for the next day to review progress (19:20)

Shorthand Bullet 🔄 Data Integration Progress Update (00:00 - 05:40)

Ashley asked about creating read-only fields in Smart Advocate

Clarified that Ashley already created new screens with fields, just needing to be set as read-only after testing

Max (Smart Advocate) committed to sending UDF field names that afternoon

Alan inquired about feedback on Dustin's test case

Max confirmed test content arrived in the system but needed detailed verification of each field

🚧 Workflow Bottlenecks Identified (05:40 - 10:29)

Meeting access issues resolved for multiple participants including Sean, Dina, and Anthony

Ashley expressed concern about delays - test sent Monday/Tuesday had not been fully analyzed

Max explained that while the test data was confirmed in the system, detailed field-by-field analysis was still needed

Ashley highlighted workflow inefficiencies - incorrect direction given Friday led to wasted weekend work

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2025-04-16 13:28:42

⚠️ Addressing Project Delays (10:29 - 16:13)

Ashley suggested bringing Smart Advocate personnel to SHIELD offices to resolve issues faster

Sean (Smart Advocate) indicated sending staff to Las Vegas wasn't possible due to capacity constraints

Ashley expressed strong concern about Smart Advocate's responsiveness

Max acknowledged the miscommunication and committed to improving response times

Max questioned whether in-person meetings would actually increase efficiency

📋 Solution Planning (16:13 - 23:03)

Alan offered to set up extended working sessions (2-3 hours) for technical teams

Max suggested analyzing current data first before determining if extended calls are needed

Process outlined: Max to review initial test and provide UDFs, SHIELD to remap (estimated 2-3 hours), push new test

Team agreed to evaluate progress after Max's analysis and schedule appropriate follow-up (either brief update or extended working session)

Alan emphasized need for one more test after receiving UDFs before complete troubleshooting

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2025-04-16 14:30:31

Title: Five9 TAM Call - Tort Intake Date: Wed Apr 16 2025 14:30:00 GMT-0400 (Eastern Daylight Time) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Transcript: See full transcript Audio: Listen to audio Duration: 55

Overview In the recent Technical Implementation and Problem Solving Meeting for the Five9 TAM Call focused on Tort Intake, key issues regarding the setup and testing of the lead ID as a primary key in the Five9 system were addressed following personnel changes. Led by Rome Agregado, the discussion encompassed the technical guidance provided to Brandon on the Web2Campaign API documentation, resolution of errors encountered during implementation, and the successful testing of the lead ID after correcting phone number formatting issues. The team also considered modifications to the integration workflow to maintain functionality, specifically changing status triggers to improve lead tracking efficiency. Additionally, the introduction of phone number control groups was discussed to enhance testing strategies, with action items assigned to team members for backend verification, the management of control groups, and ongoing monitoring of changes.

Meeting Type Technical Implementation and Problem Solving Meeting

Action Items Romeo Agregado

Check with backend support to verify the lead ID is the key for the PFOS list (32:27)

Research if there are additional options for managing control groups of phone numbers (54:56)

Nick Ward

Monitor the system after Brandon's status change implementation (42:08)

Discuss 'anti groups' with Christian and Anthony (50:40)

Check with Tony about the control group implementation (50:49)

Queue up a parallel set of phone numbers by collapsing backup groups (51:02)

Christian

Create a list for 'Chowchilla Abuse Acts Law Firm' test campaign (24:15)

Work on implementing the 'anti groups' for each day as discussed with Tony (47:46)

Brandon Brooks

Monitor the status change implementation and be available to revert if needed (42:29)

Look into adding lead links to web hooks as part of phase two initiative (38:24)

Shorthand Bullet 🔑 Setting Up Lead ID as Key in Five9 (00:00 - 17:13)

Nick Ward announced that David separated from the company on Friday

Romeo Agregado confirmed all items with David were closed

The main topic was setting up the 759 key (lead ID) in Five9

Romeo guided Brandon through the Web2Campaign API documentation

The team needed to change the key from phone number to lead ID

Brandon encountered errors when trying to implement the change

Romeo demonstrated how to properly configure the F9 key parameter

The team diagnosed issues with payload formatting and request parameters

📊 Testing the Lead ID Implementation (17:14 - 26:47)

Romeo suggested testing with different lead IDs to verify the key change

Brandon created test lead data to confirm functionality

Christian helped by checking lead records in the Five9 system

The team encountered phone number formatting issues

Brandon had to remove the country code prefix (+1) to make posts work

The test was successful with proper phone formatting

Romeo confirmed he would check with backend support to verify lead ID was working as the key

🔄 Changing the Integration Workflow (26:48 - 34:27)

Nick explained they wanted to maintain the hyperlink pop functionality while changing the integration

The hyperlink allows agents to see contact information and campaign details

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2025-04-16 14:30:31

Brandon mentioned he could potentially send the lead link through the API

The team discussed changing the trigger from 'Status B' to 'New Lead' status

Romeo confirmed the change wouldn't impact functionality as long as the lead ID remained

✅ Implementing the Status Change (34:28 - 43:02)

Brandon confirmed he could make the status change to improve efficiency

The team agreed to implement the change immediately

Brandon successfully made the status change to track leads more efficiently

Nick mentioned multiple team members would monitor for any issues

Brandon offered to be available to revert changes if problems occurred

📞 Control Groups for Phone Numbers (43:03 - 55:20)

Joe introduced the topic of adding phone numbers for control groups

The team needed to create parallel sets of phone numbers (Group A and Group B)

Tony wanted contacts who blocked one group to be called by the other group

Romeo explained they would need separate campaigns for Group A and Group B

Christian suggested using 'anti groups' that rotate daily

The team discussed tracking success rates between different phone number groups

Nick committed to further discussions with Christian, Anthony, and Tony

Joe requested a parallel set of numbers by collapsing backup groups

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-16 18:21:06

Overview In the Quick technical assistance call meeting titled "T.I.P. Connect v2.1," Tim joined the call, identified by Alan Gill, who initially failed to recognize him due to a partial phone number; Tim clarified it was his old San Fernando Valley number. The meeting focused on providing technical assistance, where Alan guided Tim on navigating taskbar and desktop functionalities and referenced a previous Madison PR call that had extended beyond its scheduled time. The discussion concluded with both participants expressing their gratitude for the assistance. Action items were to be determined following the meeting.

Meeting Type Quick technical assistance call

Shorthand Bullet 👋 Meeting Introduction (00:15 - 01:08)

Tim (818 number) joined the call and was identified by Alan Gill

Alan initially didn't recognize Tim from his partial phone number

Tim mentioned it was his old San Fernando Valley number

🖥️ Technical Assistance (01:08 - 20:05)

Alan provided navigation instructions for accessing taskbar/desktop functionality

Alan mentioned putting something on pause during previous calls

Brief reference to a prior Madison PR call that ran long

Conversation ended with mutual thanks

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-17 13:19:03

Title: DL | SL Weekly Sync Date: Thu Apr 17 2025 13:30:00 GMT-0400 (Eastern Daylight Time) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Transcript: See full transcript Audio: Listen to audio Duration: 47

Overview The DL | SL Weekly Sync meeting focused on key updates and challenges related to the PFS sheet and client cases. Alan addressed confusion over client listings on the PFS sheet, proposing a new 'use this sheet' tab to clarify matters. The team reported ten completed but unsent PFS forms for flat iron cases and agreed on the need for a combined audit list, which Alan will provide by Monday. Documentation issues were also discussed, including the need to flag clients without qualifying diagnoses and ensuring all required information is correctly uploaded. Challenges with client communication, particularly regarding hair relaxer cases, were acknowledged, and tracking enhancements were requested. Specific case follow-ups, including investigations into the Seleta Noel case and employment information for Sharon Moultrie, were assigned to team members. Alan committed to sending follow-up emails and implementing the discussed action items promptly.

Meeting Type Status Update Meeting

Action Items Alan

Create a process to flag clients without qualifying diagnoses (17:59)

Talk to team about adding required documentation before marking cases complete (20:51)

Ensure all completed information gets uploaded to shared folders today (23:19)

Provide a combined list of clients with both short form complaints and PFS by Monday (13:34)

Send follow-up emails about discussed items later in the afternoon (34:08)

Jenny

Continue follow-up with Sharon Moultrie's daughter for missing employment information (32:14)

Investigate the Debbie Clark/Debbie Clark Terry case confusion (34:08)

Unassigned

Add date information to tracking system to help prioritize cases (27:44)

Transfer relevant notes from the first tab to the 'use this sheet' tab (27:44)

Investigate why Seleta Noel's case shows as closed (29:37)

Shorthand Bullet 📊 PFS Sheet Updates and Issues (00:02 - 11:58)

Alan discussed confusion regarding clients on the PFS sheet that had already been sent to agents

A new tab called 'use this sheet' was created to solve confusion with multiple sheets

Alan reported 8 new hair relaxer intakes from the previous day

Team discussed the need to continue using the first tab until further clarification

📁 Short Form Complaints and PFS Status (11:59 - 16:37)

Team reported 10 completed but not yet sent PFS forms for flat iron cases

Martin sent over 2 PFS forms the previous day and needs to generate short form complaints

Request made for a combined list of clients with completed short form complaints and PFS forms

Alan agreed to provide this audit list by Monday to ensure no cases are missed

📬 Documentation Process and Deficiencies (16:37 - 23:19)

Discussion about creating a process to flag clients without qualifying diagnoses

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2025-04-17 13:19:03

Team will implement a method to identify these cases for quick rejection processing

Alan confirmed that clients' information is being properly stored in the attorney requests folder

Team discovered that some completed cases are missing spreadsheets with required information

Alan will speak with his team to ensure all required documentation is properly uploaded

🗣️ Client Communication Challenges (23:19 - 27:44)

Team discussed client responses to follow-up calls for additional information

Acknowledged that hair relaxer cases have been particularly challenging compared to other mass torts

Humorous discussion about agent interactions with clients and communication styles

Request to add dates when information was received to help prioritize cases

The data analyst will be asked to implement this tracking feature

📋 Client-Specific Issues and Follow-ups (27:44 - 35:17)

Discussed Seleta Noel case, which appears closed without explanation - needs investigation

Sharon Moultrie case requires continued follow-up with daughter as client is deceased

Need to collect employment information (supervisor names, phone numbers) for Moultrie case

Confusion about Debbie Clark vs. Debbie Clark Terry - Jenny will look into possible profile mix-up

Alan will send follow-up emails about discussed items later in the day

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-17 18:29:00

Overview The Status Update Meeting for T.I.P. Connect v2.1 focused on key developments across multiple campaigns and client relationships. The team discussed updates on the AFFF campaign, emphasizing the need to recall 1,500 complainants due to format changes. A tentative settlement for the paraquat cases was reported, though caution was advised in client communications due to its unfavorable terms for patients. Successful collaboration with Styled USA to protect sexual abuse victims' rights was highlighted, along with efforts to reach approximately 60 MIA clients. Positive campaign performance was noted, particularly from renaming strategies, with new campaigns launching soon. Upcoming initiatives, including a noodle cup burns campaign and storm damage mailers, were outlined, alongside action items for team members to ensure proper follow-through and updates on client criteria.

Meeting Type Status Update Meeting

Action Items Cameron Rentch

Send email to get guidance on paraquat settlement talking points from Abe (04:30)

Schedule a meeting with Levinson about PI involvement for Nation's Affairs MIA clients (08:37)

Verify TVM report data with Jackson and confirm criteria changes (17:42)

Work on agreements and retainer documents for the Noodle cup burns campaign (21:45)

Double check with firm that all correct documents are in place for storm damage campaign (22:13)

Get approval for signing up out-of-statute cases for juvenile detention centers (23:23)

Push through San Bernardino leads that weren't turned on (25:00)

Alan Gill

Transfer MIA client information to team to start contact attempts (10:25)

Inform Caseworks they can proceed with additional step-two requests without further approval (11:58)

Have team call new San Bernardino leads once Cameron pushes them through (25:53)

Tony

Complete gaming campaign information for Cameron (19:29)

Ensure IVR system is set up for incoming storm damage calls (22:13)

Shorthand Bullet 🔄 AFFF Campaign Updates (01:17 - 02:46)

Need to recall 1,500 complainants for updated PFS (Plaintiff Fact Sheets)

Team ready to start the recall process tomorrow

Issue caused by changes in required format, not team error

🧩 Paraquat Settlement News (02:46 - 06:03)

Cameron reported a tentative settlement agreement for paraquat in MDL

Settlement described as a 'bad deal' that most firms aren't accepting

Team should be cautious about what they communicate to clients regarding the settlement

If clients ask questions, team should direct them to attorneys

Settlement shows positive intent to resolve cases but offers very low values for Parkinson's patients

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-17 18:29:00

📊 Client Relationship Updates (06:03 - 13:17)

Cameron mentioned successful collaboration with Styled USA to block California legislation that would limit recoveries for sexual abuse victims

Nation's Affairs has approximately 60 MIA clients they haven't been able to contact

Team has managed to reach about 20 of these clients so far

Need to transfer MIA client information to Alan's team for additional contact attempts

Caseworks client needs approval for a second step-two request due to insufficient proof of injury

Cameron confirmed approval for additional step-two requests going forward

📈 Campaign Performance (13:17 - 17:19)

Joe confirmed cubes will be in by Monday

Campaigns showing improvement, particularly from the naming changes

Mormon LDS campaign is gaining traction with 11 leads today

San Diego and San Bernardino facilities have been launched

Additional campaign with Alstock Firm will expand into more states

Noodle cup burns campaign restarting next week with a potential for 2-3,000 cases

Criteria includes only second and third degree burns requiring ER visits (no telehealth)

🔍 TVM Campaign & Criteria Updates (17:19 - 20:55)

Jackson updated report for TVM (Transvaginal Mesh) cases

Criteria being modified: original implant must be within 10 years of claim date

Revision surgery must be within 4 years of original implant

Estimated impact: only 5-7 cases won't pass the new criteria

Tony working on gaming campaign information

📬 Upcoming Campaigns & Scheduling (20:55 - 27:03)

1,100 leads remain to be processed, with 80-90 previously declined leads qualifying under new criteria

Noodle soup/cup burns campaign starting next week pending agreements and retainer documents

55,000 mailers for storm damage going out next week

Expected conversion rate of 1-1.5%

Cameron working to get approval for out-of-statute cases for juvenile detention centers

Team planning for lighter call volume due to Easter weekend

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-18 16:12:54

Title: T.I.P. Connect v2.1 Date: Fri Apr 18 2025 17:00:00 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 11

Overview During the Status Update Meeting for T.I.P. Connect v2.1, key points were discussed regarding weekend staffing plans, with Cameron indicating low traffic expected on Sunday and a busier Saturday. Training for the Flatirons Mormon abuse case is set for Monday, marking a significant collaboration, necessitating Alan to contact Nico about out-of-statute claims. Nick announced that the IVR for storm damage is operational, with recordings scheduled for implementation shortly. The team is progressing on changes to the Bailey Blaster intake forms, with an expectation to complete 15-16 forms next week. Issues with the Law Ruler system were addressed, highlighting existing performance challenges and improved communication moving forward. Additionally, updates on Datavative and TransUnion projects were shared, with plans for ongoing collaboration and reporting. Action items were assigned to Alan, Nick, and Cameron to ensure follow-through on these discussions.

Meeting Type Status Update Meeting

Action Items Alan Gill

Reach out to Nico regarding requirements for out-of-statute claims in the Mormon abuse case (05:06)

Prepare for Mormon abuse case training in VSS on Monday (04:06)

Plan for Doug's visit to the office next week (05:47)

Nicholas Ward

Complete IVR storm damage recordings implementation (06:29)

Share test call recording in Slack (06:29)

Complete remaining intake form changes for Bailey Blaster (15-16 forms) next week (06:48)

Provide remaining phone numbers to Joe for TransUnion evaluation (09:16)

Cameron Rentch

Review Nick's email regarding the Datavative call (09:16)

Follow up with Tony about unspecified topics (10:39)

Shorthand Bullet 🗓️ Weekend Staffing Plans (02:59 - 04:05)

Cameron mentioned small internal staff and low traffic expected on Sunday

Saturday is anticipated to be busier

🔄 Mormon Abuse Case Training (04:06 - 06:07)

Monday training scheduled for Flatirons Mormon abuse case in VSS system

First non-AX, non-BG case as a unified team

Alan needs to contact Nico about out-of-statute claims and secondary interview requirements

Doug will be in charge of abuse dockets for DL and will visit the office next week

🔊 IVR Storm Damage Update (06:18 - 06:48)

Nick reported that the IVR for storm damage is complete

Recordings to be implemented within the next hour

Test call recording to be shared in Slack

Call routing is already working, message will be added when ready

Expected to receive calls on this system next week

📋 Bailey Blaster & Intake Forms (06:48 - 07:48)

Working through intake form changes for Bailey Blaster

Team has kept up with daily deadlines

15-16 more forms to complete next week

New templates will make future work easier

⚙️ Law Ruler System Issues (07:48 - 09:16)

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2025-04-18 16:12:54

Follow-up on system outages that were occurring at 9:30_10:00 AM

Meeting held with Law Ruler team to address performance issues

Law Ruler acknowledged existing problems

New project manager (Sed) will improve communication going forward

Joe declined Law Ruler's proposal about standalone server

More diligent engagement from Law Ruler after team applied pressure

📊 Datavative & TransUnion Projects (09:16 - 10:04)

Nick sent recap of Datavative call to Cameron and Ryan

Team setting up daily reports for Joe regarding TransUnion

Creating formatted file to evaluate TransUnion's performance

Tentative agreement to continue using TransUnion long-term

Nick still needs to provide additional phone numbers to complete the week's requirements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-18 16:13:18

Title: T.I.P. Connect v2.1 Date: Fri Apr 18 2025 17:01:35 GMT-0400 (Eastern Daylight Time) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Transcript: See full transcript Audio: Listen to audio Duration: 9

Overview In the recent Status Update Meeting for T.I.P. Connect v2.1, key topics included staffing plans for the weekend, with a small internal team scheduled to work on Sunday amidst anticipated low traffic, while Cameron expressed hope for a productive Saturday. The team also reviewed the upcoming Flatirons Mormon Abuse Case Training scheduled for Monday, confirming the completion of VSS template training and establishing action items for Alan to consult with Nico on out-of-statute claims. Management updates highlighted Doug's forthcoming visit to oversee abuse dockets, further enhancing process understanding. Updates on IVR systems included the completion of storm damage setup, pending final recordings expected within 1.5 hours, alongside ongoing intake form adjustments. Nicholas provided a recap of the Datavative call, with the team working on daily reporting for TransUnion performance evaluations. Action items were assigned, emphasizing collaboration among team members to address outstanding tasks effectively.

Meeting Type Status Update Meeting

Action Items Alan Gill

Reach out to Nico about handling secondary interviews for out-of-statute claims in the Flatirons Mormon abuse case (03:53)

Nicholas Ward

Complete IVR storm damage recording implementation (05:16)

Finish remaining intake form changes for Bailey Blaster (05:46)

Provide Joe with additional phone numbers for TransUnion project (08:14)

Cameron Rentch

Follow up with Tony about undisclosed topics (09:27)

Shorthand Bullet 🗓️ Staffing and Weekend Operations (01:58 - 03:01)

Small internal staff will be working on Sunday with expected low traffic

Cameron hoping for busy Saturday operations

🏢 Flatirons Mormon Abuse Case Training (03:02 - 04:46)

First case training for the unified team on Monday

Training on VSS templates has been completed

Need to verify with Nico and Abe about handling out-of-statute claims

Alan will contact Nico immediately to discuss secondary interviews requirements

This represents a new direction for the team

🛠️ Management Updates (04:23 - 05:16)

Doug will visit next week to understand processes

Doug will oversee all abuse dockets for DL

Alan expressed enthusiasm for Doug's upcoming visit

📞 IVR and Systems Updates (05:16 - 08:14)

Nicholas confirmed storm damage IVR setup is complete pending final recordings

Recordings will be implemented within the next 1.5 hours

Storm damage calls expected by end of next week

Team working through multiple intake form changes for Bailey Blaster

Law Ruler system performance issues acknowledged by vendor

Law Ruler appointing new project manager (Syed) to improve communication

Joe declined Law Ruler's proposal for standalone server reconsideration

📊 Project Updates (08:09 - 09:04)

Nicholas sent recap of Datavative call to Cameron and Ryan

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-18 16:13:18

Team setting up daily reports for TransUnion to evaluate performance

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-21 11:31:58

Title: T.I.P. Connect v2.1 Date and Time: Mon, Apr 21st - 09:00 AM PDT (30 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com Overview: The T.I.P. Connect v2.1 status update meeting focused on several key topics, beginning with a brief overview of the team's quiet Easter weekend and preparations for the upcoming busy week, including scheduling discussions regarding private investigator (PI) processes. The team reviewed current guidelines for PI usage, noting that hair relaxer clients are the primary focus while LA County cases have been halted as directed by Danny, though Chowchilla cases remain approved. They also explored options for their phone system, considering a potential switch from Ring Central to the 5:9 system to enhance cost efficiency and functionality. Campaign updates highlighted the relaunch of various initiatives, including a joint campaign with Dicello Levitt, and an expansion of the LDS campaign to nearly nationwide coverage. Action items were assigned, notably scheduling meetings and verifying key documents. Notes:

📅 Easter Weekend & Upcoming Week: • Team had a quiet Easter weekend • Pulled down all spending with no issues • Planning for a busy week ahead • Need to schedule meeting with Alan, Relish, and Alex about private investigator processes • Discussion about taking over calls from Britney's team with high MIA rates for post-acquisition group

🔍 Private Investigator Usage Guidelines: • Currently only sending hair relaxer clients (non-sex abuse cases) to PI • No more LA County MIA cases to be sent to PI as per Danny's instructions • Chowchilla cases are still approved for PI referral • Seeing significant improvement in contact rates using branded numbers • Need to implement branded number approach in post-acquisition processes

📱 Phone System Discussion: • Exploring options for outbound calling numbers for post-acquisition team • Considering potential transition from Ring Central to 59 system • Current Ring Central benefits include after-hours call handling and text messaging capability • 59 system offers voicemail carryover and is cheaper for direct lines • Team plans to analyze options and determine best approach

🔄 Campaign Updates: • Working on relaunching noodle soup burn campaign as Dicello Levitt joint campaign • Need to determine secondary interview process for this campaign • Planning to relaunch neck, PFAS, and military base abuse campaigns this week • TVM criteria updated with more stringent requirements • LDS campaign expanding to additional states (approaching nationwide coverage minus ~10 states) • Storm damage campaign call scheduled for 1000am • Need to verify retainer documents are current before retraining agents Action Items: Alan: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-22 15:28:30

Title: Meadow-Shield Legal Review Date and Time: Tue, Apr 22nd - 01:02 PM PDT (23 mins) Participants: dsurwill@shield-legal.com, ahsan@shield-legal.com, acrowell@meadowlawfirm.com, kyle@meadowlawfirm.com, nickmcfadden@shield-legal.com, jgordon@meadowlawfirm.com, alan@tortintakeprofessionals.com, nickmcfadden@tortintakeprofessionals.com, malissa@shield-legal.com, acuozzo@baileyglasser.com, jbecker@meadowlawfirm.com, nicholas@tortintakeprofessionals.com Overview: In the Technical Troubleshooting Meeting, the team addressed integration issues and data mapping problems related to the Meadow-Shield project. Key discussions included the verification of orange-highlighted integration concerns, the clarity on gray-highlighted items marked as "received but ignored," and the need to maintain age-related questions consistent with intake criteria. Potential conflicts between fields in the intake questionnaire and secondary forms were identified, raising concerns about data overwriting. Next steps included Jonathan Becker’s responsibility to assess the status of flagged fields, check for question overlaps, and report findings, while Alan Gill will manage the cleanup of internal IDs and liaise with Smart Advocate regarding potential workflow impacts. Actionable items were assigned to ensure thorough follow-up and resolution of the highlighted issues. Notes:

🔧 Integration Issues Review: • Jonathan Becker was stuck in Google Meet waiting room for about 10 minutes before joining • Team reviewing a marked-up version of integration issues between systems • Orange-highlighted items need verification if they exist in the system • Yellow-highlighted items likely don't need to be pushed • Alan confirmed 'law firm' field works because it was included in previous test cases • Age-related questions (24 years or younger, 9-14 years) need to be maintained as they match intake criteria

📊 Data Mapping Problems: • Team confused about gray-highlighted items marked as 'received but ignored due to other data' • Need to follow up with Max for clarification • Plaintiff role field needs to be sorted out • Date of birth fields discussion one for injured party, one for signer • Street address not consistently saving to contacts • Some fields like Alt ID and S1 are internal IDs that were sent by mistake and will be removed • Fields 5, 8, 9, and 30 are pushing to both case wizard and intake questionnaire

⚠️ Potential Field Conflicts: • Case wizard tab will be removed after data reconciliation project • Jonathan concerned this might cause errors when UDFs are pulled • Alan suggested verifying with Smart Advocate that workflows won't break • Critical issue identified potential field overlap between intake questionnaire and secondary forms • If questions are identical in both forms, data could overwrite previous entries • Alan explained some fields intentionally overwrite others (particularly text boxes for adding details)

🔄 Next Steps: • Jonathan will verify if orange fields are created and why they weren't mapped • Will check for question overlap between forms • Alan needs to be informed of any question changes, especially to secondary questions • Team plans to create new test case with updates to compare across systems • Discussion about intake ID structure ID1 = unique client identifier, ID2 = primary intake, ID3 = secondary intake • Jonathan will analyze findings before scheduling follow-up with Smart Advocate team Action Items: Jonathan Becker: Alan Gill:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-22 16:05:27

Title: Hello, I am an event card - Nick Ward and suresh.kumar@lawruler.com Date and Time: Tue, Apr 22nd - 01:30 PM PDT (33 mins) Participants: jsantana@shield-legal.com, snakagawa@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, anthony@tortintakeprofessionals.com, tony@tortintakeprofessionals.com, suresh.kumar@lawruler.com Overview: The Technical Troubleshooting and Problem-Solving Meeting, led by Nick Ward and attended by Suresh Kumar, focused on addressing critical system performance issues affecting the firm's operations. Key topics included the identification of significant problems with the inbox and intake forms, with Joe Santana noting IT's efforts to record tasks on multiple computers for analysis. Jordon Espinoza pinpointed a root cause linked to mapping fields in pop-ups while also highlighting automations that failed to trigger as expected, leading to considerable delays. An impact assessment revealed the financial repercussions of such issues, which prevented call center agents from accessing vital information during calls, prompting action items that involved coordinating with the Law Ruler team for resolution. Follow-up tasks were assigned to various team members for further optimization, including an automation audit and sharing diagnostic findings with engineering teams to rectify the delays observed in system performance. Notes:

🚨 System Performance Issues: • Joe Santana mentioned that IT is recording videos of multiple computers performing the same tasks to identify issues • Nick Ward noted significant problems with the inbox and building intake forms • Jordon Espinoza identified a root cause related to mapping fields in pop-ups loading all portal questions • A QA-approved fix is ready for deployment for the form builder issue • Anthony reported delays in accessing forms and described automation issues, including 30-minute delays for email sends • Some automations completely fail to trigger at all, requiring manual status changes to activate them

📊 Impact Assessment and Specific Examples: • Tony emphasized the severe financial impact 'thousands of dollars are just gone' • Current issues prevent call center agents from seeing campaign information when calls connect • The problems have persisted for about three hours on the day of the meeting • Law Ruler confirmed it's not a local issue but needs optimization on their end • Joe requested network trace route information to diagnose connection problems • Anthony demonstrated a lead where no automations triggered at all, despite being in final status • Jordon discovered the issue might be related to Spanish language settings in the leads

⏱️ Resolution Planning: • Tony offered to dedicate IT staff to work with Law Ruler on resolution • Jordon identified four separate issues needing optimization inbox search, form loading, intake builder, and automations • Brandon committed to scheduling a follow-up meeting the next day • Joe shared trace route results showing significant delays within the Microsoft network (84+ ms vs. normal 11-21 ms) • Law Ruler team will escalate the network findings to their engineering team • Brandon will coordinate an automation audit meeting with Nick and the appropriate team members Action Items: Jordon Espinoza: Branden Brooks: Nick Ward: Anthony Soboleski:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-25 16:47:13

Title: T.I.P. Connect v2.1 Date and Time: Fri, Apr 25th - 02:00 PM PDT (45 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, jdelk@tortintakeprofessionals.com Overview: The Operations and Technical Coordination Meeting titled "T.I.P. Connect v2.1" addressed several key issues affecting the team's operations, focusing on email integration challenges, clarifications around retainer confusion, campaign management, and integration workflows. Alan reported that integration emails related to Law Ruler had ceased functioning due to issues with the data processing email account, prompting further investigation with Joe. The team discussed confusion regarding signed retainers from two years ago, clarifying that they update old leads based on current criteria, while emphasizing the importance of complying with TCPA regulations. A comprehensive campaign priority list was proposed to streamline management efforts, and workflow challenges with Litify integration were highlighted, with the need for standard field mappings increasing in urgency. Technical dynamics and team communication strategies were also discussed, alongside action items assigned to various team members to resolve these issues and enhance operational efficiency. Notes:

🔄 Email Integration Issues & Troubleshooting: • Alan reported Law Ruler integration emails stopped working around 2PM yesterday • Integration issues appear related to the data processing email account created 6 months ago • Various email automations are failing to fire, affecting Tony, Alan, Luis, Jackson, and others with Tor emails • Alan started a separate thread with Joe to investigate the email account issues • Law Ruler claims it's an issue with the email system, not with their platform

📝 Statute/Retainer Confusion with Abe: • Cameron joined to discuss confusion from earlier meeting with Abe • Alan clarified Abe mistakenly believed they had retainers signed from 2 years ago that weren't sent • Team explained they update intake information for older leads based on current criteria when contacts resume • Cameron emphasized only about 10% of sign-ups are more than 3 months old • Discussion about TCPA regulations and consent for leads from before January

🔍 Priority List & Campaign Management: • Nick, Daryl, and Databative are requesting a longer-term priority list • Doug asked for similar information but didn't understand what priorities Abe was working on • Cameron suggested creating a comprehensive list of all campaigns (active, not active, pending) • Proposed putting everything in a Google sheet and having Abe prioritize them with numbers

⚙️ Intake Process & Litify Integration Challenges: • Discussion about needing to move quickly when acquisition opportunities arise • Alan described workflow challenges with intake forms and Litify integration • Team needs guidance on how intake should look to properly import into Litify • Cameron expressed frustration about why standard field mapping can't be established • Challenges arise when changes are requested after dialing begins, requiring retrofitting data

📞 Technical Support & Team Dynamics: • Joe joined briefly to investigate email system failures that started around 550PM • Cameron took a call from Abe to address the earlier confusion • Discussion about previous data requests where 'everything' was sent but apparently never used • Team discussed relationship dynamics and communication strategies with different stakeholders • Reference to Daryl's capacity to handle integration work (about one integration per day) • Alan mentioned some guidelines about interview approaches for a new team member Action Items: Alan Gill: Joe: Cameron Rentch: Nick and Daryl:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-28 15:53:43

Title: sok-zhrb-bvs Date and Time: Mon, Apr 28th - 01:32 PM PDT (19 mins) Participants: nickmcfadden@shield-legal.com, cameron@shield-legal.com, darrell@shield-legal.com, nicholas@tortintakeprofessionals.com Overview: The Process Improvement and Workflow Coordination meeting focused on streamlining the new campaign launch process, establishing clearer communication protocols, and enhancing document sharing among team members. Melissa will promptly notify Darrell of new campaigns, who must then inform Zaheer within an hour to obtain three necessary IDs. Cameron transitioned the campaign tracking from an Excel sheet to a Google Doc to improve collaboration and reduce version control issues. Discussions included the creation of JSON by Darrell with assistance from Daniel for campaign launches, as well as the integration of urgent communications regarding intake approvals by Nick. The team emphasized the need for a structured communication plan and scheduled regular meetings to ensure ongoing coordination and support for project activities. Action items were assigned to various team members to implement these processes effectively. Notes:

🚀 New Campaign Launch Process: • Melissa will notify Darrell within minutes of a new campaign launch • Darrell will then notify Zaheer within one hour of becoming aware • Zaheer must provide three required IDs within three hours of notification • Cameron moved everything from Excel sheet to Google sheet for tracking • Nick raised concerns about getting approval for intake changes • Discussion about handling changes after campaign implementation

🔄 Integration Workflow and Communication: • After receiving IDs, Darrell creates JSON and works with Daniel to go live • Cameron will email Melissa about notification requirements for new campaigns • Communication plan includes sending intake to Abe/Nico with urgent subject lines • Discussion about GCP setup requirements and team responsibilities • Clarification that Daniel will help with establishing payload from GCP

📋 Document Sharing and Meeting Schedule: • Cameron shared Google Doc with Darrell for campaign tracking • Google Doc will replace Excel to avoid version control issues • Discussion about Shield and Tip integrations tech staff weekly meeting • Nick mentioned they now have a daily 10 AM meeting • Team confirmed they have a separate Cello download meeting with Darrell, Ward, Ryan, and Nick Action Items: Cameron Rentch: Darrell McCracken: Nick McFadden: Anthony Sobieski:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-29 11:27:59

Title: T.I.P. Connect v2.1 Date and Time: Tue, Apr 29th - 09:00 AM PDT (26 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com Overview: In the Status Update Meeting for T.I.P. Connect v2.1, key discussions centered around enhancing client communication, with a particular emphasis on addressing feedback regarding insufficient updates. It was noted that Abe is integral to the communication process and that an automated system for monthly client updates is necessary. Updates on New Hampshire cases highlighted a deadline nearing for ad campaigns and filing, with efforts underway to reach eight unreachable clients. System alignment issues were raised concerning discrepancies between case statuses across platforms, and steps were taken to improve campaign processes, including testing intakes and standardizing data fields. Action items were assigned, such as Cameron collaborating with Abe to develop the automated updates system, Tony addressing case discrepancies, and Anthony working on data field standardization. Overall, the meeting aimed to improve workflow, client satisfaction, and campaign efficiency moving forward. Notes:

🗣️ Client Communication Concerns: • Request to improve communication with clients who need updates • Client feedback indicates dissatisfaction with lack of information • One client mentioned receiving better updates about a jail campaign than her NEC claim

🔄 Process Updates with Abe: • Abe holds the key to communication processes • Doug has ideas but everything must run through Abe • Need for an automated system for client updates (monthly emails/texts)

📊 New Hampshire Cases: • Ads for New Hampshire ending Thursday/Friday (June 1st) • Last date to file is end of June • Narratives completed; waiting on confirmation for certain numbers • 8 clients remain unreachable; narratives drafted but not on portal • 3 of 8 missing clients have appointments scheduled

📋 System Alignment Issues: • 19 cases marked as closed in one system still open in the other • Email communication issues between teams • Daryl needs ID modifications • Zaheer from Datavative is the contact for codes • Agreement not to repost Salesforce support position externally

🔄 Campaign Process Improvements: • Luis needs to send case discrepancies to McFadden • Need to analyze Flat Iris data • New process for campaigns test intakes sent to Abe and Nico • Two-hour response window for feedback on test intakes • Anthony to pull data fields for intakes and send complete list

🚀 Campaign Updates: • Plan to standardize data fields across campaigns in the same vertical • Will use Dustin's templates to auto-build forms • Update on Flatirons conversations scheduled for end of week • PFAS and neck injury campaigns being reactivated • Approval received for soup campaign, scaling up next week Action Items: Cameron: Tony: Anthony: Nick: Daryl: Henri and Vernon:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-29 13:52:37

Title: TIP BI Sprint Priorities Date and Time: Tue, Apr 29th - 11:07 AM PDT (42 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, ryan@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Overview: The TIP BI Sprint Priorities meeting focused on critical business priorities including financial structures, portal improvements, team reorganizations, and GitHub integration. Key discussions included TIP's aim to achieve profitability while managing monthly expenses, alongside a proposed solution for effectively tracking referral leads using contract data. Improvements to the Retool portal were prioritized, such as removing agent commission rates and enhancing data integration with Personal Case Type IDs (PCT ID). The meeting also addressed the reorganization of the BI team, detailing roles for data pipe creation and Looker Enterprise implementation, with an emphasis on user accessibility. Additionally, updates on GitHub integration included setting role-based access control (RBAC) and confirming admin privileges. Action items were assigned to participants, including pipeline development for lead management and necessary changes to the Retool platform, ensuring clarity and accountability for next steps in the sprint. Notes:

💰 Financial Structure and Processes: • Discussion on TIP's business model - goal is to break even with $100-300K wiggle room • TIP's revenue comes from SHIELD and staffing fees from CSPs and third-party law firm representatives • Monthly expenses and profitability discussed - typically $100-250K profitable except for one problematic month • Solution developed for referral tracking when a lead gets referred, contract data from the source is applied to the new lead • Agreement to use minimum value of Leadspedia contract ID string for cases with no leads PD lead ID

🛠️ Retool Portal Improvements: • Brian needs to remove agent commission rate from portal • Commission schedule tab needs removal • Status rates tab isn't working properly and needs fixing • PCT ID (Personal Case Type ID) needs to be integrated into case type pricing • Discussion on whether PCT ID should be a separate tab or integrated section • Every 5 minutes, system pulls case type data from Law Ruler into BigQuery • Decision to revamp how PCT ID works to avoid manual entry discrepancies

📊 BI Team Reorganization and Data Access: • Josh (AI data engineer) will be moved to build Paylocity and Yardy data pipes into TIP and SHIELD • Edward will be transferring to Flatirons full-time in approximately two weeks • Discussion of Looker Enterprise implementation for various user types • Viewer users who just consume information • Builder users who create dashboards without writing SQL • Admin users who manage permissions and data access • Demonstration of Looker Enterprise capabilities for non-technical users

🔄 GitHub Integration and Next Steps: • James added billable leads with RET and LP feature to development mode • Walkthrough of the process to move changes from development to production • Discussion on setting up proper RBAC (role-based access control) in GitHub • James and Nick McFadden added as admins to Shield Legal GitHub organization • Confirmation that builder and viewer users will not have development mode access • Final summary of next steps, including building pipelines, working with Brian on Retool improvements, and training Melissa on the new systems Action Items: James Turner: Ryan: Brian: Edward: Melissa:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-30 18:31:50

Title: T.I.P. Connect v2.1 Date and Time: Wed, Apr 30th - 04:00 PM PDT (29 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com Overview: The T.I.P. Connect v2.1 Status Update and Coordination Meeting focused on several key areas including the urgent need for accurate benchmark sheets and data validation. Cameron raised concerns about discrepancies in the benchmark figures, prompting Alan to commit to validating the MIA list and fact sheets for LA County juvenile detention cases by 8 AM the following day. The team discussed issues with the dashboard, particularly regarding a thyroid-only campaign and redundant efforts between Alan's and Nick's teams, highlighting the necessity for an alignment meeting. Updates on current campaigns revealed good progress in New Hampshire but identified challenges in generating leads for the ADC and Mormon campaigns. Action items were assigned to team members for follow-up, including investigating data discrepancies, ensuring deadline awareness for new cases, and drafting necessary documentation to streamline operations. Notes:

🔍 Benchmark Sheets and Data Accuracy: • Cameron raised concerns about benchmark sheets not being updated properly • Alan needs to validate MIA list and fact sheets for LA County juvenile detention cases by 8am tomorrow • Numbers don't align benchmark shows 331 QA approved clients and 27,062 fact sheets completed • Cameron stressed urgency as he will be meeting with Flatirons tomorrow morning • Alan committed to investigating the discrepancy immediately

📊 Dashboard Updates and Data Management: • Discussion about thyroid-only campaign appearing on the same benchmark sheet but in a separate section • Dashboard shows 178 non-thyroid disease cases and 213 thyroid disease cases • Cameron verified a total of 378 signed claimants in the dashboard • Concerns raised about redundant work between Alan's team and Nick's data team • Alan mentioned technical issues with the benchmark sheet that prompted desire for optimization • Need for alignment meeting between teams to prevent duplication of effort

📝 Campaign Updates and Deadlines: • Cameron reviewed MIA report showing 317 cases with only 64 MIAs • Discrepancy with benchmark sheet showing 331 signed but only 262 interviews completed • Discussion of April performance with 288 interviews completed • New Hampshire campaign traffic will end tomorrow with a hard deadline of May 15th for signing new cases • Upcoming campaign with Anapol firm for sex torsion cases - similar to previous work

📞 Current Campaign Status: • Tony reported current status across campaigns good progress on New Hampshire, Firefoam, Barge, California Depot • ADC campaign needs more leads • Discussion about LexisNexis documentation needed - Tim drafting material • Cameron noted significant variance in campaign response rates • Mormon campaign showing little progress despite some leads • Instruction to ignore blood pellet leads as they're not from active traffic Action Items: Alan Gill: Tony: Tim Bellamy: Nick McFadden:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-04-30 19:17:52

Title: DL/Shield - Intake process review Date and Time: Wed, Apr 30th - 04:30 PM PDT (43 mins) Participants: anthony@tortintakeprofessionals.com, cameron@themedialab.agency, darrell@shield-legal.com, nicholas@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, tony@tortintakeprofessionals.com, mabramowitz@dicellolevitt.com Overview: The DL/Shield Intake Process Review Meeting focused on streamlining the intake processes and ensuring data consistency across systems. Cameron outlined a new DL setup workflow, detailing communication and response expectations between team members, including prompt data provision from DL within 2-3 hours of notifications. The importance of proper data field formatting was discussed, with Abe advocating for clearer structures and potential parsing of older data to fit new formats. Data validation issues were also addressed, highlighting the need for quality assurance in data entry, particularly concerning zip codes. Additionally, discrepancies in case statuses across systems were identified, leading to an agreement to update certain cases and enhance overall alignment. Action items were assigned to various team members to facilitate the parsing project, update case statuses, and improve data form formatting, with timelines established for completion to address identified challenges. Notes:

🔄 Process Streamlining Discussion: • Cameron explained new streamlined process for DL setups • Notifications of new campaigns go from Melissa to Daryl • Daryl contacts Zaheer at DL with a template prepared by Abe • DL should respond within 2-3 hours with required data points • Test intakes need to be sent to Abe, Nico, Daryl, Cameron, McFadden, and Ward • No response within 2 hours assumes question set is acceptable • Goal is to model all intakes after DL system for consistency with other firms

🛠️ Data Field Formatting Discussion: • Abe emphasized importance of proper data field formatting • Discussion about using dropdowns vs. free text boxes • Concern about provider lookup fields and data consistency • Anthony confirmed newer builds use separate fields (address line 1, line 2, city, state, zip) • Abe requested parsing of old data into new field formats • Nick McFadden noted challenges with parsing older data • Discussion about developing scripts to parse historical data

📊 Data Validation Concerns: • Debate about data validation capabilities in Law Ruler • Abe questioned why text fields are used instead of digit-only fields for zip codes • Discussion about QA process for verifying addresses • Nick McFadden explained historical data entry wasn't structured for current needs • Agreement to try parsing historical data despite challenges • Nick will provide timeline by end of week for parsing project • Anthony confirmed newer case types use dropdown menus wherever possible

🔍 Case Status Reconciliation: • Discussion about cases showing as open in one system but closed in another • For Camp Lejeune and CPAP cases close to deadline, cases should be reopened • Agreement to change status on approximately 9-15 cases from 'declined' to 'QA' • Four Paraquat cases need investigation - will be sent to Courtney and Kate • Nick will update cases in the system to match statuses across platforms • Final alignment on current and future intake processes • Discussion of potential challenges with historical data cleanup Action Items: Nick McFadden: Anthony: Daryl: Abe Abramowitz:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-01 13:06:18

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01JSMFFNPVQG1Q8X49P9WN0PKQ|DL | SL Weekly Sync Date and Time: Thu, May 1st - 10:30 AM PDT (32 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com Overview: In this week's DL | SL Weekly Sync meeting, team members addressed several key challenges impacting their workflow. Technical difficulties delayed the start, with audio issues for Amanda resolved after she relocated. Discussion turned to document organization, as Amanda sought access to specific files related to SFC short form complaints, leading to tension over changing documentation requirements; Brittany vowed to enhance the file organization process. The team identified issues with template formatting affecting MDL centrality uploads, resulting in a pause on new submissions while Brittany works to reformat the master list. Case updates were shared, with Amanda encouraging direct communication between Brittany and assigned attorneys regarding specific client queries. Action items for both Brittany and Amanda were outlined to improve document management and expedite case resolutions. Notes:

🔧 Technical Difficulties: • Amanda experienced audio issues at start of meeting • Problem resolved when Amanda moved inside the RDS building • Several minutes spent troubleshooting before productive discussion began

📁 Document Organization Challenges: • Amanda seeking documents for SFC short form complaints from October • Brittany explained February authorizations are in a zip file ('2.6.25 signed documents') • Current file organization creating workflow problems for Amanda's team • Tension arose regarding changing requirements for document submissions • Brittany promised to discuss better file organization process

📋 Template Format Issues: • Old and new templates causing problems with MDL centrality uploading • Brittany agreed to reformat master list from old template to new template • Team will pause new submissions for approximately one week • Solution expected to resolve the entire template problem

📝 Case Updates & Intake Status: • Discussed specific client cases (Debbie Clark and Angela Milling) • Amanda advised Brittany to email assigned attorneys directly for certain questions • Air relaxer case intakes will continue 'as long as possible' • 19 new commitments received in previous two weeks Action Items: Brittany Barnett: Amanda Patterson:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-01 16:00:00

Title: Five9 TAM Call - Tort Intake Date and Time: Thu, May 1st - 01:30 PM PDT (27 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview: The Technical Support and Configuration Meeting focused on several critical topics regarding the Five9 TAM Call for Tort Intake. Key points discussed included changes to the main inbound IVR for storm damage calls, where improvements were made to simplify routing by using a case module based on a suggestion from Romeo. The team addressed the implementation of spam call blocking for a harassed team, and Nick proposed extending this measure to others. There was also a discussion about expanding supervisor licenses, with a need for 4-6 additional licenses due to current limitations. Furthermore, the meeting covered enabling agent-to-agent transfer capabilities, audio quality issues affecting call connections, and strategies for campaign throttling. Action items were assigned to participants to enhance follow-up on these points, including investigating audio issues and potential adjustments for improved system performance. Notes:

🔄 IVR Configuration Changes: • Christian explained changes made to the main inbound IVR for storm damage calls • Romeo suggested using the case module instead of multiple if-else modules for cleaner routing • Christian implemented Romeo's suggestion during the meeting to simplify the call flow • Nick mentioned they expect more tailored IVR scripts in the future from marketing

🛑 Spam Call Blocking: • Christian confirmed he added spam call blocking for a team being harassed • Used if-else statement to check ANI and hang up unwanted calls • Nick asked if similar blocks should be implemented for other teams

👥 Supervisor Licenses & Permissions: • Nick mentioned they need to add 4-6 more people with supervisor access • Currently limited to 15 supervisor licenses out of ~140 total seats • Romeo confirmed Peter can quickly add more supervisor licenses if needed • Multiple permissions impact different types of API access • Removing supervisor access affects ability to pull call recordings and data

🔀 Agent Transfer Capabilities: • Christian asked about enabling agent-to-agent transfers • Romeo confirmed transfers can be enabled at individual or user profile level • Christian found the setting 'User can transfer calls to agents' in the user profile • Confirmed closers can have transfer capability while screeners cannot

🔊 Audio Quality Issues: • Nick reported isolated incidents of poor call quality • Team discovered multiple agents showing poor connection quality in voice insights • Romeo suggested checking specific calls and opening a support ticket • Agreed to discuss voice insights more thoroughly in next week's meeting

📊 Campaign Throttling: • Joe asked about best ways to throttle campaign volumes • Currently using ratio setting with some success • Romeo explained options ratio setting for manual control or predictive dialing with campaign ratios • Discussed differences between preview, power, predictive, and progressive dialing modes • Nick noted predictive is more efficient but offers poorer user experience Action Items: Christian Rogers: Nick Ward: Romeo Agregado:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-01 18:36:02

Title: T.I.P. Connect v2.1 Date and Time: Thu, May 1st - 04:00 PM PDT (34 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com Overview: The Internal Operations Check-in meeting for T.I.P. Connect v2.1 focused on addressing ongoing issues with call tracking and case management. Cameron and Alan discussed a specific storm damage intake that wasn't reflected in their tracking system, leading to a broader exploration of why certain calls, particularly from external media sources, were not appearing accurately. Alan successfully conducted a test call to verify system functionality, and they noted several data leads that emerged. Emphasizing the importance of thorough client verification, the team agreed to be proactive in confirming if clients had prior settlements to prevent accepting already resolved cases. Action items included performing a deep dive analysis on TVM cases, processing Mormon-related cases, and preparing for an upcoming call about abuse cases involving client resignations. The meeting concluded with a clear understanding of next steps and assigned responsibilities. Notes:

📞 Call Tracking Issue Discussion: • Cameron and Alan discussed a storm damage intake from a voicemail • Alan mentioned the call came at 1229am but Cameron couldn't see it in their tracking system • Team was preparing for another call with Doug in three minutes • Alan confirmed they're filling out an intake for the storm damage case

🔍 Phone Number Verification: • Alan and Cameron worked to identify why calls weren't showing in the tracking system • Cameron clarified they need to test the external tracking number (in print media), not internal numbers • Alan performed a test call to verify the system was working • Cameron confirmed seeing Alan's test call in the system properly coded • Cameron mentioned having a couple of data leads that came in (ADA Goodwin, Jose Reyes) • Cameron requested Jackson to do a 'deep dive' on the TVM cases

⚠️ Case Verification and Next Steps: • Cameron emphasized being 'very aggressive' in verifying if clients had prior settlements • Team discussed importance of asking multiple times about previous payments to avoid taking cases already settled • Discussion about 'Mormon stuff' that the team was focusing on that day • Cameron mentioned speaking with John about writing up intakes from non-criteria states • Team prepared to join a call with Doug about abuse cases that clients are resigning • Call ended with confirmation that Alan had all necessary email information Action Items: Unassigned: Alan: Alan/Brittany:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-02 12:22:26

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JSQ9G5DDV41DWFGYDT86E26H|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, May 2nd - 10:00 AM PDT (23 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, darrell@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview: The Status Update Meeting focused on the Shield Legal Project, highlighting various aspects of case management, data integration, and ongoing challenges. Key updates included the completion of multiple cases across Maryland, New Jersey, Pennsylvania, and Michigan, alongside a discussion on backfilling questionnaire data, which involves using LLMs to extract injury information. Team members addressed ongoing issues with NetDocs integration, requiring further troubleshooting with Sikich developers, as current document processing is significantly delayed. Future plans were discussed, including an anticipated API expansion and architectural redesign for the integration process. Action items were assigned to team members to address case work, follow up on missing data roles, and ensure the progression of integration efforts. Notes:

📋 Case Creation Updates: • Darrell reported completed cases Maryland, Chowchilla, Soup campaign with Flatirons, Depot Provera • New Jersey fee splits completed (Flatirons) and DiCello Levitt New Jersey JDC in progress • New Jersey Juvenile hall was completed but pulled due to being over the cap • Pennsylvania and Michigan Juvenile Hawlabus completed • Flatirons PSplit with hair relaxer completed • JP sent Arizona YTRC record IDs right before the call

📄 Data Backfill Progress: • Backfill for questionnaire data ongoing • April Moore mentioned missing AFFF roles that Darrell will investigate • Abe requested questionnaire backfill for manually entered past data • Yehia explained their JSON field approach for questionnaire data • Team is using LLMs to extract injury information from questionnaire data • Darrell to export CSVs in JSON format for all signed finals from every campaign • JP is loading data into two fields on the matter record

🔄 NetDocs Integration Issues: • Zahir reported ongoing error logs with document posting and NetDocs • Darrell needs to continue manual processing of documents • Meeting with Sikich developers needed to troubleshoot integration issues • Daniel (who runs automations) should also join the meeting • Document processing taking 6-7 hours, with approximately 50 intakes per day

🔮 Future Plans: • Yehia mentioned plans for meetings with Sikich about redesigning the integration process • Zahir discussed plans for an intakes API expansion • Initial call with Nick completed; more internal follow-ups needed before looping in Shield Legal team • Expected movement on API expansion in the next 1-2 weeks Action Items: Darrell McCracken: Zahir Bokhari: Yehia Said: JP LaValley:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-07 14:04:19

Title: TIP BI Sprint Priorities Date and Time: Wed, May 7th - 11:01 AM PDT (58 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, ryan@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Overview:

Leadspedia Priority: Billable leads pipeline auto reconciliation highlighted as a priority. New PCT ID features demonstrated (e.g., broad tort type suggestions) and tag functionality for campaign tracking implemented. System update finished in Retool under Primary Case Type ID tab.
Financial Systems Integration: Automated referral handling now captures contract data from leads; default contract assignment implemented for unknown sources. Looker dashboard created for visualizing contract ID integration data, enhancing tracking efficiency.
Expense Structure: Monthly expenses broken down (payroll, travel, tech, professional services, occupancy, agent commission). Need for separate agent commission tracking stressed. Staffing revenue at $15 markup from contract staffers should be captured to prevent manual compilation issues faced by Edward.

Notes:

📊 Project Updates: • Leadspedia data for billable leads pipeline was mentioned as a priority from last sprint meeting on the 29th, focusing on auto reconciliation • PCT ID version 2 implementation was discussed, enabling contract values to be integrated into the system • New PCT ID feature demonstrated by James, showing how it reads broad tort type and provides suggestions • Campaign tags functionality added to PCT ID system, allowing users like Cam to track campaigns (e.g., flyers, TV) and filter by tags • Retool implementation of these features is already complete and available under the Primary Case Type ID tab

💰 Financial System Updates: • Billable leads pipeline data has been set up with contract ID integration • Referral handling has been automated - when a referral comes in from a lead, it automatically grabs contract data from the referring lead • Default contract assignment implemented - if a lead source is unknown, the system finds the lowest value contract ID and assigns it • Looker dashboard has been set up to visualize this data with filtering capabilities

📈 Financial Accounting Structure: • Monthly expenses structure includes payroll, travel, technology, office professional services, occupancy, and aggregate agent commission • Agent commissions need to be separated from payroll expenses per discussion • Revenue sources identified talk time revenue, IO case type billable rate, and other revenue (staffing) • Staffing revenue ($15 markup) from contract staffers like Vernon needs to be captured separately • Current process requires Edward to manually compile staffing revenue from multiple spreadsheets provided by Rose

🔗 Database and System Integration: • Rawstatusreport table in PostgreSQL logs the history of lead statuses and is updated nightly at 230am Pacific Time • Financial data handling will require creating a union/join between old PostgreSQL financial logs and new BigQuery financial log for all leads • Historical data will be preserved (not recalculated) when merging with the new system • 5tran job will need to be paused when ready to move to the new system

🛠️ Process Updates: • Rose's workflow needs to be updated to separate agent commissions from payroll expenses • IO Other Revenue table needs to be created in the portal for Rose to enter staffing revenue • Financial log union will allow preservation of historical data while integrating new system data • Edward's transition to SHIELD was mentioned, with concerns about not retraining someone else on a system that will soon be obsolete Action Items: James Turner: Ryan Vaspra: Edward Weber:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-08 18:18:35

Title: T.I.P. Connect v2.1 Date and Time: Thu, May 8th - 04:00 PM PDT (17 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com Overview:

CPAP Claimant Outreach Initiative: New task assigned to contact CPAP claimants for ID uploads to the portal. Team members starting tomorrow. Cameron to discuss compensation with Abe for this added work.

Operational Updates: Nicholas to evaluate voicemail queues for missed opportunities; Joe Nielsen assisting with dialer ops. Alan's team has ownership for dashboard updates; individual meetings planned for clarity on daily updates.
New Hampshire Claims Progress: Abe has approved letter for MIA claimants. Good progress in contacting hard-to-reach clients; engagement continues with deceased claimant's fiancée as POA.
Staff Transitions: Edward moving to Shield for Flatirons next week. James and Ryan aligning on financial responsibilities during transition. Kathy out for over a week, coverage arranged. Daryl fully transitioned out, with security measures completed.
Upcoming Meetings: Salesforce specialist Richard scheduled for 2:30 tomorrow. Candidate interview with coding test set for tomorrow for potential new hire.
New Business Opportunity: Meadow SGGH campaign discussed with Becker; first expansion beyond intakes for this firm. Notes:

📞 CPAP Claimant Outreach Initiative: • New task to contact CPAP claimants who need to upload ID copies to the settlement portal • Team members familiar with claimants will start tomorrow morning • Cameron will discuss with Abe regarding compensation for this unplanned work

📊 Operational Updates: • Nicholas planning to evaluate voicemail queues to identify missed opportunities • Joe Nielsen assisting with dialer operations and voicemail assessment • Alan's team assigned specific ownership for dashboard and benchmark report updates • Individual meetings scheduled to ensure clear understanding of daily update procedures

📄 New Hampshire Claims Progress: • Abe approved letter for MIA claimants • Team making good progress contacting hard-to-reach clients • One deceased claimant's fiancée (POA) continuing with the claim

🔄 Staff Transitions: • Edward moving to Shield for Flatirons in a week • James and Ryan aligned on ownership of financial responsibilities during transition • Aiden scheduled to speak with Flatirons tomorrow • Kathy leaving for more than a week; responsibilities being covered • Daryl fully transitioned out; passwords and security keys transferred

📅 Upcoming Meetings: • Salesforce specialist (Richard) scheduled for 230 tomorrow • Candidate interview with coding test tomorrow for potential new hire

💼 New Business Opportunity: • Meadow SGGH campaign discussed with Becker • First time expanding beyond intakes for this firm Action Items: Alan Gill: Cameron Rentch: Nicholas Ward: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-09 12:12:24

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JT9NPG3Q9F669ZQZKJ4BEANW|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, May 9th - 10:00 AM PDT (10 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, darrell@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, nick.cirino@sikich.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com, akshay.poddar@sikich.com Overview:

Zahir Bokhari experienced Zoom issues, joining late; hopes invites were passed to Daniel from Shield Legal for attendance confirmation.
Daryl's transition discussed; he left midday yesterday but remains available for support. New personnel are being onboarded to take over his duties.
Daniel from Shield Legal sent ID requests which were confirmed to have been sent today; no errors reported in NetDocs case transfers since the 6th. Notes:

⏰ Zahir Bokhari joined late: • Zahir experienced Zoom issues that delayed his entry

📩 Nick McFadden sent a tentative response: • Zahir hoped the invites were passed along to Daniel

🔄 Daryl's transition status discussed: • Daryl left midday yesterday • New people are coming in to replace him • Daryl remains communicative and willing to help if needed

🆔 Daniel from Shield Legal sent requests for IDs: • Requests for IDs were sent today

📂 NetDocs case transfer status: • JPLavalley asked about issues with NetDocs case transfers • Zahir confirmed no errors since the 6th

📅 Meeting coordination challenges: • Zahir emailed all three Shield Legal representatives to remind them about the meeting • None of them mentioned they wouldn't attend • Nick from Sikich said he would join for the second half of the meeting

🎯 Meeting purpose: • Final debriefing on Shield Legal's process to document it for Sikich

🚫 Abe mentioned as unable to attend: • The meeting was being recorded Action Items: Zahir Bokhari:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-12 13:10:10

Title: API Strategy for Shield to Litify Date and Time: Mon, May 12th - 10:00 AM PDT (67 mins) Participants: nickmcfadden@shield-legal.com, zahir@datavative.com, dschussler@shield-legal.com, nicholas@tortintakeprofessionals.com, nick.cirino@sikich.com, akshay.poddar@sikich.com, mabramowitz@dicellolevitt.com Overview:

Focus on API strategy for data transfer from Shield to Litify, involving matter/party information, Q&A, role data, and documents. Collaborative effort for questionnaire construction noted with Litify, to jointly define questions with Shield.

API architecture identified: single endpoint for matter/party, role data, and Q&A; separate endpoint for documents. Future integration with NetDocs aims to minimize document handling errors. Non-PII data will be returned without OAuth, confirming successful API responses with Salesforce record IDs.
Discrepancies found in Maryland cases; 35 out of 58 linked incorrectly to parent matters. Spreadsheet created for reconciliation using Law Ruler IDs and Litify IDs. Audit plans for other campaigns prioritized by urgency, with New Hampshire deadline set for June 30. Action items assigned for case updates and automation adjustments. Notes:

🔍 Introduction and Setup: • Meeting participants introduced themselves with roles Nick Cirino (Sikich senior director), Akshay (developer), Nick McFadden (Shield head of BI), Dustin (integrations manager), and Daniel (helping with Daryl) • The meeting's primary focus is on API strategy for pushing data from Shield to Litify, with additional time for Maryland case reconciliation

📊 API Data Flow Architecture: • Four categories of data will be pushed from Shield to Litify matter/party information, question/answer data, role data, and documents • The question and answer data should be 1-to-1, containing injured party information or signer information from intake questionnaire • Litify will build questionnaires in their system with questions and answers defined jointly with Shield • Sikich team will create JSON template with clear tags and endpoints for Dicello to populate

🔧 Technical Integration Details: • Documents will use a separate endpoint; all other data (matter/party, Q&A, roles) will share one endpoint • Sikich team exploring direct integration with NetDocs to reduce error points in document handling • Custom endpoint will be created without OAuth requirement since only non-PII data (like Salesforce IDs) will be returned • API responses will include Salesforce record IDs and confirmation of successful creation

🔄 Data Update Strategy: • Team decided on an update system where Shield can push changes to existing records when needed • Recommendation made to have separate endpoints for creation and updates rather than a single endpoint for both • For client demographic information, changes will go to a 'questions and answers' repository rather than overwriting original party data • NetDocs integration will be built as a subsequent push after initial data is processed

🗂️ Maryland Cases Audit: • Team identified discrepancies in Maryland cases where 35 out of 58 were placed on incorrect parent matters • Some cases were pre-integration and manually entered, others were pushed to juvenile detention center matter instead of Maryland specific one • Spreadsheet created showing Law Ruler IDs and corresponding Litify IDs to be used for reconciliation • JP will help update cases to associate them with correct parent matter

📅 Future Audit Planning: • Shield team will conduct similar audits for other campaigns in priority order LA County, New Hampshire, Paraquat, AFFF, then everything else • New Hampshire has a deadline of June 30th requiring urgent attention • Team needs correct case type IDs to update automation to ensure cases go to the right place Action Items: Nick McFadden: Daniel: Akshay Poddar: Zahir Bokhari: Mark Abramowitz:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-14 12:43:11

Title: TIP BI Sprint Priorities Date and Time: Wed, May 14th - 10:01 AM PDT (39 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, ryan@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Overview:

Data Integrity Focus: Lookup table issues in SHIELD identified; need dummy rows for late/prior month leads due to dialer changes. Accurate reconciliation between TIP & SHIELD critical for sold leads and revenue. James reported sprint tasks mostly completed within one week; introduced 'Other Revenue' tracking page.

Commission System Overhaul: James presented initial Retool commission system for flexible agent roles and incentives. Moving from Paylocity to a comprehensive spiff structure. Meeting with John (senior supervisor) to finalize requirements. New system will automate bonus calculations and aggregate data effectively at the agent level.
AI & Data Transformation Updates: Christian joining for DBT and BigQuery support; ensuring dashboard reliability. Ryan stressed complexities in financial data transformation; emphasis on schema matching. James created documentation for schema changes to minimize dashboard issues. AI initiative for lead qualification in pi... Notes:

🛠️ System Updates & Data Integrity: • Discussion of lookup table issues in SHIELD and the need for dummy rows to account for late or prior month leads, especially due to changes in call patterns with the 59 dialer • Emphasis on ensuring accurate reconciliation between TIP and SHIELD systems for sold leads and revenue data • James provided updates on sprint progress, including completion of most tasks within one week, and showcased the new 'Other Revenue' page for tracking non-case-related revenue

💡 Commission & Bonus System Redesign: • James introduced an early version of a commission system in Retool, allowing for flexible agent roles and point quotas per agent/case type • Discussion of the need to move away from Paylocity and design a system that can handle complex bonus (spiff) structures, with a meeting planned with John (senior supervisor) to align requirements • The new system will allow supervisors to design spiffs, automate bonus calculations, and aggregate data at the agent level, not just the lead level

🔄 Data Transformation & Dashboard Maintenance: • Christian will join the team to support DBT and BigQuery workflows, focusing on dashboard reliability and schema management • Ryan emphasized the complexity of financial data transformation on the SHIELD side, including the need to match old and new schemas and maintain dashboard integrity for key stakeholders (Cameron, Mark) • James has built documentation to support future schema changes and reduce dashboard breakage risks

🤖 AI & Machine Learning Initiatives: • James is prototyping a tool to generate intake questions from law firm criteria sheets using machine learning, with the goal of improving lead qualification and potentially integrating into Lead Complete • Ryan suggested validating the AI-generated questions with Cameron and considering historical data to optimize question sequences for higher close rates • Discussion of user adoption challenges for new AI tools and the importance of building trust through validation and transparency

📊 Reconciliation, Validation, and Performance Metrics: • Ryan highlighted the importance of monthly reconciliation between TIP and SHIELD systems, especially for commissionable signups (noting 1580 for Shield in April) • Emphasis on tracking fallout rates and using machine learning to analyze patterns and improve conversion rates, supporting claims of industry-leading performance • James and Ryan agreed on the value of ongoing validation, documentation, and cross-team collaboration to ensure data accuracy and operational efficiency Action Items: Brian Hurst: Rose: James Turner:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-15 12:57:12

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01JV5J045VGWNW4Q42XGA5B3N9|DL | SL Weekly Sync Date and Time: Thu, May 15th - 10:30 AM PDT (26 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview:

Discussed food preferences focusing on steak, rice, beans, veggies, and fajitas. Notable mention of portion sizes; participants noted difficulty finishing two meals, indicating potential need for adjustments in catering.
Highlighted calorie counts during meal discussion; important in aligning food choices with dietary goals.
Brief history shared about fajitas being an American dish; context provided to enhance understanding of cultural influences on food choices. Notes:

🌮 Food Preferences & History Discussion: • Discussion about food choices, specifically steak, rice, beans, veggies, and fajitas • Mention of calorie counts and portion sizes, with a comment on not being able to finish two meals • Brief history of fajitas being an American dish • Reference to a favorite restaurant closing down and breakfast routines Action Items: This meeting has no action items.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-16 15:24:20

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JTVAVV8D8KADBY3BAK60X59V|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, May 16th - 01:00 PM PDT (22 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, dschussler@shield-legal.com, dsurwill@shield-legal.com, tim@datavative.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview:

Campaign Mapping & API Logic: Need to map 5 ethylene oxide campaign types based on questionnaire responses. Key fields identified for filtering cases. Nick requested all campaign IDs to assist Daniel with API integration.

Salesforce Licensing: Mark confirmed additional Salesforce licenses will be procured for Richard, Daniel, Edward, and possibly Aiden to ensure compliance and avoid shared accounts. Transition to data warehouse for improved data handling was discussed.
Data Handling & Integration Process: Standardization of past questionnaire data to CSV format is essential for integration. JP responsible for confirming which files need conversion. Workflow for integrating data post-campaign setup confirmed as upsert to handle duplicates seamlessly. Notes:

🔗 Meeting Setup & Introductions: • Nick facilitated adding Richard, the new Salesforce developer, to the meeting and introduced him to the team • Richard shared his background in Salesforce development and readiness to assist with ongoing and upcoming projects

🗂️ Ethylene Oxide Campaign Mapping & API Integration: • Discussion clarified the need to map five ethylene oxide campaign types based on specific questionnaire responses • Agreement reached on using two key fields to filter and assign cases to the correct campaign buckets • Nick requested all relevant campaign IDs to enable Daniel to implement the logic for API-based campaign splitting

🛠️ Salesforce & Litify Access, Licensing, and Data Warehouse Plans: • Mark outlined the transition to a data warehouse for transforming data before Salesforce ingestion, aiming to resolve prior issues • Richard was briefed on a partially completed CRM project using standard Salesforce objects for two practice areas, flagged as a future priority • Nick raised the need for dedicated Salesforce licenses for Richard, Daniel, Edward, and possibly Aiden, to avoid shared accounts and ensure compliance • Mark confirmed that additional licenses are being procured and will include the necessary team members

📋 JIRA Project & Communication Updates: • Zahir updated that the JIRA project for the team is being set up, with invites expected soon • Nick agreed to send Richard's email for inclusion in the JIRA project

📑 Questionnaire Data Handling & File Format Standardization: • Discussion about past questionnaire data dumps sent by Daryl, with a need to standardize all files to CSV format for integration • JP clarified which files were not in the required format and requested conversion to CSV • Nick's team agreed to handle conversion and upload of CSV files as needed

🔄 Data Integration Workflow & Timing: • Clarified the workflow for uploading and integrating questionnaire data after campaign setup and ID mapping, CSV files will be uploaded for backfill and ongoing integration • JP explained the process is designed as an upsert, so duplicate or updated data will be handled seamlessly • Nick and JP agreed to provide data dumps at the transition point when email automation is turned off and API integration goes live

👥 Team Coverage & Transition: • Zahir introduced Tim Holland as the interim point of contact during his absence for the next week, ensuring continuity in program management • Team acknowledged and welcomed Tim, confirming he will be included in all relevant communications

✅ Meeting Closure & Next Steps: • Final confirmation that all key topics were addressed, with no further questions from the team • Nick reiterated the plan to proceed with ethylene oxide campaign remapping and data integration Action Items: JP Lavalley: Nick McFadden: Mark Abramowitz:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-19 11:20:30

Title: T.I.P. Connect v2.1 Date and Time: Mon, May 19th - 09:00 AM PDT (19 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com Overview:

California Juvenile Hall Closures: Need clarity on reasons for closure of 10-11 facilities (Flat Irons); Cameron to request a detailed list of closures from Alan.

Text Messaging Registration Compliance: Alan shared registration docs on TCPA compliance; Cameron tasked to review intake script and set up a stakeholder call for clarity.
New Hampshire Project Report: Alan redoing report with Melissa to clarify completed/pending items; expected by 10:30_11:00 AM. Currently, 9 MIAs assigned to a private investigator, letters sent for follow-up.
BG Claimants & Portal Process: Clarification needed for BG on interview completion process; secondary interviews nearly done, meeting planned for next week. Cameron to proceed with interviews.
Michigan Juvenile WIRETC & SGGH Interviews: All materials for secondary interviews ready (except clergy); decision to conduct four interviews for better data collection.
Operational Next Steps: Alan will send updated ... Notes:

📋 Meeting Kickoff and Catch-Up: • Cameron Rentch and Alan Gill exchange greetings and discuss recent travel and weekend experiences • Alan confirms a noon call with Lynn from AX, with Cameron as a possible alternate participant

🚨 California Juvenile Hall Closures: • Alan raises a question about closed California juvenile halls (Flat Irons) and the lack of information on reasons for closure • Cameron requests the exact reasons and a list of how many were closed (10-11 facilities)

📑 Text Messaging Registration Compliance: • Alan sent documents regarding registration for text messaging, including scripts, checkboxes, terms, and privacy policies • Cameron is asked to review these, focusing on the intake script due to changes in TCPA compliance • Cameron requests a call with all stakeholders to review the changes and ensure everyone understands the ramifications

📊 New Hampshire Project Reporting: • Cameron requests clarification on a confusing report related to New Hampshire • Alan is redoing the report as a milestone summary for clarity, with Melissa assisting. The new report will detail completed and pending items and is expected by 1030-1100 AM • There are currently nine MIAs (missing in action) in the New Hampshire project, already assigned to a private investigator. Alan has sent out letters to these cases

📝 BG Claimants & Portal Process: • Cameron discusses the need to clarify with BG about completing interviews in the portal, as BG may not be fully aware of the process • Alan confirms that secondary interviews for BG claimants are mostly complete and a meeting with BG is planned for the week • Cameron decides to proceed with interviews, ensuring BG is aware of portal requirements

🔄 Michigan Juvenile WIRETC & SGGH Secondary Interviews: • Cameron checks if all materials are ready for secondary interviews for the new Meadow SGGH and Michigan Juvenile WIRETC • Alan confirms all materials are ready except for clergy, and as soon as Tony is ready, the launch can proceed • Both agree that conducting four interviews (instead of one) is beneficial for data collection and workflow

📞 Operational Coordination & Next Steps: • Alan will send the updated New Hampshire report once ready • Cameron lists the team members who should be included in the compliance review call (himself, Joe, Tony, Nick Ward, Anthony Sobieski) • Discussion on the need for a separate one-to-one TCPA consent process and possible additional documentation

✈️ Travel and Meeting Wrap-Up: • Cameron mentions upcoming travel to New York and expresses the challenges of recent travel schedules • Meeting concludes with well-wishes among participants Action Items: Cameron Rentch: Alan Gill:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-20 11:23:13

Title: T.I.P. Connect v2.1 Date and Time: Tue, May 20th - 09:00 AM PDT (21 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

Restart of tvm project confirmed; team actively engaged. No updates on cup soups; supplier slow, follow-up planned for Thursday. Barred power port project pending Melissa's coordination with Sobieski. NH project tracking file improved, updated daily, shared with Nico, Abe, Tim.

Claim worksheet progress positive; confidence in obtaining missing documents. OOS cases to utilize LexisNexis first to reduce costs before routing to private investigators. Internal deadline: June 1st; external deadline: June 25th.
Law Ruler system stable; enhancements pitch scheduled for Thursday. Recent AI webinar deemed unhelpful, lacked interest. First wildfire case received; focus on real-time call answering emphasized to prevent missed calls, callbacks discouraged. Notes:

📋 Project & Operations Updates: • Restart of tvm project confirmed; team is actively working on it • No new updates on cup soups; supplier is slow, but follow-up planned for Thursday • Barred power port project will resume once Melissa coordinates with Sobieski • New Hampshire project tracking file has been improved for clarity and is being updated daily and shared with key team members (Nico, Abe, Tim) • Notary process clarified two notarizations required (before and after upload); tracking and billing for notary services emphasized

🗂️ Case Management & Deadlines: • Claim worksheet progress reviewed; confidence expressed in obtaining missing documents due to ongoing contact with claimants • Out-of-service (OOS) cases should be routed to private investigators, but LexisNexis will be used first to minimize costs • Internal deadline for case processing set for June 1st, with an external deadline of June 25th

💻 Law Ruler Platform & AI Webinar: • Law Ruler system is currently stable; no major issues reported recently • Upcoming pitch to Law Ruler for enhancements (roles, permissions, groupings, lead lock changes) scheduled for Thursday • AI webinar hosted by Law Ruler was attended by the team; content was basic and not directly useful, with a focus on SMS over voicemail and chatbot usage, which the team is not interested in adopting

📞 Call Management & Lead Handling: • First case from wildfire mailers received; team checked call flows and hours of operation to ensure all calls are being answered • Emphasis on real-time call answering and floor management to avoid missed opportunities; callbacks are discouraged

🛠️ Development & Data Requests: • Development side is running smoothly; Daniel is consistently pushing out data requests, maintaining previous pace • New team member is acclimating and providing feedback on the Jello system • Regular follow-up with Beta scheduled for Friday at 10am to monitor transition after support personnel change

📑 Case Categorization & Audit: • Discussion about campaign splits and case categorization, especially for Maryland cases involving Bailey Glasser, Bower Sacks, and others • Andy holds the definitive list of case types; team advised to consult him to ensure all relevant cases are included in communications and audits • Melissa is auditing campaign splits and exploring automation options

📈 Reporting & Next Steps: • Cameron to send daily lead estimates to Tony, John, and Mark now that tbm is available • Cameron will be traveling for the next two days; no calls scheduled until Friday, but he will be available via Slack, text, or call Action Items: Cameron Rentch: Unassigned: Alan Gill: Henry (Henri): Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-20 12:39:17

Title: Pilot Request Date and Time: Tue, May 20th - 10:00 AM PDT (38 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com Overview:

Pilot Selection: Simple Talk AI chosen for pilot due to strong Q&A handling and rapid 2-week onboarding. Decision made after reviewing Smith AI and Five9; consensus to bypass further evaluation unless needed. (Mark Barmazelle, Joe Santana)

Integration Strategy: Aim for discreet pilot using old leads to mitigate risk; integrating with existing systems (Five9, Law Ruler, Leadspedia) crucial. Visibility concerns require masking bot activity, e.g., using code names for agent identification.
Metric Tracking & Evaluation: Essential to compare AI call handling metrics vs. manual dialing (focus on drop-off rates, conversion). Silent pilot on old leads proposed to avoid operational disruption. Next steps include data training with Simple Talk and reviewing integration feasibility. Notes:

🤖 Confidential AI Intake Pilot Discussion: • Meeting convened to discuss confidential pilot for AI-driven call center intake, requested by Mark Barmazelle, with strict confidentiality emphasized for all participants • Mark Barmazelle is exploring significant cost reductions and efficiency gains by automating intake processes with AI, referencing industry case studies (e.g., Klarna's OpenAI implementation) • Initial research compared Smith AI, Five9, OpenAI, and Simple Talk AI. Simple Talk AI emerged as the most promising solution due to its established industry presence and rapid deployment capabilities

🛠️ Solution Evaluation & Pilot Planning: • Joe Santana shared direct experience with Smith AI and Simple Talk AI, noting Simple Talk's superior Q&A handling and rapid onboarding (2 weeks for training) • Consensus reached to pursue a pilot with Simple Talk AI, bypassing further evaluation of Smith AI and Five9 unless Simple Talk fails to meet requirements • Joe can open a demo account and begin data training this week, aiming for a pilot after the upcoming break, pending Mark's sign-off and legal disclosures

🔒 Integration, Confidentiality, and Legal Considerations: • Discussion on integrating Simple Talk AI with existing systems (Five9, Law Ruler, Leadspedia) via hooks or bridges, with preference for a discreet pilot using old leads to minimize operational risk and exposure • Concerns raised about visibility of bot activity in Law Ruler and the need for masking (e.g., using agent code names like 'TIA' for Tort Intake Automation) • Legal disclosures and compliance (especially for call recording and sensitive data) must be addressed before broader rollout

📊 Operational Metrics, Manual Dialing, and Data Handling: • Need to track and compare metrics for AI-handled calls versus manual dialing, especially regarding call drop-off rates and conversion • Manual dialing persists due to Law Ruler limitations; supervisors' changes have disrupted call tracking, requiring a fresh pull and analysis of call logs • Silent pilot proposed on old leads to avoid disrupting current operations and to address concerns about visibility and agent awareness

🔗 CRM Integration, Sensitivity Handling, and Next Steps: • Simple Talk AI includes its own CRM, but team needs to ensure data can be extracted and ported into Law Ruler; Joe to confirm integration options • AI sensitivity to certain topics (e.g., sexual, drug-related) discussed; Simple Talk AI can be configured for campaign-specific sensitivity and exit strategies • Next steps include exporting old leads, setting up the pilot, confirming CRM integration, and reconvening next week to review progress Action Items: Joe Santana: Nicholas Ward: Ryan Vaspra:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-22 12:57:08

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01JVQJSG1YD8DFYGDFVSTDCWH8|DL | SL Weekly Sync Date and Time: Thu, May 22nd - 10:30 AM PDT (18 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview: The DL | SL Weekly Sync meeting addressed several crucial updates and action items related to case management and document organization. The session commenced with technical issues and brief personal updates, followed by a report on 46 open cases lacking Plaintiff Fact Sheet completions. Challenges in client outreach due to missing contact information were highlighted, along with recent access to people search services to aid in locating clients. The team discussed the status of the Short Form Complaint master list, confirming it was outdated with preparations underway to file 40 new complaints. Nyla received praise for creating a new organized folder system in ShareFile, improving searchability. Despite being inundated with multiple campaigns, the team acknowledged positive process improvements, resulting in an established workflow. Key action items include Brittany's review and outreach for specific clients, timely uploads of case folders by Nyla, and Amanda's confirmatio... Notes:

📋 Technical Setup and Updates: • Meeting started with technical difficulties in the conference room • Brittany mentioned being out sick the previous day • Brief mention of weather conditions (100 degree day in Vegas

📊 PFS Case Management: • Amanda shared a report of 46 open cases from 2022-2024 without PFS (Plaintiff Fact Sheet) completions • Brittany identified 39 cases without PFS profiles from a previous list • Some cases lack contact information, making client outreach difficult • Team recently gained access to people search services to help locate clients • Brittany will review Amanda's list and provide notes/updates on each client

📁 Document Organization and ShareFile System: • Amanda asked about SFC (Short Form Complaint) master list status - confirmed not up to date • Team is preparing to file 40 SFCs and needs updated information • Nyla created organized client folders in ShareFile system (000-dash-individual-client-folders) • New template implementation praised as 'amazing' by Amanda • Folders are organized by Litify ID for searchability • Upload process takes 5 minutes for small batches (10 files) or hours for larger batches

🏁 Progress Assessment: • Amanda noted cases are 'trickling in' indicating progress toward completion • Team acknowledged they're 'inundated' with multiple campaigns • Process improvement acknowledged - took 'six months' but now workflow is established • Both teams agreed they're in a 'good spot' with current processes and cadence Action Items: Brittany Barnett: Nyla: Amanda Patterson:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-23 12:33:58

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JVSWWPDGG86DCAGXMCWHZFFD|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, May 23rd - 10:00 AM PDT (31 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, darrell@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com Gist: The meeting aimed to enhance task visibility and management for the Shield Legal Project through a JIRA workflow and streamline request processes. Overview: During the Project Coordination Meeting for the Shield Legal Project, the team discussed the introduction of a JIRA workflow to enhance task visibility and management, outlining how items transition from draft to completion within a two-week sprint cycle. The importance of aligning processes was emphasized, with a focus on centralizing requests to avoid ad-hoc work and streamline approvals. The group debated the handling of incoming requests, agreeing on the need for a formal process to funnel requests through the proper channels. Additionally, future Salesforce development needs were addressed, including data structure and integration updates. The team confirmed the significance of keeping communications within JIRA and scheduled a follow-up meeting to review the JIRA board and prioritize tasks. Action items were assigned to various team members to ensure implementation of the discussed processes and improvements. Notes:

🔄 JIRA Workflow Introduction: • Tim explained the basic workflow in JIRA draft → ready → in progress → done or canceled • Sprint cycles are two weeks long • New issues default to draft status • Once validated, items move to ready (backlog status) • Items move from ready to to-do at start of sprint • Simple progress tracking to-do → in progress → blocked/review → done

📋 Process Alignment Discussion: • Tim suggested team members start putting Shield Legal work into JIRA for visibility • Daniel clarified his understanding that requests should come from Datavative/Abe • Tim initially misunderstood the workflow direction • Daniel emphasized the need for centralized requests to avoid random ad-hoc work • Tim acknowledged the need to streamline request approvals

🎯 Request Process Clarification: • Nate and Daniel debated how ad-hoc requests should be handled • Nate suggested Shield Legal should document incoming requests in JIRA • Daniel pushed back, stating requests should be consolidated internally by Datavative • Tim explained the need for a single point of contact to prevent Shield Legal from being 'bombarded with urgent requests' • Agreement that a formal process is needed to funnel all requests through proper channels

👨‍💻 Salesforce Development & Data Structure: • Daniel inquired about future Salesforce certified development needs for Richard • Nate mentioned communication from Nick at Sikich about questionnaire data • Daniel explained CSV files are passed with every lead containing questionnaire information • Discussed payload structure (roles and questions format) • Noted that payloads follow standard format with campaign-specific modifications

📬 JIRA Communication & Project Updates: • Discussed JIRA notifications - Daniel confirmed receiving email notifications • Nate emphasized importance of keeping all communication in JIRA threads • JP mentioned file format issues (Excel vs CSV) but has script ready • Hampshire integration about to go live, only needs automation turned on • Team agreed to meet next week to review the JIRA board Action Items: Tim Holland: Daniel, Nick, Richard: Shield Legal Team (Daniel, Nick, Richard): JP LaValley: All Team Members:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-27 11:25:05

Title: T.I.P. Connect v2.1 Date and Time: Tue, May 27th - 09:00 AM PDT (23 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Gist: The meeting focused on critical updates and issues for the T.I.P. Connect v2.1 project, emphasizing communication and collaboration among team members. Overview: The Status Update Meeting for the T.I.P. Connect v2.1 project focused on critical project updates and outstanding issues, highlighting a pending concern regarding secondary interviews for AFFF that Alan is addressing with Long Ruler. Communication with them has been ongoing, and the Michigan project has received necessary template approvals, prompting the start of calls to tackle the backlog. New projects, including those in Santa Clara, Alameda, San Bernardino, and San Diego, are also set to commence. Further discussions aimed at confirming interview procedures for these projects are scheduled, and all New Hampshire cases have been assigned to PI, with appointments lined up for follow-up. Team collaboration was emphasized, with clear action items assigned, including invoice payments, scheduling additional meetings, and ensuring effective communication and coordination among team members. Notes:

📋 Project Updates and Outstanding Issues: • Alan mentioned an outstanding issue with Long Ruler regarding secondary interviews for AFFF • Nick Ward has been communicating with them since last Wednesday • Michigan project received approvals from Becker on all templates • Michigan calls will start today to address the backlog • Starting work on Flat Irons projects including Santa Clara Juvenile Hall and Alameda Juvenile Hall • San Bernardino and San Diego projects are also on the radar

📈 Project Confirmations and Additional Work: • Cameron asked Alan to confirm with Abe and Nico about interview procedures • Starting Bar Power Port for DL Flatirons today • Alan noted he's waiting for an updated fact sheet for Bar Power Port from Brown Greer • Alan mentioned he sent information to Abe last week and is expecting updates this week

🔍 New Hampshire Cases and Team Coordination: • All outstanding New Hampshire cases have been sent to PI • Appointments scheduled for today and tomorrow • Meeting with Niego tomorrow to review remaining tasks • Cameron requested Alan to follow up with relation team and set up a call for Wednesday • Cameron emphasized the need for collaboration between team members • Alan will coordinate with both parties to ensure they work together as intended Action Items: Cameron Rentch: Alan Gill: Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-28 13:52:36

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, May 28th - 11:30 AM PDT (19 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Gist: The meeting aimed to address integration issues between Five9 and Law Ruler for lead management and discuss prioritization of leads. Overview: The Technical Support and Configuration Discussion meeting focused on critical issues related to the integration of Five9 and Law Ruler for lead management. The team, led by Christian, addressed a webhook integration problem where leads from Law Ruler were not appearing in Five9 despite a successful status indication. It was suggested that the issue might stem from the formatting of the request. Additionally, the discussion covered the ability to manage multiple lead lists within a single campaign, where priority settings can be configured to organize leads efficiently. Participants also explored how to prioritize new leads for agents. The '59 call ASAP' flag feature was highlighted as a solution to ensure new leads are presented to agents first, with implementation requiring collaboration with Law Ruler. Action items were assigned to team members to resolve the webhook issue and coordinate the implementation of prioritization features. Notes:

🔧 Webhook Integration Issue: • Christian and team experiencing an issue where leads from Law Ruler are not loading into Five9 • Law Ruler webhook shows 'success' status but leads don't appear in Five9 lists • Team has been manually uploading leads to continue operations • Romeo suggests the issue might be related to formatting of the request being sent to Five9 • Data being sent includes lead ID, phone number, case type, first name, last name, city, state, zip • All other webhooks are working correctly except for the 'transvaginal mesh' campaign

📋 Multiple Lists in Campaigns: • Joe asked if multiple lists can exist within a single campaign • Romeo confirmed this is possible and demonstrated how to set up priorities between lists • Priority settings can be configured with lower numbers indicating higher priority • This allows for organizing leads into hot, moderate, and cold lists within one campaign

⚡ Prioritizing New Leads: • Joe asked how to ensure new leads are presented to available agents first • Romeo explained the '59 call ASAP' flag feature that prioritizes newly arrived leads • Using the flag makes leads appear as high priority for one hour by default • The timeout can be extended to multiple days if needed • New leads with ASAP flag get called first regardless of campaign priority • Implementation requires coordination with Law Ruler since they control the Zapier webhook Action Items: Romeo Agregado: Anthony Soweski: Christian Rogers:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-28 14:11:29

Title: TIP BI Sprint Priorities Date and Time: Wed, May 28th - 11:04 AM PDT (64 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, ryan@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Overview: The TIP BI Sprint Priorities meeting focused on addressing pricing issues and adjustments for various campaigns, particularly the Soup Burns and Bard Power Port campaigns. Ryan discussed the historical context of pricing at Intuit, highlighting challenges with maintaining accurate talk time rates and associated costs. The team identified discrepancies in pricing models, determining the need to lower the talk time rate from $2 to $0.50 per minute for specific campaigns. They encountered technical limitations in updating the pricing structure in their database due to integer restrictions and brainstormed temporary workarounds. Additionally, the team examined current pricing against campaign performance, leading to proposed changes aimed at reducing costs per lead. Action items were assigned to team members, including confirming pricing with key stakeholders, updating systems, and addressing database constraints, all while navigating internal disagreements about pricing strate... Notes:

🧮 Historical Context & Pricing Issues: • Ryan explains historical context of pricing models at Intuit where leads were very cheap • Cameron records cost per lead sold to call center (not cost per contract) in SHIELD system • Issues with talk time rates Cameron trying to make his dashboard look better by manipulating prices • Edward now updates TIP with accurate talk time minutes from 5-9 data • Ryan, Turner, and Edward predicted this issue would resurface months ago • New TIP pricing implemented in October raised prices from $122 to between $260-$413 based on screener and case types • Ryan suggests possible 'double dipping' with $2/minute talk time charge on top of higher base rates

📊 Dashboard Analysis & Pricing Problems: • Cameron complaining about Soup Burns campaign showing $39,000 in call costs for 302 leads with 38 contracts • Nick mentions agents are 'holding back' on Soup Burns campaign because it's 'low hanging fruit' • Conversion rate for Soup Burns is 25%, which is what Cameron ideally wants for all campaigns • Ryan demonstrates that profit margin on this campaign is excellent despite Cameron's concerns • Team begins analyzing data in various systems to understand pricing inconsistencies • Team identifies that the talk time rate needs to be changed from $2/minute to $0.50/minute

🔄 Bard Campaign Adjustments: • Team focuses on two campaigns with pricing issues Bard Power Port and Instant Soup Burns • For Bard, team decides to drop talk time rate to $0.50/minute • Edward will need to update the system at the end of May to reflect this change • Ryan confirms Cameron will accept this solution for the Bard campaign • Team begins discussion on how to implement these changes in the database

⚙️ Technical Limitations & Database Issues: • Team discovers they can't save $0.50 as the talk time rate in the system • Melissa identifies the interface only allows whole numbers for talk time rate • James discovers the database field is set as an integer, which cannot store decimal values • Changing the data type would require updating all pipelines and systems that reference it • Team discusses temporary workarounds while planning a more permanent solution

📋 Process Changes & Commission System: • Team continues troubleshooting the Instant Soup Burns campaign pricing • Melissa needs to confirm appropriate pricing with Tony for Instant Soup Burns • Current price of $403 is too high for a campaign with 25% conversion rate • Nick confirms Melissa is not having regular update meetings with Tony about pricing • Team discusses whether Instant Soup Burns should be categorized lower (Category 3 instead of 5) • James raises questions about how commission systems are factored into pricing decisions

💰 Final Pricing Decisions & Next Steps: • Cameron insists Soup Burns 'should literally cost $15 each maximum to process' • Team models Soup Burns at $0.50 talk time and lower case rate of $266 (down from $382) • This change drops cost per ... Action Items: James Turner: Melissa Phillips: Edward: Nicholas Ward:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-28 18:38:18

Title: T.I.P. Connect v2.1 Date and Time: Wed, May 28th - 04:00 PM PDT (36 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview: The Status Update Meeting for T.I.P. Connect v2.1 primarily focused on enhancing client authentication processes in light of new TEFCA regulations, with Brittany leading discussions on collaboration with Caseworks to improve the workflow for patient identity verification. The team explored discrepancies between campaign costs and call center expenses, with potential implementation of an AI assistant for after-hours operations to increase efficiency. Updates were provided on personnel matters, including interviews and ongoing discussions about project objectives, as well as a review of case management tasks, particularly concerning a claimant's paperwork. Action items were assigned to various team members to ensure follow-ups on authentication processes, candidate discussions, PI visits, and integration of inbound numbers for future AI applications. Notes:

🏥 Client Authentication Process: • Brittany discussed a meeting with Caseworks about new client authentication requirements due to TEFCA regulations • Medical records portals now require patients to authenticate themselves directly with providers • Authentication requires clients to verify identity using SSN or driver's license number • Caseworks offered to handle authentication at no additional cost, or the team could manage it themselves • Cameron requested more information about the authentication process to determine how it fits into their workflow • Brittany will request detailed documentation and visual aids from Caseworks • Team agreed that having clients authenticate early in the process is preferable

📊 Campaign Costs and Call Center Operations: • Discussion about pricing discrepancies in campaign costs vs. call center expenses • Cameron noted that $39,000 in call center costs for a $10,000 lead campaign doesn't compute • Brittany mentioned that screening calls for 'noodle soup' cases take less than 12 minutes • Brittany sent information to Joe regarding TransUnion inquiries about call activity reporting • Cameron discussed implementing an AI assistant for after-hours calls and hold management • AI bot could be customized for different call types but would not be used for outbound calls • Integration possibilities with Google Calendar for scheduling callbacks

🗓️ Personnel and Project Updates: • Cameron requested mapping of all inbound numbers to determine AI integration points • Brittany mentioned having two promising job interviews and scheduled time with Cameron (330 tomorrow) • Discussion about Connect project - gathering emails and keywords for search • Access to support center has been cut off, but David likely has most email responses • Alan reported that Alex and Alicia are meeting tomorrow to discuss unspecified matters • Cameron offered to set a Tuesday meeting as a deadline for their discussions

📑 Case Management and PI Tasks: • Brittany confirmed Flatiron benchmarks have been updated • JP was out this week; issue with 60 cases closed in one case needed verification • Discussion about a claimant in Twin Towers Correctional Facility in Los Angeles • Doug Rochen requested a PI to visit the facility to have paperwork signed • Cameron suggested using Brian's PI services and getting the inmate ID from the spouse • Cameron asked Alan about updates on PI work for Steve Giacovino and Norma regarding McLaren cases Action Items: Brittany Barnett: Alan: Cameron Rentch: Nick/Tony/Brittany/Alan:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-29 13:39:17

Title: Pilot Request Date and Time: Thu, May 29th - 11:01 AM PDT (36 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com Overview: In the Strategy Planning Session focused on AI implementation for call handling, the team critically assessed the potential use of AI to reduce hiring needs at the call center. The discussion highlighted the need for a careful balancing act between rapid deployment and cautious strategy, involving clarifications with leadership on rollout plans. Concerns were raised about the ethical use of existing call recordings for AI training due to privacy issues, leading to the agreement that transcripts must be cleaned before use. The team also evaluated the performance of TransUnion for spam tagging and reputation management, with an emphasis on historical call data analysis to inform a potential one-year agreement. Additionally, issues with current outbound calling practices were identified, necessitating a case to halt manual dialing for better data accuracy. Key action items included preparing a list of pilot strategies for AI, analyzing historical call data, and enhancing commu... Notes:

🤖 AI Implementation Plans: • Team discussed implementing AI for call handling after Cameron brought it up in a previous meeting • Ryan clarified that Mark envisions using AI to reduce hiring needs in the call center within 6-12 months • Joe confirmed he has already established an account with SimpleTalk, which includes a CRM called Go High Level (GHL) • The team agreed to clarify rollout strategy with Mark and Cameron next week • Ryan noted they need to balance Mark's desire for rapid implementation against Cameron's more cautious approach

📊 AI Training & Implementation Concerns: • James raised concerns about using existing call recordings for AI training due to PII issues and poor agent performance • Team discussed the need to clean transcripts of PII before using them for AI training • Nicholas asked about how the AI system would integrate with their Law Ruler CRM • Joe confirmed Law Ruler will remain in place during the transition period • The team identified the need for client disclosure about AI usage in calls • Ryan suggested they need to develop pilot strategies, tactics, and terms & conditions

📋 TransUnion Discussion: • Joe inquired about the TransUnion questionnaire and historical call data • The team is evaluating TransUnion's performance for spam tagging and reputation management • They need to analyze call data from before and after implementing TransUnion (around March 10) • James mentioned they're calling leads an average of 23 times, with the 90th percentile at 67 calls • Joe needs this data to make a decision about signing a one-year agreement with TransUnion by June 20th

📈 Call Center Data Analysis Issues: • Nicholas explained his process for tracking contact vs. non-contact calls • Team identified issues with agents making outbound calls from inbound campaigns and vice versa • James revealed that management was 'falsely informed' that manual dialing had stopped when it hadn't • The team discussed how to demonstrate these issues to Cameron without overwhelming him • They agreed to make a case for stopping manual dialing to improve data accuracy Action Items: Joe Santana: Joe Santana and Ryan Vaspra: James Turner: Nicholas Ward: James Turner and Nicholas Ward:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-30 12:34:33

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JWBXNDY08CS9K6FF7ZZ8E3DK|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, May 30th - 10:00 AM PDT (32 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview: In the recent Project Update Meeting focused on the Shield Legal Project, the team addressed several key topics to enhance project clarity and progress. They discussed the Excel mapping file, clarifying terminology and data field requirements, particularly regarding the Social Security Number and account type fields, with a consensus to use the lead creation date for matters while planning to incorporate signed dates in the future. The API updates were reviewed, highlighting the need for clarification on the update process for existing records. Operational updates included a transition to using Jira for all work requests, with action items assigned to team members to ensure successful implementation of these changes and establish a project management baseline. Overall, the meeting aimed at resolving confusion surrounding data mapping and ensuring streamlined operations moving forward. Notes:

🔄 Excel Mapping File Discussion: • Team discussed questions about the Excel file for mapping data fields • Confusion about 'populated by vendor' terminology - Zahir clarified vendor means Shield Legal • Questions about external ID fields and examples in the mapping document • Concerns raised about multiple instances of external ID and whether data needs to be populated in multiple places • Team requested clearer mapping between their JSON payload and Litify fields • External ID examples appear to be placeholders (1001, 2001, 4001) causing confusion

📋 Data Field Requirements: • Discussion about Social Security Number field - not always collected and shouldn't be required • Account type field should use 'SL role type C' - needs confirmation • 'Open date' on matter discussion - Mark prefers contract signed date • Team currently doesn't have easy access to signed date in Law Ruler • Alternative solution use lead created date (when form submitted online) • Mark agreed to use created date with plans to add sign date in future if available

📤 API Updates Discussion: • Nick asked about update process for existing records • Question raised about whether updates use same endpoint or different one • Need clarification if full payload required for updates or just changed fields • Zahir will follow up with Nick Serino for details on update process

🔧 Operational Updates: • Discussion about campaign IDs for 'Hair Salon' and upcoming 'Youth Treatment Center' campaign • Teams agreed to transition to Jira for all work requests and project management • All work items should be added to Jira by Wednesday next week • Tim explained Jira workflow epics, stories, tasks, and points system • Team will use weekly meetings to review Jira board and adjust estimates • Shield Legal team to add current work items to Jira to establish baseline Action Items: Zahir Bokhari: Nick: Daniel:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-05-30 16:34:21

Title: T.I.P. Connect v2.1 Date and Time: Fri, May 30th - 02:00 PM PDT (32 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview: The T.I.P. Connect v2.1 Status Update and Planning Meeting covered key areas including a discussion on the code review process, where concerns about data protection were raised and a follow-up meeting was scheduled to establish guidelines. AI implementation was also discussed, focusing on building a data governance team and necessary data scrubbing for PII. Campaign updates revealed a stellar performance, with plans for new campaigns and additional data collection requests. Clarity was sought on Demeo leads and their integration into the current system, confirming it as a one-time acquisition. Operational updates highlighted a transition to Jira for project management to enhance visibility and prioritization, along with securing free Salesforce licenses. The meeting concluded with a report of record signups and a busy summer ahead, along with action items assigned to team members for follow-up tasks. Notes:

🔄 Code Review Process: • Nicholas discussed concurrent user count for licenses with Alan • Alan confirmed 29 new starters on Monday, estimating around 125 users in intake • Discussion about apps being built and deployed within Brittany's team • Nick expressed concerns about code review and data protection • Agreement to meet early next week to establish a proper code review process • Brittany requested clear guidelines and timeline for the review process • Alan suggested focusing on business logic rather than deployment methods

🧠 AI Implementation Discussion: • Alan mentioned building a data governance team with two potential hires • Nicholas updated on AI investigation conversations with Ryan, James, and Joe • The leadership team will sync on Tuesday to discuss AI applications • Need to determine data scrubbing requirements for PII before exposing data • Further project planning will follow after these initial discussions

📊 Campaign Updates and Requests: • Cameron acknowledged a 'stellar week' with good performance • Discussion about request from Dicello to call 750 leads for 20 new data points • Cameron directed to update intake forms immediately for new questions • Alan suggested creating a new campaign with the additional 20 questions • Discussion on handling existing leads that need the additional information

🔄 Demeo and Flatirons Lead Management: • Alan asked for clarification about Demeo leads appearing in Law Ruler • Cameron explained Flatirons bought inventory from Demeo • Approximately 90% of leads came through their system, 10% are new • Team needs to identify which leads they already have and which need to be added • Confirmed this is a one-time acquisition, not recurring

🛠️ Operational Updates: • Alan requested time to discuss hiring an additional resource • Team moving to Jira for project management by Wednesday next week • Better visibility of projects, prioritization, and timelines • Alan secured free Salesforce licenses (2 developer, 5 admin) for integration work • Brittany inquired about client services position update at Flat Earth

📈 Campaign Performance and Planning: • Cameron reported record signups for two days • New video game sex portion campaigns going live next week • Approval from Alstock to review existing VGA leads with new criteria • Alameda and New Jersey campaigns performing extremely well • Alan requested early conversations about integration requirements for new campaigns • Cameron noted summer will be unusually busy with multiple projects Action Items: Nicholas Ward: Alan Gill: Cameron Rentch: Brittany Barnett:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-02 14:19:34

Title: BG/VSS Weekly Call (Abuse) Date and Time: Mon, Jun 2nd - 12:00 PM PDT (16 mins) Participants: alan@tortintakeprofessionals.com, codle@baileyglasser.com, jbecker@baileyglasser.com, nicholas@tortintakeprofessionals.com, tmathews@baileyglasser.com, afish@baileyglasser.com, sbode@baileyglasser.com, acuozzo@baileyglasser.com Overview: The BG/VSS Weekly Call focused on updating the status of abuse cases in New Hampshire, highlighting 58 active cases and outlining the need for further action on cases without signed record requests and those involving unreachable clients. The meeting also addressed staff changes, including the departure of Erin and the onboarding of Jennifer as a special case assistant, while confirming that remaining team members Amy and Skylar will continue with an additional hire planned. A detailed overview of case updates revealed challenges with difficult-to-reach clients in Illinois and the progression of Maryland cases towards litigation. Action items were assigned to both VSS and Samira, including the creation of shared resources for case tracking, formal communications with clients, and the scheduling of a follow-up meeting to further discuss New Hampshire cases. Notes:

📊 New Hampshire Abuse Case Status: • 58 active cases plus 1 opt-out case (Mark Landers) requiring a denial letter • 28 cases are completed with signed design requests • 8 cases have completed written narratives but are lacking signed record requests • 7 'tricky cases' with disconnected phones or unset mailboxes • VSS will upload completed cases to a share file for Samira's review • Notary process will proceed in parallel with document review • VSS will send names of unreachable clients to Samira for final contact attempts

🔄 Process Clarification and Staff Updates: • Samira will review files before submitting to portal • New staffing update Erin's last day was Friday; Jennifer started as new special case assistant • Amy and Skylar remain on the team with one more hire planned • VSS requested a list of clients specifically being handled by BG versus SGGH • Samira will send a report of active cases and referred cases

📁 Case Updates and Deadlines: • VSS has 80-89 batch Illinois cases from Odell with difficult-to-reach clients • Priority for Illinois cases clients with DOB on/after July 24, 1983 have more viable claims • All signed Maryland cases as of Friday are on file (approximately 400 cases) • Maryland cases are pushing toward litigation with depositions in process • Illinois cases are in early litigation stages with no settlement talks • Follow-up meeting scheduled for two Mondays from now (June 16) to discuss New Hampshire cases Action Items: TIP VSS: Samira Z Bode:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-02 15:22:03

Title: ProServ Meeting with Branden Brooks Date and Time: Mon, Jun 2nd - 01:00 PM PDT (15 mins) Participants: alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, dee@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, branden.brooks@lawruler.com Gist: The meeting aimed to resolve data field issues in a form system, focusing on persistent problems identified in Tab 4. Overview: The Technical Troubleshooting and Issue Resolution Meeting, led by Branden Brooks, addressed persistent data field issues identified in a form system, particularly on Tab 4, where radio button selections were incorrectly cleared or shifted to other fields. Dee highlighted the complications with the firefighting foam PFS DL flatirons campaign, where conditional logic was not functioning as intended for certain questions. The team discussed recent fixes deployed and focused on identifying affected questions by custom IDs while cleaning up existing records. They emphasized the need for personalized responses from support rather than generic templates. Action items were assigned, including verifying the effectiveness of recent fixes, compiling lists of affected fields, and ensuring timely responses to related tickets. Notes:

🐞 Issue Identification: • Meeting focused on identifying data field issues in a form system • Dee reported problems primarily on Tab 4 (TOG section) where radio buttons were being cleared or unselected • Some radio button selections were shifting to incorrect fields (e.g., 'no' appearing in date range fields) • Nick explained Dee's team audits existing interviews and makes updates where needed • Branden requested Dee to share her screen to visually demonstrate the issues

📋 Problem Details: • Issue identified in the firefighting foam PFS DL flatirons campaign • Conditional logic may be impacted where questions should only display based on specific answers • Brittany noted conditional logic exists for questions about military base calls, airport fire calls, etc • Branden suggested identifying specific affected questions by their custom IDs • A fix was deployed Friday, so new leads created after that date should not have this issue • Team now focused on cleaning up existing affected records

🛠️ Solution Approach: • Nick explained that 'no' selections in one question were appearing as text in subsequent questions • Brittany confirmed conditional logic relationships if question 30 is 'yes,' it shows questions 31-35 • Dee identified that Tab 5 (TOG Part 2) was also affected with the same issues • Branden confirmed the ticket was escalated that morning to the support manager (Jordan's boss) • Team requested more personalized email responses instead of templates from support • Dee will check newer leads created after Friday to verify the fix is working Action Items: Branden Brooks: Dee Trevino: Brittany B:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-02 16:40:32

Title: Ops CRM Chat Date and Time: Mon, Jun 2nd - 02:10 PM PDT (28 mins) Participants: jturner@shield-legal.com, nicholas@tortintakeprofessionals.com Overview: The Planning and Coordination Meeting for the Ops CRM Chat focused on several key elements regarding the implementation of the new CRM system, Lead Complete. Nicholas clarified the identity of Lead Complete and confirmed that representatives would be on-site for two days to assist in the project's development. Discussions highlighted the importance of lead categorization in Law Ruler and addressed app development challenges faced by Brittany's team, emphasizing the need for quality assurance before deployment. The team planned a structured demo to review current processes and workflows while identifying key participants to streamline the demonstration. Technical governance issues were also raised concerning JIRA's usage across departments and the need for improved code review practices. Action items were assigned to team members James and Nicholas to ensure preparation for the upcoming demonstrations and to address development protocol concerns. Notes:

🏢 Lead Complete CRM Project Discussion: • Nicholas clarified that Lead Complete is the name of the new CRM system being built, not the company building it • Lead Complete representatives will be in the office for two days starting at 900 AM in conference room one • James and Nicholas will be asked to participate mid-morning to walk through lead entry points and user experience • Joe printed James' flowcharts as banners for the presentation • James' Sprint meetings were moved to Thursday to accommodate the Lead Complete sessions

🔄 CRM Development Process: • Discussion about DMYO lead acquisition process - leads need to be categorized in Law Ruler • Issues with app development on Brittany's team were mentioned - concerns about proper QA before deployment • Nick interviewed candidates for an analyst role and potentially a data governance position • Confusion about JIRA usage - originally meant for datavative and sikich teams but expanding to more departments • The new CRM has evolved into more of an ERP (enterprise reporting platform)

📊 Demo Planning for Lead Complete: • Two full days (Tuesday and Wednesday) will be dedicated to reviewing processes, with Thursday for summaries • James and Nicholas will need to demonstrate the current system and workflows • They identified Sunny (who handles intake forms) and Brittany (for reporting) as ideal demo participants • Discussion about eliminating redundant verification steps in the current process • Need to avoid 'wish list' conversations during demos to stay focused on current state • Plans to move away from Law Ruler's secondary campaign structure in the new system

💻 Technical Governance Concerns: • James updated the flowcharts after Cameron's review and created a Lead Complete version • Nicholas expressed concerns about Nick McFadden's push to have everyone use JIRA for all cello tasks • Discussion about an app developed by Paul that crashed Jackson's computer • Paul has refused to share his code with Dustin for nearly a month • Need for proper code reviews, GitHub usage, and QA processes before deployment • Upcoming meeting to establish better development processes and QA standards Action Items: James Turner: Nicholas Ward:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-02 18:28:21

Title: TIP/SL App Dev QA, etc. Date and Time: Mon, Jun 2nd - 03:00 PM PDT (83 mins) Participants: dsurwill@shield-legal.com, jturner@shield-legal.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com Overview: During the Technical Planning and Project Management Meeting, the team focused on several key topics including the implementation of JIRA for project tracking, with an aim to streamline communication without micromanaging individual tasks. A structured project management process was presented, emphasizing the importance of problem identification, stakeholder approval, code reviews, and proper deployment protocols. The need for better GitHub practices and regular code deployment was highlighted, along with discussions on improving code review processes, particularly for Paul’s code which requires clarification and best practices. The team also addressed email automation issues, considering alternatives such as webhooks, and introduced the upcoming implementation of a new CRM, 'Lead Complete', which aims to enhance lead processing capabilities. Action items were assigned to various team members to ensure progress on project documentation, code assessments, and the CRM transit... Notes:

🖥️ JIRA Implementation Discussion: • Discussion about putting projects into JIRA by Wednesday • Nicholas Ward explained they won't be adding everything to JIRA until after a conversation with Cameron • Concerns raised about the inefficiency of creating tickets for every single request • The goal is to streamline communication and showcase workload, not track individual tasks • Higher-level project tracking will be implemented rather than granular task management

🛠️ Project Management Process: • James Turner presented a document outlining a project management process • Discussion about Paul's code and deployment process • James suggested a structured project approval process with four key stages Problem identification and definition, Project approval with stakeholders, Code review and approval, Deployment with proper testing • Focus on proper documentation of requirements, roles, and responsibilities • Dustin discussed hiring someone for application development and data governance

📊 Code Development and Deployment: • Discussion about Paul's team spending time building audit tools instead of doing audits • Review of current GitHub practices and need for better implementation • Agreement that Paul should deploy to GitHub regularly for proper version control • Discussion about code reviews and best practices for validation • Nicholas mentioned hiring someone for application development who can help with code reviews • Team discussed moving towards web-based tools rather than local executables for better security and updating

🔄 Code Review Process: • Paul's code needs review as it's not easily understood (converted from C to Python) • Issues identified with Paul's code including downloading external dependencies instead of bundling them • Concerns about authentication, user management, and database encryption • Agreement to spin this as a positive collaborative opportunity for Paul • Discussion about pushing towards web-based development rather than local executables for better security and easier updates

💻 Email Automation Issues: • Team discussing issues with Slack alerts not being triggered • Problems with emails not being properly processed through the Zapier automation • Review of Law Ruler logs to identify email failures • Discussion about concurrency issues in Law Ruler • Conversation about potentially replacing email automation with webhooks

🔄 New CRM Implementation: • Discussion about a new CRM called 'Lead Complete' that will replace Law Ruler • Contractors coming in this week to begin implementation • Meetings scheduled for Tuesday and Wednesday to walk through current processes • The new system will combine lead generation and processing in one service • Discussion about wanting a system with better validation and fewer limitations than Law Ruler Action Items: James Turner: Nicholas Ward: Dustin: Josh: Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-05 12:56:21

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01JWVB35S04ZSZGXQEEEYN2TGQ|DL | SL Weekly Sync Date and Time: Thu, Jun 5th - 10:30 AM PDT (25 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Gist: The meeting focused on logistics and collaboration tools, confirming a venue change and discussing the distribution of agent sheets among team members. Overview: In the DL | SL Weekly Sync meeting, Brittany Barnett addressed the logistics for the gathering, confirming a change of venue to room 2 and notifying the team through Slack. Alan Gill highlighted his early arrival, observing others already present. They briefly touched on the need to share agent sheets among team members, with Brittany tasked to ensure these documents are distributed. Overall, the meeting served as a check-in for logistical arrangements and collaboration tools necessary for effective teamwork. Notes:

🏢 Meeting Setup: • Brittany Barnett mentioned the temperature being cold • Alan Gill asked if a room was secured for the meeting • Brittany confirmed room 2 was open and she had rescheduled the meeting there • Brittany mentioned sending a Slack message about the room change • Alan noted he saw people in the room as he arrives early to meetings • Brittany referenced emails that came through just before the meeting • Brief discussion about agent sheets that may need to be shared Action Items: Brittany Barnett:, with interactive elements

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2025-06-06 13:25:11

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JWVB35Q9CMCTVA837SAN5GJ1|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, Jun 6th - 10:30 AM PDT (52 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, nick.cirino@sikich.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview: The Technical Implementation Meeting focused on the Shield Legal Project touchpoint for Datavative and Dicello Levitt, addressing several critical points. Initial updates revealed a team member's departure and identified two erroring flows requiring attention. Integration progress was discussed, particularly regarding the Youth Treatment Center and upcoming projects like San Diego Juvenile Hall, along with challenges related to missing questionnaire data. The team deliberated on a deduplication strategy for API endpoints, establishing rules based on external IDs and case type matches, while also proposing methods to handle common names effectively. Data structure and error handling protocols were also established, with an emphasis on categorizing fee arrangements and defining error codes for successful and failed processes. Action items were assigned to team members to ensure follow-through on sharing recordings, testing integrations, and implementing proposed changes. Notes:

🔧 Initial Updates and Error Logs: • Tim is no longer with the company as of this week • Zahir identified two erroring flows in error logs 'send profile attributes in NetDocs' and 'general automation party after save' • Nick requested Zahir to share recordings with Akshay for review • Nick scheduled a bi-weekly check-in with Tony to address ongoing issues • Discussion about upcoming youth treatment center integrations and fee arrangement IDs for different facilities

📋 Integration Progress and Priorities: • Daniel discussed Youth Treatment Center integration progress • Daniel shared an updated priority list of upcoming integrations including San Diego Juvenile Hall • Nick from Dicello joined briefly to discuss 'Instant Soup' campaign issues • Problem identified 900+ completed questionnaires missing 20 required questions • Dilemma MRT team needs to call people back for additional information, but there's no update method in the API

🔄 Matter Deduplication Strategy: • Nick Cirino outlined deduplication rules for the API endpoint • Rule 1 If external ID matches existing matter, system will flag as duplicate • Rule 2 When party and case type match, system will follow duplicate rules • Key change requested Daniel requested birthday checks for common names • Team discussed appending new questionnaire data versus creating duplicates • Solution proposed Check for net new information when receiving duplicates and only add new data

🔍 Party Deduplication Algorithm: • Injured party identified as the main party in the system • Five matching methods discussed for main party deduplication • 1. Full Social Security number match • 2. Last four SSN digits + last name match • 3. First three characters of first/last name + email match • 4. Phone number + first/last name match • 5. First/last name + external ID match • Business/provider deduplication would use party name + mailing street match • Team discussed challenges with address format variations in matching

🧩 Data Structure and Error Handling: • Discussed case type mapping and fee arrangement categorization • Error handling protocol established • 200 code for complete success • 400 code for partial success (where some data errors occurred but 80% was processed) • 500 code for complete rejection • Dustin requested 400 code instead of 200 for partial errors to make filtering easier • Confirmed that with 400 code, successful portions (80%) would still be populated • Agreement to update case type IDs to use friendly names instead of record IDs Action Items: Zahir Bokhari: Nick Cirino: Daniel:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-09 11:22:10

Title: T.I.P. Connect v2.1 Date and Time: Mon, Jun 9th - 09:00 AM PDT (20 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview: In the T.I.P. Connect v2.1 Status Update Meeting, key issues and updates were discussed including staff concerns raised by Abe, which were clarified as workflow misunderstandings rather than misconduct. The campaign updates highlighted the launch of a sex education campaign with early positive engagement, alongside financial cap challenges on the Paraquat campaigns that require traffic adjustments. Operational challenges were noted, particularly regarding increased workload from the Soup campaign and potential AI solutions for efficiency improvements. The meeting concluded with action items assigned to team members, including follow-ups on staff concerns and exploring AI tool recommendations. Notes:

🔍 Staff Issues and Updates: • Cameron received a cryptic message from Abe about staff being 'out of control' • Alan explained it likely related to a Wednesday deadline for uploading projects to Jira • Clarification that only process changes need to be escalated and tracked in Jira • Nick and Abe had a separate call that may have been uncomfortable • Cameron confirmed no actual misconduct occurred, just a workflow misunderstanding

📊 Campaign Status Updates: • Sex course campaign went live Friday with a few leads already coming in • Paraquat campaigns approaching budget caps with DL on both Meadow and Flat Irons • Team will need to pull back traffic and implement hard spending caps • Uncertain status on a campaign where the investing partner has concerns about settlement values • New Hannah Kook abuse campaign starting with a Missouri organization that has a 100-year history • Alan and Alex completed a deep dive and prepared templates for Nico and Abe

🛠️ Operational Challenges: • Jax feeling overwhelmed with DQs from increased Soup campaign volume • Team discussing efficiency improvements to help manage the workload • Cameron suggested implementing AI for transcription and after-hours call handling • Alan mentioned Sphere had recommendations for tools that Joe will evaluate • Alan needs to follow up with Cameron about 'the Alex thing'

📅 Wrap-up Items: • Alan asked about bringing in internal help for deadlines • No visitors expected at the office this week • Brief personal discussion about weekend activities • Team closed the meeting to begin workday Action Items: Alan Gill: Cameron Rentch:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-11 13:49:56

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Jun 11th - 11:30 AM PDT (17 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview:

Monthly service update for Five9 version 5.9 set for June 21, 2025, at 10:00 PM Pacific Time, lasting up to 4 hours with no downloads needed for agents post-update.
New technical support chatbot launched on the Five9 platform for case management and outage monitoring, automatically identifying user organization upon login.
Law Ruler integration issue with Five9 resolved; additional support case opened for pending ASAP tag coordination for new leads.
Staffing adjustments anticipated for summer; service order for more concurrent users completed after evaluation.
Platform-wide inactivity timeout settings under review due to agents receiving timeout warnings during long calls, currently set at 90 minutes.
Christian unable to access Five9 University; received unauthorized errors despite successful login sync as of 9 months ago.
Admin access restrictions preventing self-service assignment of training classes for Five9 University; support ticket escalatio... Notes:

🔧 Service Update Scheduled: • Monthly service update for Five9 version 5.9 scheduled for June 21st, 2025 at 1000 PM Pacific Time • Update will occur on Saturday and may take up to 4 hours to complete • No downloads required on agent end - they can log in immediately after update completion

🤖 New Technical Support Chatbot: • New chatbot available for technical support through Five9 platform • Accessible via Support and Training section after logging into Five9 account • Features include case creation, case status checking, article searching, and outage monitoring • System automatically identifies user organization (Tort Intake) upon email entry

📋 Previous Action Items Review: • Law Ruler not sending to Five9 issue resolved - marked as complete • ASAP tag coordination for new leads still pending - support case created for server log review • Campaign reset questions addressed - confirmed no export capability for keeping leads live

👥 Staffing and Strategy Updates: • Service order for additional concurrent users completed after week-long evaluation • Future staffing adjustments anticipated for summer period • Joe seeking Romeo's availability for strategy discussions - to be handled via email first • Introduction to Katie Neff arranged for AI features exploration

⏰ Inactivity Timeout Configuration Issues: • Platform-wide inactivity logout settings causing problems for agents on long calls • Current setting at 90 minutes with 20-minute warning notifications • Agents receiving timeout warnings while actively on calls lasting 30-40 minutes • Uncertainty whether active call status counts as system activity • Need to adjust timeout duration based on maximum call lengths (some calls last 1-2 hours)

🎓 Five9 University Access Problems: • Christian unable to access Five9 University despite support claiming login sync completed • Receiving 403 unauthorized errors when attempting to log in • Enrolled in university reports training 9 months ago but cannot access content • Admin access limitations preventing self-service assignment of training classes • Support ticket escalation required for resolution

📊 Data Export and AI Exploration: • Team actively exporting significant amounts of data for analysis • AI conversation scheduled with Katie Neff to explore new features • Interest in AI capabilities though applicability to current operations uncertain Action Items: Romeo Agregado: Christian Rogers:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-11 18:31:11

Title: Flatirons/De Mayo Fix Date and Time: Wed, Jun 11th - 03:32 PM PDT (56 mins) Participants: nickmcfadden@shield-legal.com, edward@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Overview:

Error identified in benchmark code due to missing week data; potential cause related to template extensions, as noted by Edward and Nick.
Discrepancies found between date ranges in different template tabs, contributing to potential data alignment issues.
Eight cases with blank E-sign dates were discovered, highlighting the need for comprehensive data filtering to address missing information.
Client opt-out cases identified as incorrect entries in the benchmark; significant E-sign date issues arise from manual signing processes.
Third-party E-sign updates confirmed for Paraquat and Hair Relaxer cases, requiring verification of schema mappings for new case types.
Date formatting issues noted, leading to potential data loss when saving as CSV; need for reformatting to ensure proper data recognition.
Template structure evaluated, revealing missing DL IDs and inconsistencies in week numbering that might affect processing integrity.
Anomalies identified in created... Notes:

🐛 Initial Error Investigation: • Edward encountered an error when running the benchmark code with message about worksheet PI line 242 and missing week data • Nick suggested the issue might be related to templates not extending far enough to accommodate additional weeks • Error specifically mentioned 'all rows must have equal weeks' indicating a data structure mismatch

📊 Template and Date Discrepancy Analysis: • Edward identified potential discrepancy between dates on different tabs in the template file • Some tabs had extended date ranges while others did not, potentially causing alignment issues • Discussion focused on whether recently added columns or rows might be causing the error

📝 Data Entry and Missing Information: • Edward discovered several case types with blank E-sign dates that were manually pasted into the benchmark • Eight cases were identified as having blank E-sign dates, which could cause calculation errors • Discussion about filtering data to identify all blank entries that need to be addressed

🔍 Case Type Validation and Cleanup: • Identified cases that should not be included in benchmark (client opt-out cases that were never actually signed) • Found cases with 'final' status but missing E-sign dates due to manual signing process • Determined need to hard-code E-sign dates for manually processed cases

⚙️ Third-Party E-sign Integration: • Edward confirmed updates to accept third-party signed E-sign status for Paraquat and Hair Relaxer case types • Verified mapping of new case types in the schema file • Discussion about ensuring all new case types are properly configured in the system

💾 Data Format and Save Issues: • Identified date formatting issues where dates were being saved as text instead of proper date format • Excel warning about potential data loss when saving as CSV due to table formatting • Need to reformat date fields to ensure proper recognition by the processing code

🔧 Template Structure Investigation: • Examined template files for missing DL IDs and other required fields • Investigated week numbering system and potential inconsistencies in template structure • Discussion about whether template modifications or additions caused the processing error

📋 Case Status and Schema Validation: • Reviewed closed case statuses and their definitions in the schema • Examined case types for proper E-sign dates and status consistency • Found anomalies in created dates vs E-sign dates that needed correction

📈 Week Numbering System Analysis: • Investigated inconsistencies in week numbering across different case types in templates • Found varying week number formats and ranges that might be causing processing errors • Discussion about standardizing week numbering system across all templates

🗂️ Trinity Case Type Addition: • Edward added Trinity as a new case type by duplicating existing template tab • Attempted to isolate error by removing Trinity tab to test if it was causing the issue • ... Action Items: Edward Weber:, with interactive elements

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2025-06-16 11:27:31

Title: T.I.P. Connect v2.1 Date and Time: Mon, Jun 16th - 09:00 AM PDT (25 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

Roblox campaign team, including Anna Paul and Regina Carmody, scheduled 17 secondary interviews for tier one claimants, with added questions to the template.
Weekly check-in with Anna Paul established to review TVM cases, with reporting required every Tuesday and Friday.
AWS and Cloudflare outages disrupted API functionalities, necessitating immediate fixes by McFadden and Joe to resolve native form issues.
Kansas juvenile detention campaign is set to launch this week, with additional campaigns for Kentucky organ donors and potential launches for Riverside and Sacramento under consideration.
DL Meadows' paraquat campaign reports 367 QA signed clients, but benchmark sheets are overdue, presenting a critical issue for client reporting.
The recent open house yielded a successful turnout, highlighting the effectiveness of in-person interviews over online applications.
Job seekers expressed frustration with companies maintaining resume databases without... Notes:

📞 Roblox Campaign Progress and Scheduling: • Anna Paul team met Friday with Regina Carmody, Kristen, Patrick, and Carter to discuss secondary interviews • Added three additional questions to secondary interview template as requested • 17 secondary interviews already scheduled for tier one claimants • All claimant interviews to be sent for review without disqualification - let Anna Paul make final decisions • Three onboarding calls proposed for tomorrow to cover secondary interview process and two Roblox campaigns

📊 Anna Paul Reporting Requirements: • Weekly call with Anna Paul needed to review TVM cases and discuss rejected items organically • Reporting required every Tuesday and Friday • Follow-up call scheduled for Friday December 20th at 12 PM Pacific • Focus on tier one claimants first based on ratings from other company • Three email contacts established for distribution

⚠️ Technical Issues and Solutions: • AWS outage last week caused Zapier and lead submission problems • Cloudflare outage destroyed SSL certificate on leadspedia affecting webhooks • McFadden and Joe fixed native form issues after multiple calls • Laurel made changes that knocked database pulls down - Dustin fixing with 3-hour catch-up needed • Communication issues between teams causing work disruptions

🚀 New Campaign Launches: • Kansas juvenile detention campaign starting with Meadows this week - likely live Wednesday • Kentucky organ donor campaign launched with 4 leads already received • Special handling required for organ donor cases - send everything for review due to unique nature • Possible launches Riverside Juvenile Detention abuse and Sacramento campaigns • Shield campaigns are set up and ready

📈 Performance Tracking and Benchmark Issues: • DL Meadows paraquat campaign showing 367 QA signed clients, 249 scheduled, 245 completed • Medical records appear light with only 1 showing as ordered • Benchmark sheets not updated since Friday - critical issue for client reporting • Daily checking of benchmark tabs essential to avoid client complaints • Brittany responsible for daily updates with escalation process needed

👥 Hiring and Office Updates: • Open house last week was highly successful with great turnout • In-person interviews more effective than online applications • Job seekers frustrated with companies building resume databases without actual hiring • Cameron will be in office Wednesday and Thursday for in-person meetings • Wildfire evacuation scare in Cameron's neighborhood on Thursday - 200 yards from house Action Items: Cameron Rentch: Alan Gill: Brittany:, with interactive elements

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2025-06-16 15:39:20

Title: DQ Audit With Jackson Date and Time: Mon, Jun 16th - 01:04 PM PDT (34 mins) Participants: dsurwill@shield-legal.com, jturner@shield-legal.com, jackson@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, brittany@shield-legal.com, brittany@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Overview:

Jackson's DQ audit process relies on tagging, notes, and activity logs, with inconsistency in tag meanings highlighting the need for clearer definitions and guidelines.
Audio review when agent work is incomplete significantly delays audits; issues with the current recording search tool exacerbate this challenge.
Misdocumentation, such as in Carlos' non-Hodgkin's lymphoma case, illustrates the critical impact of accurate case recording on audit efficiency.
Cases with any existing legal representation are automatically disqualified, emphasizing the need for improved tracking of legal involvement in cases.
Jackson prioritizes exposure timing over diagnostic timing when assessing case viability, impacting decisions on disqualifications.
Proposed web application aims to consolidate activity logs, tags, and notes to streamline the audit process; activity log integration identified as a key improvement area.
Tool enhancements should include searchable activity logs a... Notes:

🔍 Current DQ Audit Process Overview: • Jackson demonstrates his current disqualification audit process which involves checking tags, notes, and activity logs for each case • Standard intake agent responsibilities include tagging, notating, and filling out files - three basic requirements that should be consistently followed • Tags alone are insufficient for determining case status as they can mean different things depending on case type (e.g., statute of limitations tag has multiple meanings) • Process involves cross-referencing form data with agent inputs to identify discrepancies between 'no diagnosis' tags and actual diagnosis information

🎧 Recording Review Challenges: • Jackson frequently needs to listen to call recordings when agent work is incomplete or questionable, significantly slowing down the audit process • Current recording search tool (shieldleagle.dev) has access issues with Cloudflare errors, forcing use of slower alternative methods • Recording review process is time-consuming, especially when agents like Carlos don't properly document cases (e.g., non-Hodgkin's lymphoma case) • Audio sharing during screen sharing doesn't work properly, limiting collaboration during recording reviews

📊 Case Examples and Decision Logic: • Multiple case examples reviewed showing various disqualification reasons no AFFF exposure, non-qualifying diagnoses, statute of limitations issues • Cases with existing legal representation are automatically disqualified • Exposure timing is critical - cases diagnosed after 1970 but with no exposure to AFFF still don't qualify • Jackson's decision-making prioritizes exposure over diagnosis timing when determining case viability

🛠️ Proposed Tool Improvements: • Discussion of creating a web application similar to Recording Finder that consolidates tags, notes, and activity logs in one location • Activity log integration identified as the biggest efficiency improvement opportunity • Proposed features include collapsible sections by default and search functionality within activity logs • Tool should avoid formatting issues from Law Ruler by keeping notes viewable in their original format

⏱️ Data Refresh and Timing Considerations: • Current system updates every 15 minutes, which Jackson finds acceptable for his workflow • Real-time report generation preferred over scheduled queries to capture maximum agent activity • Jackson pulls AFFF reports first thing in morning as they're now the smallest volume, showing campaign evolution • Wider time gaps between report pulls actually beneficial as they allow more agent activity to be captured

⚙️ Report Generation Automation: • Manual report setup process identified as most annoying daily task - searching case types, waiting for Law Ruler response, configuring parameters • Proposed solution manual refresh capability for pre-built queries rather than fully automated scheduling • Jackson needs ability to execute reports on-demand while maintaining c... Action Items: Jackson Nakagawa: Dustin Surwill:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-17 11:18:38

Title: T.I.P. Connect v2.1 Date and Time: Tue, Jun 17th - 09:00 AM PDT (17 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

Brittany’s template finalized and ready for deployment; Flatirons template to be delivered shortly with more in progress.
Data population capabilities for template fields confirmed, signifying major progress in project updates.
Template adjustments have reduced interview time from 6 hours to the standard duration, enhancing efficiency.
AFFF questionnaire modified to focus on customer PFAS awareness rather than technical specs, aligning with Nations approach.
Factory worker edge case identified and forwarded to legal team; Abe will consult on handling this case.
New Hampshire project meeting set with Nico to review deliverables; LA County project remains on track.
Disqualifications noted in Oregon case review; liberal review approach directed for Kentucky cases for better evaluation.
Approval obtained for LDS case criteria; 7-8 cases identified for re-review and potential signing.
Phone rotation system implemented improving agent call classification accurac... Notes:

📋 Project Updates & Templates: • Template from Brittany finalized and ready for deployment; Flatirons template to be delivered within the hour with 3-4 additional templates in process • Data population capabilities confirmed for template fields, marking significant progress • Template adjustments made to align with Nations approach, reducing interview time from 6 hours to standard duration

📄 AFFF Case Management: • AFFF questionnaire modified to match Nations approach, focusing on customer awareness of PFAS in turnout gear rather than detailed technical specifications • Edge case identified involving factory worker who manufactured turnout gear, forwarded to legal team for guidance • Abe consultation needed for factory worker case handling

🗓️ New Hampshire & LA County Projects: • New Hampshire project meeting scheduled with Nico at 1230 to review outstanding deliverables • LA County project progressing as planned

🔍 Oregon Case Review: • Multiple disqualifications identified, including one case located in Illinois rather than Oregon • Cameron directed liberal review approach for Kentucky cases - send questionable cases for review rather than automatic disqualification • Statute of limitations verification completed with no current restrictions

✅ LDS/Flatirons Case Criteria: • Approval received for LDS cases requiring either name or detailed physical description for abuser identification • 7-8 cases identified for re-review and potential signing • Catholic clergy and Boys & Girls Club cases to be sent for legal review

📞 System Operations & Performance: • Phone number rotation system implemented (Monday/Wednesday/Friday schedule) with immediate spam notification and replacement protocol • Agent accuracy improved to 95% for call classifications, significantly better than previous performance • Manual contract assignment issues resolved through increased agent diligence

💻 Technical Infrastructure: • Dustin resolved Law Ruler database integration to prevent future data pull problems • Conex contract dispute analysis in progress with minimum license requirements under review • Settlement negotiations planned with Conex house attorney after months of dealing with ineffective sales representative Action Items: Alan Gill: Cameron Rentch: Tony:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-18 14:05:00

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Jun 18th - 11:30 AM PDT (30 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview:

Domain upgrade to version 5.9 scheduled for Saturday at 10 PM PT, focused on bug fixes with no agent-visible changes.
Chatbot for support implementation has been completed, enhancing service efficiency.
ASAP tag integration with Brandon is underway, but a follow-up call is needed to address a Zapier error.
Lead prioritization strategy emphasizes dialing newer leads (1-3 days) more frequently than older leads to improve conversion rates.
Maximum redial frequency limits found to be 7 days; not adequate for a quarterly strategy for aged leads.
Conflict identified between double tap redial functionality and enabling extended strategy, affecting agent workflow.
Average of 13.5 dials needed to finalize a lead, highlighting the need for frequent dialing for success.
Disposition-based redial and extended strategy present an either/or choice, necessitating careful campaign configuration.
Campaign filtering using contact creation date proposed for managing lead age ... Notes:

🔧 Service Updates & Account Management: • Service update scheduled for Saturday at 10pm Pacific Time for domain upgrade to version 5.9, with mostly bug fixes and no noticeable changes for agents • Chatbot for support implementation completed as previously discussed • ASAP tag integration with Brandon in progress, with Zapier error requiring follow-up call at 1245pm same day

📈 Campaign Strategy & Lead Management Discussion: • Lead prioritization strategy requested to dial newer leads (1-3 days) more frequently than older leads (4-15 days, 200+ days), with quarterly dialing for very old leads • Extended strategy limitations discovered - maximum redial frequency caps at 7 days, not sufficient for quarterly dialing of aged leads • Double tap redial functionality conflict identified - enabling extended strategy removes the one-click redial option that agents prefer • 13.5 dials statistic mentioned as average number needed to finalize a lead, supporting frequent dialing approach

⚙️ Technical Configuration Options: • Disposition-based redial versus extended strategy presents either/or choice - cannot use both simultaneously • Campaign filtering suggested as alternative approach using contact created date for lead age management • Multiple list strategy proposed with priority levels 1-100, though concern raised about eventually dialing very old leads • Recycle disposition identified as solution for manual redial functionality when using extended strategy

🚧 Operational Challenges: • Agent disposition behavior - 99% use most recent/frequently used disposition (no answer voicemail with 30-minute timer) rather than selecting appropriate option • Disposition complexity - too many options confuse agents who prefer simple, rapid dialing approach Action Items: Romeo Agregado: Nick Ward: Joe Neilson:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-19 18:16:43

Title: T.I.P. Connect v2.1 Date and Time: Thu, Jun 19th - 04:00 PM PDT (15 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

Attendance uncertainty highlighted, with Alan confirming a participant's presence but skepticism about actual involvement in the meeting.
Alan's weekend travel plans to Zion National Park discussed, noted as a 2-hour drive destination with wildlife safety considerations.
Nick unfamiliar with Zion National Park, indicating potential knowledge gaps about regional attractions.
Alan recommended a top steakhouse, emphasizing its ranking among city options and noting layout with adjacent hot dog stand.
Discussion included Golden Steer as a prime steakhouse choice, while Scotch 80 at Palms praised for chef's quality and entertainment amenities.
Negative review shared about a downtown steakhouse previously linked to a former Scratchy operator, indicating market challenges.
Nick confirmed a 5:30 AM meeting with Nico amidst timezone confusion, highlighting communication issues that need addressing.
Meeting concluded with scheduling follow-ups for the fol... Notes:

📅 Meeting Logistics & Attendance: • Discussion about whether an expected participant would join the meeting, with uncertainty about attendance despite confirmation • Alan confirmed someone was in the office earlier but there was skepticism about meeting participation

🌄 Weekend Travel Plans: • Alan discussed weekend travel plans to Zion National Park, describing it as a 2-hour drive destination • Nick expressed unfamiliarity with Zion National Park • Safety discussion about wildlife at Zion, confirming no bears present but mentioning other predators that aren't dangerous to children

🍽️ Restaurant & Dining Discussion: • Alan recommended a steakhouse, describing it as one of the top three in the entire city • Detailed description of restaurant layout with steakhouse adjacent to hot dog stand, emphasizing the incredible smell of aged steak • Discussion of various steakhouses including Golden Steer as the best option and Scotch 80 at the Palms as a preferred location • Negative review of downtown steakhouse previously run by former Scratchy operator • Praise for chef's work at Scotch 80 and venue amenities including gaming and entertainment options

📞 Business Meeting Follow-up: • Nick inquired about a meeting with Nico scheduled for 530 AM • Discussion of timezone confusion in communication with Nico

✅ Meeting Conclusion: • Meeting wrapped up with scheduling discussion for the following day Action Items: This meeting has no action items.

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-25 12:55:23

Title: Shield Legal Weekly Status Meeting Date and Time: Wed, Jun 25th - 10:02 AM PDT (51 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com Overview:

Limited progress reported in project timeline due to delays in documentation gathering, with additional screenshots required from some team members.
Mueller shared completion percentages on tasks but raised concerns about identifying key business process impacts.
Felipe faced workflow blockers as information inconsistencies hindered progress, requiring team support for resolution.
Ryan's PTO has affected contributions to the data warehouse, impacting overall project progression.
AI agents will utilize a knowledge base from transcribed call data and warehouse data to integrate with existing Law Ruler functions.
Mario stressed the necessity of detailed Law Ruler screenshots to cover all functionalities in the new AI system.
Murilo requires clarity on the data flow between Leadspedia, Law Ruler, and Five9, specifically for field transfers.
James confirmed that integration primarily includes contact card information from Law Ruler to Five9, necessitating collabo... Notes:

📊 Project Status & Documentation: • Limited progress on project timeline due to delayed documentation gathering, with some team members requiring additional screenshots and workflow information • Mueller has made progress and shared completion percentages, though he has questions about identifying key business process impacts • Felipe encountered workflow blockers where information doesn't match and needs team assistance to progress • Ryan is currently on PTO but returns next week, which has impacted some data warehouse contributions

🤖 AI Development & Knowledge Base: • AI agents will be built on a knowledge base consisting of transcribed call data and warehouse data • Mario emphasized the need for detailed Law Ruler screenshots to ensure all functions are covered in the new AI-integrated system • Zeeshan explained the goal is to understand Law Ruler's key features and map them to AI agents for system design • The new AI engine will support all functions that Law Ruler currently does, requiring comprehensive understanding of existing workflows

🔗 System Integration Mapping: • Murilo needs to understand data flow between Leadspedia → Law Ruler → Five9, particularly which specific fields are transferred • Law Ruler owns the integration pipelines, and the team may need to create their own solutions using public APIs • James confirmed that Law Ruler to Five9 integration primarily involves contact card information (name, lead ID, phone number) • Team has access to BigQuery datasets but needs clarification on specific field mappings between systems

🖼️ Action Items & Screenshots: • Joe is uploading Law Ruler application screenshots to Google Drive, with more content coming today and tomorrow • Deadline set for Friday midday Pacific time for screenshot completion • Team will analyze uploaded screenshots to understand Law Ruler functionality and workflow requirements

📈 Reporting & KPIs: • Nick Ward will provide Law Ruler reports and KPIs by Friday end of day • Discussion of moving away from current custom reporting methods (Google Sheets via Zapier) to Looker Studio integration • Anthony's call center team uses Google Sheets for tracking and agent payments, planned to be replaced with LR Data and Looker integration

🔒 Compliance & Security: • James has developed data privacy and model governance policies, plus RBAC model with user roles and permissions • Confirmed that medical records and HIPAA-protected information are kept separate from Law Ruler, with minimal references only • Team discussed DBT and Fivetran systems that Ryan manages exclusively

⚙️ Workflow Challenges: • Felipe demonstrated workflow mapping tool showing intake process, screener process, and status transitions • Identified gaps in BSS and CSP process flows, particularly around status changes and verification processes • Need for VSS team lead involvement to clarify secondary phase processes and status workflows Action Items: Joe Santana: James Turner: Nicholas Ward: Felipe Gomez: Murilo Camargos:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-25 13:47:05

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Jun 25th - 11:30 AM PDT (12 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview:

ASAP flag implementation has inconsistencies, with some leads flagged correctly while others show '0'; issue linked to timeout settings in the Instant Soup Two campaign.
ASAP flags auto-remove upon reaching final disposition, highlighting the need for accurate timeout configurations to maintain lead status.
New leads with ASAP flags are given priority 1 status, regardless of campaign priorities, ensuring they are dialed before others.
Campaign dial attempt settings for ASAP are currently set to zero, allowing for infinite dialing attempts on flagged leads.
A new automatic station ID assignment feature is now available in the web admin console, streamlining management and preventing conflicts with existing lists.
'Auto UI updates' must be enabled first to allow the new automatic station ID feature to function effectively.
Implementing the automatic station ID feature may benefit from opting into the 'opt-in release' for improved stability.
Ongoi... Notes:

⚙️ ASAP Flag Implementation & Troubleshooting: • Christian discovered inconsistencies in ASAP flag implementation, with some leads showing '1' (flagged) and others showing '0' (not flagged) in the list details column • Romeo clarified that ASAP flags are automatically removed when leads reach final disposition status (wrong number, not in service, does not qualify) • Investigation revealed the issue was related to timeout settings - the Instant Soup Two campaign had ASAP timeout set to only 1 hour instead of longer duration • ASAP flag operates on 'last in, first out' principle, with newer leads getting priority dialing over older ones

📊 Campaign Priority System Clarification: • Confirmed that new leads with ASAP flags effectively become priority 1 regardless of campaign's base priority level • After disposition, leads return to their original campaign priority as long as ASAP flag hasn't expired or dial attempt limits haven't been reached • Current dial attempt setting for ASAP is set to zero, meaning infinite attempts

🔄 Automatic Station ID Updates Feature: • New automatic station ID assignment feature available through web admin console under updates section • Feature requires enabling 'auto UI updates' first, which automatically implements UI updates to the domain • Would eliminate need for manual station ID management and prevent conflicts with existing station ID lists • Romeo recommended using 'opt-in release' for more stable implementation Action Items: Christian Rogers: Nick:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-25 14:05:19

Title: Five9/ Tort Intake Professionals - Account Director Introduction Date and Time: Wed, Jun 25th - 11:30 AM PDT (31 mins) Participants: nicholas@tortintakeprofessionals.com, katie.neff@five9.com, jsantana@shield-legal.com Overview:

Katie Neff introduced as new Account Director for Tort Intake Professionals, succeeding Peter and Elgin after 6-month onboarding period, ensuring continuity in leadership.
Five9 implementation started mid-February, currently utilizing 180 agents with significant expansion in after-hours operations to enhance productivity.
Current dialing method relies on preview dialing, integrating with Law Ruler CRM to streamline legal case qualification without complex Five9 forms.
Team expressed disinterest in AI agents, preferring human intervention for core activities; explored potential AI use cases for basic qualifications and after-hours call handling.
Concerns raised about adding qualification steps impacting contact rates; need for success data from similar implementations emphasized.
Real-time transcription features of Five9's Agent Assist demonstrated, focusing on separating caller and agent interactions for improved accuracy.
Data sensitivity discusse... Notes:

📋 Account Transition & Team Introductions: • Katie Neff introduced as new Account Director for Tort Intake Professionals, transitioning from previous representatives Peter and Elgin after 6-month onboarding period • Nick Ward serves as Operations Manager and primary point of contact, Joe Santana and James Turner are key team members with about 1 year tenure • Katie will handle all contracting, invoicing, and credit requests going forward, while Romeo remains as TAM for technical implementation • Team preference established to copy both Katie and TAM Romeo on all future communications for better visibility

📈 Current Five9 Implementation Status: • Company began dialing operations in mid-February using primarily preview dialing method with success • Currently operating 180 agents across expanded hours of operation with significant recent headcount growth outside core business hours • Using webhook integration with Law Ruler CRM via hyperlink pop, avoiding complex Five9 form integration due to lengthy interview requirements • Team conducts long-form interviews for legal case qualification and retainer signing, requiring human intervention throughout process

🤖 AI Solutions Discussion: • IVA (Intelligent Virtual Agent) exploration for screening and routing instead of traditional press-1/press-2 IVR system • Team explicitly stated no interest in AI agents - will maintain human intervention for all core business processes • Potential use cases identified after-hours call handling, welcome message screening, and basic qualification questions before agent handoff • Concern raised about contact rate impact when adding upfront qualification questions, requesting success data from similar implementations

📝 Agent Assist & Transcription Requirements: • Real-time transcription capabilities demonstrated within Five9's Agent Assist platform with caller/agent separation • AI-generated call summaries available as alternative to manual after-call work notes with customizable templates • Integration challenges identified - would require enhanced CRM integration or workflow changes to maximize Agent Assist value within Law Ruler system • Data sensitivity requirements discussed for PII, medical data, Social Security numbers, addresses, and sensitive case details in sex abuse cases

🔒 Technical & Compliance Considerations: • Current capability to mask all numbers or no numbers in transcripts, with upcoming enhanced selective masking for specific sensitive information types • Export capabilities for transcripts requested for reporting purposes - details to be confirmed by solution consulting team • API access to recordings and transcriptions database inquired about for data handling workflows

💰 Pricing & Implementation Structure: • Standard Five9 pricing model professional services fee for implementation plus per-agent monthly licensing for most solutions • Flexible agent subset licensing available - not required to implement for all 180 ag... Action Items: Katie Neff: Nick Ward: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-26 12:47:58

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01JYFF79TCTDHGK39JF7B0A270|DL | SL Weekly Sync Date and Time: Thu, Jun 26th - 10:30 AM PDT (16 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview:

SHIELD legal communication spreadsheet malfunctioning, showing only 3 authorizations, leading JP to prioritize repair today.
Significant surge in Hair Relaxer cases, with 17 new cases received Saturday, totaling 194 since May 1st, driven by aggressive advertising.
Secondary interview process for Hair Relaxer clients taking 3.5 hours, creating operational delays and requiring dedicated support teams.
Sharon Moultrie and Vanessa Hicks are unresponsive about relaxed hair photos needed, complicating documentation tasks.
New access to TLO and LexisNexis databases has enabled successful client location efforts, including locating a client within 3 days of activation.
Four clients, including Dora Blacksher and Tammy Archer, had PFS deadlines missed yesterday, with 40 authorizations sent for outstanding cases.
Court call list from defendants anticipated to clarify future deadlines for ongoing cases.
Enhancing spreadsheet functionality is crucial due to increased cas... Notes:

⚙️ Technical System Issues: • SHIELD legal communication spreadsheet experiencing malfunctions - not updating properly and missing authorization data • Only 3 authorizations showing in system when more should be present, requiring manual email follow-ups • JP assigned to fix spreadsheet functionality today with potential for additional questions

💇‍♀️ Hair Relaxer Case Volume Surge: • Massive influx of 17 new Hair Relaxer cases received on Saturday alone, all qualifying candidates • 194 total Hair Relaxer cases processed since May 1st with steady daily intake of handful to dozen new cases • Currently auditing 38 cases with expectation of 15 additional cases to be sent today • New advertising campaigns driving unprecedented case volume described as 'insane' and 'bombarded'

⚠️ Operational Challenges and Resource Allocation: • 3.5-hour secondary interviews required for all Hair Relaxer clients significantly slowing down processing • Dedicated Hair Relaxer team established separate from Camp Lejeune team due to emotional toll on staff • Some team members experiencing 'nervous breakdowns' during lengthy Hair Relaxer interviews requiring resilient staff selection

📞 Client Documentation and Communication Issues: • Sharon Moultrie and Vanessa Hicks need to provide relaxed hair photos but haven't responded to calls since Monday • Client photos sent directly to legal team, not intake team, creating communication gaps about completion status • Bad phone number issue for one client requiring skip tracing services

🔍 Enhanced Skip Tracing Capabilities: • New access to TLO and LexisNexis databases for client location services showing impressive results • Successfully located client with phone number activated just 3 days prior demonstrating system effectiveness • Capability to find extensive information using minimal data (first name, last name, location)

📅 PFS Documentation and Deadlines: • Four specific clients (Dora Blacksher, Yolanda, Tammy Archer, Gloria Grant-Wizard) had PFS deadline yesterday • 40 emails with authorizations sent for outstanding PFS cases including all necessary conversations • Tammy Archer had specific deadline yesterday with others having deadlines this week • Court call list from defendants expected to clarify future deadlines

📝 Action Items and System Improvements: • Spreadsheet repair prioritized due to increased case volume importance • Deficiency processing timeline estimated at months before returning to intake team • Report generation needed to identify and assign new cases to appropriate staff Action Items: JP: Amanda Patterson: Alan Gill:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-26 14:25:15

Title: Database Q and A - Data in and out of Lawruler Date and Time: Thu, Jun 26th - 11:00 AM PDT (81 mins) Participants: dsurwill@shield-legal.com, jturner@shield-legal.com, markmaniora@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, mschwarts@sphereinc.com, fgomez@sphereinc.com Overview:

Meeting focus was on understanding data flow from Leadspedia to Law Ruler for a new software solution, driven by the Sphere team.
Felipe Gomez presented the workflow diagram illustrating the interactions between Leadspedia, Law Ruler, and Five9.
Campaign creation requires concurrent updates in both Leadspedia and Law Ruler, with custom fields generated by Anthony Sobolevsky.
Daily manual lead filtration to identify fake leads is performed by Mark, significantly burdening his workload.
Character limitations in campaign names have been increased to 120 characters in Law Ruler to accommodate varying naming conventions.
Email delivery methods include a direct process bypassing Law Ruler for 1% of cases and a standard automation-triggered process for the remainder.
Contact card information is sent to Five9 via webhook, showcasing the evolution from API middleware to Law Ruler's webhook beta.
James Turner proposed a new Campaign Identification System using a compr... Notes:

🔍 Initial Overview and Introductions: • Meeting purpose Sphere team working to understand data flow from Leadspedia to Law Ruler for developing new software solution • Felipe Gomez presented workflow diagram showing three systems Leadspedia (left), Law Ruler (middle), and Five9 (right) • Mark Maniora confirmed mass media campaign information comes from Slack channel as suspected

📊 Campaign Creation and Data Fields: • S1 field generation confirmed to originate from Leadspedia, composed of source, add, copy media fields • Webhook data capture includes lead ID, time, and case type as most important information • Campaign setup process requires creating campaigns in both Leadspedia and Law Ruler systems • Custom field creation involves Anthony Sobolevsky from Corner Team creating questions in Law Ruler, which auto-generates custom IDs that Mark maps in Leadspedia

🗂️ Lead Processing and Filtering: • Manual lead filtration performed daily by Mark to identify fake leads using TEV (True Email Verification) responses • Daily review process requires checking all active campaigns manually, creating significant time burden • Cherry picking process used to manually select and send verified leads to Law Ruler • Campaign filtering includes pre-qualification questions (e.g., 'Brain meningioma tumor does not equal no') that stop leads before reaching Law Ruler

⚙️ Data Mapping and Integration Challenges: • Mandatory vs. custom fields Standard fields include first name, last name, cell phone, email; custom fields vary by campaign • Field mapping errors occur when custom IDs are incorrectly mapped, causing data to write to wrong cells or fail entirely • Character limitations Law Ruler campaign names increased to 120 characters to accommodate naming conventions • System compatibility issues arise from different character restrictions across Leadspedia, Law Ruler, and Five9

📧 Email Delivery Methods: • Two email processes identified Direct email from Leadspedia to law firms (1% of cases) bypassing Law Ruler; Standard process where Leadspedia sends to Law Ruler, which triggers email automation • Email system breakdown previously occurred due to Gmail limitations, resolved by implementing Mailchimp

🔗 Data Transfer to Five9: • Contact card information (name, email, phone number, campaign name, vertical) sent from Law Ruler to Five9 via webhook • Webhook evolution Initially API via Zapier middleware, now transitioned to Law Ruler's webhook beta • Name conditioning automation removes characters incompatible with Five9 while preserving functionality

🆔 Campaign Identification System: • Primary Case Type ID system proposed by James Turner using 5-letter acronym plus delimiter and ID number • Comprehensive campaign table includes Law Ruler case type ID, tort type, client firms, marketing source with array tags • UUID approach for campaigns already implemented for metrics, pending name convention adoption

📦 Data Migration Considerations: •... Action Items: Mark Maniora: Felipe Gomez: Nicholas Ward: James Turner:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-26 14:25:47

Title: Database Q and A - Data in and out of Lawruler Date and Time: Thu, Jun 26th - 11:02 AM PDT (80 mins) Participants: dsurwill@shield-legal.com, jturner@shield-legal.com, markmaniora@shield-legal.com, mcamargos@sphereinc.com, mschwarts@sphereinc.com, fgomez@sphereinc.com, nicholas@tortintakeprofessionals.com Overview:

Leadspedia integration with Law Ruler enables automated campaign creation using mass media info, requiring coordination between Anthony Sobo and Mark for custom field mapping.
Manual filtration of leads is performed daily by Mark to review 200+ campaigns, identifying 15-20 active leads for further evaluation, highlighting inefficiencies in the current process.
Character limits for campaign names have increased from 60 to 120, addressing previous restrictions for naming conventions across Leadspedia, Law Ruler, and 5:9 systems.
Primary Case Type ID system proposed to streamline naming issues using a 5-letter acronym combined with an ID number, improving data integration consistency.
Law Ruler to 5:9 data transfer occurs via webhook, sending essential contact details when lead status changes to 'new lead', leveraging Zapier API for middleware.
Proposed notification system to alert teams for manual lead review instead of daily checks of all campaigns aims to improv... Notes:

📊 Campaign Creation and Data Flow Overview: • Leadspedia to Law Ruler integration explained through workflow demonstration showing admin creates campaigns from Mass media information via Slack channel • S1 field generation composed of source, add, copy media fields automatically generated by Leadspedia and sent to Law Ruler • Webhook capture process collects lead ID, time, and case type information when campaigns start on different media • Custom field mapping requires manual coordination between Anthony Sobo (Corner Team) creating fields in Law Ruler and Mark mapping corresponding custom IDs in Leadspedia

🔍 Lead Processing and Filtration: • Mass media fake lead filtration performed manually by Mark daily, reviewing TEV (true email verification) responses for all active campaigns • Manual campaign review process requires checking 200+ campaigns daily to identify 15-20 active ones needing lead review - described as 'too manual' and time-consuming • Cherry picking process used to manually select and sell leads from Leadspedia to Law Ruler after filtration review • Lead delivery methods include both webhook integration to Law Ruler (99% of cases) and direct email from Leadspedia to law firms (1% of cases)

⚙️ Technical Integration Challenges: • Field mapping errors occur when custom IDs are incorrectly mapped between systems, causing data to write to wrong cells in Law Ruler requiring manual correction • Character limitations previously restricted campaign names to 60 characters, now increased to 120 characters to accommodate full naming conventions • Naming convention synchronization requires exact matching across Leadspedia, Law Ruler, and 59 systems including case sensitivity and spacing • Primary Case Type ID system proposed by James using 5-letter acronym plus ID number to resolve naming issues and integration problems

🔗 Law Ruler to 5:9 Data Transfer: • Contact card information transfer sends name, email, phone number, and vertical data from Law Ruler to 59 when lead status changes to 'new lead' • Webhook and API combination currently uses Law Ruler webhook with Zapier API middleware to push leads to 59 system • Campaign name modification automated process removes special characters from campaign names to meet 59 system restrictions without affecting other systems

🚀 System Improvement Opportunities: • Notification system needed for alerting when leads require manual review instead of daily manual checking of all campaigns • Active campaign filtering requested to show only active campaigns (15-20) instead of full historical list (200+) for daily review efficiency • Direct email capability exists in Leadspedia for sending leads directly to law firms, though rarely used and previously caused Gmail delivery issues

📈 Data Migration and Access: • BigQuery access provided for GCP Integrations project to analyze external reports and law firm data transfers • Data transfer feasibility confirmed all Law Ruler data can be c... Action Items: Mark Maniora: Felipe Gomez: Nicholas Ward: James Turner:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-27 16:16:15

Title: T.I.P. Connect v2.1 Date and Time: Fri, Jun 27th - 02:00 PM PDT (13 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

Process establishment timeline set with Daniel two weeks prior to implementation; Alan to manage two weeks post-implementation, highlighting urgency due to settlements due on the 30th with only four days remaining.
Meeting confusion arose when participants mistakenly joined AWD meeting thinking it was about Roblox gaming, indicating need for clearer communication in invites.
Call center hiring is unusually inactive, raising concerns about staffing levels and operational capacity moving forward.
Weekly onboarding classes are in place for new employee training, ensuring continuous training cycles starting every Monday.
Ongoing challenge with meeting no-shows; attendees urged to notify organizers in advance if unable to attend to improve attendance etiquette.
Emphasis on improving communication protocols to enhance overall meeting participation and clarity of purpose.
San Bernardino discussions held among team members, indicating cross-functional interactions tha... Notes:

📅 Process Establishment & Timeline Management: • Process establishment timeline discussed with Daniel scheduled two weeks before implementation and Alan handling two weeks after • Settlements due on the 30th creating time pressure with only four days remaining • Staff member questioned about lack of stress regarding approaching deadline

📞 Meeting Coordination Issues: • Roblox meeting confusion occurred where attendees joined a meeting thinking it was about Roblox gaming platform, but it was actually an AWD (All Wheel Drive) business meeting • Participant admitted joining meeting without knowing the purpose, just because they received an invite • San Bernardino discussion took place during the AWD meeting with other team members

👥 Hiring and Training Operations: • Call center hiring activity noted as unusually inactive compared to normal operations • New employee training program running with new classes starting every Monday • Training schedule appears to be continuous with weekly onboarding cycles

🚫 Meeting Attendance Challenges: • No-show attendees discussed as ongoing issue, particularly when people don't provide advance notice • Emphasis placed on proper meeting etiquette - requesting attendees to send brief notification if unable to attend rather than simply not showing up • Communication protocol highlighted as needing improvement for meeting participation Action Items: Alan Gill: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-06-30 11:20:55

Title: T.I.P. Connect v2.1 Date and Time: Mon, Jun 30th - 09:00 AM PDT (19 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

Alan emphasized urgency in meeting monthly goals with one day remaining; aiming for record-breaking performance after 1,200 second interviews in June.
Today's intake count reached 168, setting an all-time high and surpassing previous records from past campaigns.
User access documentation for Abe was finalized, but Jira access list is pending; deadline set for 11 AM today with Joe informed.
Conex settlement issues highlighted the need for improved notification procedures for legal contract services.
AI bot integration is set to improve hold queue management and after-hours calls for scheduling callbacks.
New Hampshire project wrap-up meeting is scheduled with Nico to finalize details later today.
The Juvenile Hall project in California is awaiting updates from Max; currently no significant progress reported.
The Kansas JDC campaign is launching this week with age restrictions being a significant factor across multiple facilities.
Operational planning includ... Notes:

📈 Monthly Performance & Goals: • Monthly goals assessment with one day remaining to meet targets - Alan pushing hard to achieve goals rather than fall short • Record-breaking month with 1,200 second interviews created in June, significantly higher than typical 650 volume • Setting all-time intake record with 168 intakes today, surpassing previous hair relaxer campaign records

🔧 Technical & Administrative Updates: • User access documentation for Abe completed Friday except for Jira access list - deadline 11 AM today with Joe copied • Conex settlement resolved - highlighted need for legal department notification on contract service issues and proper breach notice procedures • AI bot integration planned for hold queues (15+ seconds) and after-hours calls to collect basic information and schedule callbacks

📊 Project Status Updates: • New Hampshire project meeting with Nico scheduled for noon today to finalize wrap-up • Juvenile hall California/LA project awaiting updates from Max with no substantial progress yet • Short form complaint meeting with McFadden scheduled 1 PM today to review interview integration • BCL project internal meeting scheduled for 230 PM including Cameron, Alan, Shelly, Devon, and Andy

🚀 Campaign & Business Development: • Kansas JDC campaign for Meadow launching this week with slow rollout - tight statute requiring under 31 age qualification across 50 facilities • San Bernardino and other California out-of-statute cases being pursued to increase case flow and volume • New campaigns testing planned for next week, pausing this week due to upcoming holidays • Roblox campaign secondary interview project meeting with AWD scheduled with Alex's feedback incorporated

📅 Operational Planning: • Thursday operations slowdown planned ahead of holiday weekend to allow catch-up time • Cameron traveling tomorrow for Cello and Flat Irons dinner, quarterly meeting Wednesday • Open house event scheduled for 3 PM today Action Items: Alan Gill: Cameron Rentch: Tony:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-02 12:35:34

Title: Shield Legal Weekly Status Meeting Date and Time: Wed, Jul 2nd - 10:00 AM PDT (32 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com Overview:

Project nearing completion with 95-99% of initial questions done; remaining items deferred for second phase to avoid ISM details.
Ryan Vaspra returned, praised James Turner's support during his absence, maintaining project momentum.
Workflow documentation received substantial updates from Felipe Gomez after engagement with VSS and PD teams.
Basic data validation assessment successfully completed by Murillo and James, ensuring data accuracy.
Google Drive established as the main document repository for team access, enhancing collaboration.
User roles permission structure simplified from 102 roles to approximately 25, aligning with best practices for operational efficiency.
Joe Santana stressed the importance of comprehensive auditable logging for user activities to enhance security measures.
Triggered events and configurable notification timing specified by Joe to improve monitoring of critical actions.
Deadline set for Wednesday to finalize all documentatio... Notes:

📊 Project Status & Updates: • Ryan Vaspra returned from staycation vacation and received AI notes and rules-based documentation updates • James Turner provided excellent support during Ryan's absence, maintaining project momentum • Team is at 95-99% completion of initial questions, with remaining items deferred to second phase discovery to avoid getting trapped in ISM details • Felipe Gomez reported progress on workflow documentation after two meetings with VSS and PD teams, gathering substantial new information for process integration

📄 Documentation & Technical Progress: • Basic data validation assessment completed by Murillo and James with team support • Data privacy model governance policy completed by James over a week ago and shared on SharePoint • Nick Ward completed reports and recordings documentation before going on vacation, with Joe Santana handling upload • Google Drive established as primary document repository, shared with Joe for team access

🔑 User Roles & Permissions Framework: • Ryan enhanced user roles data permission sheet built by James, adding columns with green highlighting for 100% correct entries • Permission structure simplified to Owned leads access, operational data access (prices), and management access (revenue, expenses, P&L) • Current system has 102 roles across call center and shield operations, requiring normalization to approximately 25 roles following best practices

🔒 Security & Audit Requirements: • Joe Santana emphasized need for comprehensive auditable logging of all user activities and system changes • James confirmed activity logging discussions with Felipe, including case-level, lead-level, and searchable broad logs with notification capabilities • Mario confirmed full security implementation with comprehensive user interaction logging • Zeeshan advocated for role-based access control as primary security measure, with field-level hiding capabilities supplemented by interaction logging

⚙️ Process & System Design: • Felipe clarified workflow focus on system interactions with Lore Builder, not external processes • Current role structure too broad, making it difficult to track unauthorized screen access • Joe specified need for triggered events with configurable notification timing (real-time vs. delayed) based on criticality • James added requirement for field locking capabilities with trigger-based rules, extending beyond current limited status field controls

🗓️ Project Timeline & Deliverables: • Wednesday deadline established for all pending items to enable report writer to create final document • Target deliverables include project plan, summary, process map, technical solution blueprint, compliance check, and project implementation plan • Document index planned to show all components for client review and additional input incorporation Action Items: Felipe Gomez: Joe Santana: Ryan Vaspra: James Turner: Mario Schwarts: Development Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-02 13:45:32

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Jul 2nd - 11:30 AM PDT (12 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview:

Peak usage report shows 120 agent seats utilized on June 11th, with outbound activity at 74, indicating capacity room for growth.
Current agent seat allocation increased to 180 following mass hiring, but future hiring plans may require reassessment before the 30-day notice to remove seats.
Over 800,000 calls were made and received last month, with static inbound volume despite a rise in outbound leads, suggesting shifts may be needed in strategy.
Notable performance improvement observed in preview dialing versus manual dialing over the last two months, emphasizing an effective strategy shift.
The ACP Flag issue has been resolved, highlighting success in addressing technical challenges promptly.
Discussions with Katie Neff about future AI implementation revealed readiness for transcription and after-hours IVR projects, but delayed demo for efficiency.
IVR features temporarily disabled for expediency need to be restored for compliance with legal requirements, de... Notes:

📊 Account Management & Usage Review: • Peak usage report for June shows 120 agent seats used concurrently on June 11th, with outbound usage at 74, below peak capacity • Current seat allocation increased to 180 due to mass hiring, but may have been over-eager; planning more hiring soon • 30-day notice required to remove agent seats; recommended to confirm with account manager

👥 Staffing & Operations Updates: • Completed mass hiring followed by pauses; preparing to hire more big groups with recent open houses for new hires • Over 800,000 calls made and received last month; static inbound volume despite increased outbound leads • Significantly improved performance with preview dialing efforts versus manual dialing over the last two months

🤖 Technical Configuration & AI Projects: • Previously reported ACP Flag case issue resolved last week • Met with Katie Neff to discuss future AI implementation including transcription and after-hours IVR with AI • Not ready to move forward with AI demo yet; will ask Katie to pause to avoid wasting time

📞 IVR System Modifications: • IVR features like disclaimers and callback options were turned off to connect customers faster; need to restore for compliance • Compliance requirements necessitate restoring IVR features despite concerns about customer hang-ups • Currently catching after-hours voicemails but need improvement in call center follow-up

📝 Transcription Strategy: • Considering live vs. recorded transcription for quality assurance purposes • Planning to transcribe existing recorded calls; James Turner will handle API setups and data pulling while Nick manages strategy

🏢 Facility Expansion Plans: • Planning permanent move of Las Vegas office across town; timeline TBD in September • Potential second location in Phoenix with approximately 30 staff members; leadership will float between locations • Previously operated offices in San Diego and Las Vegas; Phoenix will be a satellite office Action Items: Nick Ward: Christian: Romeo Agregado:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-03 18:15:17

Title: T.I.P. Connect v2.1 Date and Time: Thu, Jul 3rd - 04:00 PM PDT (13 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Gist: The meeting focused on operational strategies and campaign performance, addressing staffing, budgets, and lead generation improvements. Overview:

21 staff scheduled for July 4th operations; lower traffic expected due to holiday regulations, but inquiries are exempt.
DL flat irons budget is low, necessitating a pause; PFAS campaign to increase to offset reduced traffic, aiming to balance lead volume.
Kansas campaign launched but lacked emphasis last week, contributing to lighter traffic; discussion on pushing it harder moving forward.
Polinsky campaign shows strong results with 19 secured finals; bar power campaign performing well and will intensify push.
Alan's team excelled with 658 results last month, exceeding their monthly goal; 78 building leads are currently in the pipeline.
MIA review for flat irons completed, identifying 3 incarcerated and 2 deceased cases needing special attention for follow-up.
Axe partnership required assistance for clients with pending agreements; PFS delays impacting same-day contact goals and necessitate follow-up.
John Wright and Andy scheduled to visit for strategic pl... Notes:

🎉 Holiday Staffing & Operations: • 21 staff members scheduled to work on July 4th (Independence Day), with operations continuing through the weekend treating Saturday and Sunday as normal business days • Expectation of lower traffic volume due to holiday, with some states having regulations against calling on national holidays, though inquiries are still exempt

💰 Budget Management & Campaign Updates: • DL flat irons budget with Soups is running low, requiring a temporary pause before restart with potential slower traffic next week • PFAS campaign will be increased to compensate for reduced flat irons traffic, expected to balance overall lead volume • Additional budget with Gomez for another round of noodle campaigns expected within a week • Kansas campaign launched but not heavily pushed this week, resulting in lighter traffic

📊 Performance Metrics & Results: • Polinsky campaign showing strong traction with 19 finals already secured • Bar power campaign performing well and will be pushed harder • Alan's team exceeded monthly goals with 658 results for the previous month • 78 building leads currently in progress

🔍 Case Management & Follow-up Actions: • MIA review for flatirons completed, identifying 3 incarcerated individuals and 2 deceased cases requiring special handling • Axe partnership assistance needed for clients with completed PFS but unsigned settlement options • PFS delays causing challenges with same-day contact goals, requiring follow-up with Abe

📅 Upcoming Meetings & Planning: • John Wright and Andy visiting Monday for strategic planning meeting at 11 AM in Andy's office • Game plan review scheduled for Monday to discuss attack strategy with John Action Items: Cameron Rentch: Alan Gill: Tony:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-07 11:17:17

Title: T.I.P. Connect v2.1 Date and Time: Mon, Jul 7th - 09:00 AM PDT (15 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

DL Flatirons campaign strategy is shifting to wind down noodle cup needle burn injuries cases while maintaining existing lead sign-ups, aiming to preserve current performance levels.
Increased focus expected on PFAS military-based cases, projecting a sharp growth trajectory in case volume.
New noodle cup burn campaign to be planned in collaboration with John Gomez; specific details are still pending.
Integration efforts with Cello and other systems are progressing smoothly, and no current issues were reported by the team.
Data operations are functioning seamlessly, confirming effective management as noted by Dustin.
The IMT program is now monitoring new intake staff via random call transcript analysis to enhance quality assurance practices.
Compliance issue identified: some intake staff are not informing clients about call recording during outbound calls, necessitating a protocol review.
Holiday weekend performance yielded 160-175 sign-ups, fal... Notes:

📅 Meeting Opening & Logistics: • Cameron Rentch and Alan Gill opened the meeting with casual greetings, discussing the Fourth of July weekend • Alan Gill reminded about an 11 AM meeting in Andy's office with Google Meet setup for remote participation • Cameron confirmed attendance and noted John will be present today

📈 Case Strategy & Campaign Updates: • DL Flatirons campaign strategy shift winding down noodle cup needle burn injuries cases while maintaining existing lead sign-ups • PFAS military-based cases will see increased focus with sharp trajectory expected • New noodle cup burn campaign planned directly with John Gomez, details pending

🔗 Integration & Data Operations: • Integration work ongoing with Cello and other systems, no current issues reported • Data operations running smoothly according to Dustin's update

🔍 Quality Assurance & Monitoring: • IMT program implemented to monitor new intake staff through random call transcript analysis • Call recording disclosure compliance issue identified - some intake staff not immediately stating calls are recorded when making outbound calls • Automated recording notification exists for inbound calls, but outbound call protocol needs enforcement

📊 Performance Metrics: • Holiday weekend performance 160-175 sign-ups achieved despite slower Sunday traffic • Target goal of 200+ sign-ups mentioned, currently 26 short of record

📝 Case Review Requirements: • Northwell sleep leads need detailed review - potential over-screening of qualified candidates • Many leads report being at facility during relevant dates but may not have received notification letters • DQ report requested for further analysis Action Items: Tony: Alan Gill: Cameron Rentch:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-08 13:32:52

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JZ61JW4BRS6HDYZBTEV8STAY|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Tue, Jul 8th - 11:00 AM PDT (30 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, nick.cirino@sikich.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, dsurwill@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com, akshay.poddar@sikich.com Overview:

Nick Cirino highlighted the prioritization of data governance initiatives upon his return, emphasizing timeline adjustments for ongoing campaigns.
The Paraquat and San Bernardino campaigns are actively enrolling new endpoints, with Santa Clara’s development contingent on San Bernardino's completion.
API testing has been identified as a top priority by Zahir Bokhari, with Joe being looped back into vendor conversations this week to enhance processes.
Sahil and Abe flagged issues with abuser role configurations due to insufficient data, necessitating adjustments in onboarding procedures.
Role duplication was identified as a confusion source, prompting a need for clearer role definitions and streamlining within the system.
Contact details are required for court-appointed special advocates to ensure effective communication as primary client contacts.
All vendors must prioritize collecting first and last names to mitigate data corruption risks in the system.
Medi... Notes:

📊 Project Status Updates: • Nick Cirino returned from vacation and prioritized data governance initiatives • Paraquat and San Bernardino campaigns actively enrolling on new endpoints with potential adjustments needed • Santa Clara campaign development started but requires San Bernardino completion first • API testing identified as top priority by Zahir Bokhari to get across finish line • Joe will be looped back into conversations this week as Abe expands API processes with more vendors • Leagueify introduced as another vendor they're using, with initial conversations started

⚙️ Data Mapping and Role Configuration Issues: • Abuser role configuration problematic - Sahil and Abe want roles for everything but last name required, insufficient data available • Court appointed special advocate role requires only first/last name from questionnaire, lacking required contact details • Role duplication issue identified - same person serving multiple roles creates confusion in system • Biological father/mother roles determined unnecessary by Abe • Emergency contact, injured party, treatment center, therapist roles approved to remain

🔧 Technical Solutions and Workarounds: • Abuser data will be handled as questionnaire answers rather than roles, structured with first name, last name, nickname, and job title fields • CASA (Court Appointed Special Advocate) will be split into first/last name with phone and email added • Signer relationship dropdown options include self, power of attorney, next of kin, executor of estate, legal parent/guardian • Role categories standardized plaintiff for most roles, child minor for minors, provider for medical roles • Duplicate role prevention - if signer is same as injured party, only create signer role

📋 Data Collection Requirements: • First and last name collection emphasized as critical requirement for all vendors to avoid data corruption • Medical provider data should include both individual names and business/office names when possible • Treatment center/therapist roles to be converted from business to individual records for better communication • Contact information (phone, email) required for court appointed advocates as they're primary client contact

🗓️ Implementation Timeline and Next Steps: • Active campaigns will require time to add new questions, existing unsigned cases won't have new data • Santa Clara campaign will inherit all role configurations from San Bernardino • Documentation creation for new vendor relationship SOPs in progress • Twice weekly meetings scheduled for next 2-3 weeks to maintain momentum • Friday touchpoints at 230 PM confirmed, Tuesday meetings being scheduled Action Items: Daniel Schussler: Mark Abramowitz: Nick Cirino: Zahir Bokhari:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-09 12:11:24

Title: Shield Legal Weekly Status Meeting Date and Time: Wed, Jul 9th - 10:00 AM PDT (9 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com Overview:

Meeting started with key participants: Luke Suneja, Felipe Gomez, Mario Schwarts, and Luciana Ines Gay; Ryan and Joe from the Chile legal team were absent, causing delays.
Chile legal team described as very busy and reactive, impacting task completion timelines; Felipe highlighted the consistent workload on their end.
A report writer is preparing documentation for Chile legal team review, with expectations to have it ready by next week.
A key discussion point was whether the Chile legal team prefers to be on-site for the report presentation, indicating the need for their input on logistics.
An alternative action plan was suggested by Mario to email the table of contents if the meeting could not proceed, emphasizing the ready-to-act approach.
The team decided to reschedule the meeting when the Chile legal team is available, reinforcing collaboration and communication.
A standard courtesy delay of 12 minutes was observed for the late arrivals, underl... Notes:

📅 Attendance & Technical Setup: • Meeting commenced with Luke Suneja, Felipe Gomez, Mario Schwarts, and Luciana Ines Gay present • Expected attendees Ryan and Joe from Chile legal team were absent, causing delay in proceedings • James typically joins Mario but was noted as potentially on vacation, though clarification revealed Nick was actually on vacation • Luke contacted Joe via phone to inquire about delay and potential rescheduling

⏳ Meeting Logistics & Delays: • Team decided to wait 12 minutes as standard courtesy period for late attendees • Chile legal team described as very busy and reactive, requiring quick movement on opportunities • Felipe noted that Chile legal team is consistently busy and getting tasks completed from their side takes considerable time

📝 Planned Meeting Content: • Team prepared to present table of contents of document being compiled to Chile legal team for review and feedback • Report writer currently working on documentation, expected to have report ready by next week • Key question identified regarding whether Chile legal team wants to be on-site for report presentation

🔄 Alternative Action Plan: • Mario suggested sending table of contents to Chile legal team via email if meeting cannot proceed • Team agreed to schedule follow-up meeting when Chile legal team is available • Decision made to give two more minutes before concluding meeting and implementing backup plan Action Items: Luke Suneja: Felipe Gomez & Mario Schwarts:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-09 14:00:18

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Jul 9th - 11:30 AM PDT (26 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview:

Double tap feature malfunction causing agents to get stuck in dialing loops; workaround implemented by Romeo by removing dialing numbers two and three.
Ben Crump team reports intermittent issues with progressive dialing; confirmed single numbers per lead eliminating multiple number conflicts.
Proposal to consolidate six master campaigns from 136 individual campaigns discussed for better management and efficiency.
New campaigns won't recognize previously final dispositioned leads due to final disposition synchronization limitations; contact field mapping solution to be implemented.
Abandoned call rate will be monitored independently per campaign to enhance tracking effectiveness.
Max queue time can redirect calls to IVR script for seamless handoff to the inbound team; verification needed for telemarketing compliance on hold features.
Call history visibility cannot be restricted from agents, ensuring transparency in call management.
Outbound camp... Notes:

🔧 Technical Issues & Troubleshooting: • Double tap feature malfunction causing agents to get stuck in continuous dialing loops • Ben Crump team experiencing random intermittent issues with progressive dialing • Campaign only contains single numbers per lead confirmed, eliminating multiple number conflicts • Romeo removed dialing numbers two and three as temporary workaround

⚙️ Progressive Dialing Configuration & Strategy: • Master campaign consolidation approach discussed to manage six master campaigns instead of 136 individual campaigns • Final disposition synchronization limitation - new campaigns won't recognize previously final dispositioned leads • Contact field mapping solution proposed to track last dispositions moving forward • Abandoned call rate monitoring operates independently per campaign

📞 Call Handling & Compliance Features: • Max queue time expiration can redirect to IVR script for seamless handoff to inbound team • Telemarketing compliance requirements need verification before implementing hold/redirect features • Call history visibility cannot be restricted from agents

📊 Reporting & Analytics: • Campaign abandon rate column displays lifetime statistics with reset capability available • 30-day rolling average reports available for comprehensive outbound campaign abandon rate tracking • Outbound campaign abandon rate report showing current 1.7% average, down from previous concerning 58% spike

📈 Dialing Strategy Recommendations: • Extended strategy removes double tap feature - recycle disposition alternative sends leads to first available agent • Power vs Progressive dialing comparison - Power dialing faster but less safe, Progressive dialing recommended for safer approach • Vertical vs List penetration options - Vertical dials all numbers per contact sequentially Action Items: Christian Rogers: Romeo Agregado:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-10 13:02:46

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01JZNR8QTV24F6BCZH89H6ABK1|DL | SL Weekly Sync Date and Time: Thu, Jul 10th - 10:30 AM PDT (30 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview:

Urgent court call list deficiencies must be addressed by Saturday to avoid potential case dismissals on Monday, creating high-pressure conditions for the team.
Brooks Smith is unreachable on vacation and requires historical documentation from 2014-2024, needing alternative sources for compliance.
Lisa Griffith's passing on June 15th necessitates an estate extension filing due to her phone being out of service.
16 new client files were submitted today with all required authorizations and documentation completed, indicating efficient processing.
62 PFS files still lack Cello IDs, prompting a need for an updated client list with BG plaintiff IDs to rectify the issue.
Current communication systems are malfunctioning, leading to ineffective use of the initial request tab by attorneys, hampering workflow efficiency.
Partial packet completions are to be sent immediately rather than waiting, promoting faster processing of client information.
SFC filings are to be bu... Notes:

🚨 Urgent Court Call List Crisis Management: • Court call list deficiencies have tomorrow (Saturday) deadline with potential case dismissals if not resolved • All attorney-requested deficiencies must be completed by Saturday with court call scheduled for Monday • Team experiencing 'pure panic' mode with bombardment of urgent requests requiring immediate attention

📞 Client Contact and Documentation Issues: • Brooks Smith located in Honduras on vacation with disconnected phone, requiring gynecological providers and photos for 2014-2024 period • Lisa Griffith deceased on June 15th - phone number out of service, requires estate extension filing • Social media photos being pulled from Brooks Smith's profile as alternative documentation source

📂 File Management and Workflow Processes: • 16 new client files submitted today with authorizations and documentation complete • 62 PFS files lacking Cello IDs requiring updated client list with BG plaintiff IDs • Communication system (Communicator and Shield Legal sheet) currently broken, attorneys not using initial request tab

📝 Authorization and Documentation Workflow: • Partial completions to be sent immediately rather than waiting for full client information packets • SFC (Short Form Complaint) filings require bulk processing of 10 or more cases for efficiency • Individual client folders maintained alongside master lists and grouped submissions

📧 Team Communication Protocol: • Mario Hernandez (agent) incorrectly included in firm communications - should route through Jackie and Alan instead • Main email chain titled 'hair relaxer case urgent' designated for consolidated communication • Weekend work policies clarified - team doesn't typically work Sundays unless critical Action Items: Amanda Patterson: Brittany Barnett: Shield Legal Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-11 12:47:28

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01JZR2BVEMAC9Q0KJHDHD2CDZ5|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, Jul 11th - 10:00 AM PDT (45 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, nick.cirino@sikich.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, dsurwill@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com, akshay.poddar@sikich.com Overview:

Santa Clara County integration requires an additional case type ID, while San Bernardino cases need immediate correction from misassigned parent matters.
AFFF campaign has 1,600 open matters needing urgent data flow setup due to client pressures, with leadership emphasizing the critical nature of timely resolution.
Established a formal SOP for questionnaire changes, mandating documentation in JIRA and approvals from JP, Joe, and Sikich before reaching Mark Abramowitz.
Standardized roles for Chowchilla sex abuse cases identified as injured party, signer, and emergency contact to streamline process.
Emergency contact fields are being updated to a standardized format for improved consistency across Santa Clara and San Bernardino campaigns.
Six-week delay in processing cases from May has triggered leadership's urgency for data corrections and campaign setup, resulting in end-of-day deadlines.
Data maps and API field mapping documentation created in Con... Notes:

📊 Data Integration Issues: • Santa Clara County integration requires only one additional field case type ID - all other fields (Parent matter ID, record type ID) remain consistent • San Bernardino cases incorrectly routing to Paraquat herbicide parent matter instead of proper campaign assignment, requiring immediate data correction • Ethylene oxide campaign being considered for manual processing due to only 20 cases and cost-effectiveness concerns

📋 Questionnaire Management Process: • Established formal SOP for questionnaire changes requests must be documented in JIRA tickets and reviewed by JP, Joe, and Sikich before escalation to Mark Abramowitz for approval • Emergency contact fields being renamed to standardized format for Santa Clara and San Bernardino campaigns • Role parsing limitations identified - emergency contacts cannot be converted to provider roles for existing campaigns due to unparsed name data

⚙️ Campaign Configuration: • AFFF campaign has 1,600 open matters requiring urgent data flow setup due to client pressure and leadership demands • Chowchilla sex abuse cases standardized to three required roles injured party, signer, and emergency contact • Fee arrangement IDs need backfilling across all Shield Legal cases with external ID associations

📄 Documentation and Access Management: • Confluence spaces restructured to provide cross-team access while maintaining project security separation • Data maps created in Confluence for each campaign with campaign-specific variable values (case type ID, parent matter ID, fee arrangement ID) • API field mapping documentation established for technical payload specifications

⏳ Urgent Timeline Pressures: • Six weeks behind schedule with leadership demanding cases from May that were never processed • 7 AM escalation call from Flatirons regarding data discrepancies creating immediate pressure • End-of-day deadline established for critical data corrections and campaign setup Action Items: Daniel Schussler: Nick Cirino: jplavalley: Richard: Mark Abramowitz:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-11 16:15:32

Title: T.I.P. Connect v2.1 Date and Time: Fri, Jul 11th - 02:00 PM PDT (12 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com Overview:

Unclear communication strategy noted in settlement monitoring, impacting first round outcomes; need for clarity identified.
Document quality concerns raised regarding client letters, emphasizing importance of pre-send reviews to avoid confusion.
Debate over communication terminology highlighted preference for using 'case' instead of 'matter' to enhance client understanding.
Phone number issues reported where clients encountered non-functional contact numbers, risking missed communications.
Previous incident cited where email content was rejected for appropriateness, signaling need for clearer content standards.
Discussion on after-hours service indicated best practices for managing calls and transferring urgent matters for prompt follow-up.
Alan Gill shared effective strategies from past law firm experience for call handling and after-hours response management.
Need for standard protocols in client correspondence emphasized to improve overall communication e... Notes:

📝 Document Review & Communication Issues: • Settlement monitoring discussion regarding first round of settlement being monitored, with concerns about unclear communication strategy • Document quality concerns raised about a letter that was sent out, with criticism that documents should be reviewed before sending to avoid confusion • Communication terminology debate over using 'matter' vs 'case' in client communications, with preference for more accessible language

📞 Contact & Communication Problems: • Phone number issues identified where clients called provided numbers that didn't work or went nowhere • Email communication problems referenced previous incident with Nico regarding email content that was rejected for being inappropriate • After-hours service discussion about law firms having answering machine services, with Alan Gill sharing experience of handling after-hours calls at previous firm

💼 Operational Experience: • Past law firm experience shared by Alan Gill regarding handling calls until 9pm and transferring urgent matters, with follow-up procedures for next-day responses Action Items: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-16 12:43:18

Title: Shield Legal Weekly Status Meeting Date and Time: Wed, Jul 16th - 10:04 AM PDT (36 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, lsuneja@sphereinc.com, nicholas@tortintakeprofessionals.com Overview:

Law Ruler replacement timeline is set at 22 weeks, with UAT adjustments starting at week 18 and 4 weeks for final testing and deployment.
MVP development path enables beta testing between weeks 12-16 to run parallel with the existing system, expediting transition.
Two-phase development approach adopted for parallel MVP and full feature development to enhance Law Ruler replacement efficiency.
Discovery phase confirmed complete, transitioning into design phase for architecture and tech stack selections.
Recent Law Ruler incidents caused major downtime, underscoring urgent need for a system replacement to avoid fiscal damage.
Multi-company support is critical for the final product to handle additional call center needs for non-Shield leads.
Proposed lead webhook integration from Wikipedia will kickstart MVP development, supported by application schema help from the data team.
Data quality issues identified necessitate upstream cleanup, impacting consistency in ... Notes:

📅 Project Timeline & MVP Development: • Law Ruler replacement timeline established at 22 weeks for full production delivery, with UAT adjustments starting at week 18 and 4 weeks for final testing and deployment • MVP development path requested to enable beta testing around week 12-16 instead of waiting until week 18-20, allowing earlier parallel running with existing system • Two-phase development approach agreed upon parallel MVP development alongside full feature development to accelerate Law Ruler replacement • Discovery phase completion confirmed as done, moving into design phase where architecture and tech stack decisions will be made

⚠️ System Issues & Business Impact: • Two Law Ruler production incidents occurred since last meeting, causing system cessation for several hours each time, highlighting critical need for replacement • Potential fiscal damage from system failures identified as tremendous, especially during large campaign launches requiring instantaneous response • Multi-company support requirement identified for final product to accommodate additional call center business for non-Shield generated leads

🔧 Technical Architecture & Data Management: • Lead webhook integration from Wikipedia proposed as starting point for MVP with simple workspace-based teams concept • Data team parallel support offered to help with application schema and existing system integration during MVP development • Data quality issues identified requiring upstream cleanup, including field consistency problems affecting attorney mail merges • Database clone snapshot approach planned for initial data warehouse integration to avoid disrupting existing systems

👥 Team Status & Resource Updates: • Key team members returning from holiday Nicole, Nick McFadden, and Ryan back from vacation, with Nick McFadden returning Monday • Product manager search ongoing as part of team expansion efforts • James Turner instrumental role acknowledged in maintaining project momentum during team absences • 20 new Looker Enterprise reports being delivered as business intelligence demands rapidly increase

📝 Document Review & Next Steps: • Discovery document delivery scheduled for Tuesday instead of Friday to incorporate MVP requirements • Internal team review meeting planned for Wednesday to consume document before external review • Weekly meeting rescheduled to Thursday same time to accommodate document review process • Two-hour detailed review session planned for following week with core team to validate lifecycle workflow coverage Action Items: Mario Schwarts: Felipe Gomez: Ryan: James Turner: Development Team (Sphere Inc.):, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-16 12:43:32

Title: Shield Legal Weekly Status Meeting Date and Time: Wed, Jul 16th - 10:00 AM PDT (40 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com Overview:

Joe Santana announced major organizational changes affecting response times, emphasizing the impact on operations due to team availability shifts.
Ryan confirmed he will be more available for high-level projects following the restructuring, ensuring focused support for ongoing initiatives.
Shield Legal faced two recent outages with Law Ruler, which could result in significant fiscal losses during critical campaign launches.
A 22-week timeline was established for the full replacement of Law Ruler, with the aim to deliver an MVP by week 12-16 to mitigate further issues.
A parallel development strategy was approved for faster implementation, including alpha testing capabilities by week 12.
Multi-company support was added as a requirement to enhance call center services beyond Shield’s current operations.
Ryan outlined key MVP features such as lead menus and webhook integration, with support from James Turner’s data team for system connectivity.
Th... Notes:

📊 Organizational Updates & Challenges: • Joe Santana announced major organizational changes affecting his availability and response times, apologizing for disruptions to normal operations • Ryan confirmed increased availability and focus on this and other high-level projects due to organizational restructuring • Multiple team members recently returned from holiday including Nick Ward, Nick McFadden, and Ryan

⚠️ Law Ruler System Issues & Urgency: • Shield Legal experienced two production outages with Law Ruler since last meeting, causing potential significant fiscal damage during campaign launches • System reliability concerns driving urgent need for replacement solution before full feature completion • Joe Santana emphasized critical business impact of Law Ruler failures during large campaign launches

⏳ Timeline & Development Strategy: • Discovery phase completion with 22-week timeline for full Law Ruler replacement delivery • MVP approach requested to enable earlier Law Ruler replacement around week 12-16 instead of week 18-20 • Parallel development strategy agreed upon with alpha testing capabilities by week 12 • Beta testing and parallel system running planned for weeks 16-18 before full production deployment

🔧 Technical Architecture & Requirements: • Multi-company support requirement added for expanded call center services beyond Shield-generated business • Ryan outlined MVP feature priorities lead menus, cases, settings, webhook integration with existing systems • Data integration approach discussed with existing system connectivity during MVP phase • James Turner and data team will support integration with current reporting systems

📅 Document Delivery & Next Steps: • Discovery document delivery postponed from Friday to Tuesday to incorporate MVP requirements • Two-hour walkthrough session scheduled for latter part of next week after team reviews documentation • Weekly meeting moved to Thursday same time to accommodate team vacation recovery

📈 Data Quality & Operational Improvements: • Data cleanup initiative in progress addressing field consistency issues for attorney reporting requirements • Python transformation layer implemented to resolve data consistency for mail merge operations • Looker Enterprise dashboard expansion with 20+ new reports being delivered to clients Action Items: Mario Schwarts: Felipe Gomez: Ryan: Nicholas Ward: James Turner:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-16 14:04:12

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Jul 16th - 11:30 AM PDT (30 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview:

Audio configuration troubleshooting took place initially, involving Anthony Soboleski, Romeo Agregado, Joe, and later Nick Ward.
Resolved looping call issue due to busy disposition; redial and number verification checks implemented to prevent repeated calls.
Drop rates have increased above initial expectations despite using a progressive dialer, while ACW time of 1 minute was found excessive compared to the industry standard of 15-30 seconds.
Workflow problem noted where agents finishing calls automatically go into break, leading to abandoned calls if already dialed numbers are answered.
Recommended transitioning agents to 'not ready' or 'break' states post-call to reduce automatic dialing and minimize abandons.
Adjusting the progressive dialer percentage to 0% is a strategy to mitigate abandons, though complete elimination is not achievable.
Introduced IVR options for abandoned calls to include company info, reason for the call, and DNC opt-out in... Notes:

🔧 Technical Setup and Audio Issues: • Audio configuration troubleshooting consumed first 2 minutes with volume adjustments and computer settings • Participants included Anthony Soboleski, Romeo Agregado (Five9 TAM), Joe, and Nick Ward joining later

✅ Previous Issue Resolution: • Looping call issue resolved - busy disposition causing repeated calls to same number has been fixed • Fix involved addressing redial disposition and number verification checks

📈 Drop Rate Analysis and Progressive Dialer Concerns: • Drop rates climbing higher than initial implementation despite using progressive dialer • Current after call work (ACW) time set to 1 minute - identified as potentially excessive causing agents to sit unavailable • Industry standard ACW time 15-30 seconds for note-taking, 5-10 seconds if no notes required • Progressive dialer behavior Only dials progressively based on agent availability, but if 3 agents and 2 are in ACW, third agent gets call - if both numbers answer and 2 still in ACW, creates abandoned call

⚙️ Agent State Management Issues: • Critical workflow problem Agents finishing calls go to ready state automatically, then immediately go to break - but calls already dialed during ready state cause abandons • ACW does not count as ready state - confirmed this doesn't trigger new dials from that agent • Recommendation Use 'set to not ready' or 'set to break' after call options to prevent automatic dialing

🚫 Abandon Rate Mitigation Strategies: • Setting progressive percentage to 0% will slow dialing but cannot eliminate abandons completely • IVR/prompt option available for abandon calls - must include company info, call reason, and DNC opt-out option • Power dialer alternative suggested as potentially better option with manual call-to-agent ratio control

📞 Call Frequency Controls: • Daily call limits requested - can set campaign filters to prevent dialing numbers dispositioned within 8 hours/1 day • Manual dialing limitation Campaign filters don't prevent manual dialing unless number is on DNC list • Five9 Studio not available on current account - would be needed for advanced call frequency scripting

🕒 Time Zone and Scheduling Controls: • Campaign timing controls available in profile settings - can set 8am-9pm calling windows based on number's time zone • FCC compliance settings already configured for time zone restrictions

🔍 Configuration Testing: • Master Screener campaign selected for power dialer testing with goal of sub-1% drop rate • Station ID auto-assignment issue identified - should not ask for station ID after enabling auto-assignment 3-4 weeks ago

🤖 AI Initiative and Arizona Expansion: • AI functionality paused - decision made to not move forward with AI demos for several months • Arizona office expansion planned for August hiring - will be cookie-cutter setup matching current configuration Action Items: Romeo Agregado: Nicholas Ward: David:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-18 11:43:00

Title: Five9 TAM Call - Tort Intake Professionals Date and Time: Fri, Jul 18th - 09:30 AM PDT (9 mins) Participants: jneilson@tortintakeprofessionals.com, crogers@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, anthony@tortintakeprofessionals.com, romeo.agregado@five9.com Overview:

Joe Neilson has worked 12 consecutive days due to dialer challenges and staffing transition, requiring weekend support.
Two new staff members joined this week to improve operational capacity amidst increased workload from dialer issues.
Abandoned call rates are rising due to concurrent usage of progressive and preview dial campaigns leading to call drops.
Immediate corrective action taken to stabilize performance by shutting down all preview campaigns in favor of the progressive dialer.
Romeo demonstrated the Preview Campaign Interrupt feature, which allows dial calls to interrupt preview calls, reducing resource conflicts.
Campaign prioritization uses both priority and ratio measures, with an extended strategy proposed to focus on new leads versus older ones.
The extended strategy overrides the ratio functionality and needs the ratio tool disabled to enhance lead redialing efficiency.
Feature verification required: Romeo to confirm the preview interrupt fun... Notes:

📊 Current Operational Status: • Joe Neilson working 12 consecutive days due to dialer challenges and role transition, with weekend work required • Two new staff members started Monday to address workload, improving current operational capacity • Anthony traveling today, Christian present but uncertain participation level

⚙️ Dialer Configuration Issues: • Critical Problem Identified Abandoned call rates escalating due to simultaneous progressive/power dialer and preview dial campaigns running concurrently • Root Cause Preview dial agents counted as available for progressive dialer, causing insufficient agent availability and call drops • Immediate Solution Shut down all preview campaigns, focused exclusively on progressive dialer, which stabilized performance

🔄 Preview Interrupt Feature Discussion: • Romeo demonstrated Preview Campaign Interrupt feature available in both global and campaign-specific settings • Feature allows progressive/power dial calls to interrupt agents previewing calls, preventing resource conflicts • Configuration options available at campaign level under 'Add Options' or globally under 'Action Set Configure.'

📈 Campaign Prioritization Strategy: • Current setup uses both priority and ratio in global outbound campaign prioritization settings • Extended Strategy identified as optimal for emphasizing new leads while maintaining older lead coverage • Limitation Discovered Extended strategy overrides ratio tool functionality when activated • Proposed Solution Disable ratio entirely in global settings to enable extended strategy for age-based lead redialing

🔍 Technical Verification Requirements: • Romeo to test preview interrupt functionality specifically with outbound campaigns, as previous testing focused on inbound calls • Documentation indicates feature works with 'all calls' but outbound confirmation needed Action Items: Romeo Agregado: Joe Neilson:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-23 12:56:36

Title: Shield Legal Weekly Status Meeting Date and Time: Wed, Jul 23rd - 10:00 AM PDT (53 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com Overview:

MVP development timeline extended to 18 weeks to incorporate deployment and testing, previously set at 16 weeks.
Foundational components identified include the questionnaire service, requiring client agreement before UI work can commence.
Critical integrations for the project include Leadspedia, Five9, SMS/email providers, and e-signature services.
Parallel development strategy agreed upon to enhance timeline efficiency by working on multiple components simultaneously.
Unified questionnaire framework designed to support both visual needs and AI knowledge base is crucial for project success.
AI engine design phase will initiate in week 3 as part of the development environment setup.
Data migration planning allocated over 4 weeks starting week 6; must accommodate existing active campaigns.
Clarification needed on whether data migration includes historical data or is limited to active campaigns.
Emphasized clear communication of MVP limitations to prevent sco... Notes:

📅 Project Timeline and Scope Planning: • MVP Development Timeline established as 18 weeks, extended from 16 weeks to accommodate deployment and testing • Detailed development phases outlined including questionnaire service, lead service, and integration work • Resource planning discussed for backend and frontend developers, DevOps engineer, and delivery manager

🔧 Technical Architecture and Development Approach: • Questionnaire service identified as foundational component requiring client agreement on various aspects before UI development • Critical integrations identified including Leadspedia, Five9, SMS/email providers, and e-signature services • Parallel development strategy to optimize timeline efficiency by working on multiple components simultaneously

🤖 AI Engine Integration Planning: • Unified questionnaire framework proposed to support both visual needs and AI knowledge base • Agreement to develop foundational data models for current MVP and future AI capabilities • AI engine design phase added starting week 3 as part of development environment configuration

🔄 Data Migration and System Transition: • Clarification that system must handle existing active campaigns, requiring comprehensive data migration planning • Allocated 4+ weeks for data migration starting week 6, with no bidirectional synchronization support • Need to clarify with client whether migration includes historical data or only active campaigns

📞 Client Communication and Expectations Management: • Renamed 'discovery' to 'design' phase focusing on foundational data models and use case specification • Emphasis on communicating MVP limitations to prevent scope creep, with some integrations working in semi-manual mode initially • New integrations identified from recent client call including Copper, Harvest, Panda Duck, and potential media buyer interfaces Action Items: Felipe Gomez: Mario Schwarts: Oleg Kukareka: Zeeshan Haider Siddiqui: Luciana Ines Gay:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-23 13:52:39

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Jul 23rd - 11:30 AM PDT (19 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Overview:

No open cases reported at the start of the meeting; last week’s discussion addressed prior outstanding items led by Joe.
Dialer functionality ensures priority calling, handling lists top to bottom unless flagged with 'dial ASAP' to bypass normal sequencing.
Continuous redialing is activated by the ASAP flag, taking precedence over redial timers for urgent leads.
Supervisor dashboard provides live agent stats; notable example shows 48 agents logged in, 28 currently on call, indicating high engagement.
Agent state reporting lacks snapshot functionality; closest option available is time-range reporting, highlighting a data limitation.
Correlating agent availability with production drops is crucial during breaks; this needs closer monitoring for operational efficiency.
Campaign optimization benefits seen from rotating ANI groups; recent changes have positively impacted dialing outcomes.
All master campaigns now utilize a unified profile with 12 ANI groups cyclin... Notes:

📋 Current Status & Open Cases: • No open cases confirmed at meeting start, with previous week's meeting covering outstanding items • Preview dialing configuration discussed from last week's meeting with Joe, addressing power progressive dialing behavior when agents become available

📞 Dialer Functionality & Lead Management: • Dialer sequence explanation System moves through lists based on priority (first to last), then top to bottom within each list unless 'dial ASAP' flag is active • ASAP flag behavior Continuously redials specific numbers until contact is reached, bypassing normal sequence • Redial timer priority ASAP flags take precedence, followed by redial timers, then regular leads in sequence • List cycling process After completing a list, system starts over from the top, integrating redial-eligible numbers based on disposition timers

📊 Supervisor Dashboard & Reporting: • Real-time agent monitoring Supervisor dashboard shows live stats for agents by skill (closing skill example 48 logged in, 2 ready, 28 on call, 12 not ready) • Agent state reporting limitation No snapshot report available for exact moment-in-time agent status; closest option is agent state report for time ranges • Production analysis correlation Need to track relationship between agent availability (ready/not ready status) and production drops during break times

🚀 Campaign Optimization Strategies: • ANI group rotation success Changing dialing numbers more frequently showing positive results in short term • Campaign consolidation All master campaigns now use general campaign profile with 12 different ANI groups cycling throughout the day • Workflow automation discovery System can automatically change campaign profiles, list ratios, priorities at scheduled times using workflow rules

🔄 Lead Disposition Management: • Revisit lead webhook capability Possible to send leads back into Five9 system using update disposition API when leads were incorrectly dispositioned • Final disposition limitation Once lead receives final disposition, it won't be redialed even with list updates unless disposition is reset • Disposition reset options Two methods available - reset all dispositions by date range, or update specific leads to redial status via list upload

⚙️ System Administration Features: • Manual list position reset Right-click campaign option to reset dialing to top of list without workflows • Workflow rule limitations Cannot automatically change dialing modes through workflow rules, only profiles, ratios, and campaign priorities Action Items: Christian Rogers: Joe Neilson: Romeo Agregado:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-24 12:45:30

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01K0SSTR5DGM4X5SYFEQE7ZD3K|DL | SL Weekly Sync Date and Time: Thu, Jul 24th - 10:30 AM PDT (11 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Overview:

146 deficiency cases are currently under audit, with the first batch of 30 due tomorrow, including priority clients like Gibson Lofting.
Vacation schedules noted: Amanda on leave after this meeting, and Jenny out until next Thursday, leading to key personnel absence next week.
Next week's meeting is cancelled due to availability issues, but PFS documents will be sent with the completed cases.
Policy established to reject Tennessee clients due to statute limitations, necessitating updates to the intake process.
JP's new communication spreadsheet is near completion and will be live by Monday, integrating with the Litify system for better case tracking.
498 new hair relaxer cases received since April, indicating a notable increase in caseload; team has improved interview efficiency.
Target processing rate set at 30 cases every 3 days, aiming to complete the current batch by the end of next week.
Individual case files will be maintained along with a master sprea... Notes:

🌤️ Opening & Weather Discussion: • Amanda and Brittany exchanged greetings and discussed hot weather conditions with high humidity affecting their respective locations

📊 Current Deficiency Cases Status: • 146 deficiency cases currently being audited in chunks of 30 cases at a time to manage workload efficiently • First batch of 30 cases expected to be delivered by tomorrow, including priority clients that received specific email inquiries • Gibson Lofting client specifically mentioned as priority case that Sarah inquired about on the 17th, currently under audit review

📅 Vacation Schedule & Meeting Adjustments: • Amanda taking vacation starting after this meeting, returning the following Monday; Jenny out until next Thursday creating staffing gap • Next week's meeting cancelled due to key personnel being unavailable • PFS documents will be ready and sent together with the 30 completed cases

🚫 Tennessee Client Policy: • Tennessee clients must be rejected immediately due to inadequate statute of limitations laws - intake process needs to be updated to filter these out • Policy established that Tennessee claimants are not accepted to avoid wasted processing time

🗂️ Spreadsheet System Update: • JP's communication spreadsheet almost complete, expected ready by Monday after taking longer than anticipated • New system will have backlog of cases to populate when it goes live, updating automatically every morning at 7am • Spreadsheet will integrate with Litify system to capture team notes and track substantially complete cases • Team will use 'Use this sheet' and 'initial request' tabs only on the new version

💇‍♀️ Hair Relaxer Case Volume: • 498 new hair relaxer cases received since April 1st, representing significant caseload increase • Interview process becoming more efficient after 1.5 years of experience, with team developing better client management techniques

⏳ Processing Timeline & Workflow: • 30 cases every 3 days target processing rate in best case scenario, with goal to complete current batch by end of next week • Cases will maintain individual files plus master spreadsheet tracking for comprehensive case management • Plan to conduct master spreadsheet reconciliation after clearing current backlog to ensure all cases are properly tracked and updated Action Items: Brittany Barnett: Amanda Patterson: JP: Intake Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-24 12:58:59

Title: Shield Legal Assessment Review Date and Time: Thu, Jul 24th - 10:00 AM PDT (56 mins) Participants: lgay@sphereinc.com, ryan@themedialab.agency, jturner@shield-legal.com, mcamargos@sphereinc.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com, mschwarts@sphereinc.com, zsiddiqui@sphereinc.com, fgomez@sphereinc.com, okukareka@sphereinc.com, atzakhariants@sphereinc.com, lginsburg@sphereinc.com Overview:

Revised MVP plan for parallel development targets a 14-week deadline, with potential acceleration; team expanded from 2 to 3 developers for faster delivery.
On-site collaboration confirmed for a minimum of one week in weeks 1-2 to facilitate UX testing and team alignment.
Foundation for AI-enhanced solutions established through data models starting in week 3, with a 5-week duration planned for development.
Chosen lake house data architecture supports unstructured data, improving flexibility over traditional data warehouses.
Limited data migration will focus on active and new campaigns, while historical data remains within the existing data warehouse.
Core system integrations identified with five key platforms including Five9 for automated lead creation linked to case types.
Week zero will initiate use case specifications validation, deepening insights beyond initial discovery sessions.
Interface development set for week 10 to allow early user feedback, with ... Notes:

📊 Project Overview & Approach: • Revised MVP plan presented showing parallel development with existing product, targeting 14-week deadline with potential for earlier completion • Team expansion from 2 to 3 developers to accommodate expedited timeline and vacation coverage, bringing larger team due to compressed schedule • On-site collaboration planned for minimum one week during weeks 1-2, plus additional visits for UX testing and alignment sessions • Parallel development strategy confirmed with MVP running alongside existing product while team works on both simultaneously

💻 Technical Architecture & Data Strategy: • Foundational data models to support both MVP and future AI-enhanced solution, starting week 3 with 5-week duration • Lake house approach selected over traditional data warehouse structure to handle unstructured data and dynamic requirements • Data migration scope limited to active campaigns and new campaigns for MVP, with historical data remaining in existing warehouse • Surrogate keys and cross-reference tables implementation planned for transparent movement between business areas and audit trail maintenance • UUID system for every record insertion to maintain universal IDs while preserving external system IDs like Case IDs

🔗 System Integration Requirements: • Core integrations identified Litspeedia, Law Ruler, Five9, Copper CRM, Harvest, PandaDoc, Call Center Business • Inbound call handling through Five9 webhooks to create new leads automatically, mapped to case types via tracking numbers • Copper CRM access granted with 7-day trial for data model understanding and complex order analysis • Environment preparation starting week zero with all necessary services and components identified in proposal

📅 Development Timeline & Milestones: • Use case specifications validation starting week zero, drilling down 2-3 levels deeper than discovery sessions • Interface development targeting week 10 for testing and user feedback on basic functionality • Beta testing phase weeks 14-17 with production deployment by week 16-17 latest • Architecture approval expected within week 1 for all required components

📈 Business Logic & Campaign Management: • Project hierarchy established with campaigns as children under project parents, allowing flexible campaign regrouping • Line item structure similar to media insertion orders, with filtering for statute limitations creating separate line items • Change order capability required for mid-campaign budget modifications and lead reassignment between campaigns • Case type mapping from line items to Law Ruler case types with full audit trail for all modifications

🤖 AI Integration Strategy: • Limited AI implementation in MVP despite preference to 'hide it from bosses,' focusing on business rules navigation • Sample questionnaire data migration planned to help users quickly identify similar questionnaires using AI assistance • Future AI enhancement planned for full solution with com... Action Items: Mario Schwarts: Felipe Gomez: Ryan Vaspra: Development Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-25 12:13:37

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01K0W3Y43SR086VMDN093355AZ|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, Jul 25th - 10:00 AM PDT (12 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, nick.cirino@sikich.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, dsurwill@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com, akshay.poddar@sikich.com Gist: The meeting focused on resolving technical issues and investigating missing files, progressing from 2,000 to 1,300 leads. Overview:

Daniel Schussler led the meeting, addressing technical difficulties with Zaheer offline and initial audio issues resolved by Carter using Nick's account.
Dustin reported on the investigation of 2,000 missing files, focusing on the outstanding 300 files from this year, now reduced to 1,300 leads.
jplavalley successfully located additional missing deeds, decreasing the count of missing files from 2,078 to 1,300 leads.
Following analysis, 885 leads require further investigation after excluding signed and declined status leads.
This year's missing leads total 166 after removing signed/declined statuses, while previous years account for 719 leads.
The original focus on 300 missing leads evolved into a broader review involving 1,300 leads for investigation. Notes:

📅 Meeting Setup & Technical Issues: • Daniel Schussler initiated the meeting expecting Dustin, Nick, and Carter to join • Technical difficulties with Zaheer being offline and initial audio issues resolved • Carter clarified he was using Nick's account/system for the meeting

🔍 Missing Files Investigation Progress: • Dustin sent an email regarding 2,000 missing files with a focus on investigating 300 files from this year • jplavalley reduced the missing files count from 2,078 to 1,300 leads by locating additional missing deeds • Lead IDs were successfully provided for the remaining 1,300 missing leads via email to enable investigation

📊 Data Analysis & Status Breakdown: • After excluding signed and declined status leads, 885 leads remain requiring investigation • This year's missing leads 166 leads after removing signed/declined statuses • Previous years' missing leads 719 leads calculated as 885 minus 166 • Original 300 missing leads from this year were part of the broader investigation scope Action Items: Nick Ward: jplavalley:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-28 12:58:52

Title: Alameda Juv - Reconciling Case Routing Date and Time: Mon, Jul 28th - 10:30 AM PDT (25 mins) Participants: alan@tortintakeprofessionals.com, cmatzinger@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, nick.cirino@sikich.com, drochen@dicellolevitt.com, mabramowitz@dicellolevitt.com Gist: The meeting focused on improving data representation and integration processes to meet urgent filing deadlines for Alameda County cases. Overview:

Doug Rochen from Dicello Levitt emphasized the need for 100% data representation in Litify by the end of next week to meet filing deadlines for 50+ Alameda County cases.
Data integration issues were highlighted, with large Excel sheets proving problematic for processing accurate facility information required for complaints.
Arthur Rowan's case was noted for its misclassification, as the abuse occurred at Santa Clara jail, altering the liability focus for the defendant.
Jesse Ledesma’s case showcased a data mapping issue, with facility information incorrectly represented, necessitating corrections for clean transfers.
The team expressed a preference for Smart Advocate's API efficiency, indicating challenges with Litify's integration since its adoption in April.
Flatirons requires comprehensive reporting metrics, including abuse type categorization and completion rates, stressing the importance of clean data.
Future vision includes automatic file creation from d... Notes:

🔍 Introduction and Context Setting: • Doug Rochen introduced himself as a partner at Dicello Levitt, primarily responsible for sex abuse litigation • Nick Cirino explained his role working with both Dicello Levitt and Shield Legal through Sikich team to resolve data integration issues • Meeting goal established to achieve 100% data representation in Litify by end of week or next week

📊 Data Integration Challenges: • Alameda County cases ready for complaint filing next month with 50+ cases in inventory, but files didn't exist in Litify when searched • Data comes in large Excel sheets that are 'not very clean' making it difficult to process facility information needed for complaints • Arthur Rowan case - abuse occurred at Santa Clara jail, not Alameda County, requiring different defendant • Jesse Ledesma case - data mapping issue where facility information was incorrect in system

⚙️ System Comparison and Efficiency Concerns: • Previous experience with Smart Advocate had better API and cleaner data integration with TIPS (Tort Intake Professionals) • Current Litify system less familiar, started in April but was in trial for first six weeks • Need for efficient information access to manage large caseload including 3,300 cases ramping up for demand package in next 90 days • Mormon Church cases also identified as currently active priority

📈 Reporting and Data Quality Requirements: • Flatirons requires detailed reporting including categorization of abuse types, fallout rates, completion rates for fact sheets and secondary interviews • Clean data essential for accurate reporting to stakeholders • Previous system had matching narrative fields between intake sheets and case management system for comparison analysis

🔮 Current State and Future Vision: • System should automatically open files when data received from TIPS, eliminating manual file creation • Goal to have questionnaire data properly structured with first and second questionnaire capability • All signed cases should automatically port over with complete data and files

🗂️ Specific Case Resolutions: • Arthur Rowan case - confirmed abuse occurred at Santa Rita County Jail during exam before transfer to Alameda, case to be declined • Jesse Ledesma case - facilities were listed in wrong order, with supplementary abuse statement incorrectly listed first • TIPS team updated Jesse Ledesma information on their side for clean data transfer

🔧 Process Improvement Discussions: • Current rejection process requires manual communication and tracking, leaving room for error • Need for automated triggers when cases are declined to ensure proper closure letters are sent • Liability concerns if rejection letters not sent to discharge clients properly

📝 Process Documentation Agreement: • Decision made to have both Dicello Levitt and Shield Legal teams document their understanding of current processes • Alan from Shield Legal agreed to provide process documentation by end of day ... Action Items: Nick Cirino: Alan/Shield Legal Team: Doug Rochen: Jesse Wentz:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-29 13:28:06

Title: ProServ Meeting with Branden Brooks Date and Time: Tue, Jul 29th - 11:00 AM PDT (24 mins) Participants: dsurwill@shield-legal.com, nicholas@tortintakeprofessionals.com, branden.brooks@lawruler.com Gist: The meeting focused on recent ticket escalations, support enhancements, and automation issues to improve response times and operational efficiency. Overview:

Ticket #560830 escalated by Dustin today, further requiring developer attention, highlighting quick response time of 25 minutes.
Ticket #560569 received clarification from Dalal regarding automation issues noted by Dustin four hours before the meeting.
Ticket #527920 was resolved on June 25th but auto-closed due to inactivity, impacting API data retrieval from vital forms.
The API country field issue for ticket #442756 was marked resolved on May 16th, yet lacked confirmation from official support.
Current vitals API setup is invalid for case type due to 'all' section use, hindering data pulls from API.
Recommended to implement master templates for different campaigns, aiming to eliminate duplicate intake configurations.
Support enhancement initiative under Paul and Jordan focuses on weekly case updates to engineering, to minimize processing delays.
Dustin's tickets get automatic escalation treatment linked to Shield Legal, ensuring prioritized response.
Pa... Notes:

📋 Ticket Reviews and Status Updates: • Ticket #560830 - New submission from Dustin requiring developer escalation, submitted today and escalated within 25 minutes • Ticket #560569 - Yesterday's submission received response from Dalal 4 hours prior to meeting, Dustin requested clarification on why automation didn't fire and noted communication email log may not be helpful • Ticket #527920 - Marked resolved on June 25th but auto-closed due to no response, issue involves vitals not appearing in form questionnaire preventing API data retrieval • Ticket #442756 - API country field issue, marked resolved May 16th during cleanup but lacked official support response confirmation

🔧 Technical Issues and Solutions: • Vitals API Problem - Current vitals setup uses 'all' section which system doesn't recognize as valid case type, preventing API data pulls • Recommended Solution - Implement master templates by campaign type (Camp Lejeune, AFFF) with dedicated intake vitals tabs, avoid copying from intake duplicates • Automation Tracking - System and API logs can track when campaigns are turned on/off, searchable by date range and exportable to Excel

📈 Process Improvements: • Support Enhancement Initiative - Paul and Jordan developing improved follow-up processes with weekly updates for engineering cases to reduce delays • Escalation Status - Dustin's tickets automatically receive escalation treatment due to Shield Legal domain association

👥 Meeting Participants and Roles: • Paul Boyll - Manager of Support filling in for Jordan who is out of office • Branden Brooks - Support representative handling ticket escalations and technical guidance • Nick McFadden - Joined mid-meeting to discuss automation visibility issues Action Items: Paul Boyll: Branden Brooks: Dustin Surwill: Nick McFadden:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-30 12:47:35

Title: Internal Shield Legal Weekly Status Meeting Date and Time: Wed, Jul 30th - 10:00 AM PDT (44 mins) Participants: mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, fgomez@sphereinc.com, mcamargos@sphereinc.com, lsuneja@sphereinc.com, lginsburg@sphereinc.com, katya@sphereinc.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on project time estimates and resource allocation for MVP and AI enhancements, evaluating potential adjustments. Overview:

Project timeline estimate of 60 hours raised by Felipe Gomez, indicating potential underestimation.
Zeeshan Haider Siddiqui proposed reducing AI testing hours from over 160 to a maximum of 130 hours.
Mario Schwarts specified a minimum of 4 weeks testing with 2 QA resources equating to 160 hours for main QA and 120 for QA2.
Backend restructuring directed by Mario Schwarts: 334 hours each for two backend segments, with a focus on AI components.
Data engineering hours allocated: 160 hours for MVP and 160 hours for AI, split among two engineers.
AI architect assigned a total of 170 hours with flexible distribution for MVP and AI phases.
Luciana Ines Gay allocated 170 hours for MVP project management, with 120 hours for AI enhancements.
Total project hours estimated at 4,725 hours across both phases; further adjustments discussed to streamline roles.
DB Architect confirmed to focus solely on MVP, requiring at least 150 hours; data scientist role... Notes:

☀️ Initial Casual Discussion: • Weather discussion about heat waves in Europe, with anecdote about German colleague suffering without air conditioning • Felipe Gomez raised question about 60-hour estimate on project timeline

🔍 Quality Assurance Resource Planning: • Zeeshan Haider Siddiqui proposed reducing AI testing hours from 160+ to 120-130 hours maximum • Mario Schwarts recommended minimum 4 weeks testing with 2 people for MVP, totaling 160 hours for main QA and 120 hours for QA2 • Decision made to use 1.5 QA resources for AI component testing, totaling 80 hours

🖥️ Backend Development Resource Allocation: • Oleg Kukareka noted original backend estimate was 668 hours total, suggesting buffer addition • Mario Schwarts directed backend restructuring Backend 1 gets 334 hours (half of MVP), Backend 2 gets 334 hours, Backend 3 focuses on AI with 50 MVP hours + 300 AI hours • Frontend resources split 120 hours for MVP, 120 hours for AI development

📊 Data Engineering and Architecture Planning: • Data engineering split between two engineers 160 hours + 90 hours for MVP, 160 hours + 90 hours for AI • Oleg Kukareka assigned 170 hours for backend oversight across 17 weeks at 10 hours/week • DB Architect needed only for MVP side, AI side will be handled by data engineers

🤖 AI and Architecture Resource Distribution: • AI architect allocated 170 hours total with flexible distribution between MVP and AI phases • Enterprise architect assigned 180 hours with 50/50 split recommended • Cloud architect hours split 100 MVP, 70 AI enhancement

📅 Project Management and Delivery Resources: • Luciana Ines Gay allocated 10 hours/week 170 hours MVP, 120 hours AI enhancement • Mario Schwarts assigned 80 hours executive advisory for each phase • Felipe Gomez as BA allocated 160 hours MVP support with Daniel as data engineer/BA hybrid

⚙️ DevOps and Additional Engineering Resources: • DevOps engineer hours 80 MVP, 40 AI enhancement • Total project hours calculated at 4,725 hours across both phases • Discussion about whether data scientist role needed or could be eliminated

🔧 Backend Resource Optimization: • Oleg Kukareka pointed out backend hours exceed full-time capacity (560 hours max for 14 weeks) • Adjusted backend allocation one full-time (560 hours), one part-time (400 hours) • Zeeshan suggested reducing AI backend hours from 300 to 200, final decision 150 hours

📁 Data Engineering Clarification: • Mario Schwarts questioned data catalog ownership, confirmed as data engineering responsibility requiring 150 hours minimum • Data scientist role removed from project scope

📝 Project Naming and Structure: • Zeeshan proposed renaming 'MVP' to 'Lead Complete Core' and 'AI' to 'AI Enhancements' for better client perception • DB architect hours redistributed 120 hours Lead Complete, remaining for AI enhancements

✅ Final Resource Assignments and Next Steps: • Final project total 4,765 hours split between Lead Complete Core (3,000 ho... Action Items: Felipe Gomez: Mario Schwarts: Katya:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-31 12:49:06

Title: AZ JRTC VSS Bi-weekly Meeting Date and Time: Thu, Jul 31st - 10:30 AM PDT (16 mins) Participants: alan@tortintakeprofessionals.com, acrowell@meadowlawfirm.com, nicholas@tortintakeprofessionals.com, acuozzo@tortintakeprofessionals.com, knenninger@meadowlawfirm.com, az-jrtc@meadowlawfirm.com, bashjian@burgsimpson.com, estafford@meadowlawfirm.com, jabromovitz@burgsimpson.com, rdenning@burgsimpson.com Gist: TIP is expanding with a new office in Phoenix, aiming to hire around 200 staff while addressing ongoing data integration issues. Overview:

TIP is expanding with a new 60,000 sq. ft. office in Phoenix, aiming to hire around 200 staff within six months, starting with 25-30 positions for VSS, CSP, and intake teams.
Weekly AZJRTC reports are now delivered on Monday mornings, with the team actively identifying missing Mingus cases due to integration pauses.
The second Mingus complaint has been filed, increasing total plaintiffs to approximately 24; an outreach campaign started to gather urgent documents from Mingus and Acadia plaintiffs.
Critical documents required from plaintiffs include proof of residency, admission records, discharge summaries, and medical histories, tracked via an organized spreadsheet.
Data integration issues persist, with no secondary data push since March, leading to gaps in case information and missing secondary emails and files.
Alex and TIP will manage the new office, ensuring smooth operations as they alternate travel between Phoenix and current locations.
Inter... Notes:

🏢 Phoenix Office Expansion: • TIP is opening a new office in Phoenix near the airport in a 60,000 square foot building on Cotton Center Drive • Plan to hire approximately 200 people in the next six months, initially focusing on 25-30 positions for VSS, CSP, and intake teams • Office will handle medical mass torts including CPAP, paraquat, fire foam cases with secondary interviews • Alex and TIP will manage the Phoenix office, traveling back and forth between locations • Interviews scheduled to begin around the week of the 12th or 18th

📊 AZJRTC Reporting Updates: • Weekly AZJRTC reports now being delivered on Monday mornings before start of day through Brittany's setup • Team reviewing reports to identify missing Mingus cases with secondaries that didn't transfer to their system • Integration was paused at some point - Dustin will provide timing details for reconciliation of cases completed after the pause

⚖️ Legal Case Management - Mingus and Acadia: • Filed second Mingus complaint with additional plaintiffs, bringing total to approximately 24 plaintiffs across two Mingus complaints • Mass outreach campaign initiated yesterday via email, calls, and texts to Mingus and Acadia plaintiffs for urgent document collection • Tracking spreadsheet maintained for Mingus one, Mingus two, and Acadia plaintiffs showing records status and contact attempts • Required documents include proof of residency, admission records, discharge summaries, and medical histories from facilities

🔄 Data Integration Issues: • No secondary data push received since March, creating gaps in case information • Missing secondary emails and CSV/PDF files for completed cases Action Items: TIP: Ashley Crowell: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-07-31 18:14:14

Title: T.I.P. Connect v2.1 Date and Time: Thu, Jul 31st - 04:00 PM PDT (13 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com, cmatzinger@tortintakeprofessionals.com Gist: The meeting focused on enhancing email outreach accuracy through an improved filtering system and addressing system performance constraints. Overview:

Alan Gill's email filtering system extracts distinct, successfully delivered email addresses, targeting integration offers and enhancing accuracy in outreach efforts.
The filtering logic incorporates delete ID tracking and deduplication from specific sender addresses, optimizing the quality of email lists and excluding failures automatically.
Contract status tracking enables the system to identify emails hitting 'assignees' status, linking to potential supplemental data from the contracts table for better insights.
Domain exclusion for Shield Legal, professional law center, and Zapier ensures the output list remains relevant and avoids unwanted emails from pre-existing law firm domains.
The manual verification process entails checking null outputs for unsent emails, ensuring thorough vetting of law firm targeting and enhancing overall integrity.
Initial system development spanned approximately one hour after extensive research, indicating efficient execution but... Notes:

📧 Email Address Filtering System Development: • Alan Gill has developed a system that extracts distinct email addresses from delivery logs, filtering based on sender email addresses that typically go to integration offers and only including successfully delivered emails

🗄️ Database Structure and Filtering Logic: • The system uses delete ID tracking and filters by affiliated slide status, then deduplicates email lists from specific sender addresses, excluding failed deliveries automatically

📄 Contract Status Tracking: • System tracks when emails hit 'assignees' status, which indicates retainer status rather than traditional sign-like status, with potential to pull from contracts table for additional data

🚫 Domain Exclusion Implementation: • System removes Shield Legal, professional law center, and Zapier emails from the final output list, building email addresses from activity logs rather than using pre-existing law firm domain lists

🔍 Manual Verification Process: • Output includes nulls for emails never sent, allowing manual verification that emails were sent to correct law firms, providing more comprehensive but manual validation approach

⏳ Development Timeline and Constraints: • Initial system took approximately one hour to build after hours of previous research, with Box capacity limitations identified as potential code limitation requiring further research Action Items: Alan Gill: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-01 13:05:08

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01K1E4PWGCEDKJPM8C62C2X1GV|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, Aug 1st - 10:00 AM PDT (60 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, nick.cirino@sikich.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, dsurwill@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com, akshay.poddar@sikich.com Gist: The meeting focused on addressing complexities in case handling, duplicate submissions, and improvements in processes and documentation management. Overview:

Hair relaxer PFS case type 1663 requires phase two handling due to complexity, confirmed by Mark Abramowitz for different questionnaire approach.
231 duplicates identified from OBO automation push need cleanup; created triplicate files impacted processing and need resolution.
Passive monitoring system for duplicate submissions is necessary, with manual log checks assigned to Dustin until automated solution is created.
Approximately 7,000 cases lack fee arrangements affecting Flatiron identification; Mark Abramowitz proposed clearer naming conventions.
Case 600,507 remains open despite signed-declined status; no API logs suggest manual upload was needed during backfill.
Duplicate entry for Joanne Barnes in Litify means pre-integration duplicates need manual handling, emphasizing the need for a flagging process.
Signed-declined cases were not included in backfills, causing documentation gaps; future backfills to include all cases regardless of status, per Mark A... Notes:

💼 Hair Relaxer PFS Case Discussion: • Hair relaxer PFS case type 1663 identified as secondary interview requiring different questionnaire approach • Mark Abramowitz confirmed this needs phase two handling due to 10x longer questionnaire complexity • Current process working where Britney's team sends documents directly to paralegals • Flatiron cases moving forward will require similar post-acquisition review process

🔄 System Integration and Duplicate Management: • Nick Cirino created new epic "Post Backfill Reconciliation" (SLH 85) in JIRA to capture reconciliation errors • Identified 231 OBO (on behalf of) duplicates requiring cleanup from initial automation push • Matter pushed three times on 7/22 and twice on 7/31, creating triplicate files in Litify • Dustin investigating root cause of duplicate processing affecting 15 leads at 731 Pacific Time

🔍 Monitoring and Quality Assurance: • Need for passive monitoring system to detect duplicate lead submissions established • Manual monitoring via log checking assigned to Dustin until automated solution implemented • Due date set for next Friday for passive monitoring system proposal

💰 Fee Arrangement Issues: • Approximately 7,000 cases missing fee arrangements preventing Flatiron case identification • Wrong parent fee arrangements used in some cases due to identical naming conventions • Mark Abramowitz suggested adding parent case type to fee agreement naming for clarity

📂 Case Status and Processing Issues: • Brian Arberger case (600,507) identified as signed-declined but remained open in system • Case created by Daryl's user on 6/13 but no integration staging record found • Shield Legal confirmed no API logs for this case, suggesting manual upload during Paraquat backfill

👥 Duplicate Party Management: • Joanne Barnes exists twice in Litify - once from Dicello Levitt (2023) and once from automation (June) • Future integration will combine duplicates, but pre-integration duplicates require manual handling • Need flagging process for duplicate matters with different open dates

📝 Signed and Declined Cases Processing: • Shield Legal was not pushing signed-declined cases in backfill, causing missing questionnaires and documents • Mark Abramowitz confirmed attorney-client relationship exists for signed cases requiring proper documentation • Agreement to push all cases regardless of status in future backfills

🔗 Reconciliation and Data Integrity: • Edward maintains internal status checking code to reconcile system differences • Shield Legal team will research magnitude of signed-declined cases for weekend backfill processing • Current declination process via email (5-10 per month) will remain unchanged

📋 JIRA Management and Documentation: • Nick Cirino completed JIRA cleanup and requested Shield Legal team clean their side within 24-48 hours • Established Richard as JIRA manager for Shield Legal team to track timelines and statuses • Need for following up on meeting... Action Items: Nick Cirino: Dustin: Shield Legal Team: Richard: JP: Edward:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-05 12:01:59

Title: Data Reconciliation - SL / Sikich Date and Time: Tue, Aug 5th - 09:30 AM PDT (28 mins) Participants: nickmcfadden@shield-legal.com, zahir@datavative.com, edward@tortintakeprofessionals.com, dsurwill@shield-legal.com, jsantana@shield-legal.com, carter@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, nick.cirino@sikich.com, akshay.poddar@sikich.com, mabramowitz@dicellolevitt.com, sahil.garg@sikich.com Gist: The meeting aimed to discuss updates on CSV reports, fee arrangements, and case reconciliations to enhance workflow efficiency. Overview:

New CSV report with 'do not encrypt' tag successfully delivered to Edward for testing, improving file format issues.
Ongoing modifications to fee arrangements are being prioritized based on morning paralegal directions.
Sahil identified missing MRT tab backfills as the main priority before addressing duplicates.
Successful reconciliation confirmed by Edward for all signed flysheet cases transferred via JP's medical record system for Friday-Sunday.
Unidentified cases remain in Litify, necessitating backfills from Edward's team based on Sahil's latest findings.
Campaign 1799 remediation confirmed with all signed clients sent over, distinguishing between signed and unsigned clients.
Approximately 523-600 cases from the July 24-25 batch require resending due to previous mapping issues.
New campaign setup being worked on for campaigns 99 and 100, with a focus on accuracy and thorough procedures.
Consensus achieved among all three companies on strategy and timel... Notes:

📊 Project Updates & Status: • New CSV report with 'do not encrypt' tag implemented to resolve file format issues, successfully delivered to Edward for testing • Ongoing iterative process to modify all fee arrangements based on paralegal direction from morning meeting • Sahil working on missing MRT tab backfills as main priority before addressing special edge cases and duplicates • Edward confirmed successful reconciliation for Friday-Sunday with all signed flysheet cases properly transferred via JP's medical record system

🔧 Technical Issues & Resolutions: • Initial connectivity issues with Joe's microphone resolved during call opening • Some cases still unidentified in Litify based on Sahil's latest findings, requiring backfills from Edward's team • Special edge cases updated with more specific notes including law ruler IDs and affected case IDs for clarity

📅 Campaign 1799 Remediation: • All signed clients sent over with status report distinguishing signed vs unsigned clients • Previous mapping problems in July 24-25 batch requiring resend of approximately 523-600 cases from first half • Dustin confirmed ability to identify and resend first batch cases during current day

🚀 New Campaign Setup Process: • Working on campaigns 99 and 100 with 'measure twice, cut once' approach agreed upon by all stakeholders • Comprehensive standard operating procedure created for new campaign setup including JIRA tickets, Confluence pages, and approval workflows • Established process to exclude label-type fields and internal questions before client review • Team responsible for suggesting roles to Abe rather than asking open-ended questions about role preferences

📈 Process Improvements: • First-time achievement of all three companies agreeing on specific strategy and timeline approach • Consensus reached to prioritize accuracy over immediate deployment for initial campaigns • JIRA descriptions designated as source of truth rather than requiring comment review Action Items: Sahil Garg: Dustin Surwill: Richard Schnitzler: Daniel: Nick Cirino:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-06 13:19:28

Title: Pilot Status Date and Time: Wed, Aug 6th - 11:02 AM PDT (15 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, jsantana@shield-legal.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on improving billing processes, operational rollout of financial dashboards, and addressing HR structural challenges. Overview:

TIP financial dashboards completed by James incorporate critical path functionality with subtotals, improving data visibility on invoices, profits, and billable leads.
Production rollout is delayed until SHIELD is ready to use the new BI refresh data, avoiding conflicts with legacy systems.
Melissa sends invoices between the 10th-15th of each month, raising the question of how to handle declined cases post-invoice generation.
Proposed solution for billing includes creating a real-time invoice table alongside a historical snapshot taken on the 15th to ensure accuracy.
The need to track pricing changes and declines with effective dates is essential for maintaining billing integrity.
Nicholas and James will collaborate with Rose and Melissa to clarify billing policies for declined cases to streamline processes.
Terminology in dashboards will be corrected from 'Distinct leads' to 'Billable leads' to enhance clarity.
Nicholas is assigned to support the operationa... Notes:

📊 Project Status and Technical Updates: • TIP financial dashboards completed by James with critical path functionality, featuring accounting-style formatting with subtotals at bottom instead of roll-up tables • Dashboard components include invoices by month/week, profit by month/day, billable leads with filters, and case type information dashboard • Production rollout delayed until SHIELD side is ready to use new BI refresh data to avoid conflicts with legacy systems • Google plugin visualization implemented as spreadsheet-like table with highlights instead of clickable buttons for easier invoice creation

💰 Billing and Invoice Process Questions: • Current invoice timing Melissa sends invoices between 10th-15th of month for prior month's completed work • Critical billing question identified How to handle declined cases after invoice generation - if 14 cases billed but 1 declined later, should client get refund? • Proposed solution Create real-time invoice table plus historical snapshot taken on 15th of each month for actual billing • History table requirement Need to track pricing changes and declines with effective dates to maintain billing accuracy

🔧 Operational Responsibilities: • Nicholas and James to meet with Rose and Melissa to understand billing policies for declined cases • Dashboard terminology correction 'Distinct leads' should be changed to 'Billable leads' for clarity • Operational rollout support Nicholas to help deploy dashboards to end users and gather feedback for James to implement changes

✈️ Travel and Meeting Plans: • Ryan traveling Monday-Wednesday next week to office for regular visit with Cameron, skipping July visits • Developer meeting planned Joe and Ryan to meet with all developers including Tyson, Chris and new team members for recognition lunch Wednesday • Multiple client visits SGGH, Meadow and other groups visiting Monday-Wednesday

👥 HR and Performance Management Discussion: • HR structure challenges Need separate approaches for call center vs. corporate technology employees • Performance review development Nicholas created structures for dev team performance reviews but Shelley requested simplification to call center format • Decision deferred Nicholas keeping both performance review versions pending approval from Carter, Joe and Ryan Action Items: Nicholas Ward: James Turner: Ryan Vaspra:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-06 13:58:48

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Aug 6th - 11:30 AM PDT (25 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Gist: The meeting focused on agent license utilization, upcoming Arizona expansion, and operational improvements for enhanced efficiency. Overview:

Current agent license utilization is at 77% capacity, with 139 out of 180 licenses as of July 29; requests for increased licenses can be processed rapidly.
Nick Ward requested to double supervisor licenses from 20 to 40 to support the new Arizona location, which aims to start operations with 20-40 agents.
Arizona expansion recruitment is set to begin next week due to uncertainties in the local talent market, with plans for competitive compensation to attract candidates.
High turnover rates in the Las Vegas location may impact the expected increased utilization from the Arizona expansion, making initial success crucial.
Tim Elliott is joining the team and will be trained by Joe Neilson for dialer administration; he will also complete Five9 University training for improved system understanding.
IVR compliance disclaimers have been re-enabled, and modifications to ACW settings have been made to enhance agent call handling efficiency.
A progressive dial mode was c... Notes:

📊 License Management & Capacity Planning: • Current agent license utilization at 139 out of 180 licenses (77% capacity) as of July 29th • Nick Ward requesting doubling of supervisor licenses from current 20 licenses to accommodate new Arizona location • New Arizona location planning to start with 20-40 agents across 3-4 training classes • Current Las Vegas operation started with 32-33 people in classroom on Monday, with phone deployment expected by Friday • License increase requests can be processed within 1-2 business days, potentially same day if urgently needed

🌍 New Location Expansion: • Arizona location recruitment starting next week in Phoenix area • Uncertainty about talent availability in Phoenix market, planning competitive compensation • High turnover in Vegas location may offset increased utilization from expansion • Decision to expand beyond 40 agents in Arizona dependent on initial success

👥 Team Structure & Training: • Tim Elliott joining as new team member training alongside Joe Neilson for dialer administration • Christian and Joe currently serving as system administrators • Recommendation for Tim to complete Five9 University admin training for better system understanding • Nick to forward training priority list to Tim and recirculate to team

⚙️ Technical Issues & System Configuration: • IVR features discussion - compliance disclaimers confirmed as re-enabled by Christian and Joe • ACW (After Call Work) settings modified to prevent agents from parking in status to avoid calls • Error 400 encountered by agent trying to edit callback reminder - resolved by deleting and recreating

📞 Dialer Mode Operations: • Progressive dial mode explanation starts 11 ratio, increases based on abandon rate threshold performance • Predictive dial mode responds to agent ready time and call answer speed over rolling 15-minute periods • Workflow automation capabilities available for time-based triggers like resetting dial positions at specific times

📈 Reporting & Performance Metrics: • Live connects definition clarified includes both auto-dial and manual call voice connections • Live connect reporting available in Call Log Report with agent-level filtering capabilities • Agent priority/skill level system available to route calls to top performers first

🔄 Personnel Changes: • Anthony Silvoleski relocating to Arizona but continuing to run department remotely - last day in Las Vegas office Action Items: Nick Ward: Tim Elliott: Joe Neilson: Romeo Agregado:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-07 12:46:41

Title: Shield Legal Weekly Status Meeting Date and Time: Thu, Aug 7th - 10:06 AM PDT (38 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, lsuneja@sphereinc.com, lginsburg@sphereinc.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on presenting a technical solution to enhance case management through a modular, event-driven architecture. Overview:

Comprehensive technical solution presented by the lead to replace current case management processes with a modular, event-driven architecture for better scalability and security compliance.
Proposed event-driven architecture aims to optimize data pipelines, replacing direct integrations with a unified message bus system for enhanced auditability.
Existing BigQuery infrastructure will be leveraged for data warehouse integration; no new warehouse will be built, instead a data store for AI knowledge base will be added.
Identified risks include data security issues, lack of access logging, and governance challenges due to hard-coded admin dependencies.
Complex pipeline structure noted with existing integrations; 5tran and Google Cloud functions have varying refresh cycles from 15 minutes to 1 day.
17-week timeline for MVP established, requiring 3,000 hours of development, with a target for beta testing by week 14 and production readiness by week 16.
AI enhancement... Notes:

📊 Project Overview and Technical Architecture: • Lead Complete system presented as comprehensive technical solution to replace existing case management processes with modular, event-driven architecture designed for scalability and security compliance • Event-driven architecture proposed to optimize current time-based data pipelines, moving from direct integrations to unified modular message bus system for better auditability and control • Data warehouse integration clarified - no separate warehouse being built, will utilize existing BigQuery infrastructure with additional data store for AI knowledge base supporting structured and unstructured data

🔍 Current State Analysis and Risk Assessment: • Risk identification includes data usage security issues, lack of access logging, sensitive data spillage concerns, and hard-coded admin dependencies requiring improved governance • Pipeline complexity acknowledged with existing 5tran and Google Cloud function Python pipelines spread across time-based versus event-driven approaches, with 15-minute to 1-day refresh cycles • Documentation gaps identified in current system with recommendation for centralized secure data handling and role-based access controls

⏳ MVP Development Timeline and Scope: • 17-week timeline established for MVP delivery with core application requiring 3,000 hours for development, targeting beta testing by week 14 and production readiness by week 16 • Prototype-driven approach confirmed with continuous client collaboration rather than 6-week development cycles, ensuring production-ready MVP within aggressive timeline • Parallel development streams planned with core functionality and AI enhancement tracks running simultaneously to optimize delivery schedule

🤖 AI-Powered Features and Future Roadmap: • AI enhancement phase outlined requiring additional 1,700 hours for model training, agent development, and advanced features including questionnaire generation and intake assistance • Lead quality scoring system designed for both pre-intake screening and post-intake QA validation, helping prioritize leads and optimize call center efficiency • Context-aware intake pilot and automatic case summary generation planned as future enhancements to support business expansion and narrative creation

🔗 Business Process Integration: • Questionnaire creation optimization identified as key pain point, currently taking full day for template setup, targeting reduction to under one hour with new system • Slack workflow elimination discussed as ultimate success metric, moving intake approval processes from Slack-based communication to integrated Lead Complete notifications • Real-world use case examined with California Juvenile Detention Center campaigns showing need for standardized facility dropdown values and criteria documentation

⚙️ Data Pipeline Modernization Concerns: • Pipeline disruption concerns raised regarding impact on existing complex, partially-rolled production pipe... Action Items: Mario Schwarts: Ryan Vaspra: Felipe Gomez: Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-07 12:46:57

Title: Shield Legal Weekly Status Meeting Date and Time: Thu, Aug 7th - 10:00 AM PDT (44 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com, lginsburg@sphereinc.com Gist: The meeting focused on the Lead Complete platform project, highlighting its development timeline and governance improvements. Overview:

Mario Schwarts presented Lead Complete platform project aimed for year-end completion, requiring a total of 4,700 development hours, split into MVP and AI enhancements.
Existing system faces sensitive data spill issues and a lack of proper access logging, necessitating immediate governance improvements to maintain compliance.
Proposed architecture emphasizes modular design and event-driven architecture to enhance scalability and security while integrating with the existing BigQuery warehouse.
AI features planned for phase 1 MVP include basic questionnaire creation and reporting; phase 2 will introduce an automated questionnaire generator and context-aware intake functionalities.
Development timeline set for 17 weeks, with beta testing by week 14 and production deployment by week 16, utilizing prototype-driven development for faster iterations.
Team aims to unify current data pipelines instead of complete rebuilds, with an emphasis on documenting processes to min... Notes:

📋 Project Overview & Scope: • Mario Schwarts presented comprehensive project documentation for Lead Complete platform development, targeting completion before year-end if started soon • Document includes executive summary, process maps, data assessment, technical solution blueprint, and development roadmap with AI-powered features • Project split into two main streams Core Lead Complete MVP (3,000 hours) and AI Engine enhancements (1,700 hours) for total 4,700 development hours

🔍 Current System Analysis & Challenges: • Existing system has sensitive data spill issues, hard-coded admin access, and lack of proper access logging that need governance improvements • Current data pipelines use mix of 5tran and Google Cloud functions with time-based triggers rather than event-driven architecture • Ryan expressed concerns about disrupting existing complex data pipelines that are partially rolled into production

⚙️ Technical Architecture Recommendations: • Proposed event-driven architecture with modular design for better scalability, security compliance, and business alignment • Architecture includes load balancer, identity proxy, message bus, and centralized data handling while using existing BigQuery warehouse • Knowledge database (not traditional data warehouse) will support both structured and unstructured data for AI features

🤖 AI-Powered Features Roadmap: • Phase 1 MVP Basic questionnaire creation, system validation, access control, and reporting without AI assistance • Phase 2 AI Features Questionnaire generator, intake assistance, automatic case summary generation, and context-aware intake pilot • Lead quality scoring system for both pre-intake screening and post-intake QA processing to optimize qualification process

⏳ Development Timeline & Approach: • 17-week timeline with beta testing by week 14 and production deployment by week 16 • Prototype-driven development approach with frequent client feedback sessions rather than waiting six weeks for deliverables • On-site sessions planned to accelerate development, saving approximately one week per visit

🔗 Data Pipeline Integration Strategy: • Team will help organize and unify existing pipelines rather than rebuilding them completely • Focus on documenting processes and creating reusable routines to reduce single points of failure • New integrations with Copper and other systems to be handled in modular fashion without dependencies

📈 Real-World Use Case Discussion: • Ryan shared example of new California juvenile detention center campaigns (Riverside and Sacramento) requiring rapid template creation • Current process involves complex manual setup that AI system aims to streamline from full day to under one hour • Ultimate goal is reducing Slack dependency by moving workflow management into Lead Complete platform Action Items: Felipe Gomez: Mario Schwarts: Ryan Vaspra: Luke Suneja:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-07 12:58:30

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01K1XVD5R2J9GSMTJZSCTBYP5S|DL | SL Weekly Sync Date and Time: Thu, Aug 7th - 10:30 AM PDT (23 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Gist: The meeting focused on addressing client intake issues and processing deficiencies due to technical malfunctions. Overview:

800 clients missing from previous list due to Litify malfunction; Amanda sent corrected list prioritizing 161 clients from 2022-2023 as high priority.
Alan confirmed all current intakes are Flatirons hair relaxer cases, with less than 5 non-Flatirons cases monthly; no new non-Flatirons intakes being signed up.
102 clients diagnosed and ready for filing but lack PFS forms; Alan will prioritize 161 clients and provide status updates by next day.
Early screening for qualification of 2022-2023 cases recommended to save time on PFS completion.
Processing of 16-17 clients with document deficiencies received from Michael Trexler is in progress pending guidance from Elton.
MDL Centrality portal API discrepancy causing deficiency tracking issues; vendor fix pending.
Client dishonesty found, claiming uterine cancer instead of bladder cancer; case will be declined with rejection letter.
'Unknown' responses in next of kin interviews regarding critical information noted ... Notes:

📋 Client List Management & Litify Issues: • Amanda discovered 800 clients missing from previous list due to Litify system malfunction where hyperlinks weren't automatically attached during download • Alan initially received only 220 clients but expected higher number based on open cases • Amanda sent corrected client list with open dates to help prioritize 161 clients from 2022-2023 as high priority due to age • List includes test leads (Aladdin test, action tester Bronson) that need to be filtered out and noted

🔄 Case Type Transition & Intake Campaigns: • Alan confirmed all current intakes are 100% Flatirons hair relaxer cases with minimal non-Flatirons cases (less than 5 per month) • Non-Flatirons intake campaigns closed between April-July 2023 Justicello (April 14), Crump partnership (July 1), Spellin partnership (June 21) • No new non-Flatirons intakes being signed up currently due to focus shift to hair relaxer cases

⚙️ PFS Processing & Priority Management: • 102 clients have positive diagnosis ready for filing but missing PFS forms • Alan will prioritize 161 clients from 2022-2023 for immediate processing with status update by next day • Early qualification screening recommended for 2022-2023 cases to verify qualifying cancers before full PFS completion to save time • Master PFS file temporarily removed for reconciliation but will be updated and restored today

📄 Documentation & Process Issues: • Outstanding question about handling cases where clients have documents but held by uninvolved third parties - awaiting Elton's guidance • 16-17 clients with deficiencies received yesterday from Michael Trexler being processed • MDL Centrality portal API discrepancy identified as source of deficiency tracking issues - awaiting vendor fix

❗ Case Quality Issues: • Client dishonesty discovered claimed uterine cancer for qualification but actually has bladder cancer - to be declined and rejection letter sent • Next of kin interviews showing 'unknown' responses for critical information like product usage frequency

💬 Communication & Technical Issues: • Jennifer Bartolome to be included on all deficiency-related communications as primary handler • AI meeting notes feature taking random photos without warning discussed as technical annoyance Action Items: Alan Gill: Amanda Patterson: Elton:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-07 18:30:03

Title: T.I.P. Connect v2.1 Date and Time: Thu, Aug 7th - 04:00 PM PDT (28 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, kathy@tortintakeprofessionals.com, fred@fireflies.ai, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com, cmatzinger@tortintakeprofessionals.com Gist: The meeting focused on campaign updates, budget allocations, and performance evaluations to enhance strategic planning. Overview:

San Bernardino campaigns launched with AX today, and additional campaigns from various firms are set to come online soon.
The Dublin campaign for ABKO has a significant budget allocation and re-launched successfully.
The Back Page City X campaign is showing promising early results with quality leads generated today.
Hair relaxer campaign performance is flat with low lead volume, indicating a need for strategic reassessment.
The Goslin, Pennsylvania campaign is restarted as a filler campaign, prioritizing Jacobino and Slater before major budget deployment.
Hernia mesh campaign is slated to start Tuesday next week, pending final funding approval.
Budget issues with Flat Irons require case assignment diligence due to client request for deposit for additional Bard spending.
Alan's exceptional secondary performance in August will be formally recognized, highlighting the team's strengths.
Riverside campaign launch is blocked pending data team int... Notes:

📈 Campaign Updates and Launches: • San Bernardino campaigns went live today with AX, with additional campaigns from different firms coming online • Dublin campaign launched again for ABKO with a significant budget allocation • Back Page City X campaign showing promising early results with quality leads generated today • Hair relaxer campaign performance appears flat with low lead volume today • Goslin, Pennsylvania campaign restarted as filler campaign with Jacobino and Slater before major budget deployment • Hernia mesh campaign scheduled to start Tuesday next week pending final funding approval

⚙️ Operational Challenges and Resolutions: • Flat Irons budget issues - client requested deposit for additional Bard spending, requiring case assignment diligence before resuming • Alan's secondary performance in August was exceptional and requires formal recognition • New hire secured for Alan's team with positive initial assessment

🔍 Process Clarifications: • San Bernardino AX second interviews - clarification needed from Danny on requirements, current default is no second interviews unless specifically requested • Nations client communication - new logistics framework being developed for individual client status tracking and bidirectional communication

🔗 Technical Integration Requirements: • Riverside campaign launch blocked pending data team integration completion - campaigns cannot start until technical readiness confirmed • Rapid deployment protocol needs communication with Sikich team regarding 24-48 hour launch expectations when Flatirons provides green light • Integration process improvements - focus on 'measure twice, cut once' approach while maintaining 48-hour deployment capability

🤝 Team Coordination: • Cameron and Mark will be in Arizona office all week starting late Saturday with Sunday meetings scheduled • Tony and others may visit Phoenix office during the week • Traffic volume currently slower but expected to increase with new campaign launches Action Items: Cameron Rentch: Brittany Barnett: Data Integration Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-12 14:16:56

Title: BG/VSS Weekly Call (Abuse) Date and Time: Tue, Aug 12th - 12:00 PM PDT (10 mins) Participants: alan@tortintakeprofessionals.com, codle@baileyglasser.com, jbecker@baileyglasser.com, nicholas@tortintakeprofessionals.com, tmathews@baileyglasser.com, acuozzo@tortintakeprofessionals.com, afish@baileyglasser.com, sbode@baileyglasser.com, acuozzo@baileyglasser.com Gist: The meeting addressed critical issues in New Hampshire abuse cases, focusing on compliance and procedural changes affecting active cases. Overview:

New Hampshire abuse cases facing critical issues with recent deficiency notices impacting all active cases, necessitating urgent attention.
Rule changes mandate live hearings for all cases, eliminating option for written submissions, increasing procedural complexity.
There are currently 36 active abuse cases with a looming September 5th deadline to address deficiencies.
Information Resolution Proceeding Form can be completed via mail merge, as client signatures are no longer required, thanks to insights from Samira.
Statement of Eligibility Form does not need notarization but requires DocuSign; it's a distinct requirement from the statement of completion form.
Incarceration verification confirmed none of the 36 clients were in custody during the abuse, aiding in the documentation process.
Task delegation finalized, with claim numbers for the 36 cases shared with Alan's team for prompt form completion.
Completed forms are to be emailed directly to Samira t... Notes:

📋 New Hampshire Abuse Case Updates: • Deficiency notices being received on New Hampshire abuse cases, affecting all current cases according to local counsel • Rule changes now require all cases to have live hearings instead of written submissions - no longer optional • 36 active cases requiring immediate attention with September 5th cure deadline for deficiencies

📝 Required Documentation and Forms: • Information Resolution Proceeding Form - initially thought to require client signatures, but Samira discovered clients don't need to sign, allowing her to complete via mail merge • Statement of Eligibility Form - separate requirement despite existing statement of completion form, does not require notarization but needs DocuSign • Incarceration verification - confirmed none of the 36 clients were incarcerated at time of abuse, simplifying form completion

🔄 Task Delegation and Process: • Spreadsheet with claim numbers sent to Alan's team for the 36 cases requiring form completion • Form completion requirements client name, date of birth, location of residency where abuse occurred, reason for state custody (delinquent status), signature and date • Submission process completed forms to be emailed directly to Samira rather than uploaded to files to streamline workflow Action Items: Alan Gill: Samira Z Bode:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-13 13:52:47

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Aug 13th - 11:30 AM PDT (20 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Gist: The meeting focused on operational improvements, including ID recycling and call handling efficiency. Overview:

Station ID recycling confirmed viable for terminated employees, alleviating ID shortage after Katie secured an additional batch of IDs.
Abandoned call rate report revealed discrepancies primarily from hang-up calls, requiring enhanced filtering to focus on auto-dialed campaigns.
Analysis identified that calls transferred to the inbound team are often abandoned before connecting with agents, causing reporting gaps.
Automatic station ID assignment discussed as a practical solution to reduce manual workstation management efforts.
IP whitelisting capability can enhance security by restricting Five9 access to designated office IP addresses.
Proposed hybrid solution combines IP whitelisting and automatic station ID assignment to streamline operations while ensuring security.
Expansion of the Phoenix location is underway, involving multiple team members to facilitate the project.
Tim training on Five9 functionality is integrated into team development for better ... Notes:

📋 Station ID Management Discussion: • Station ID recycling confirmed possible for terminated employees, helping resolve ID shortage concerns • Company has sufficient station IDs after Katie obtained additional batch, combined with recyclable IDs from former employees

📊 Abandoned Call Rate Report Analysis: • Discrepancy investigation in outbound campaign abandoned rate report identified gaps needing explanation • Report filtering applied to exclude manual calls and focus on auto-dial modes to better understand call routing • Hang-up calls identified as the source of discrepancy, representing calls transferred to inbound team where customers hung up before agent connection • Confirmed that discrepancy calls are likely transferred to inbound team and then abandoned by callers

🔒 IP Whitelisting and Automatic Station ID Options: • Automatic station ID assignment feature discussed as alternative to manual workstation management • IP whitelisting capability explained to restrict Five9 access to specific office IP addresses • Implementation walkthrough provided, demonstrating accessing trusted IP ranges configuration in Five9 admin panel • Hybrid solution proposed combining IP whitelisting and automatic station ID assignment to eliminate manual station tracking while maintaining security

🏢 Company Operations Context: • Phoenix location expansion in progress with multiple team members involved in the project • Tim training on Five9 functionality mentioned as part of team development • Auto-dial transfer process discussed to minimize lost calls when no agents are available. Action Items: Joe Neilson:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-14 12:47:28

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01K2FW5QTKVDP4J82QWSSQEAGK|DL | SL Weekly Sync Date and Time: Thu, Aug 14th - 10:30 AM PDT (13 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Gist: The meeting focused on addressing various operational issues and updates within the organization, including AI integration and registration errors. Overview:

AI integration progressing with automated summaries now standard in Google Sheets, Gmail, and Instagram, enhancing user experience.
Registration system error since August 1st causing adults registered as children and vice versa; requires immediate attention to avoid user confusion.
Scheduling conflicts noted with back-to-back BSS interviews; rescheduling handled between Joe and Brittany for efficiency.
ASA sheet updated with new entries, but unassigned entries need a strategic assignment approach for clarity and ownership.
Missing doctor information raises integrity issues for client records; need to clarify documentation section for proper consultation.
Ashley communicated unavailability due to a scheduling conflict but plans to upload necessary materials later.
Low new registration volume noted, suggesting decreased workload; no attendance issue communications received for upcoming sessions.
CTAP CSP secondary system issues highlighted, with internal an... Notes:

🤖 AI Integration and Technology Updates: • AI summarization features being rolled out across Google Sheets, Gmail, and Instagram platforms, with automated meeting summaries becoming standard • Discussion of AI implementation for whoever logs into systems and its accuracy verification

📝 Registration and User Management: • All adults registered as children and all children registered as adults since August 1st - registration system error requiring attention • Positive user experience feedback suggests potential for expanding usage to other groups if issues resolved

📅 Interview and Scheduling Coordination: • Back-to-back BSS interviews scheduled for morning causing scheduling conflicts • Interview trading and rescheduling occurred between team members Joe and Brittany • H meeting cancelled to free up conference room availability

📊 ASA Sheet Management and Updates: • New entries added to ASA sheet that were previously missing from yesterday's review • Unassigned new entries require decision on assignment strategy and ownership • Two final entries (one and two) located at bottom of sheet need clarification on numbering system

🏥 Healthcare Provider Documentation Issues: • Missing doctor information creating integrity concerns for client records • Need to identify which section contains healthcare providers for proper client consultation • Collection status of doctor information unclear requiring follow-up

📧 Email Communications and Call Cancellations: • Ashley sent email at 852 AM indicating unavailability due to scheduling conflict but committed to uploading materials • Corey cancelled call due to internal team priorities and scheduling conflicts • Expectation that uploads may occur later in afternoon even without military-related work completion

📉 Registration and Signup Monitoring: • Low volume of new registrations reducing workload concerns • No emails or texts received regarding attendance issues for upcoming sessions

🔒 CTAP CSP and Secondary System Issues: • Carter inquiry expected regarding CTAP CSP secondary lock-down procedures • System inconsistency secondaries locked on external side but intake remains open internally • Luis requires valid closing reason from Cello system before processing any closures • Little High School showing as closed externally but not internally, causing confusion • Issues with blank or 'other' closing reasons preventing proper credit allocation Action Items: Brittany Barnett: Luis: Carter:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-15 12:27:29

Title: Shield Legal Weekly Status Meeting Date and Time: Fri, Aug 15th - 10:01 AM PDT (24 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, lsuneja@sphereinc.com, lginsburg@sphereinc.com, steven.fonseca@gmail.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on the MVP case management rollout and key personnel updates, ensuring alignment on development priorities. Overview:

MVP case management roll out planned for week 17, with AI features starting in week 8, emphasizing parallel development approach.
Ryan Vaspra confirmed Steven Fonseca will join as VP of Engineering/Product Manager in September, focusing on code handoff and internal expertise.
Felipe Gomez requested read-only admin access to Law Ruler for system comprehension; confirmed that no such access exists, requiring email for user creation.
Comprehensive inventory of system components shared, highlighting user interactions and integration, with priority identified as the main focus for development.
Documented priorities will guide development and serve as agenda for on-site meetings, ensuring alignment with user roles and application functions.
Mario Schwarts emphasized urgency for completion of Joe Santana's requirements by September 8.
Ryan Vaspra scheduled on-site presence for September 9, 10, and 11 in Vegas, coinciding with Steven’s start date.
Agreement reach... Notes:

📅 Meeting Kickoff and Participants: • Ryan Vaspra stepped away briefly for restroom break while waiting for Steve Fonseca and Carter to join • Mario Schwarts participated remotely from Miami airport, staying on mute due to background noise • Ryan returned and meeting resumed with Felipe Gomez leading the discussion

📄 Document Review and Feedback: • Ryan and Carter reviewed the implementation document which included resourcing plans and timeline showing parallel vs sequential development approach • MVP case management will roll out by week 17, while AI features will start at week 8 and run in parallel • Steven Fonseca joining in September as VP of Engineering/Product Manager to oversee code handoff and find internal subject matter experts • Team expressed satisfaction with the Cap Gemini style detail and resource spreadsheet provided by Sphere

🔑 Access to Law Ruler System: • Felipe requested read-only admin access to Law Ruler similar to Copper access for better understanding of system requirements • Nicholas Ward confirmed no read-only admin option exists and email attachment required for user creation • Ryan immediately created action item to set up development@shieldlegal.com Google workspace user for Sphere team access

📊 User System Cases Inventory: • Felipe shared comprehensive inventory spreadsheet covering all system components, users, and behaviors for detailed documentation • Inventory includes admin pages, user interactions, and system integrations to prioritize development and manage potential backlog items • Priority column (K) identified as main objective for Shield Legal team to complete • Document will serve as agenda for on-site meetings and includes both user roles and application functions • System integration between systems (webhooks) identified as row 18/item 17 in the inventory

⏳ Next Steps and Timeline Planning: • Mario emphasized urgency for September 8th week target with Joe Santana's requirements • Ryan confirmed he's scheduled for September 9th, 10th, and 11th on-site in Vegas with Steven's start date that week • Team agreed to finalize Statement of Work (SOW) by Monday end of day for Tuesday review • Three Sphere team members will travel on-site for the Vegas meetings Action Items: Ryan Vaspra: Felipe Gomez: Mario Schwarts: Shield Legal Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-15 12:28:05

Title: Shield Legal Weekly Status Meeting Date and Time: Fri, Aug 15th - 10:00 AM PDT (25 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com, lginsburg@sphereinc.com, steven.fonseca@gmail.com Gist: The meeting focused on project implementation timelines and team roles, ensuring clarity on deliverables and access requirements. Overview:

Felipe Gomez led the meeting with key team members, including Ryan Vaspra and Nicholas Ward, present, while confirming that Mario Schwarts provided guidance from Miami airport.
Ryan Vaspra found the implementation document comprehensive, highlighting MVP case management rollout by week 17 and AI features starting in week 8.
Stephen Fonseca confirmed his start as VP of Engineering/Product Manager in September, responsible for overseeing code transition and knowledge transfer.
Felipe requested Law Ruler access similar to Copper CRM, with Nicholas confirming no read-only admin option is available, leading to a Slack request for secure access setup.
Felipe shared an inventory spreadsheet that details system components and roles, designed for prioritization and capable of adjusting based on development timelines.
The priority column in the inventory spreadsheet was identified as crucial for client input, including missing supervisor roles for intakers.
System in... Notes:

📅 Meeting Setup and Participants: • Meeting commenced with Felipe Gomez, Ryan Vaspra, Luke Suneja, Luciana Ines Gay, Mario Schwarts, and Nicholas Ward participating • Ryan temporarily stepped away for restroom break, with expectation that Steve Fonseca and Carter would join • Mario confirmed he would remain muted due to being at Miami airport but would provide guidance to the team

📄 Document Review and Feedback: • Ryan Vaspra reviewed the implementation document with Carter and found it comprehensive with detailed resourcing plans and timeline • Timeline shows MVP case management rolling out by week 17, with AI features starting in parallel at week 8 • Stephen Fonseca confirmed to join as VP of Engineering/Product Manager in September to oversee code transition and knowledge transfer • Team praised the 'Cap Gemini style' detail level and resource spreadsheet quality

🔑 Access Requirements Discussion: • Felipe requested Law Ruler access similar to Copper CRM setup - admin level but read-only for development team • Nicholas Ward confirmed no read-only admin option exists in Law Ruler, requires email-based setup • Action taken immediately Ryan created Slack request for development@shieldlegal.com Google workspace account for secure Law Ruler access

📊 User System Cases Inventory: • Felipe shared comprehensive inventory spreadsheet covering all system components, user roles, and AI behaviors • Inventory designed for prioritization purposes - items can move to backlog if development timeline requires adjustments • Priority column (K) identified as main focus for client input, plus identifying missing elements like supervisor roles for intakers • Document will serve as agenda framework for on-site meetings and design discussions

🔗 System Integration and UI Components: • Row 18/Item 17 confirmed as system integration between platforms (webhooks functionality) • Integration with 5-9 system included in scope • Ryan identified this area as core contribution zone for Stephen Fonseca • Distribution list confirmed Stephen Fonseca, Carter, Joe Santana, Nicholas Ward, and James Turner

🗓️ Next Steps and Timeline Planning: • Mario Schwarts emphasized Joe's requirement for team to be on-site week of September 8th • Ryan confirmed availability September 9th, 10th, and 11th in Vegas, with Stephen's confirmed start date that week • Statement of Work (SOW) to be delivered Monday end of day for Tuesday review meeting • Three team members confirmed for on-site travel once SOW is approved • Meeting concluded with plan SOW delivery Monday, Tuesday intro meeting, then proceed with implementation Action Items: Joe Santana: Nicholas Ward: Felipe Gomez: Ryan Vaspra: Shield Legal Team: Mario Schwarts:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-15 12:39:33

Title: https://app.fireflies.ai/view/Datavative-Dicello-Levitt-Shield-Legal-Project-Touchpoint::01K2J69C3YPWBDPTTJ89TQ969P|Datavative | Dicello Levitt: Shield Legal Project Touchpoint Date and Time: Fri, Aug 15th - 10:00 AM PDT (37 mins) Participants: yehia@datavative.com, nickmcfadden@shield-legal.com, zahir@datavative.com, nicholas@tortintakeprofessionals.com, tim@datavative.com, nick.cirino@sikich.com, dschussler@shield-legal.com, rschnitzler@shield-legal.com, dsurwill@shield-legal.com, njones@dicellolevitt.com, jplavalley@dicellolevitt.com, mabramowitz@dicellolevitt.com, akshay.poddar@sikich.com Gist: The meeting focused on testing outcomes and data management challenges in mass tort cases, aiming to enhance integration and efficiency. Overview:

Paul Pera's mass tort case successfully tested, confirming complete data transfer of demographics, medical records, and case details, enhancing confidence in integration testing.
Decedent and minor child logic testing implemented post-bug fix, with a push for automated tests to avoid past 13-day data issues, underscoring the need for proactive measures.
Angela Gonzalez's duplicate case identified; one version requires manual processing to safeguard legal agreement records, highlighting data management challenges.
Chowchilla cases confirmed sent; missing cases belong to newly approved case types, necessitating clarification on integration categorization.
Full weekend backfill authorized for eight new integrations to address Edward's missing matter reports and mitigate reporting gaps on Mondays.
Standardized templates for SOP development were emphasized to streamline efficiency, reducing the need for repeated individual approvals.
Three core case types for st... Notes:

🔍 Integration Testing & Data Quality: • Paul Pera mass tort case successfully tested with complete data transfer including demographics, medical records, and matter details • Decedent and minor child logic testing implemented after yesterday's bug fix, with recommendation to create automated tests for all logic changes to prevent future 13-day data issues • Internal testing results posted to JIRA ticket 111 with case type ID, lead ID, matter ID and case type name details • Angela Gonzalez duplicate case identified - one Axe version and one non-Axe version requiring manual processing to maintain proper legal agreement records

📊 Campaign Processing & Backfill Operations: • Chowchilla four immediate cases confirmed sent yesterday, with missing cases belonging to newly approved case types rather than original four • Eight new integrations approved for full weekend backfill to clean Edward's missing matter reports and reduce Monday reporting gaps • Flat iron cases confirmed as 50/50 fee arrangement unless additional counsel involved, requiring verification before data changes

📝 SOP Development & Process Standardization: • Abe's feedback on SOP process emphasized standardized templates copied from previous campaigns rather than individual approvals for efficiency • Three standard case types identified decedent, product liability, and minors with core roles that remain consistent plus campaign-specific additions • Juvenile cases standard roles treatment center, therapist, emergency contact, possible CASA, signer, and injured party established as California baseline • Product liability cases show varied medical provider requirements across campaigns like hair relaxer, CPAP, Camp Lejeune, firefighting foam

🤝 Communication & Relationship Management: • Phone calls recommended over email with Abe for complex discussions as he reads last comments without full thread context • 252 swap solution completed with Dustin providing comprehensive data sheet for Sahil's Litify matching process • Early issue communication to Abe prevented escalation and builds trust through immediate transparency rather than delayed reporting • Brittany inclusion recommendation for calls to provide visual accountability and prevent process gap accusations

💻 Technical Implementation & Testing: • JSON payload testing capability exists but requires additional code development for comprehensive logic validation • Data quality protocols need documentation for common issues like proper name formatting and demographic accuracy • External ID deduplication successfully tested during call with third-factor matching preventing inappropriate matter merging Action Items: Dustin Surwill: Nick Cirino: Carter/Nick:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-19 11:17:12

Title: T.I.P. Connect v2.1 Date and Time: Tue, Aug 19th - 09:05 AM PDT (11 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com, carter@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on operational improvements and accountability within departments, addressing lead declines and enhancing quality control. Overview:

Nicholas Ward appointed as operations manager to oversee delivery tracking, building stronger accountability between departments and campaigns.
Abnormal decline rate identified in PFAS leads, with 200+ leads declined against 500 signed up last week, requiring further investigation.
Detailed breakdown of PFAS leads to be prepared by Jackson Luis to clarify issues around the declined rates.
Alan and Nicholas are collaborating on implementing quality control standardization to mitigate past campaign issues and improve client sign-offs.
A new check and balance system with SOPs and checklists is being developed to reduce human error throughout the campaign process.
Increased urgency for a structured accountability model for department handoffs to prevent operational failures.
Cameron's availability noted despite upcoming travel to Arizona and Vegas next week to ensure ongoing support.
Ongoing discussions between Tony and Carter planned to enhance accountabilit... Notes:

📋 Operational Responsibilities & Accountability: • Cameron assigned Nicholas Ward new responsibility as operations manager to take ownership of delivery tracking across all departments and campaigns • Nicholas tasked with ensuring deliverables are completed and transferred properly between departments, specifically citing NEC second interview delivery failures as example to avoid • Melissa to continue handling order tracking, weekly customer reporting, and monitoring order levels with Greg Owen • New accountability structure needed for department-to-department handoffs to prevent process failures

⚠️ PFAS Campaign Issues: • Cynthia Teja forwarded abnormally high number of PFAS leads marked as 'sign declined' to Cameron • Tony confirmed leads appear to be legitimately declined by their team, committed to having Jackson Luis prepare detailed breakdown sheet • Howard called Cameron concerned these were bad leads from other vendors, clarified they are previous Levinson leads never signed up initially • Approximately 500 leads signed up in last week vs 200+ declined leads requiring investigation

🔍 Process Standardization Initiatives: • Alan and Nicholas working on quality control standardization from campaign beginning through Luis completion • Focus on preventing NEC and Awko issues experienced last week through improved client sign-off processes • Nicholas developing comprehensive check and balance system with SOPs and checklists to address human error fail points • Tony and Carter scheduled follow-up call to discuss accountability improvements

✈️ Travel & Availability Updates: • Cameron traveling to Arizona Monday/Tuesday then Vegas Tuesday night next week, remaining available for support Action Items: Nicholas Ward: Tony: Alan Gill:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-19 11:17:15

Title: T.I.P. Connect v2.1 Date and Time: Tue, Aug 19th - 09:00 AM PDT (15 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, cameron@shield-legal.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com, carter@tortintakeprofessionals.com Gist: The meeting focused on operational management updates, addressing delivery issues, and enhancing quality control across campaigns. Overview:

Nicholas Ward assigned as operations manager, responsible for monitoring delivery tracking across all campaigns and identifying delivery gaps.
Melissa continues overseeing order tracking and weekly customer reporting, collaborating with Greg Owen on order levels management.
Tony to investigate significant PFAS sign-decline issue raised by Cynthia, with 20 declines reported despite 500+ sign-ups in the past week.
Jackson tasked with creating a breakdown sheet to clarify reasons behind the unusual volume of PFAS sign-declines.
Carter and Nicholas initiating a quality control standardization project to address accountability gaps highlighted by NEC/Akko campaign issues.
Nicholas implementing a check-and-balance system for each process step to mitigate future operational issues.
Enhanced oversight for Shield operations planned, introducing additional review layers to improve quality control.
Carter transferring responsibility for SOPs to Nicholas to clarify h... Notes:

🔧 Opening & Technical Issues: • Meeting started with participants joining from different locations, with some being kicked out of conference rooms • Cameron experiencing Wi-Fi connectivity issues requiring internet company service call

📋 Key Operational Assignments: • Nicholas Ward officially assigned as operations manager to take ownership of delivery tracking across all campaigns • New responsibility includes monitoring campaign progress and identifying delivery gaps before they become issues • Melissa to continue handling order tracking, weekly customer reporting, and monitoring order levels with Greg Owen

📉 PFAS Campaign Issues: • Tony to investigate abnormally high number of PFAS sign-declines received from Cynthia for Howard's team • Cameron received complaint from Howard about receiving previously declined leads, causing confusion with his team • Jackson assigned to create breakdown sheet explaining decline reasons • Approximately 20 declines noted as unusually high volume, though 500+ sign-ups occurred in past week

📊 Process Standardization Initiative: • Carter and Nicholas working on quality control standardization from campaign start through Luis delivery • Initiative prompted by NEC/Akko campaign issues from previous week involving multiple human error fail points • Focus on eliminating accountability gaps and complacency in handoff processes between departments

✅ Accountability & Quality Control Improvements: • Nicholas to implement check-and-balance system for each process step to prevent future NEC/Akko-type issues • Tony and Carter scheduled for follow-up call to discuss accountability points • Enhanced oversight planned for Shield operations with additional review layers • Carter transitioning SOPs responsibility to Nicholas to address handoff ambiguities and improve departmental accountability

✈️ Travel Plans: • Cameron traveling to Arizona (Monday/Tuesday) then Vegas next week Action Items: Tony: Nicholas Ward: Jackson: Carter Matzinger:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-19 13:29:47

Title: TIP BI Sprint Priorities Date and Time: Tue, Aug 19th - 11:02 AM PDT (24 mins) Participants: ryan@themedialab.agency, jturner@shield-legal.com, edward@tortintakeprofessionals.com, ryan@tortintakeprofessionals.com, ckitanovski@shield-legal.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on improving financial processes and addressing discrepancies in revenue and lead counts across systems. Overview:

New invoice format developed by Ryan and Melissa enhances financial readiness with mail merge capability; discrepancy in SHIELD revenue validation noted ($1.4M vs $1.307M for July 2025).
Lead count mismatch identified between systems: 3,534 billable leads in the new system versus 3,551 in the old, requiring further investigation.
$183K revenue incorrectly allocated to SHIELD deals due to contract terms, indicating a need for urgent validation in calculations.
Billable filter needed for the new invoice dashboard to streamline the status selection process.
Revenue rates table cleanup essential as SHIELD legal deals mistakenly set to $2/min; urgent updates required to correct values.
CSP status missing from billable status list despite minimal usage indicates potential for simplification in database management.
Status rates interface has been broken for over five months, inhibiting necessary configuration updates in Retool.
Monthly snapshot feature mandated ... Notes:

📄 New Invoice Development & Validation: • Invoice system redesign completed by Ryan and Melissa to create more 'financially ready' format with mail merge capability, sorted by marketing source for quick analysis • SHIELD revenue validation showing discrepancy between systems - new system shows $1.4 million vs old system $1.307 million for July 2025 • Lead count mismatch identified - new system shows 3,534 billable leads vs old system 3,551 leads requiring investigation • Talk time revenue issue discovered with $183K incorrectly showing for SHIELD deals that should be zero due to contract terms

⚙️ System Configuration Issues: • Billable filter addition needed for new invoice dashboard to streamline status selection process • Revenue rates table cleanup required - SHIELD legal deals incorrectly set to $2 per minute talk time instead of zero • CSP status missing from billable status list, though rarely used according to Melissa • Status rates interface broken in Retool for 5+ months, preventing easy configuration updates

📊 Snapshot Functionality Requirements: • Monthly snapshot feature needed with scheduled query running at 1159 PM on 15th of each month to capture billing data • Real-time vs snapshot comparison table required underneath main dashboard for degradation tracking • Lambda timeout issues causing processing failures - current 15-minute limit insufficient for 150+ deals, needs extension to 30 minutes

🔍 Data Validation & Diagnostics: • Comparative analysis needed between TIP AWS legacy system and new Google Cloud system for ongoing validation • Financial diagnostics dashboard proposed to provide daily scorecard comparing old vs new system metrics • Lead information dashboard review showing 3,103 intake leads vs financial system numbers requiring reconciliation Action Items: James Turner: Edward: Ryan Vaspra:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-19 14:01:49

Title: VGA Momentum Date and Time: Tue, Aug 19th - 11:30 AM PDT (28 mins) Participants: dsurwill@shield-legal.com, kyle@meadowlawfirm.com, nicholas@tortintakeprofessionals.com, carter@tortintakeprofessionals.com, codle@meadowlawfirm.com, jbecker@meadowlawfirm.com, acuozzo@tortintakeprofessionals.com Gist: The meeting focused on system improvement requests and operational updates to enhance user engagement and address technical issues. Overview:

Jonathon Becker highlighted nine system improvement requests, with key items identified for immediate action by Nicholas Ward's team.
Nicholas Ward confirmed items 1, 7, 8, and 9 can be implemented without further assistance, ensuring a quicker turnaround.
The SMS Welcome Message is operational and successes are tracked via CRM activity logs, enhancing user engagement.
Contact Type Field malfunction noted by Julia Gordon was flagged, affecting over 3,000 cases due to a lack of cell phone designation, critical for SMS functionality.
The case submission process has failed since last summer, hindering tier classification and system output.
Current campaign design prohibits collecting injured party's county information; manual updates will occur for clients when they reach majority age.
Council Fee Percentage needs verification from Max on Smart Advocate’s API to facilitate accurate data processing.
A naming convention update is in progress, following Julia G... Notes:

🔧 Initial Setup and Technical Issues: • Meeting started with participants joining gradually, with Jonathon Becker waiting in a hotel hallway and technical setup issues • Julia Gordon initially missed the meeting due to calendar confusion - meeting was moved from 1030 to 1130 but her calendar wasn't updated

📧 Email Discussion Points - Nine Requests: • Jonathon Becker sent email with eight annoying requests that became nine requests for system improvements • Nicholas Ward confirmed items 1, 7, 8, and 9 are achievable by their team, while items 2-6 require Smart Advocate involvement

🔍 Specific Request Analysis: • Request #1 - SMS Welcome Message Already implemented - welcome SMS sent at lead creation with success/failure tracking through CRM activity logs • Request #2 - Contact Type Field Julia Gordon noted contact type was working initially but stopped in February/March cases - previously showed as tier one, tier two, tier three • Request #3 - Phone Number Type Detection Current system pulls from questionnaire, but cell/home designation lives in contact card only. Critical issue Smart Advocate won't allow mass SMS unless phone marked as cell phone - affects over 3,000 cases • Request #4 - Case Submission Process Previously working system stopped functioning, likely last summer - cases no longer coming through as tier classifications • Request #5 - County Information System collects signer's county but not injured party's county from questionnaire. Decision Leave blank for current campaign, manually update for clients who reach majority age if they move • Request #6 - Council Fee Percentage Requires Smart Advocate field selectors and API access verification from Max • Request #7 - System Update Nicholas Ward confirmed achievable and will implement • Request #8 - Naming Convention Julia Gordon sent follow-up email with corrections to naming convention after initial error. Nicholas Ward working on implementation • Request #9 - Incident State Field Nicholas Ward requested field selector confirmation from Smart Advocate, has fallback solution from other firms

🗓️ Next Steps and Timeline: • Nicholas Ward estimated 1-2 days for changes he can implement independently • Follow-up meeting scheduled for Thursday at 1030 AM their time/1230 PM Central • Ashley Crowell has oral arguments Thursday, may not attend but meeting will proceed • All work on hold pending Max's responses from Smart Advocate Action Items: Jonathon Becker: Nicholas Ward: Julia Gordon: Ashley Crowell:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-19 15:21:14

Title: Copper & PVS Date and Time: Tue, Aug 19th - 12:30 PM PDT (48 mins) Participants: ryan@themedialab.agency, andy@shield-legal.com, gregowen@shield-legal.com, carter@tortintakeprofessionals.com, malissa@shield-legal.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on improving order management processes and addressing data discrepancies in revenue reporting. Overview:

Ryan provided Melissa with live Google sheets connected to Copper orders, updated every 5 minutes, improving real-time data access.
Greg received editor access to the filtered dashboard showing 30-40 active orders needing validation, enhancing order management efficiency.
Current system indicates 10 technical line items for Meadow Law Michigan may require consolidation for accuracy in reporting.
The 'Live Orders Pacing' system alerts about nearing campaign caps, highlighting discrepancies in the Back Page City X Guide campaign with 513 contracts but only 30 sold.
Data entry error on Michigan campaign, caused by alphanumeric input in numeric field, resulted in an estimated $300,000 revenue discrepancy.
Billing issues arise as revenue is counted upon 'sign E-sign' status, requiring a shift to only count 'sign E-sign complete' and related statuses as billable.
50-60 problematic contracts were flagged, with 40 recaptured but 10 still shown as billable despite i... Notes:

📊 Data Integration & Order Management: • Ryan provided Melissa with live Google sheets connected to Copper orders from the data warehouse, updated every 5 minutes from Copper changes • Greg was granted editor access to the live dashboard to filter and manage Andy's orders specifically • Filtered dashboard shows approximately 30-40 of Andy's active orders that need validation and accuracy checks • Current system shows 10 technical line items for Meadow Law Michigan that may need consolidation

📈 Dashboard Systems & Reporting Issues: • Shield Legal Active Orders Dashboard powers the 'Live Orders Pacing' system that alerts when campaigns approach caps • Budget percent complete replaced contract-based tracking because Andy sells by budget rather than knowing Cameron's contract breakdown strategy • Back Page City X Guide campaign showing 513 contracts against 30 sold, indicating significant data discrepancy • Live Orders Pacing Dashboard helps Nick and Carter identify campaigns within 1-10 contracts of completion

⚠️ Data Entry & Accuracy Problems: • Michigan campaign data entry issue occurred when Melissa accidentally entered alphanumeric value in numeric payment field, breaking order list code for first time in 1.5 years • Ryan implemented error handling to detect and remove alphanumeric characters from numeric fields including price per contract and payments • 60 retainer error on Awko campaign created approximately $300,000 discrepancy between Andy's expectations and client's actual credit

💰 Billing & Status Management Issues: • Current system counts revenue immediately when contracts reach 'sign E-sign' status, creating billing discrepancies when contracts have issues • Nicholas identified need to only count 'sign E-sign complete,' 'sign design final,' and 'sign design sent and signed' as truly billable statuses • 50-60 problematic contracts were identified, with 40 recaptured but 10 still showing as billable despite being flagged with issues

🔧 Process Improvement Strategy: • Greg will act as purchase order acknowledgment liaison between Andy and Melissa to ensure accurate Copper data entry • Melissa currently overwhelmed with call center setup, intake template building, and criteria management, needs Greg's support for Copper entry • New approach will have Greg validate all Andy's orders in Copper before they become active in dashboards

🚧 Law Ruler System Limitations: • Law Ruler only supports single intake/lead type, not designed for outsourced legal services with multiple teams and call centers • Current status system includes 12 different statuses but lacks proper conversion rate tracking between stages • WIP and house flag statuses indicate contract errors that should be subtracted from billable totals

📅 Financial Process & Refund Management: • Edward processes declines daily before 10am, but recent client dashboard workload has delayed processing until 3pm some days • 21-day rule from previous systems co... Action Items: Greg Owen: Ryan Vaspra: Nicholas Ward:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-20 13:43:33

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Aug 20th - 11:30 AM PDT (10 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Gist: The meeting focused on the upcoming Five9 system update and the launch of the Phoenix office with new dialing strategies and agent support. Overview:

Monthly Five9 system update set for Saturday, January 23rd at 10:00 PM Pacific; expected downtime of 2-3 hours with no client action required.
Active calls will drop during the migration, but operations unaffected as client closes before 9:00 PM on Saturdays.
Release notes available on documentation.59.com – no significant changes that impact the client's team noted.
Manual dial remains exempt from daily call limits; client understands dial frequency governors do not apply to softphone manual dialing.
Tim appointed as weekend dialer controller to address potential post-update issues efficiently.
Phoenix office launches today with rehire agent, supported by experienced agents Seth, Ricky, and Rosie.
PHX caller IDs will be used for Phoenix agents for backend financial tracking, distinct from Las Vegas IDs.
Operations in Phoenix will prioritize dialer functionality over manual dialing for improved performance.
Seven experienced agents trans... Notes:

🔧 System Update & Maintenance: • Monthly Five9 system update scheduled for Saturday, January 23rd at 1000 PM Pacific time - maintenance mode switchover expected to take 2-3 hours • No action required from client - agents will automatically receive latest Five9 version when logging in Sunday morning • Active calls will be disconnected during data center migration, but client operations unaffected as they close before 900 PM on Saturdays • Release notes available at documentation.59.com under Service Update 2025.0 - no significant changes impacting client's team

📞 Dialer Limitations Discussion: • Manual dial functionality remains exempt from daily call count limits that apply to master campaigns - no changes to this behavior • Client confirmed understanding that dial frequency governors (e.g., 10 calls per day per number) don't apply to softphone manual dialing

🏢 Phoenix Expansion Operations: • Tim designated as weekend dialer controller starting Sunday, will be first to identify any post-update issues • Phoenix office launching with one rehire agent starting today, with experienced agents Seth, Ricky, and Rosie already operational • Phoenix agents receiving PHX caller IDs vs Las Vegas LV IDs for backend financial tracking • Phoenix location will focus specifically on dialer functionality over manual dialing as differentiated approach • Seven experienced agents transferred from Las Vegas to Phoenix to ensure operational stability Action Items: Nick Ward: Romeo Agregado:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-20 16:58:14

Title: newcampaignsetup sync Date and Time: Wed, Aug 20th - 02:36 PM PDT (20 mins) Participants: snakagawa@tortintakeprofessionals.com, tony@tortintakeprofessionals.com, carter@tortintakeprofessionals.com, malissa@shield-legal.com, nicholas@tortintakeprofessionals.com Gist: The meeting aimed to address equipment procurement delays and campaign failures while improving communication and quality assurance processes. Overview:

Equipment procurement still pending for Dustin and James; Joe confirmed availability but implementation is delayed for laptop replacements.
Aqua Net and Axe campaigns experienced significant failures, risking estimated revenue loss in six figures; historical success rate was 99.9%.
New process includes checklist and visibility system for full campaign lifecycle, along with two-factor authentication for output approvals before client delivery.
Standardized client communication flow discussed to streamline interactions from intake to delivery, with emphasis on proper sign-off from Melissa to Luis.
PD team lacks verification standards, leading to document approval without signed-off templates; errors in documents include missing dates and incorrect signatures affecting live retainers.
Proposal for training on successful retainer documentation to enhance quality assurance; successful examples to be signed and uploaded to Monday boards.
Cross-department training... Notes:

💻 Equipment and Infrastructure: • Laptop procurement needed for team member, months-old request pending for Dustin and James's old laptops • Joe confirmed having laptops ready but implementation delayed

📉 Campaign Quality Issues: • Aqua Net campaign experienced multiple fail points simultaneously with Axe campaign problems • Revenue impact estimated at six figures plus additional costs from retainer errors • 99.9% success rate historically maintained until recent issues

🔧 Process Improvements: • Implementing checklist and visibility system from campaign launch through completion • Two-factor authentication system requiring two eyeballs on all outputs before client delivery • Monday.com board integration for tracking with Slack notifications

📞 Client Communication Flow: • Clients currently touched at five different points intake, integrations, Cam/Andy, Melissa, and final delivery • Need standardized flow from Melissa through Luis with proper sign-off procedures • Attorney approval process requiring response within specific timeframe or escalation to Cam

✅ Quality Control Breakdowns: • PD team lacking proper verification standards, approving documents without signed-off templates • Luis's team has no reference materials for quality checking, just visual review • Document errors including missing dates, wrong signatures affecting live retainers

📚 Training and Documentation: • Successful retainer examples to be signed as test documents and uploaded to Monday boards • Cross-department training needed for intake agents and PD on successful file appearance • Phoenix team receiving live training with successful call examples Action Items: Anthony Soboleski: Sunnie Nakagawa: Melissa: Tony:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-20 17:15:36

Title: newcampaignsetup sync Date and Time: Wed, Aug 20th - 02:30 PM PDT (36 mins) Participants: snakagawa@tortintakeprofessionals.com, tony@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, carter@tortintakeprofessionals.com, malissa@shield-legal.com Gist: The meeting focused on addressing issues in campaign execution and improving workflow processes. Overview:

Technical setup for new laptops is in progress; Joe has laptops ready but setup is ongoing, which could delay workflow.
Ako Net campaign failed due to multiple simultaneous issues and communication breakdown involving 15+ contract errors requiring client callbacks.
Departmental communication gaps identified, with five different client touchpoints lacking alignment and causing confusion.
Process improvements include a required checklist for campaign launch and a structured client approval process under specific SLAs.
Two-person approval system established to enhance quality control, reducing risk of simple oversight during campaign setups.
Revenue impact from recent mistakes escalated from $5K to $10K+ per retainer, highlighting the need for better verification standards.
Individual task assignment in Monday.com allows for notification triggers, enhancing accountability for campaign tasks and approvals.
Corner team designated as the single source of truth ... Notes:

💻 Technical Setup Issues: • Laptop procurement for team member needed - Joe has laptops ready but working on setup • Audio/echo issues resolved during meeting start • Monday.com board integration discussed as primary tracking method for campaign workflow

📉 Campaign Failure Analysis: • Ako Net campaign experienced multiple fail points simultaneously with adjacent Axe platform problems • Retainer document errors occurred across 15+ signed contracts requiring client callbacks and re-signatures • Communication breakdown between departments - emails sent to 5-10 people causing confusion and multiple people attempting same fixes • PD quality control failure - team members approving documents without proper verification standards, stating 'looks good to me' without checking required fields like dates

🔧 Process Improvement Requirements: • Checklist and visibility system needed from campaign launch through all team actions • Client approval process must be implemented for criteria and questionnaires under specific SLAs before campaign launch • Two-factor authentication system established for integrations requiring two eyeballs on anything before client delivery • Firm approval requirement - hard line stance needed with no exceptions for rush campaigns

📞 Department Communication Issues: • Cross-department gaps identified - five different client touchpoints (intake, integrations, Cam/Andy, Melissa) not aligned • Standard communication flow needed from Melissa through Luis with proper approval channels • Side comment protocol - any law firm requests must go back through proper approval flow before implementation

✅ Accountability and Quality Control: • 99.9% success rate previously maintained until recent failures • Training requirements - Luis and Lexi need involvement in campaign setup process • Template approval timeline - attorneys must respond within specified hours or approval assumed • Revenue impact - mistakes escalating from $5K to $10K+ per retainer plus lost revenue

📊 Monday.com Board Structure: • Individual task assignment system with notification triggers for assigned personnel • Firm approval workflow addition needed as final step before campaign launch • QA approval system - secondary person approval required with 'approved by' tracking • Documentation requirements - notes section utilization for ownership tracking

📄 Integration and Form Management: • Single source of truth - Corner team designated as center for document creation rather than duplicate work • Mark's role adjustment - focus shifted to email automation testing rather than document creation • PandaDoc integration tested successfully for real-time client approval tracking • Form customization commitment - team ready to modify intake forms per firm requirements

🚀 Future Process Improvements: • Lead Complete integration anticipated to solve field format requirements • Data validation improvements needed despite Law Ruler platform limitations ... Action Items: Anthony Soboleski: Sunnie Nakagawa: Melissa: Tony: Team:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-21 14:27:14

Title: https://app.fireflies.ai/view/DL-SL-Weekly-Sync::01K31WYXTZ13KNW2JEJTDZYC1F|DL | SL Weekly Sync Date and Time: Thu, Aug 21st - 11:45 AM PDT (34 mins) Participants: dsurwill@shield-legal.com, tony@tortintakeprofessionals.com, martin@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, brittany@tortintakeprofessionals.com, jscott@tortintakeprofessionals.com, ngaston@tortintakeprofessionals.com, oroman@tortintakeprofessionals.com, apatterson@dicellolevitt.com, mabramowitz@dicellolevitt.com Gist: The meeting focused on improving deficiency tracking and prioritization of case management to streamline processes and enhance response times. Overview:

Amanda granted Brittany access to the new deficiency tracking SharePoint, replacing manual emails for hair relaxer deficiencies.
Overview provided of 107-row Excel file with simplified structure, including columns for deficiency reasons and true/false indicators for hairstyle photo requirements.
A prioritization system established: court call eligible cases are highest priority, followed by those marked 'true' for specific requirements; Sarah designated as project lead.
Brittany to provide team member email addresses for SharePoint access, improving response times without routing through a single contact.
Completed deficiencies will be documented in client files in SharePoint, noted as 'completed' instead of notifying attorneys via email.
JP tasked with adding deficiency due dates to the spreadsheet after receiving a screenshot of the Litify field from Amanda for prioritization.
JP runs automated updates on SharePoint daily at 8 am Eastern; team advised to ... Notes:

🔗 SharePoint Access Setup: • Amanda granted Brittany access to new deficiency tracking SharePoint system, replacing previous manual email process for hair relaxer deficiencies

📊 New Deficiency Spreadsheet Overview: • 107-row Excel file with simplified structure due to varying defendant deficiency formats • Includes columns for deficiency reasons (Column E) and true/false indicators for hairstyle photo requirements (Column G)

⚖️ Prioritization System Established: • Court call eligible cases take highest priority, followed by cases marked 'true' for specific requirements • Sarah designated as attorney lead for project coordination

📧 Team Access Coordination: • Brittany to provide team member email addresses for SharePoint access to enable faster response times without routing through single contact

🗂️ Completion Documentation Process: • Completed deficiencies to be documented in individual client files in SharePoint with 'completed' notation rather than email notifications to attorneys

📅 Due Date Integration Request: • JP to add deficiency due dates to spreadsheet after Amanda provides screenshot of relevant Litify field for prioritization purposes

🔄 SharePoint Automation Schedule: • JP runs automated updates at 8am Eastern daily • Team instructed to close spreadsheet when not actively working to prevent conflicts

⚠️ Case Filing Pressure: • Abe expressing concerns about filing standstill across multiple case types including hair relaxer, CLJ, with AFFF taking current priority due to massive deadline

📈 Resource Allocation Strategy: • All agents handle mixed caseloads but prioritize based on burning deadlines • AFFF currently receiving highest attention with new agents starting on Campus Union and AFFF military records

📅 Camp Lejeune Meeting Scheduled: • Monday 2pm Central time meeting set with Amanda, Kim Mulder, Brittany, and JP to address project stalls and coordination issues Action Items: Amanda Patterson: Brittany Barnett: JP: Sarah:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-22 12:21:56

Title: Shield Legal Weekly Status Meeting Date and Time: Fri, Aug 22nd - 10:00 AM PDT (20 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, lsuneja@sphereinc.com, lginsburg@sphereinc.com, steven.fonseca@gmail.com, nicholas@tortintakeprofessionals.com Gist: The meeting focused on project status updates, feedback on the SOW, and planning for on-site activities. Overview:

Meeting commenced with audio issues; participants included Luke Suneja, Mario Schwarts, Nicholas Ward, and Joe Santana, with Stephen absent on vacation.
Mario Schwarts sought feedback on the submitted SOW; Ryan confirmed team alignment with no major concerns about the proposed timeline and execution details.
Nicholas Ward indicated there were no technical issues to escalate, allowing project progress to remain on track.
Initial three-week phase scheduled for on-site activities; written approval for travel requested for three team members to define use cases.
On-site visit set for the week of the 9th; Joe Santana committed to provide travel approval by end of the day or Monday morning.
Design and architecture phase requires key resource Ryan for reporting data sources to ensure accurate estimations and functionality delivery.
Development strategy includes Track A focusing on core functionality replacement and Track B on AI enhancements with user involvement ... Notes:

🔧 Pre-Meeting Setup & Introductions: • Meeting began with technical audio issues and participant introductions, including Luke Suneja, Mario Schwarts, Nicholas Ward, and Joe Santana • Stephen confirmed absent due to pre-planned vacation and diving activities - Joe Santana in daily contact with him and will join next week • Meeting agenda established technical questions first, then Statement of Work (SOW) review, followed by smaller group contractual discussion

📝 Technical Review & SOW Discussion: • Mario Schwarts requested feedback on submitted SOW with timelines and execution details for project success • Ryan reviewed SOW details - team comfortable with approach and timeline, no major concerns identified • Nicholas Ward confirmed no technical issues to escalate • Additional integrations discussed as part of design process - not blocking project progress

📅 Project Timeline & On-Site Visit Planning: • Three-week initial phase designed for on-site activities with different SMEs to define use cases and prevent assumptions • On-site visit scheduled for week of 9th - Mario requesting written approval for three team members (PM, BA, and Mario) to travel • Felipe coming from Bogota - travel arrangements need advance booking for budget optimization • Joe Santana committed to provide written approval by end of day or Monday morning

🔍 Week 1-2: Design & Architecture Phase: • Activities include design and architecture alignment, use case documentation, architecture flow definition, and integration point identification • Ryan identified as key resource for reporting data sources and requirements to prevent double estimation • Focus on functional system delivery as primary objective with flexibility for additional AI reports later

⚙️ Week 3-6: Infrastructure & Development Setup: • Parallel development streams architecture deployment for developer environment • Google partnership discussions mentioned for infrastructure incentives • Deliverables include cloud infrastructure configuration, pipeline configurations, deployment scripts, questionnaire framework, and AI engine design

🚀 Track A & B Development Strategy: • Track A (Critical Path) Focus on replacing current low-performing system with core functionality • Track B (AI Enhancement) Parallel development for AI capabilities to enhance Track A functionality • Deliverables include personas, journey maps, wireframes, prototypes, UI components with active user involvement

📦 Week 14-17: Production Deployment: • Production environment target between weeks 14-17 depending on testing completion • Core backend development includes data layer, API integration, testing, and data migration • Second on-site visit planned around this timeframe for UAT finalization and issue resolution

🤖 AI Development Track B: • AI backend development focuses on business rule recognition and core services integration • Data migration coordination with Ryan to leverage existing data sources and ... Action Items: Joe Santana: Ryan: Mario Schwarts: Felipe Gomez:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-22 12:22:02

Title: Shield Legal Weekly Status Meeting Date and Time: Fri, Aug 22nd - 10:00 AM PDT (19 mins) Participants: atzakhariants@sphereinc.com, jsantana@shield-legal.com, mschwarts@sphereinc.com, lgay@sphereinc.com, okukareka@sphereinc.com, zsiddiqui@sphereinc.com, ryan@themedialab.agency, fgomez@sphereinc.com, jturner@shield-legal.com, mcamargos@sphereinc.com, nicholas@tortintakeprofessionals.com, lsuneja@sphereinc.com, lginsburg@sphereinc.com, steven.fonseca@gmail.com Gist: The meeting focused on outlining a 23-week project timeline and development approach for an AI implementation project. Overview:

Mario presented a detailed 23-week project timeline, encompassing architecture design, development phases, and AI implementation.
The project is structured with a Two-Track Development Approach, where Track A focuses on critical core functionality while Track B enhances AI capabilities.
An on-site visit is planned from January 9th to facilitate use case discussions and requirements gathering, with three key team members attending.
Remote sessions will be held with Oleg and Stephen to align on architecture and integration during the on-site visit.
Initial activities in Weeks 1-2 will focus on design alignment, use case documentation, and identifying integration points, with Ryan and Nicholas as key contributors.
Core development phases from Weeks 7-14 will include frontend prototyping, backend development, API integration, and full application testing.
AI implementation activities in Weeks 15-23 will involve model development and business rule re... Notes:

📊 Technical Overview and SOW Review: • SOW Activities and Timeline Review Mario presented comprehensive project activities spanning 23 weeks, covering architecture design, development phases, and AI implementation • Two-Track Development Approach Project structured with Track A (core functionality - critical path) and Track B (AI enhancements running parallel) to ensure functional system delivery on tight timeline • On-Site Visit Planning Three team members (PM, BA, Mario) planned for four-day on-site visit from January 9th to work through use cases and requirements gathering • Architecture Discussions Remote sessions planned with Oleg and Stephen for architecture alignment and integration discussions during on-site visit

🚀 Development Phases and Deliverables: • Week 1-2 Activities Design and architecture alignment, use case documentation, integration point identification with Ryan and Nicholas as key contributors • Week 3-6 Deliverables Cloud infrastructure configuration, pipeline setup, deployment scripts, questionnaire framework, and AI engine design • Weeks 7-14 Core Development Frontend prototyping, UI components, backend development, API integration, data migration, and full application testing • Weeks 15-23 AI Implementation AI model development, business rule recognition, data migration coordination with Ryan, and AI enablement for end users

🗂️ Project Management and Coordination: • Prototype-Driven Development Emphasis on iterative prototyping to avoid big-bang approach and ensure stakeholder feedback throughout development cycle • SME Coordination Critical need for subject matter expert availability and quick response times to maintain project timeline • Second On-Site Visit Planning additional on-site visit around week 14-17 for UAT finalization and end-user training • Data Integration Strategy Coordination with Ryan on existing data sources and reporting requirements to avoid duplication of effort

📅 Administrative and Logistics: • Travel Approval Required Mario requested written approval from Joe or Ryan for three team members to travel, with Felipe coming from Bogota • Budget Considerations Urgency to book travel within two weeks to maintain budget constraints, with Monday flight planned • Stephen's Absence Stephen confirmed unavailable due to pre-planned vacation and diving activities, will join next week • Carter Integration New team member Carter added to project at Ryan's request for use case scenarios Action Items: Joe Santana: Mario Schwarts: Felipe Gomez: Ryan:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-22 16:19:31

Title: T.I.P. Connect v2.1 Date and Time: Fri, Aug 22nd - 02:00 PM PDT (17 mins) Participants: tony@tortintakeprofessionals.com, henri@tortintakeprofessionals.com, vernon@tortintakeprofessionals.com, nickmcfadden@shield-legal.com, nicholas@tortintakeprofessionals.com, alan@tortintakeprofessionals.com, cameron@shield-legal.com, brittany@tortintakeprofessionals.com, tbellamy@tortintakeprofessionals.com, jdelk@tortintakeprofessionals.com, dsurwill@shield-legal.com, carter@tortintakeprofessionals.com Gist: The meeting focused on initiating a contracts project to centralize contract storage and improve efficiency in contract management. Overview:

No central repository for master service agreements identified, prompting the initiation of a 'contracts project' to centralize contract storage for better accessibility by legal and admins.
New central contract repository will feature automatic renewal tracking and negotiation scheduling to enhance contract administration efficiency.
Six new campaigns launched prior to the meeting raised questions about the necessity of legal review for each campaign contract.
Marketing agreements often require detailed master service agreements that cover return policies, liability, and refund terms to mitigate risks.
Separate master terms agreements needed for new campaigns, while continuation campaigns can utilize addendums, streamlining the process.
Standard terms established include a 14-day period for contacting leads and specifying refund procedures for those non-responsive.
Source of master service agreements can vary widely, complicating tracking from law firms, h... Notes:

📄 Contract Management Discussion: • Alan inquired about the central storage location for master service agreements with marketing firms like GFO and Awko, expressing need to access these contracts for reference • Tim confirmed that currently there is no central location for contracts, which prompted the creation of a 'contracts project' mentioned by Nick earlier in the day • Tim outlined plans for a central contract repository accessible to legal department and business administrators, including automatic renewal tracking and negotiation scheduling capabilities • New program in development to streamline future contracting processes and improve contract administration

🚀 Campaign Launch Operations: • Six new campaigns were launched approximately 30 minutes before the meeting discussion • Discussion arose about whether all six campaign contracts require legal team review and approval prior to launch

📝 Master Service Agreement Details: • Alan explained that marketing companies typically require master service agreements containing return policies, refund terms, and liability details • New campaigns (such as sex torture or Mormon campaigns) require separate master terms agreements, while continuation campaigns only need addendums • Standard terms include 14-day contact attempt periods and refund procedures for non-contactable leads • Master service agreements may originate from law firms, hedge funds, family offices, or internal teams, creating complexity in tracking and management Action Items: Tim: Alan Gill: Unassigned:, with interactive elements

Fireflies.ai (https://themedialaboratory.slack.com/services/B083YR6GV5K)

2025-08-27 14:02:26

Title: Five9 TAM Call - Tort Intake Date and Time: Wed, Aug 27th - 11:30 AM PDT (26 mins) Participants: david@tortintakeprofessionals.com, nicholas@tortintakeprofessionals.com, jturner@shield-legal.com, romeo.agregado@five9.com Gist: Romeo Agregado and Nick Ward discussed technical support needs and reporting challenges due to staff turnover. Overview:

Romeo Agregado and Nick Ward were primary attendees of the meeting, discussing ongoing technical support needs stemming from a recent support ticket.
Nick emphasized the need for efficient agent organization and reporting amidst high turnover and frequent hiring.
Romeo confirmed that agent groups must be used for accurate reporting tied to VCC report structures.
A new reporting type is under development, but tags in the admin console can be utilized for immediate needs.
Nick will create two agent groups for Las Vegas and Phoenix, simplifying reporting for his team.
Romeo reiterated that agent groups are essential for recording functionality within the system.
System update from the previous week was successfully implemented with no issues reported, as confirmed by Tim.
Troubleshooting focused on intermittent connectivity problems occurring in 30-minute cycles, with repeated system failures.
A follow-up call was scheduled by Romeo to assess system stabil... Notes:

📅 Initial Meeting Setup & Attendance: • Meeting commenced with Romeo Agregado and Nick Ward as primary participants, with potential for Joe to join later

🛠️ Support Ticket Discussion: • Nick Ward referenced a support ticket item that Romeo answered the previous day, indicating ongoing technical support needs • Discussion centered on agent organization and reporting requirements for Nick's team

📊 Agent Groups and Reporting Solution: • Romeo confirmed that groups are tied to VCC reports and are the required method for breaking apart agents for reporting purposes • Nick expressed concerns about maintenance overhead due to high turnover and frequent hiring in their organization • Romeo mentioned development of a new type of report in progress but not yet available, suggesting tags can be used within admin console for now

📝 Implementation Strategy: • Nick Ward decided to create two agent groups one for Las Vegas, one for Phoenix as a simplified approach • Romeo confirmed that groups are the only option for recording functionality • Nick committed to implementing the group structure with his team

🔄 System Update Feedback: • Romeo inquired about the update from last week, confirming smooth implementation • Tim was present on Sunday for the update with no reported issues

🔧 Technical Issues Discussion: • Extended troubleshooting session regarding intermittent connectivity problems • Issue described as occurring in 30-minute cycles - working then failing repeatedly • Romeo scheduled a follow-up call after one hour to verify system stability Action Items: Nick Ward: Romeo Agregado:, with interactive elements

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