A Workflow to assist with preparing a letter before claim, evidence gathering and Part 36 Offers, where appropriate.

Task 1 Initial Letters

Allocate a Custom Questionnaire

Enter the initial details regarding the Accident. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the Accident. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the Injury. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding Any Special Damages (and up to 4 ‘Other Losses’). This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the 1st Defendant (RTA). This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Accident Type is ‘RTA’

Allocate a Custom Questionnaire

Enter details regarding the 1st Defendant (non-RTA). This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Accident Type is not ‘RTA’

Allocate a Custom Questionnaire

Enter details regarding the RTA Vehicle. This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Accident Type is ‘RTA’

Allocate a Custom Questionnaire

Enter details regarding the RTA General. This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Accident Type is ‘RTA’

Allocate a Custom Questionnaire

Enter details regarding the Infant. This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Client Minor Field is ‘Yes’

Allocate a Custom Questionnaire

Enter details regarding the 2nd Defendant (RTA). This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Accident Type is ‘RTA’ and 2nd Def Field is ‘Yes’

Allocate a Custom Questionnaire

Enter details regarding the 2nd Defendant (non-RTA). This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Accident Type is not ‘RTA’ and 2nd Def Field is ‘Yes’

Allocate a Custom Questionnaire

Enter details regarding the third party (up to 2 third party details). This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Third Party is set to ‘Yes’

Allocate a Custom Questionnaire

Enter details regarding the Witness (up to 4) This information is used to pre-populate letters and fields:

Criteria Set – Will only run if Witness field is set to ‘Yes’

Send Standard Document

Client Care Guide (Initial Letter)
Advice on Liability, Limitation, Damages, Documentary Evidence (Variable according to type of accident)
Advises next steps

Client Care Guide

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Send Standard Document

Client – Terms & Conditions
Included advice re Charges variable according to type of funding

Client Terms & Conditions

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Send Standard Document

Customer Information Sheet
For internal use: as required by SRA on all clients in all matters for regulatory purposes

Customer Information Sheet

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Send Standard Document

Conditional Fee Agreement
Criteria Set – Will only run if funding type is ‘CFA’

Conditional Fee Agreement

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Send Standard Document

CFA Checklist
Criteria Set – Will only run if funding type is ‘CFA’

Send Standard Document

LEI Acknowledgement Papers
Criteria Set – Will only run if funding type is ‘BTE Insurance’ Confirm on receipt of instructions

LEI Acknowledgement Papers

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Send Standard Document

CICA Retainer
Criteria Set – Will only run if CICA Claim Field is ‘Yes’
Retainer Agreement for Criminal Injuries Compensation Authority Claims

Send Standard Document

Medical Records Authority
Authority for release of medical records

Medical Records Authority

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Send Standard Document

Medical Records Mandate
Details of GP/Hospital attendance & confirmation that no present claims outstanding against either

Medical Records Mandate

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Send Standard Document

RTA Questionnaire
Criteria Set – Will only run if accident type is ‘RTA’

RTA Questionnaire

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Send Standard Document

Factory Questionnaire
Criteria Set – Will only run if accident field is ‘Employers Liability’

Factory Questionnaire

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Send Standard Document

Highway Questionnaire
Criteria Set – Will only run if accident type is ‘Trip/Slip’

Highway Questionnaire

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Send Standard Document

Occ Liability Questionnaire
Criteria Set – Will only run is accident type is ‘ Occupiers Liability’

Occ Liability Questionnaire

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Send Standard Document

Indus Deaf Questionnaire
Criteria Set – Will only run if accident type is ‘Employers Liability’

Indus Deaf Questionnaire

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Send Standard Document

Special Loss Questionnaire

Special Loss Questionnaire

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Add an automatic keydate to matter

Chase Client – 14 Days
Has client returned Terms & Conditions, Accident Questionnaire and Medical Authority?

Add an automatic keydate to matter

Chase Client: 14 days
Has client returned CFA?
Criteria Set – Will only run if funding type is ‘CFA’

Add an automatic keydate to matter

Chase Client: 14 days
Has client returned CICA Retainer?
Criteria Set – Will only run if CICA Claim field is ‘Yes’

Task 2 CFA Returned

Send Standard Document

Client Enc Policy Schedule
Criteria Set – Will only run if funding type is ‘CFA encloses insurance policy docs for CFA’

Client Enc Policy Schedule

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Task 3 Further Investigations

Meet unmet keydates by type

Allocate a Custom Questionnaire

Enter details regarding the Investigations. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the Witness (up to 4). This information is used to pre-populate letters and fields:

Send Standard Document

GP Letter Required Medical Records

GP Letter Required Medical Records

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Hospital Letter Required Medical Records
Criteria Set – Will only run if attend hospital field is ‘Yes’

Hospital Letter Required Medical Records

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Send Standard Document

Employment Letter Wages Loss
Criteria Set – Will only run if Employer Name contains data
Request details of wage loss & confirms claim doesnt involve employer (unless acceident type is EL)

Employment Letter Wages Loss

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Send Standard Document

Police Information Request
Criteria Set – Will only run if Police Attend is ‘Yes’
Requests Info and whether police Acc Rept is available

Police Information Request

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Send Standard Document

DVLA Information Request
Criteria Set – Will only run if DVLA assistance req is ‘Yes’
Requests details of Def and TP

DVLA Information Request

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Send Standard Document

Wit 1 Letter Enc. Blank Statement
Criteria Set – Will only run if is there a witness field is ‘Yes’
Encloses form for completion by witness

Wit 1 Letter Enc. Blank Statement

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Send Standard Document

Wit 2 Letter Enc. Blank Statement
Criteria Set – Will only run if is there a witness 2 Surname contains data
Encloses form for completion by witness

Wit 2 Letter Enc. Blank Statement

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Send Standard Document

Wit 3 Letter Enc. Blank Statement
Criteria Set – Will only run if is there a witness 3 Surname contains data
Encloses form for completion by witness

Wit 3 Letter Enc. Blank Statement

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Send Standard Document

Wit 4 Letter Enc. Blank Statement
Criteria Set – Will only run if is there a witness 4 Surname contains data
Encloses form for completion by witness

Wit 4 Letter Enc. Blank Statement

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Add an automatic keydate to matter

Chase GP: 14 days
Has GP sent medical records ?

Add an automatic keydate to matter

Chase Hospital: 14 days
Has Hospital sent medical records ?
Criteria Set – Will only run if Attend Hosp is ‘Yes’

Add an automatic keydate to matter

Employer: 14 days
Has Employer sent details of wage loss?
Criteria Set – Will only run if Employer Name contains data

Add an automatic keydate to matter

Chase Police: 14 days
Have police sent accident details?
Criteria Set – Will only run if Police Attend field is ‘Yes’

Add an automatic keydate to matter

Reminder: 14 days
Reply received from DVLA ?
Criteria Set – Will only run if DVLA Assistance Req field is ‘Yes’

Add an automatic keydate to matter

Chase Witness: 14 days
Has Wit 1 returned Statement ?
Criteria Set – Will only run if Is there a witness field is ‘Yes’

Add an automatic keydate to matter

Chase Witness: 14 days
Has Wit 2 returned Statement ?
Criteria Set – Will only run if Witness 2 Surname contains data

Add an automatic keydate to matter

Chase Witness: 14 days
Has Wit 3 returned Statement ?
Criteria Set – Will only run if Witness 3 Surname contains data

Add an automatic keydate to matter

Chase Witness: 14 days
Has Wit 4 returned Statement ?
Criteria Set – Will only run if Witness 4 Surname contains data

Add a keydate linked to dossier field

Limitation Date
Based on Dossier Field Limitation Date

Add a keydate linked to dossier field

Limitation – 1: 30 days to Limitation Date;
Based on Dossier Field Limitation Date

Add a keydate linked to dossier field

Limitation – 3: 3 months to Limitation Date;
Based on Dossier Field Limitation Date

Add a keydate linked to dossier field

Limitation – 6: 6 months to Limitation Date;
Based on Dossier Field Limitation Date

Task 4 Letter of Claim – Client

Send Standard Document

Client Enc Letter of Claim
Encloses Statement for Approval & Advice re procedure

Client Enc Letter of Claim

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Add an automatic keydate to matter

Chase Client: 7 days
Has Client approved LOC statement?

Task 5 Letter of Claim – 1st Defendent

Meet unmet keydates by type

Outstanding Chase Client keydate will be met
Outstanding Chase GP keydate will be met
Outstanding Chase Hospital keydate will be met
Outstanding Chase Employer keydate will be met
Outstanding Chase Police keydate will be met
Outstanding Reminder (DVLA) keydate will be met

Allocate a Custom Questionnaire

Enter details regarding the Accident (up to 2 Defendants info). This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding Any Special Damages (and up to 4 ‘Other Losses’). This information is used to pre-populate letters and fields:

Send Standard Document

Def 1 Enc Letter of Claim
Requests details of insurers
Advises circs of accident
Details allegations of fault (varies according to RTA type)
Details injuries suffered, dates of absence from work and financial losses – (with variation for Emp Liab matters)
If Def 2 field is ‘Yes’, confirms letter has been sent to them + gives Def 2 Ins details if known
If CFA matter, confirms details
Encloses Requested Disclosure doc (varies according to Accident Type)

Def 1 Enc Letter of Claim

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Send Standard Document

Client Confirm Letter of Claim Sent
Confirms LOC sent to Def 1 + that response is required within 3 weeks

Client Confirm Letter of Claim Sent

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Add an automatic keydate to matter

Chase Def: 21 days
Chase Def 1 for response to Letter of Claim

Task 6 Letter of Claim – 2nd Defendant

Allocate a Custom Questionnaire

Enter details regarding the Accident (up to 2 Defendants info). This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding Any Special Damages (and up to 4 ‘Other Losses’). This information is used to pre-populate letters and fields:

Send Standard Document

Def 2 Enc Letter of Claim
Criteria Set – Will only run if Def 2 2nd Defendant field is ‘Yes’
Requests details of insurers
Advises circs of accident
Details allegations of fault (varies according to RTA type
Details injuries suffered, dates of absence from work and financial losses – (with variation for Emp Liab matters)
Confirms letter has been sent to Def 1 + gives Def 1 Ins details if known If CFA matter, confirms details
Encloses Requested Disclosure doc (varies according to Accident Type)

Def 2 Enc Letter of Claim

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Add an automatic keydate to matter

Chase Def : 21 days
Chase Def 2 for response to Letter of Claim

Task 7 Acknowledgement of Claim

Meet unmet keydates by type

Outstanding Chase Defendant keydate will be met

Allocate a Custom Questionnaire

Enter details regarding the Acknowledgement of the Claim. This information is used to pre-populate letters and fields:

Send Standard Document

Client Re Ackn of Claim
Confirms response has been received from Def Insurers

Client Re Ackn of Claim

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Send Standard Document

Def 1 Ins Ack LOC Response
Confirms receipt of Def 1 letter, confirms Client NI No and DOB.
Advises awaiting their response to liability
Confirms will notify details of 3 med experts for nomination purposes

Def 1 Ins Ack LOC Response

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Send Standard Document

Def 2 Ins Ack LOC Response
Criteria Set – Will only run if Is there a Def 2 field is ‘Yes’
Confirms receipt of Def 2 letter, confirms Client NI No and DOB.
Advises awaiting their response to liability
Confirms will notify details of 3 med experts for nomination purposes

Def 2 Ins Ack LOC Response

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Add an automatic keydate to matter

Chase Ins: 14 days
Decision on Liability from Def1 Insurer?

Add an automatic keydate to matter

Chase Ins: 14 days
Decision on Liability from Def2 Insurer?
Criteria Set – Will only run if Is there a Def 2 field is ‘Yes’

Task 8 Nominate Medical Experts

Allocate a Custom Questionnaire

Enter details regarding the Medical Experts. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the 1st Defendant Liability. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the 2nd Defendant Liability. This information is used to pre-populate letters and fields:

Criteria Set – Will only run if 2nd Def field is ‘Yes’

Meet unmet keydates by type

Outstanding Chase Insurer keydate will be met

Send Standard Document

Def 1 Ins Nominate Experts
Gives names of 3 experts and advises which is preferred option
Requests comments within 14 days failing which preferred option will be nominated

Def 1 Ins Nominate Experts

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Send Standard Document

Def 2 Ins Nominate Experts
Criteria Set – Will only run if Is there a Def 2 field is ‘Yes’
Gives names of 3 experts and advises which is preferred option
Requests comments within 14 days failing which preferred option will be nominated

Def 2 Ins Nominate Experts

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Add an automatic keydate to matter

Chase Ins: 14 days
Decision on Liability from Def 1 Insurer?
Criteria Set – will only run if Def 1 liabilty field is ‘Please Select’

Add an automatic keydate to matter

Chase Ins: 14 days
Def1 Ins response re suggested expert?

Add an automatic keydate to matter

Chase Ins: 14 days
Decision on Liability from Def 2 Insurer?
Criteria Set – Will only run if “Is there a Def 2 field is ‘Yes’ AND if Def 1 liabilty field is ‘Please Select’

Add an automatic keydate to matter

Chase Ins: 14 days
Def 2 Ins response re suggested expert?
Criteria Set – Will only run if Is there a Def 2 field is ‘Yes’

Task 9 Instruct Medical Expert

Allocate a Custom Questionnaire

Enter details regarding the 1st Defendant Liability. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the 2nd Defendant Liability. This information is used to pre-populate letters and fields:

Criteria Set – Will only run if 2nd Def field is ‘Yes’

Allocate a Custom Questionnaire

Enter details regarding the Medical Experts. This information is used to pre-populate letters and fields:

Meet unmet keydates by type

Outstanding Chase Insurer keydate will be met

Send Standard Document

Med Expert 1 Letter of Instruction
Criteria Set – Will only run If Med Expert instructed field is ‘Med Expert 1 Instructs expert’.
Encloses authority for release of medical records

Med Expert 1 Letter of Instruction

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Send Standard Document

Med Expert 2 Letter of Instruction
Criteria Set – Will only run If Med Expert instructed field is ‘Med Expert 2 Instructs expert’.
Encloses authority for release of medical records

Med Expert 2 Letter of Instruction

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Send Standard Document

Med Expert 3 Letter of Instruction
Criteria Set – Will only run If Med Expert instructed field is ‘Med Expert 3
Instructs expert’.
Encloses authority for release of medical records

Med Expert 3 Letter of Instruction

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Send Standard Document

Client Conf Instr Med Expert
Advises client that liability has or has not been admitted. Confirms name of medical expert instructed and advises client will receive appointment within 4 – 6 weeks

Client Conf Instr Med Expert

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Add an automatic keydate to matter

Chase Expert: 28 days
Medical Report received?

Add an automatic keydate to matter

Chase Ins: 14 days
Decision on Liability from Def 1 Insurer?
Criteria Set – Will only run if Def 1 liabilty field is ‘Please Select’

Add an automatic keydate to matter

Chase Ins: 14 days
Decision on Liability from Def 2 Insurer?
Criteria Set – Will only run if Is there a Def 2 field is ‘Yes’ AND if Def 1 liabilty field is ‘Please Select’

Task 10 Quantification of Claim

Meet unmet keydates by type

Outstanding Chase Client keydate will be met

Allocate a Custom Questionnaire

Enter details regarding the Court Details. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the Medical Expert. This information is used to pre-populate letters and fields:

Send Standard Document

Quantum Note
Internal note summarising medical report and assessing quantum

Send Standard Document

Valuation Checklist
Internal checklist

Valuation Checklist

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Send Standard Document

Schedule of Special Loss
Past and future Losses and Expenses

Schedule of Special Loss

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Allocate a Custom Questionnaire

Enter details regarding the Value of Claim. This information is used to pre-populate letters and fields:

Display a message to the user

Confirm amount of GENERAL DAMAGES: £

Send Standard Document

Cli Valuation
Advises client on assessment of claim value.
Encloses Schedule of Special Loss and Settlement Authority

Send Standard Document

Settlement Authority
Client signs to agree/not agree valuation and Schedule of Specials.

Settlement Authority

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Add an automatic keydate to matter

Chase Client: 7 days
Has client returned Settlement Authority?

Task 11 Part 36 Offer by Claimant

Makes provision for involvement of either Def 1 or Def 2 according to selection made by user.  If user fails to make a selection, Def 1 letters will merge by default.

Meet unmet keydates by type

Outstanding Chase Insurer keydate will be met
Outstanding Chase Client keydate will be met

Allocate a Custom Questionnaire

Enter details regarding the Part 36 Offer. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the Value of Claim. This information is used to pre-populate letters and fields:

Send Standard Document

PI Def 1 Ins Enc PT 36, Med, Sch Loss
Criteria Set – Will only run if “Specify relevant Defendant” field is not completed with “Def 2” – this to allow for users failing to select an option on matters where there is only one Defendant
Encloses Part 36 Offer, Med Evidence and Schedule of Loss

PI Def 1 Ins Enc PT 36, Med, Sch Loss

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Send Standard Document

Def 1 Ins Enc PT 36 Offer
Criteria Set as for preceding letter above

PI Def 1 Ins Enc PT 36 Offer

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Def 2 Ins Enc PT 36, Med, Sch Loss
Criteria Set – Will only run if “Specify relevant Defendant” field is completed with
“Def 2”
Encloses Part 36 Offer, Med Evidence and Schedule of Loss

Def 2 Ins Enc PT 36, Med, Sch Loss

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Send Standard Document

Def 2 Ins Enc PT 36 Offer
Criteria Set as for preceding letter above

Def 2 Ins Enc PT 36 Offer

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Add an automatic keydate to matter

Chase Ins: 7 days
Has Def Ins received Part 36 Offer?
This initial chaser is intended to keep the Claimant on top of the claim by checking that the Pt 36 has in fact been received

Add an automatic keydate to matter

Chase Ins: 21 days
Has Def Ins responded to Part 36 Offer?

Send Standard Document

Cli Part 36 Sent
Advises Part 36 has been sent to Def Insurers

Cli Part 36 Sent

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Task 12 Advice on Part 36 Offer

Allocate a Custom Questionnaire

Enter details regarding the Part 36 Offer. This information is used to pre-populate letters and fields:

Allocate a Custom Questionnaire

Enter details regarding the Value of Claim. This information is used to pre-populate letters and fields:

Send Standard Document

Cli Part 36 Response/ Advice
Advises amount of Part 36 Offer and whether to accept or not

Add an automatic keydate to matter

Chase CLI: 4 days to deadline for acceptance (based on dossier field for Acceptance Deadline, minus 4 days)

Task 13 Acceptance of Part 36 Offer

Makes provision for involvement of either Def 1 or Def 2 according to selection made by user.  If user fails to make a selection, Def 1 letters will merge by default.

Meet unmet keydates by type

Outstanding Chase Client keydate will be met
Outstanding Chase Insurer keydate will be met

Allocate a Custom Questionnaire

Enter details regarding the Part 36 Acceptance. This information is used to pre-populate letters and fields:

Send Standard Document

Def 1 Ins Accept Part 36 Offer
Criteria Set – Will run if Accident Type is ‘RTA’ AND if “Specify relevant Defendant” field is not completed with “Def 2” – this to allow for users failing to select an option on matters where there is only one Defendant
Confirms acceptance of most up to date offer, encloses breakdown of costs. Requests payment within 21 days

Def 1 Ins Accept Part 36 Offer

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Send Standard Document

Def 1 Ins RTA Costs
Criteria Set – Will run if Accident Type is ‘RTA’ AND if “Specify relevant Defendant” field is not completed with “Def 2” – this to allow for users failing to select an option on matters where there is only one Defendant
Confirms acceptance of most up to date offer and provides within body of letter a breakdown of costs pursuant to CPR part 45 . Requests response within 7 days

Def 1 Ins RTA Costs

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Send Standard Document

Def 2 Ins Accept Part 36 Offer
Criteria Set – Will only run if “Specify relevant Defendant” field is “Def 2”
Confirms acceptance of most up to date offer, encloses breakdown of costs. Requests payment within 21 days

Def 2 Ins Accept Part 36 Offer

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Send Standard Document

Def 2 Ins RTA Costs
Confirms acceptance of most up to date offer and provides within body of letter a breakdown of costs pursuant to CPR part 45 . Requests response within 7 days

Def 2 Ins RTA Costs

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Send Standard Document

Court Advise Settled
Confirms setttled by consent; parties are drafting Terms of Settlement and Consent Order to be forwarded shortly

Court Advise Settled

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Send Standard Document

Breakdown of Costs
Court form detailing costs with subtotals

Breakdown of Costs

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Send Standard Document

Consent Order

Add an automatic keydate to matter

Chase Ins: 7 days
Def Ins response to Costs details?
Criteria Set – will run if Accident Type field is ‘RTA’

Add an automatic keydate to matter

Chase Ins: 21 days
Settlement cheque received?
Criteria Set – Will run if Accident Type is ‘NOT RTA’

Task 14 Conclusion of Claim

Send Standard Document

Client Enc Cheque

Client Enc Cheque

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Meet unmet keydates by type

Outstanding Chase Insurer keydate will be met
Outstanding Chase Witness keydate will be met
Outstanding Limitation keydate will be met
Outstanding Limitation minus one month keydate will be met
Outstanding Limitation minus 3 months keydate will be met
Outstanding Limitation minus 6 months keydate will be met

Document pack for this workflow

Breakdown of Costs

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Cli Part 36 Response Advice

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Cli Part 36 Sent

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Client Care Guide

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Client Conf Instr Med Expert

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Client Confirm Letter of Claim Sent

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Client Enc Cheque

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Client Enc Letter of Claim

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Client Enc Policy Schedule

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Client Re Ackn of Claim

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Client Terms & Conditions

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Conditional Fee Agreement

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Court Advise Settled

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Customer Information Sheet

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Def 1 Enc Letter of Claim

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Def 1 Ins Accept Part 36 Offer

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Def 1 Ins Ack LOC Response

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Def 1 Ins Nominate Experts

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Def 1 Ins RTA Costs

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Def 2 Enc Letter of Claim

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Def 2 Ins Accept Part 36 Offer

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Def 2 Ins Enc PT 36 Offer

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Def 2 Ins Enc PT 36, Med, Sch Loss

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Def 2 Ins Nominate Experts

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Def 2 Ins RTA Costs

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DVLA Information Request

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Employment Letter Wages Loss

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Factory Questionnaire

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GP Letter Required Medical Records

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Highway Questionnaire

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Hospital Letter Required Medical Records

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Indus Deaf Questionnaire

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LEI Acknowledgement Papers

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Med Expert 1 Letter of Instruction

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Med Expert 2 Letter of Instruction

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Med Expert 3 Letter of Instruction

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Medical Records Authority

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Medical Records Mandate

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Occ Liability Questionnaire

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PI Def 1 Ins Enc PT 36 Offer

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PI Def 1 Ins Enc PT 36, Med, Sch Loss

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Police Information Request

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RTA Questionnaire

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Schedule of Special Loss

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Settlement Authority

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Special Loss Questionnaire

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Valuation Checklist

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Wit 1 Letter Enc. Blank Statement

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Wit 2 Letter Enc. Blank Statement

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Wit 3 Letter Enc. Blank Statement

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Wit 4 Letter Enc. Blank Statement

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Def 2 Ins Ack LOC Response

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