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Caseload Watch

Weekly cron: SOL alerts, stale cases, and lien drift — three risks the calendar misses.

Ready to run todayweeklyenterprise tierPI partnerOffice managerLiens coordinator

The problem

Three risks every PI firm has and most miss until it's too late: (1) statute-of-limitations dates buried in the case header until somebody actively looks; (2) cases stalled with no activity in 30+ days because the client stopped responding or treatment plateaued; (3) liens drifting out of sync with bills — the firm gives away $3-5K per case when the lien exceeds the billed amount and nobody catches it. All three are passive: the calendar doesn't pop, the case-management system doesn't alert.

The outcome

Every Monday at 6am, Claude scans the open caseload for all three risks at once. SOL within 120 days → bucketed by urgency, critical bucket escalated to partners. Cases idle 30+ days → re-engagement actions drafted. Open liens vs billed amounts → discrepancies over 10% flagged. Single report, one approval pass.

Connectors you'll need

The prompt

Paste this into Claude (with Cohesive360 installed in your Claude → Settings → Connectors). Replace bracketed placeholders with your specifics.

Run my weekly caseload watch:
1. SOL radar: any active case with SOL within 120 days. Bucket as critical (<30d), high (30-60d), or monitor (60-120d).
2. Stale cases: any active case with no activity in 30+ days. Bucket by age (30/60/90+).
3. Lien reconciliation: any open lien where lien amount > 110% of billed amount.
For each finding, draft the right action (partner alert for critical SOL, re-engagement task for stale cases, investigation task for lien discrepancies). Show me the table before anything posts.

What Claude does

Step-by-step rundown of the work. Every write is drafted, not posted — you approve before anything lands in your systems.

  1. 1

    Pull active caseload

    Lists every active case. Filters out closed/settled/declined.

  2. 2

    SOL computation per case

    Reads SOL date (explicit field or computed from incident + jurisdiction). Buckets critical / high / monitor. Already-past-SOL cases get emergency-tier handling.

  3. 3

    Last-activity per case

    Finds the latest event across notes/tasks/calendar/communications. Buckets stale cases by age. Infers reason (waiting on court, awaiting medical, client non-responsive).

  4. 4

    Lien drift check

    Per open lien, finds the matching provider's billed total. Flags any case where lien > 110% of billed. Cases with NO matching bill are flagged as 'investigate first'.

  5. 5

    Draft actions per finding

    Critical SOL → partner email + high-priority task. Stale cases → SMS/task per inferred reason. Lien drift → investigation task for liens coordinator.

  6. 6

    Hand off table for review

    Single table grouped by risk type. Approve all, reject all, or per-row. Approved actions post.

Verify before approving

Claude is fast but not infallible. These are the spots most worth a second look before you hit approve.

  • Verify SOL dates for non-standard cases — Claude knows MVA/slip-and-fall/med-mal but obscure types need a partner.
  • Past-SOL cases must always be escalated, even with a tolling argument.
  • Stale-case reason inference is a guess — verify before sending any client SMS.
  • Liens with NO matching bill may be misclassified — verify the case first.

Run this workflow in Claude

Two ways: copy the prompt and paste into Claude for a one-off run, or install as a permanent Claude Skill that activates automatically. Step-by-step instructions →

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