Mike Swanson
46485af009
Author: Mike Swanson Machine: DESKTOP-0O8A1RL Timestamp: 2026-05-12 17:13:53
6.5 KiB
6.5 KiB
Grabb Durando — AI Demand Review System
Client: Grabb Durando (plaintiff personal injury law firm, Arizona) Contact: Robert Grabb — rgrabb@grabblaw.com Project start: 2026-05-12 Status: Scoping / pre-quote
What They Want
Robert has designed a full AI-assisted workflow for preparing pre-suit demand packages (Phase Two Package, delivered 2026-05-11). He wants ACG to design and implement the technical system.
The workflow:
- Staff copies a 11-subfolder template into a client case file
- Drops relevant documents into categorized folders (medical records, police report, bills, liens, etc.)
- Uploads to a "firm-approved AI" — runs a standard prompt
- AI produces: case snapshot, liability summary, medical chronology, specials summary, missing items, strengths/weaknesses, draft demand letter
- Staff saves AI output to folder 11 (AI Output)
- Attorney reviews and approves before anything is sent
The "firm-approved AI" is the piece ACG is building.
Their Environment
- Case management: Leap (legal case management software)
- File storage: Network/file server (not SharePoint/OneDrive)
- M365: Yes (existing MSP client, ACG-managed tenant)
- Inky/GuruProtect: Yes (visible in email headers)
Implementation Decision
Custom Claude API application — a web UI where staff:
- Selects a case, uploads documents from each category
- Sees a pre-flight checklist (which categories have docs, which are empty)
- Clicks "Generate" — app sends documents + standard prompt to Claude API
- Reviews structured output on screen
- Downloads/saves output as DOCX or PDF to the AI Output folder
This approach:
- Gives the firm a single, controlled access point (no staff wandering to personal ChatGPT)
- Enforces the standard prompt (staff can't accidentally use the wrong one)
- Creates an audit log (who ran what case, when)
- Is hosted and managed by ACG
Standard AI Prompt (from Robert's docs)
You are assisting a plaintiff personal injury law firm in Arizona with a pre-suit demand package.
Review the uploaded materials for this case. Prepare the following:
1. One-page case snapshot
2. Liability summary
3. Medical chronology by date and provider
4. Medical specials summary by provider
5. Summary of liens, LOPs, MedPay, or reimbursement issues if shown in the documents
6. Missing records, missing bills, or missing information
7. Case strengths
8. Case weaknesses or defense arguments
9. Questions for staff or attorney review
10. Draft settlement demand letter
Important instructions:
Do not invent facts. Do not assume facts not shown in the documents.
If something is unclear, say "unclear from the materials provided."
If documents are missing, identify what is missing.
Separate confirmed facts from assumptions.
Use a professional plaintiff personal injury tone.
Do not include legal citations unless specifically requested.
Do not send anything. This is a draft for attorney review.
After preparing the demand letter, create a short checklist of facts that staff or attorney must verify before the demand is sent...
Document Categories (the 11-folder structure)
| # | Category |
|---|---|
| 01 | Intake and Client Facts |
| 02 | Liability Documents |
| 03 | Photos and Videos |
| 04 | Insurance and Claim Info |
| 05 | Medical Records |
| 06 | Medical Bills |
| 07 | Liens and LOPs |
| 08 | Wage Loss |
| 09 | Adjuster Correspondence |
| 10 | Prior Offers and Demands |
| 11 | AI Output (where output is saved) |
Work Breakdown & Quote Basis
Phase 1 — Discovery & Design (4–6 hrs)
- Review Leap document structure and how docs are accessed/exported
- Define user roles (staff vs. attorney — read-only output?)
- Document size and format limits (PDF, DOCX, JPG, PNG, TXT)
- Decide hosting location (ACG-managed server or small VM)
- Design the app flow and UI wireframe
- Select Claude model (Sonnet for quality vs. Haiku for cost)
- Technical design doc
Phase 2 — Development (18–28 hrs)
- Document upload UI with per-category slots and pre-flight checklist
- Document text extraction: PDF (pdfplumber/PyMuPDF), DOCX (python-docx), images (Claude vision)
- Claude API integration with the standard prompt
- Structured output display: each of the 10 sections rendered clearly
- Download output as DOCX or PDF
- Per-case audit log (who ran, when, which documents, which Claude model/version)
- User authentication (simple — not AD-integrated in v1)
- Basic admin panel: manage users, view audit log
Phase 3 — Testing & Prompt Refinement (4–6 hrs)
- Test with sample/redacted case documents
- Tune prompt for output quality
- Review with Robert and one staff member
- Edge cases: missing docs, large PDFs, image-only docs
Phase 4 — Deployment (3–4 hrs)
- Deploy to ACG-managed server (Linux VM or Windows)
- SSL certificate
- Configure for firm's network access (internal or VPN-accessible)
- Backup configuration
Phase 5 — Training & Documentation (3–4 hrs)
- 1–2 hour staff training session
- Written user guide (PDF)
- Admin documentation for ACG
Total estimated hours: 32–48
Ongoing / Recurring
- Claude API usage: ~$0.05–$0.30 per demand package (Sonnet, depends on doc volume) — pass-through or light markup
- Monthly hosting/maintenance: included in MSP contract or separate line item (~$50–75/month)
- Annual prompt review/update: 1–2 hrs
Quote Ranges
| Tier | Hours | Rate | Range |
|---|---|---|---|
| Low | 32 hrs | $125/hr | $4,000 |
| Mid | 40 hrs | $135/hr | $5,400 |
| High | 48 hrs | $145/hr | $6,960 |
Recommend quoting as a flat-fee project with a defined scope, plus a change-order clause for Leap integration if they want direct file server/Leap connectivity in v2.
Open Questions (for discovery call)
- How many users will need access? (affects auth complexity)
- Does Leap have an API or document export format? (affects file server integration)
- Where are case documents stored on the file server — is there a predictable folder structure per case?
- Does Robert want staff to manually upload each document, or pull from a case folder path automatically?
- Any requirement to retain AI output within Leap (vs. just saving to the file server)?
- Timeline expectation?
- Budget ballpark?
Source Materials
Stored in: clients/grabb-durando/extracted-attachments/
AI_Demand_Review_Phase_Two_Package.docx— full Phase Two packageAI_Demand_Review_Checklist (2).docx— standalone checklistzip-contents/AI_Demand_Review_Phase_Two/AI Demand Review - TEMPLATE/— full folder template + all source files