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Negotiations Dashboard

The Negotiations Dashboard provides detailed case-specific negotiation management, settlement tracking, and communication tools for individual legal cases.

Negotiations Dashboard

Overview​

This dashboard is accessed by clicking on a Case Number from the Collections Dashboard and provides comprehensive negotiation management for specific legal cases, including:

  • Settlement offer management
  • Communication tracking
  • Payment arrangement negotiations
  • Case-specific collection activities

Key Features​

Firm Contact Card​

Firm Contact Card

The firm contact card provides integrated communication tools with Ring Central and email provider integration:

Communication Buttons​

  • 📞 Phone Button: Click to dial firm phone number via Ring Central integration
  • 📧 Email Button: Click to open email to firm contact via user's email provider
  • 📠 Fax Button: Click to send fax to firm fax number via Ring Central

Contact Information Display​

  • Firm Name: Law firm name (e.g., "PACIFIC CREST LAW FIRM")
  • Phone Number: Direct dial number with click-to-call functionality
  • Email Address: Firm email with click-to-email functionality
  • Fax Number: Fax number with click-to-fax functionality
  • Physical Address: Complete firm location and mailing address

Patient Details Card​

Patient Details Card

The patient details card displays comprehensive patient information with integrated communication capabilities:

Patient Information​

  • Name: Patient full name (e.g., "Baggett Baggett")
  • DOB: Date of birth with calculated age (e.g., "05/01/2025 (Age: 0)")
  • Language: Patient's preferred language
  • Gender: Patient gender
  • Marital Status: Current marital status

Patient Communication (Ring Central Integration)​

  • 📞 Phone Button: Click to dial patient phone number via Ring Central
  • 📧 Email Button: Click to email patient via user's email provider
  • 🏠 Home Address: Patient home address with location icon
  • 🏢 Work Address: Patient work address with location icon

Additional Features​

  • 📷 Photo ID Button: Access patient photo identification
  • Patient Icon: Visual patient identifier in the interface

Firm Financial Summary​

Firm Financial Summary

The firm financial summary provides comprehensive financial metrics for the law firm's relationship with Case Clinical:

Financial Metrics​

  • Total Dates: Total dates of service that patients retained by this law firm have booked with Case Clinical providers
  • Total Accounts: Total number of case accounts/codes billed for those dates of service
  • Total Billed: Retail bill total created for these accounts (derived from fee schedule table lookup)
  • Total Collected: Total payments that have been received from this firm
  • Total Allocated: Site cost paid to providers up front + interest owed (borrowed from warehouse line to pay providers)
  • Total Returned: Payment minus Allocated amount (in dollars)
  • Average ROR: Return on investment ratio (Return ÷ Allocated)
  • Average Time Out: Grouping by maximum care received by patient:
    • Chiro | PT only
    • Pain Management
    • Surgical | TBI

Calculation Details​

  • Total Billed Formula: Code lookup against fee schedule × quantity
  • Total Returned Formula: Total Collected - Total Allocated
  • Average ROR Formula: Total Returned ÷ Total Allocated
  • Interest Calculation: Warehouse line borrowing cost for provider advance payments

Case Search and Filtering​

Case Search

The case search functionality allows filtering of firm case details:

Search Features​

  • Search Bar: Filter cases by case number, patient name, or other case details
  • Real-time Filtering: Results update dynamically as you type
  • Case Navigation: Quickly locate specific cases within the firm

Firm Case Details Table​

Firm Case Details

The firm case details table displays all cases for the selected firm with comprehensive financial information:

Table Columns​

  • Case: Case number and description with patient/incident details
  • Dates of Service: Number of service dates for the case
  • Case Accounts: Number of individual accounts/codes billed
  • Billed Charges: Total charges billed for the case
  • Collected: Amount collected from the firm for this case
  • Site Cost Allocated: Cost allocated to providers for this case
  • Returned: Net return amount (Collected - Allocated)
  • Rate of Return: Return percentage for the case
  • Time Out (Months): Duration of case in months

Interactive Features​

  • Searchable: Filter cases using the search bar above
  • Sortable Columns: Click column headers to sort data
  • Pagination: Navigate through multiple pages of cases (Items per page: 5, showing 1-5 of 224)
  • Case Links: Click case numbers to access detailed case information

Outside Medical Bills (Pro Rata Analysis)​

Outside Medical Bills

When a firm's negotiator offers less than 80% of billed/retail charges, the Outside Meds section is used to ensure fair "Pro Rata" settlement distribution:

Trigger Condition​

  • 80% Threshold: Activated when settlement offer is below 80% of retail charges
  • Pro Rata Verification: Ensures Case Clinical receives proportional settlement to other providers

Outside Bills Summary​

  • Outside Bills Count: Number of medical bills outside Case Clinical's network
  • Total Billed: Combined total of all outside medical bills
  • Medicare Paid: Amount paid by Medicare for outside services
  • Medical Paid: Amount paid by other medical insurance
  • Promise to Pay: Amount firm committed to pay for outside bills
  • Pro Rate: Percentage rate offered to outside providers

Outside Bills Detail Table​

  • Provider Name: Name of outside medical provider
  • Bill Amount: Total charges from outside provider
  • Promise to Pay: Amount firm agreed to pay this provider
  • Who Paid: Original payer (Medicare, Medi-Cal, Commercial Insurance, Presettlement Cash Advance)
  • How Much: Amount paid by original payer
  • Upload Copy: Upload requirement for outside bill documentation

Pro Rata Calculation​

  • Comparison Logic: If outside providers received 65% settlement, Case Clinical should receive at least 65%
  • Fair Distribution: Ensures proportional treatment across all medical providers
  • Documentation Required: Outside bills must be provided for verification
  • Settlement Justification: Validates settlement offers against industry standards

Bills Details Grid​

Bills Details

The bills details grid displays all Case Clinical bills for the case with comprehensive financial analysis:

Table Columns​

  • Network: Provider network status (In Network, Out of Network)
  • Facility: Vendor/provider name (e.g., "Highland Group")
  • Account: CPT code and service description
  • Service Date: Date of service (YYYY-MM-DD format)
  • Retail Charges: Original billed amount in dollars
  • Offer: Amount negotiator has offered for this account
  • % of Billed Charges: Offer ÷ Retail Charges (as percentage)
  • Reduction: Retail Charges - Offer (in dollars)
  • Payment Received: Amount attorney has actually paid
  • Balance: Retail - Reduction - Payment Received (in dollars)
  • Pro Rata: Calculated fair offer based on outside provider settlements
  • Cost: Amount paid to provider + accrued interest
  • % of Site Cost: Offer ÷ Site Cost (as percentage)
  • Interest: Total interest accrued on site cost
  • ROR: Rate of Return as percentage
  • Notes: Bill-level negotiation notes with negotiator

Calculation Formulas​

  • % of Billed Charges: (Offer ÷ Retail Charges) × 100
  • Reduction: Retail Charges - Offer
  • Balance: Retail Charges - Reduction - Payment Received
  • Pro Rata: Outside Med % × (This Bill Weight ÷ Total Retail) × Total Retail × Pro Rata %
  • % of Site Cost: (Offer ÷ Site Cost) × 100
  • ROR: ((Offer - Site Cost) ÷ Site Cost) × 100

Filtering Options​

  • All Network: View all bills regardless of network status
  • In Network: Filter to show only in-network providers
  • Out of Network: Filter to show only out-of-network providers

Financial Information Management​

Edit Financial Info

Negotiators provide key settlement financial data that updates the case summary and charts:

Edit Financial Info Form​

  • Settled Amount: Total settlement amount agreed upon (e.g., $50,000.00)
  • Attorney Fee: Legal fees charged by the attorney (e.g., $2,500.00)
  • Attorney Costs: Case costs incurred by the attorney (e.g., $20.00)

Financial Summary Dashboard​

Financial Summary

The financial summary provides comprehensive breakdown of settlement distribution:

Settlement Overview​

  • Settled Amount: $50,000.00 (Amount Settled - displayed in green banner)
  • Settlement Breakdown: Includes case cost analysis

Attorney Portion Breakdown​

  • Attorney Portion: 0.09% ($45.00)
  • Attorney Fee: 0.05% ($2500.00)
  • Attorney Cost: 0.04% ($20.00)

Medical Portion Analysis​

  • Mediation: 4.00% ($2000.00)
  • In Network: 0% ($0)
  • Out of Network: 0% ($0)
  • Outside Meds: 4.00% ($2000.00)

Client Portion Summary​

  • Client Portion: 0% ($0)
  • Client Funding: 0% ($0)
  • Remainder: 0% ($0)

Visual Charts​

  • Settlement Breakdown: Donut chart showing Med Portion distribution
  • Meds Breakdown: Pie chart including outside meds analysis

Case Information Summary​

  • Case Details: Complete case information and current status
  • Outstanding Balance: Total amount due for the case
  • Payment History: Record of all payments and adjustments
  • Integrated Communications: Ring Central and email provider connectivity

Settlement Management​

  • Active Offers: Current settlement offers and their status
  • Offer History: Complete history of all settlement negotiations
  • Approval Workflows: Settlement approval and authorization processes
  • Expiration Tracking: Monitor offer expiration dates and responses

Communication Tools​

  • Email Integration: Send and track settlement communications
  • Call Logging: Record phone conversations and follow-ups
  • Document Management: Store and manage negotiation documents
  • Activity Timeline: Chronological view of all case activities

Payment Processing​

  • Payment Plans: Create and manage structured payment arrangements
  • Partial Payments: Process and track partial settlement payments
  • Payment Scheduling: Set up automated payment reminders
  • Adjustment Processing: Handle payment adjustments and corrections

Access Methods​

  • From Collections Dashboard: Click any Case Number in the Legal Case Summary table
  • Direct URL: Navigate directly using case-specific URL parameters
  • Search Function: Search for specific cases using case numbers or patient names

Return Navigation​

  • Back to Collections: Return to the hierarchical collections grid
  • Case List: View all cases for the same firm
  • Dashboard Home: Return to main admin dashboard

Workflow Integration​

Collections Process​

  • Integrates with the main collections workflow
  • Updates case status in real-time
  • Synchronizes with firm-level collection activities
  • Maintains audit trail of all negotiation activities

Reporting​

  • Case-specific negotiation reports
  • Settlement success tracking
  • Communication activity summaries
  • Payment arrangement compliance monitoring

Quick Actions​

  • Create new settlement offers
  • Send payment reminders
  • Schedule follow-up activities
  • Process payments and adjustments
  • Generate case reports
  • Update case status

Permissions & Access​

Negotiations Manager: Full access to all negotiation functions Collections Specialists: Case-specific negotiation access Settlement Coordinators: Settlement offer creation and management Customer Service: Limited access for payment processing and inquiries Legal Team: Read-only access to negotiation history and documentation

This page will be expanded with detailed functionality documentation as we continue to document the negotiations features.