RingCentral Video Meeting Transcript - 06 Sept 2023

RingCentral Video meeting 06 SEPT 2023, 13:02 ID: 358-957-937 TRANSCRIPCIÓN James Zamora 0:07 All right, so, uh, let me share my scr...

RingCentral Video meeting 06 SEPT 2023, 13:02 ID: 358-957-937 TRANSCRIPCIÓN James Zamora 0:07 All right, so, uh, let me share my screen. James Zamora 0:19 Okay, let me know if you all can see it. Isabel Martinez 0:25 I can see it. James Zamora 0:28 All right, perfect. So, um, the basics of being organized here is compartmentalizing , right, what does that mean? Basically, you have information that needs to be shared, that needs to be organized into file line and drop box so that everyone a case manager or someone from P D a dr. can locate easily. What you have done, right, so the first thing I want to talk about here is the file line steps, right? So we always use incident info, proper damage insurance information. Not only us, okay? So everyone has access to this and everyone is looking more information here, so it is really important to keep everything updated because I have seen some cases here where these tabs are empty, right, so we have to have as much information as we can into file 1, yes, um, let us say you have your notes in 1 task, let us say. James Zamora 1:46 This test is store property damage, and you are putting like 30 or 40 comments into 1 single task, imagine a case handler or a dr., another partner wants to help you in this case, looking over all those comments, all those notes, to find some information that you can easily input into 1 tag, e.g., this is something it is rarely seen here, and I would like everyone to take notes of the of what is important here, 1 of the most important information your data would be the time of the accident, right, not just date, but the time as well as the exact location so that we can know how the accident happened and what was the condition of light when the accident happened, right? So it is written for you all to basically have. With the Internet input app, like I said, what else, passengers in this case, these clients did not have any passengers, but now let us say she did, you can input whatever, let us say A is Eric Daniel, A is a passenger, you are going to put it here so that we can know that this person is related to the case and that and it is under the same claim, you know? James Zamora 3:19 Same as witnesses, right? If we have any witness, any potential witness, even the name, even a phone number does not matter, just put it here. Yes, there was a witness. And here is the contact info information. All right, the vehicle location is also 1 of the most important data we need to have in hand, right? Not just us, the Whole law firm needs to know where the vehicle is located for many reasons. Right, so always keep all these tasks. I am sorry, tabs updated. I have seen some people that put the body shop information under proper damage. And well, sure, then you can do it, but please put it here, it is easier, okay? Um, same thing with the Vehicle gear make model, right, very important. You have it here and well, that is something most people do not do. James Zamora 4:15 So please note that this is really, really important to having had, right, so like that we kind of go to activity and look at, um, all the tasks or all the notes or comments you have done right, because, whoa, There are a lot, right? And that is the second the second thing I want to talk about tests, right, so first of all, you will know that well, we use text for tests, right, e.g., hashtag p. D that is well, really interesting because basically you can take a look at what what we have done as the property damage department here, but also do not put a task that is going to include several things, e.g.. I cannot remember the case, but there was once a case handler that basically tasked me. She was quite new, so she did not know, but she tested me. James Zamora 5:18 Okay, so for 40 s, I take up cling with both insurance companies. Get the acknowledgment. Letter to get the tech page, get video footage and send the sr1 in 1 task, okay, so that is not efficient, okay, so you are going to put specific tasks for what you need to achieve, okay, your goal that is what a task involvement is about to achieve a goal in the short or medium term, not in The long term, okay, that is not efficient. So e.g., let us take a look here as you all can see other many tasks here, and that is because I test myself for the medium and short term task, I need to get right, any documents or anything I need to achieve, I will just test myself, right, e.g., 1 single test for requesting 911 call log and another for required the traffic like sequence report and another follow up with liability and not have it all into 1 S test like I do not know, investigate and then follow up with proper damage, okay, now what you can do better, right, you can test yourself for specific needs. James Zamora 6:42 Okay. So yeah, that is really cool. Not only we have hashtag property damage, we have hashtag second in tech, hashtag TCR. Hashtag liability status. So we can be more organized in that case so that if we need to find something e.g., our client mentioned in the second intake, you are just going to Put hashtag second intake right and you will see the task right away, same thing, TCR. You want to follow up as the T going well, go ahead the hashtag TCR. And you will find your task that is quite way more efficient, like I said, next thing file line has and this is wonderful, this is beautiful. If you go to vitals, you will see something your text. And this is basically what is most important in a case, right? E.g., in this case, it is really important that these client was frightened at the time of the accident for quite a few months, actually, so that was really dangerous and who that is why This is a Tier 101 case, right?  James Zamora 7:58 Not only because of injuries, but because she was pregnant, okay? Um, another thing is that the the liability here is disputed even though we have a TCR in a 111 call log and the traffic like sequence report. Well, guess what? Um, sometimes well. A James are like that. So I want to show you that texts are really is easy to input and they are really helpful. E.g., let us say you get out label, they accept it. So you just put that, accept a liability and here you will see it is in green so well that is even better, right? Phone you will see easily that Li was accepted already. E.g., let us say that you have not taken a look at this case for a while. So you just go to vitals and you will see basically was what this case is all about, okay? Den liability also has. James Zamora 9:07 Do not know what happened here. Den label also has a out here. It is, it is a red flag. Okay, so you can put e.g., prop is another red leg and things like that. You know, that can save some time. Well, at least help your brain help your memory. You do not know everything from your memory, okay? Maybe Well, you are quite new, but sometime you will find yourself with 67,100 cases or something like that and well, you can help your brain and yourself and save some time by basically doing these things, right? What else, let us continue with tags. Okay, um, you want to fill all the taps you can, okay? Not only for you, but for the rest of the law firm. It is important to know if the client is doing the only the vehicle, right, if it is going to be total loss of repeal if we know it right. James Zamora 10:14 What we are missing here, this is very important initial document here, basically this is going to tell you what we are missing with insurance companies. And if you go down, you will see deck pages if we are missing them, if we are missing the estimate, the supplement , the total loss market valuation, the undercarriage , something like that, okay? So, uh, please have all the tabs updated as much as you can, right? Same thing goes with basic information, like the insurance information, um, if you have the as information, just put it here. Please put all the coverages the client has as much as you can. E.g., we have met paid so put the may pay out. We have collision, but the deductible amount and also re informing here the notes on their insurance information, you want to always use this to put this the vehicle that this person was driving as well as the license plate if we had it, okay, so this is real going to help you in all the property damage process, okay, not only at the beginning, not at the middle, but at the end as well. James Zamora 11:35 It is always going to be useful to have this information in hand when you call insurance companies and adjusters and same goes with dependant, okay? So you you will have to do this for both quantitative and dependent and if there is a second dependent, well go ahead, go for it. It is going to help you do it, have it all updated, e.g., status of liability, right? Um, in this case, well, I said the label is going to be disputed, so I am not going to worry about this because in this specific case we are going to arbitration and that is it. Now let us go to Dropbox drop offs is even easier. So all you have to do because well, Dropbox is already created by case handlers is having all the documents you receive organized if you receive something from dependants , insurance, any letter or anything, right, you have have to go dependency insurance and basically upload all the documents you may you received from the adjuster or something like that, right, same Thing happens with plaintiffs, insurance, right, with investigations , e.g., James Zamora 12:54 in this case, we have the traffic light sequence report, so things like that, reports 911 call logs, everything that is not a TCR. Why, because there is. A traffic collision report folder already. So let us use it as well. E.g., we go here and you will find the TCR is not going to help you, but it is going to help all of us. The whole law firm, like I said, this whole thing of being organized is not going to save you time only, right, but others other people, right, e.g., a dr. or the case handler, right, that that way they will not have to reach you They will not have to message you for information that they can easily find in these tabs. In your comments in your task. Okay, any questions so far? Alexander Diaz 14:04 I'm a g I. Liz Torres 14:07 I'm good to. Ed Cortés 14:10 Oh, clear. James Zamora 14:14 So all right. Eliana Rivera 14:15 like maybe like a list of the recommended tasks that people should be doing? Like especially for the new ones, you know, something that they like, you know, something because I know you are very much organized and like, hey, you know what these are the tasks that I do, maybe you would want I do not know, I know, things are going to change now that the assembly line, but so I do not know, but that was just a recommendation. James Zamora 14:44 Well, absolutely. Let us see. I have a very, very new case. I mean, it is less than 24 h and 11 years double check. Okay, I hear what I have to do here. So e.g., I have not even done the second intake here and I already test myself for the following, um, we will send the yes or 1 that is going to be a task that you will always. Eliana Rivera 15:08 We just give the name and then whenever they have time they can just go look at it that way, you know? We do not make the meeting so long. Just give them the name. John, you know, this is something just as an f y it does not mean that you have to do it because I know things are going to change starting this month, but this is just an f y for the new ones. This is how a case should look, what you should be doing as soon as you get it, you know, be self efficient and so forth. Jen Mimo 15:35 Thank you. Well, right us you we have been told James Eliana from Liz and Alex and everything that what we do right now when we get a task, we do the task right and if we have like passengers on that like lower and then we go to the passenger tab and then we update all of that like insurance information that we already send the Lord letter and and we also leave a note on 5 line that says that we did that up to now. That is just what we are like doing, working with the passengers and also tabbing ourselves like follow up the acknowledgment letters from defending a plaintiff and like that and leaving notes. Like that. Eliana Rivera 16:25 You know how to read. Well, that is another another training but I really I got a case today, which is 1 of my cases. Somebody went and changed the you I am on the declaration page, they put this client did how you I am the client did not have you. You m so what? Well, I am going to get with Liz to make sure that you all know how to read these declaration pages because right away the case manager there are new as well was like, No worries, we have you and I am like, No, we do not. I am like, I know this client does not have, um, he is like, Yeah, it is on FAB and I want to go check File B. And sure enough, somebody had changed it. So we just have to be very careful on what we are. We are putting to make sure that we are putting it right because that those are the quick 6 you with 1 of the quick 6 that is very important and it kind of guides the case. Eliana Rivera 17:14 Managers on where to send the clients for doctors because they think that there is more money to use. You know, it was 1 of my cases today that I came across that and I was like, No, no, no, this person does not have you. So, you know, we will get to that. We know we are we are learning and We appreciate James what he is doing. And it just do not ever think 1 question is done. We are not we all been in your shoes. I have been there to make mistakes, you know what I mean? It is a learning process and we are all here for each other. Or yeah, case handlers put accepted liability and it is not so many times I have already let them know, do not change, nobody should be changing the set of liability and if they are changing it, you need to task the person that is assigned to that case so they could know or like if you get a deck page Is that person like if it is 1 of my cases, you get my deck page, just put, you know, hashtag P D + Eliana, I have to be checking my no mentions every time. Eliana Rivera 18:08 So if it is c semi pasi I I should be checking that. So always cover yours back with, you know, tagging Liz or tagging the prime main priority person, and I think we will be good. James Zamora 18:25 Sounds great, yes. So a very important mention here is that case handlers will not look at your comments. We will not look at your notes. We are going to look at file line and that is it. If you put wrong information in line, they are going to take it as truth. So please make sure it is all up. To date and it is all right. It is all correct in 5. All right, any other question we are going to organize? James Zamora 18:58 Quite right. Jayve Fernandez 19:11 the same task, you know, it will be easy for us, we will recognize it even if the if even if I am absent, so If we look on these tags, everybody would know. Yeah. Can we do that? James Zamora 19:26 Well, I mean, I am sure we can use hashtags, but if you are talking about like specific tasks, uh, what are we are saying here is that other specific cases, you have to test yourself for short term goals, okay, short term achievements that well, you you need to get some documents on things like that in the short term, so you will task yourself for that, and that way will anyone who reads 1 or 2 paragraphs of where you are hearing there will know what this case is, where the cases that basically right, what was the last option? Jayve Fernandez 20:04 Sounds great. James Zamora 20:11 So, yeah, basically, um, the main goal here is to keep not on yourself, but everyone else updated into your case, okay, so basically let us say that, okay, I am I am a case manager, I am going to review your case I have not seen before, so I should be able to get at least the most important information from file line from the tags and from your notes, okay, from basic tasks, e.g., if you if you have done the second ready or if you have sent the the Lors and things like that, we will have to have that in hand for people right that are going to take a look at our case of or maybe our case will get transferred to another PD manager and we will well let us make our lives easier between ourselves, right? So, yeah, that is the main purpose here. James Zamora 21:16 All right, okay. Um, by the way, hashtags Karol says we are going to provide updated hashtags for public permit soon with the new well, you know, the new system that is going to be implemented. So, yeah, do not worry about that. Jayve Fernandez 21:34 All right. James Zamora 21:41 Okay, sounds good. So any other questions, any other comments, something that you would like to Alan Franklin 21:49 Yeah. Do we also get, like the people that in the office whenever they receive the sometimes they get the acknowledgment letters or sometimes they send things into the office,  James Zamora 21:50 know? Alan Franklin 22:00 like, come they do notify us too on file whenever they upload it to Dropbox, sometimes they do not, you know what I mean? We have to, like, go in there and search and find out. Eliana Rivera 22:09 You get an email? James Zamora 22:11 Yeah. Yeah, so they send an email, uh, if let us say e.g., they got the acknowledgment letter on the mail so they will get you will get an email, we all get an email, they want to upload to file line, just make sure to yeah, we will be aware that we have this and upload it yourself, okay? They are going to upload it to Dropbox, but 905, Alan Franklin 22:35 Okay. I got you. Cool. James Zamora 22:38 so yeah. Yeah, and well, let us say it is the only 1 around. So you you will receive something yourself, okay? And you upload into line, please always upload it into drawbacks as well, so. Alan Franklin 22:53 Are you guys going to be able to, uh, let file Vine do the edits, like on some of the the forms that we we we draft. Alan Franklin 23:09 Yeah, I think they were going to do something like that that we are going to modify it so we can just go ahead and edit the the the forms right there and then off the following you do not have to like use Microsoft Word or Google Docs or I do not know, it was it was something like that. Liz Torres 23:26 I think it was mortified already, Alan. Rachel Velarde 23:27 They were trying to see if it was they were trying to see if paying for it was going to be worth it, but if you have word, you can upload it like press the edit and it will go directly to your word. And you can just edit there and sign there. Alan Franklin 23:49 Yeah. Okay. Something like that. James Zamora 23:57 Well, it has not been implemented yet, you know, we will we will see how that goes but in the meantime, uh, yes, make sure you have all your documents, um, as polished as possible, okay? Well, have it all like organized in your documents, what you what you are going to send, e.g., to an adjuster and things like that. So, like, keep it professional though, like, simple and neat, okay? I am working, all right. Well, so you have a little test about being organized. It is quite simple. It is basically common sense here, right? So, well, you all should not have any problems here with the test, okay? But anyway, good luck you. Jen Mimo 24:56 Thank you. Alexander Diaz 24:57 3. Jen Mimo 24:57 Yes, thank you, James. James Zamora 24:57 All right. Jen Mimo 24:58 Mm hmm. Jayve Fernandez 24:59 Thank you, James. James Zamora 25:03 Okay. So yeah, I think next week we are going to have the training on the second name take and the importance of the the second take. And that is why we did not talk about this task here today, okay? We are going to take a deep look into it, but in the meantime, that will be it, okay? I hope this has changed your mindset. James Zamora 25:32 All right. Well, good luck you. So. Liz Torres 25:36 Okay. Alexander Diaz 25:36 Thank you, James. Liz Torres 25:36 Thank you. Jayve Fernandez 25:38 Thank you. Mich Preciado 25:40 Thank you. Jen Mimo 25:40 my team. Isabel Martinez 25:41 And. Mich Preciado 25:42 Bye. Alan Franklin 25:43 Thank you. Thank you.