California PI Firms · $5,500/month · Limited availability
Your Firm Runs Cases.
We Run Everything Behind Them.
Done-for-you intake management, medical records collection, case administration, and demand preparation — with a dedicated paralegal team, a purpose-built system, and accountability you can see.
- Dedicated paralegal team per firm
- CounselWorks OS portal included
- NDA signed before any work begins
- California PI specialists
(vs. 5–6 mo internal)
Why California PI firms reach out
The Pipeline Isn't the Problem.
What's Behind It Is.
Most California PI firms don't have a case quality problem. They have an operational drag problem — and it compounds quietly until it's expensive. The intake call that wasn't followed up. The medical records outstanding at month five. The managing partner who hasn't billed a full day in two weeks because she's been managing coverage for a vacancy.
Medical records sitting outstanding for 4–6 months
No structured follow-up. Providers don't respond to single requests. Files stay incomplete until someone remembers to chase — and no one has time to chase.
Qualified leads lost because nobody followed up on day two
Your intake coordinator is handling case admin, scheduling, and a dozen other things. Follow-up depends on whoever has a free hour. Nobody does.
Attorneys spending billable hours on case administration
Reviewing checklists, chasing status updates, covering paralegal vacancies. At $350–$500/hour, that's your most expensive resource doing your least valuable work.
Paralegal turnover taking institutional knowledge with it
When a paralegal leaves, the workflow leaves with them. Rebuilding takes 60–90 days of recruiting, 90 days of onboarding, and months before the new hire knows your cases.
One offer. Fully executed.
We Don't Do Tasks.
We Own the Pipeline.
CounselWorks is not a staffing agency. We don't place paralegals for you to manage. We take operational ownership of the pre-litigation pipeline — from first contact to demand-ready file — with a dedicated team, a built-in system, and performance accountability on every case.
Intake Management
Every inbound call answered, every lead qualified, every follow-up executed. First contact through client onboarding — no lead falls through a gap.
- Same-day call response
- Structured qualification against your criteria
- Follow-up on day 1, 3, and 7 for every lead
Medical Records Collection
Records requested on retention. Chased on a fixed schedule — not when someone remembers. Outstanding items escalate automatically before they become critical.
- Day 3, 7, 14 follow-up per provider
- Supervisor escalation at day 21
- Attorney alert at day 30
Case Administration
Every active case runs on a structured checklist with a named owner. File organization, status tracking, deadline coordination — running continuously across your full caseload.
- Case readiness score updated in real time
- Complete activity log on every case
- No status calls required
Demand Preparation
Demand letter drafts, medical summaries, case chronologies — QA-reviewed before delivery. Every output labeled "Draft for Attorney Review Only."
- 48-hour draft turnaround SLA
- QA supervisor review on every deliverable
- Verification checklist with each draft
This is not a menu. Every client receives all four components. That is the offer.
CounselWorks OS
You Don't Just Get a Team.
You Get the System They Run On.
Every client gets access to CounselWorks OS — a purpose-built legal operations platform that gives your firm real-time visibility into every case, every request, and every deliverable. This is how you supervise a remote team without managing them.
Case status — no calls required
Every active case shows a readiness score, a plain-language health summary, and a checklist of what's complete and outstanding. You see where each file stands in seconds.
Request center — plain language, structured execution
Type what you need. Your dedicated paralegal confirms the assignment and ETA, then updates you in the same thread from start to delivery. No ticket system. No forms.
Document organization — nothing gets lost
Every record organized by case, classified by type, accessible through the portal. Received date, source, and review status — all logged.
Drafts inbox — labeled, verified, ready
Every draft delivered here with a QA checklist confirming what was verified against source documents. Full revision history preserved.
Activity timeline — complete audit trail
Every status change, follow-up, and document receipt logged in plain language. Verify that what was supposed to happen, happened.
"Treatment complete as of March 14. Valley Imaging billing record outstanding — follow-up scheduled Thursday. Demand draft on track for April 4."
Most firms manage operations through spreadsheets, email threads, and institutional memory. When someone leaves, the system leaves with them. CounselWorks OS means the system stays — regardless of what happens on any individual case or any individual day.
Fit
Built for California PI Firms
Ready to Operate at Scale.
We're direct about fit. This service was designed for a specific operational profile — and we'd rather tell you we're not the right match now than discover that mid-engagement.
This is for you if:
- You're a California-based plaintiff personal injury firm
- You're running 50–300 active cases
- You've had a staffing gap, vacancy, or operational failure in the last 12 months
- Your attorneys are spending time on administrative work they shouldn't be
- You want a partner who owns the outcome — not a vendor who executes tasks
This is not for you if:
- You have fewer than 30 active cases
- You're looking for the cheapest way to handle admin
- You need someone physically present in your office
- You want to manage individual paralegals directly
- You're comparing us to $1,500/month VA services
From first call to demand-ready file
Operational Ownership.
From Day One.
Onboarding Weeks 1–2
Your dedicated lead paralegal is assigned before we do anything else. We spend the first two weeks in structured onboarding: reviewing your workflows, configuring CounselWorks OS for your firm, and establishing SLA protocols. Nothing starts until the foundation is right.
What you have at the end: A named primary paralegal. A fully configured firm profile. A documented SLA schedule. Intake ready to go live.
Intake Operations Ongoing
Your inbound calls are handled by your dedicated team. Every lead is qualified, logged in CounselWorks OS, and followed up on a defined schedule. Retained clients are onboarded and introduced to the case administration workflow.
What you see: Real-time intake pipeline in CounselWorks OS. Every lead, every status, every follow-up logged — without asking anyone for an update.
Case Administration Ongoing
Every active case runs on a structured checklist. Medical records are requested immediately and chased on the day 3 / day 7 / day 14 sequence. Outstanding items escalate automatically. Your team updates case status in real time.
What you see: Case readiness scores for every active file. No spreadsheets. No "let me check with the paralegal."
Demand Preparation As cases mature
When a case is approaching demand-ready status, your team prepares the demand letter draft, medical summary, and case chronology — QA-reviewed by a supervisor before delivery.
What you receive: A draft labeled "Draft for Attorney Review Only." A verification checklist. A revision thread if changes are needed.
Continuous Operations Month 2 onward
CounselWorks is not a setup project. It is an ongoing operational layer that runs your pipeline, month after month, scaling with your caseload — without requiring you to hire, train, or manage additional staff.
Pricing
One Service. One Price.
No Tiers. No Surprises.
A single monthly retainer. Every component included. No add-ons, no per-case fees, no hidden variables.
+ $1,500 one-time onboarding fee
3-month minimum · then month-to-month
What's included — every client, no exceptions:
- Dedicated lead paralegal — your named point of contact
- Support pod (2–3 additional paralegals)
- QA supervisor review on every deliverable
- Full intake management (calls, qualification, follow-up)
- Medical records collection with structured escalation
- Case administration and checklist management
- Demand draft preparation (letters, summaries, chronologies)
- CounselWorks OS client portal — full access
- NDA executed before any work begins
- SLA-backed performance accountability
The math:
Before counting accelerated settlement revenue from faster records collection.
Month-to-month after the 3-month minimum. No long-term contract.
Before you apply
What Firms Ask.
VAs execute individual tasks when assigned. CounselWorks owns a workflow end to end. Your dedicated lead paralegal manages your pipeline, flags gaps proactively, and has a QA supervisor reviewing every output before it reaches you. The system enforces accountability — it doesn't rely on individual initiative.
That's the only practice we support. Our team is trained specifically on California plaintiff PI workflows — Medi-Cal lien tracking, MICRA considerations, insurance carrier follow-up protocol, and the document requirements for California demand packages. We do not generalize across practice areas.
CounselWorks OS logs every action, document receipt, and status change on every case. Every draft includes a verification checklist showing what was confirmed against source documents. Every intake call is scored on a documented QA rubric. You don't need to manage the team — the system makes verification possible without supervision.
Your institutional knowledge is in CounselWorks OS, not in any individual. Case history, documents, checklists, and workflow notes are all in the system. A paralegal transition is a managed handoff — not a knowledge cliff.
No. CounselWorks is one integrated service. The value comes from owning the full pre-litigation pipeline — handling one piece while you manage the rest creates the same coordination gaps we exist to eliminate. Partial engagements aren't something we offer.
No. Three-month minimum commitment — enough time to onboard properly and demonstrate measurable results. After that, month-to-month. We want to earn the renewal, not lock you in.
Built for California PI practice
Built on the Workflows
California PI Firms Actually Use.
CounselWorks was designed from the inside out — built on the actual operational structure of California personal injury practice, not adapted from a generic outsourcing model.
The document collection sequences follow the escalation logic that experienced PI paralegals use: day 3, day 7, day 14, supervisor alert at day 21, attorney alert at day 30. The intake qualification criteria are calibrated to California plaintiff firm standards.
The system was not designed to be easy to build. It was designed to make demand-ready files faster, more complete, and more consistent than an internal team operating without infrastructure.
Dedicated Ownership
Every firm has a named primary paralegal who owns the relationship and the workflow. Not a rotating team. Not a shared queue. One person who knows your cases, your clients, and your standards.
System-Enforced Accountability
CounselWorks OS tracks every SLA, every document request, every follow-up, and every deliverable. When something is due, the system surfaces it. When something is late, the system escalates it.
QA on Every Output
Every draft, every intake summary, and every case update passes through a supervisor review layer before delivery. The QA rubric is documented and consistent — not dependent on any individual reviewer's standards.
Accepting new clients on a limited basis
Apply to Work With CounselWorks.
We work with a limited number of California PI firms at any given time. The application takes three minutes. If we're aligned, we schedule a 30-minute operational assessment at no cost or obligation.