The fifteen tabs

The other way into the same map. The chains answer “something happened, what now?”; this answers the question a clerk actually has, holding a document: where does this go, and what does being there oblige me to do?

That is a question about a number, so the tabs below run in the folder’s own order, 1 to 15, then the cover and the pocket. The contents strip above them runs in the order a case touches them — the order the case book, the flowchart and the wall chart are all in. A clerk holding tab 12 finds it twelfth; a reader following a case reads the strip.

Each tab lists the document types filed behind it, what each one means, and — where it starts a period — the clip rule: how long, and which date on the document it runs from. There is no calendar here, because a calendar needs a start date and that belongs to a case. The tab names and their contents are the published standard’s, part 2.

In the order a case touches them — the sections below run 1 to 15

1Claim Denials10Benefits Notices11Money5Treating Medical7Med-Legal Reports8UR9IMR6Med-Legal Scheduling13Subpoenas Records2Pleadings Orders12Depositions Discovery3Hearings14Settlement15Liens4CorrespondencecoverClient IntakepocketCan't tell / not a case
1

Claim Denials

1 document type · 31 tasks · 1 templates

claim form, acceptance, denial or delay of the claim itself , 90-day letters

Also works behind this tab Work is offered An offer of regular, modified or alternative work6 tasksMoney moves Checks, EOBs, mileage, bills3 tasks
BENEFITS 75 days The carrier answers the claim They moved

benefit notice (claim accepted/denied/delayed; TD/PD notices; offer of work; SJDB)

Clip it 90 days — 75 for the presumptive injuries of LC 3212–3213.2 from the date the claim form (DWC-1) is filed with the employer LC 5402(b)

1, 10, 11 — the claim itself (acceptance, denial, delay) → 1; a rate, an offer or a voucher → 10; a check → 11

22 tasks when this arrives
Case manager Read what was actually acceptedAcceptance received {date}. Admitted: {body parts}. Not admitted: {body parts}. {Full acceptance / medical only / period disputed}. Same day
Case manager Close the ninety-day clockNinety-day presumption satisfied by acceptance dated {date}. Statute closed, record retained. Same day
Paralegal Confirm the benefit rateTD rate on the notice: {amount}. Rate from the file’s verified AWW: {amount}. {Agrees / disputed — objection sent}. 3 days
Case manager Diary the first paymentFirst TD payment due {date}. Diary set. Client told what to expect and when. 3 days
Case manager Tell the client what acceptance meansClient written to {date} explaining the acceptance and the benefits that follow. 3 days
Case manager Confirm treatment is being authorizedTreatment authorization confirmed with {provider} on {date}. MPN {applies / does not}. 5 days
Attorney Set the file’s next posturePosture after acceptance: {file Application / hold}. Panel {requested / not yet}. Next review {date}. 5 days
Case manager Tell the attorney, the day it arrivesDenial dated {date} received {date}. Attorney notified {date}. Same day
Case manager Read the denial against the ninety daysClaim form filed {date}; denial dated {date}; {N} days. Presumption {attached / did not attach} — for the attorney. Same day
Case manager Record what was denied, and on what groundDenied: {body parts / benefits}. Ground stated: {ground}. Still admitted: {anything}. Same day
Case manager Check the letter is a proper noticeNotice defects noted: {list, or none}. 1 day
Case manager Tell the client, plainlyClient advised of the denial {date}, by {call / letter}. 2 days
Attorney File the Application for Adjudicationproduces the decision that the claim goes to the Board, recorded · needs 2 things in handApplication filed {date}, ADJ {number}. The attorney sets it
Case manager Get the treatment movingproduces Lien letters to the providers · needs 2 things in handLien letters sent to {providers} {date}. 5 days
Attorney Start the proofproduces the proof plan, recorded · needs 1 thing in handProof plan noted {date}: {what was directed}. The attorney sets it
Case manager File it as a delayproduces the delay notice, filed at tab 1 · needs 2 things in handDelay notice dated {date} received {date}. No decision made; the claim remains undecided. Same day
Case manager Clip the date the letter promisesDelay promises a decision by {date}; follow-up clipped. {Or: no date stated — follow-up set at {date}.} Same day
Case manager Check the ninety days against itClaim form filed {date}; {N} days of the ninety remain as at {date}. Promised decision {date} falls {inside / outside} the period. Same day
Case manager Record what the carrier says it is waiting onCarrier is waiting on: {what}. {Items the firm can supply: …} 1 day
Case manager Send what we can sendproduces the carrier's requested material · needs 2 things in hand{What} sent to the carrier {date}. Outstanding: {what remains}. 5 days
Case manager Tell the client what a delay isClient advised of the delay {date}. Explained no decision has been made. 2 days
Case manager Watch the promised datePromised decision date {date} passed with no determination. Attorney told {date}. The date the letter names
2

Pleadings Orders

7 document types · 91 tasks · 36 templates

application, amended application, the answer, petitions, Board orders, Findings Award, the judge's Report Recommendation, an Order Suspending Action

Also works behind this tab The judge wants more before approving An Order Suspending Action on a settlement4 tasksThe fee is decided A settlement or award is filed3 tasksThe case opens A client signs up17 tasksRepresentation changes A party changes attorney, or the firm does4 tasksThe injured worker dies The firm learns the injured worker has died5 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasksA petition for serious and willful misconduct the attorney decides the facts may support a petition under LC 45534 tasks
APP-ADJ 1 year The case opens at the Board Fatal if late

application for adjudication (and amended)

Clip it one year from the date of injury, the end of the last indemnity period, or the last medical furnished — whichever is latest LC 5405
12 tasks when this arrives
Attorney Confirm the case is ready to be filedAttorney directed the Application be filed {date}. Before anything is drafted
Case manager Check every field against a documentApplication fields verified against {sources} {date}. 2 days
Case manager Draft itproduces Application for Adjudication of Claim · needs 5 things in handApplication drafted {date} for attorney review. 3 days
Attorney The attorney signs itproduces the signed Application · needs 1 thing in handApplication signed by {attorney} {date}. Same day as filing
Case manager File it and serve itproduces the filed Application and its proof of service · needs 2 things in handApplication filed {date}; served on {parties} {date}; POS filed. Same day as signing
Case manager Close the statute clip against the filing dateLC 5405 satisfied by the filing of {date}. Clock closed against that date. Same day as filing
Case manager Record the ADJ number everywhere it belongsADJ {number} assigned; conformed copy filed {date}; case record updated. On the conformed copy
Case manager Watch for the answerAnswer {received {date} / not received as at {date}}. 30 days
Case manager Close the answer follow-upAnswer received {date}. Follow-up closed. Same day
Case manager Record what is put in issueDefences raised: {list}. 2 days
Case manager Tell the attorney what is deniedAttorney told {date}: {summary of what is in issue}. 2 days
Case manager Check the parties against oursAnswer filed for {parties}; {consistent / discrepancy: …}. 2 days
ORDER 20 days The Board decides They moved

an order of the Board (approving, to show cause, dismissal, findings & award, the judge's Report & Recommendation — Board-issued paper on reconsideration)

Clip it 20 days — +5 by mail, fax, e-mail or any method other than personal service to a California address; +10 elsewhere in the United States; +20 outside it, measured by the party’s Official Address Record. Only personal service gets the bare 20 from service of the final order, decision or award LC 5903; 8 CCR 10605(a)–(b), 10940, 10945

2, 14 — an order or award approving or disapproving a settlement → 14; everything else → 2

7 tasks when this arrives
Case manager Tell the attorney the day it arrives{Order type} dated {date}, served {date}, received {date}. Attorney told {date}. Same day
Case manager Record the service date and the methodServed {date} by {method} to {address type}. Window closes {date}. Same day
Case manager Read what it actually decidesOrder decides: {what}. Same day
Case manager Put the reconsideration question to the attorneyRecon window to {date} put to the attorney {date}. 1 day
Attorney Decide whether to seek reconsideration, and record it either wayReconsideration {sought / not sought} {date}. Reason: {…}. Within the twenty days
Case manager If an award: clip the paymentPayment due {date} per the award. On the order
Case manager Tell the clientClient advised of the order {date}. 2 days
PET 5 years The injury gets worse Fatal if late

petition (reconsideration, reopen, removal, penalties…) — the exact petition in the Descriptor

Clip it five years from the date of injury LC 5410
4 tasks when this arrives
Case manager Fix the five-year date at the awardLC 5410 jurisdiction ends {date}, five years from {date of injury}. Diary set. On the award
Case manager Review the file against the dateFive-year review {date}: {changed / no change}. {Action}. 1 year before the date
Case manager Tell the client the date is approachingClient told {date} that the five-year period ends {date}. 1 year before the date
Attorney The attorney directs the petition, or records that none is filedPetition to reopen {filed / not filed} {date}. Reason: {…}. Before the date
SIBTF starts no clock The prior disability is at issue We moved

Subsequent Injuries Benefits Trust Fund application

4 tasks when this arrives
— establish the prior permanent disability —
— obtain the combined rating —
— file the application against the Fund —
— serve the Fund and all parties —
CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
3

Hearings

6 document types · 27 tasks · 47 templates

notices of hearing (MSC, trial, expedited), the firm's own DORs and their confirmations, minutes, pre-trial statements, proofs of service

DOR on its own date The case is set for hearing Either side

declaration of readiness to proceed (regular or expedited)

Clip it the date on the notice from the notice —
18 tasks when this arrives
Case manager Establish which side filed itDOR filed by {us / the defence}, dated {date}, received {date}. Same day
Case manager Tell the attorneyAttorney told {date}. Same day
Case manager If it is theirs: put the objection window on the fileObjection window to {date} per WCAB Rule 10417, from service {date}. For the attorney. Same day
Attorney If it is ours: confirm the case is actually readyAttorney confirmed readiness {date}. Outstanding at filing: {items, or none}. Before filing
Case manager List what is still outstandingOutstanding as at {date}: {list}. 2 days
Case manager Watch for the notice of hearingNotice of hearing {received {date} / not received as at {date}}. 30 days
Case manager When the date comes, clip the cutoffConference {date}; discovery closes that day. Outstanding items clipped against it. On the notice of hearing
Case manager Tell the attorney and calendar it{Hearing type} {date}, Judge {name}, {venue}. Calendared to {who}; attorney told {date}. Same day
Case manager Work out what is still outstandingOutstanding as at {date}: {list}, all against the conference of {date}. 2 days
Case manager Clip each outstanding item before the conferenceClipped: {item} for {date}; {item} for {date}. 3 days
Attorney Prepareproduces Declaration of Readiness to Proceed · needs 2 things in handPreparation task set for {date}. A week before
Case manager Confirm the client knowsClient told {date}; attendance {required / not required}; interpreter {arranged / not needed}. 1 week before
Case manager Record what happenedHearing {date}: {outcome}. After the hearing
Case manager Prepare the statement against the outstanding listproduces Pre-Trial Conference Statement · needs 3 things in handPTCS prepared {date} for the conference of {date}. 1 week before
Attorney The attorney settles the issuesIssues settled by {attorney} {date}. Before the conference
Case manager File the minutes when they comeproduces the minutes, filed at tab 3 · needs 2 things in handMinutes of {date} received {date}: {what was decided}. On receipt
Case manager Act on what the minutes setFrom the minutes: {what}, clipped for {date}. 2 days
Case manager On a continuance, move every clipConference continued from {date} to {date}; {N} clips moved. Same day
MSC starts no clock The case is set for hearing Either side

paper specific to a mandatory settlement conference that is neither the notice ( NOH ), the minutes ( MOH ) nor the statement ( PTCS ): a continuance request, an MSC-day settlement worksheet (an MSC order is ORDER , Tab 2)

Handled on The case is set for hearing, where its tasks are listed.

POS starts no clock Something is served Routine

proof of service

4 tasks when this arrives
Case manager File it with what it servesproduces the proof of service, filed with its document · needs 3 things in handPOS for {document} filed {date}. Same day
Case manager Record the date and the method on the served documentService of {document}: {date} by {method} to {address type}. Same day
Case manager On ours: check who is signingPOS declarant {name}, served {date}. Before service
Case manager Check the service list is completeServed on: {list}. Addresses checked {date}. Before service
NOH starts no clock The Board sends paper Routine

notice of hearing (MSC, trial, expedited, lien conference)

3 (a lien conference → 15)

5 tasks when this arrives
Case manager Read what it decided or setBoard paper dated {date} received {date}: {what it is}, {what it decided}. Same day
Case manager Act on any date it names, the same dayDate named: {date} for {what}. Calendared to {who}. Same day
Case manager Tell the attorney where it decides somethingAttorney told {date} / no notice needed: {reason}. Same day
Attorney Say what the Board's paper changes, if anythingBoard paper of {date} {changes {what} / changes nothing}. Same day where it names a date
Case manager File it under its own dateproduces the Board's paper, filed on its own tab · needs 2 things in handFiled tab {tab} under its own date {date}. 2 days
4

Correspondence

1 document type · 22 tasks · 23 templates

letters to and from carrier, defense, client; general notices; representation letters; letters from a third-party administrator

Also works behind this tab Representation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
5

Treating Medical

6 document types · 30 tasks · 16 templates

PR-2 progress reports, treating reports, records, RFAs, operative reports, imaging (a treating physician's P S report — PR-3 or PR-4 — is Tab 7)

Also works behind this tab Medical records come in Reports, records and provider paper7 tasks
PR2 20 days The treating doctor decides something They moved

treating physician progress / permanent & stationary reports

Clip it 20 days if represented, 30 if not from receipt of the report LC 4062(a)

PR2 → 5; PR3, PR4 (a P&S report) → 7

9 tasks when this arrives
Case manager File it, quietlyproduces the report, filed at tab 5 · needs 2 things in hand{Report type} from {provider} dated {date}, filed. 2 days
Case manager Read whether it decides anythingReport {is / is not} a determination: {what it decides}. 2 days
Case manager Where it decides something, tell the attorney and clip twenty daysDetermination told to the attorney {date}; objection window to {date}. Same day
Case manager Record new body partsNew body part {part} appears in treatment {date}. {Pleaded / not pleaded}. 2 days
Case manager Keep the treatment picture currentTreating: {providers}, most recent {date}. Ongoing
Case manager File it and record what it says about the injuryproduces Doctor's First Report, filed at tab 5 · needs 2 things in handFirst report by {provider} dated {date}: {mechanism}, {body parts}, causation {stated view}. 2 days
Case manager Compare it with the claimFirst report {consistent with / differs from} the claim: {detail}. 2 days
Case manager Record any body part not pleadedBody parts in the first report not pleaded: {list, or none}. 2 days
Case manager Record the work status it givesWork status from {date}: {status}. 2 days
MEDREC 20 days BEFORE Records go to the evaluator Either side

medical records, imaging, operative reports, records returned on subpoena

Clip it 20 days BEFORE — the only clock that counts backwards from the date the firm proposes to send them LC 4062.3(a)–(g); 8 CCR 35(d) · Maxham (en banc, 2017); Suon (en banc, 2018)

5 (returned on a subpoena → 13)

6 tasks when this arrives
Case manager Fix the send date and count backwards from itRecords to go {date}; served on all parties by {date}, twenty days before. On the attorney's direction
Paralegal Assemble exactly what is proposedproduces the proposed records set · needs 3 things in handProposed records assembled {date}: {list}, {N} pages. 3 days
Case manager Serve every other party and file the proofproduces the served set and its proof of service · needs 3 things in handProposed records served {date} on {parties}; POS filed. Same day as assembly
Case manager Read what they serve, within ten daysTheir proposed records received {date}; objection window to {date}. Attorney told. 10 days from their service
Attorney Decide whether to object to what they proposeTheir proposed records {objected to / accepted} {date}. Reason: {…}. Within their ten days
Case manager Send nothing before the twenty days are upproduces the records, sent to the evaluator as ONE document · needs 2 things in handRecords sent to the evaluator {date}. Twenty days ran from {date}. On the send date
6

Med-Legal Scheduling

5 document types · 49 tasks · 80 templates

QME panel list, strike, appointment notices, AME agreements, cancellations, advocacy letters, the opposing party's proposed records or communications to the evaluator

Also works behind this tab No appointment can be had The evaluator has no appointment within ninety days5 tasksRepresentation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
QME 10 days A panel is assigned They moved

QME / panel QME report — PQME when the evaluator came from a panel, QME otherwise; also the panel, strike and appointment paper (Descriptor says which)

Clip it 10 days, +5 when served by mail from assignment of the panel by the administrative director LC 4062.2(c)

a report → 7; anything else → 6

9 tasks when this arrives
Case manager Record how the panel arrivedPanel assigned {date}, received {date}, served by {mail / other}. Strike due {date}. Same day
Case manager Tell the attorney the day it landsPanel of {names} told to attorney {date}. Same day
Case manager Put the three evaluators in front of the attorneyPanel detail assembled {date}. 1 day
Attorney Serve the strikeproduces The strike letter · needs 3 things in handStrike served {date} on {parties}; POS filed. Evaluator remaining: {name}. Within the window
Case manager Schedule within ten business daysproduces the appointment, calendared with an assignee · needs 2 things in handAppointment with {evaluator} set for {date}, arranged {date}. 10 business days from selection
Case manager Calendar the appointment with an assigneeAppointment {date} calendared to {who}. On scheduling
Case manager Arrange the client’s side of itproduces the client's appointment letter · needs 3 things in handClient notified {date}; interpreter {arranged / not needed}; transport {arranged / not needed}. 5 days before
Attorney Serve the records twenty days aheadproduces Records Set for the Evaluator · needs 3 things in handRecords served on {parties} {date}; earliest send to evaluator {date}. 20 days before they go
Attorney Read what they serve, within ten daysTheir records served {date}; objection window to {date}; {objected {date} / no objection}. 10 days from their service
PQME 30 days The evaluator reports They moved

QME / panel QME report — PQME when the evaluator came from a panel, QME otherwise; also the panel, strike and appointment paper (Descriptor says which)

Clip it 30 days, +15 for good cause from the examination, or when the evaluation procedure began LC 139.2(j)(1), 4062.5 · Vazquez (WCAB en banc, 2025)

a report → 7; anything else → 6

9 tasks when this arrives
Case manager Tell the attorneyReport by {evaluator} dated {date}, exam {date}, served {date}. Attorney told {date}. Same day
Case manager Record the three datesExam {date}; report {date}; served {date}. Report was {N} days after the exam. Same day
Case manager Check whether the report was lateExam to report: {N} days. {Within / beyond} the period. For the attorney. 1 day
Case manager Record the findings, not the ratingFindings recorded from {report}: {parts and WPI}, apportionment {…}, MMI {status/date}. 2 days
Case manager Flag what the report does not coverEvaluated: {parts}. Pleaded but not addressed: {parts}. Treated but not evaluated: {parts}. 2 days
Case manager Put the objection question to the attorneyObjection question put to the attorney {date}; their date {date}. 3 days
Attorney Decide whether to object, and record it either wayObjection to the {date} report {made / not made} {date}. Reason: {…}. Within the thirty days
Case manager Clip whatever they decide against the conference{What} clipped for {date}, ahead of the conference on {date}. On the attorney’s decision
Case manager Tell the client where the case standsClient advised the report was received {date}. 5 days
AME 30 days The evaluator reports They moved

agreed medical evaluator report; AME agreement and appointment paper

Clip it 30 days, +15 for good cause from the examination, or when the evaluation procedure began LC 139.2(j)(1), 4062.5 · Vazquez (WCAB en banc, 2025)

a report → 7; anything else → 6

Handled on The evaluator reports, where its tasks are listed.

CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
POS starts no clock Something is served Routine

proof of service

4 tasks when this arrives
Case manager File it with what it servesproduces the proof of service, filed with its document · needs 3 things in handPOS for {document} filed {date}. Same day
Case manager Record the date and the method on the served documentService of {document}: {date} by {method} to {address type}. Same day
Case manager On ours: check who is signingPOS declarant {name}, served {date}. Before service
Case manager Check the service list is completeServed on: {list}. Addresses checked {date}. Before service
7

Med-Legal Reports

7 document types · 54 tasks · 71 templates

QME, PQME, AME, the treating physician's P S report (PR-3 or PR-4), supplementals, re-evaluations

Also works behind this tab No appointment can be had The evaluator has no appointment within ninety days5 tasksRepresentation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
PR2 20 days The treating doctor decides something They moved

treating physician progress / permanent & stationary reports

Clip it 20 days if represented, 30 if not from receipt of the report LC 4062(a)

PR2 → 5; PR3, PR4 (a P&S report) → 7

9 tasks when this arrives
Case manager File it, quietlyproduces the report, filed at tab 5 · needs 2 things in hand{Report type} from {provider} dated {date}, filed. 2 days
Case manager Read whether it decides anythingReport {is / is not} a determination: {what it decides}. 2 days
Case manager Where it decides something, tell the attorney and clip twenty daysDetermination told to the attorney {date}; objection window to {date}. Same day
Case manager Record new body partsNew body part {part} appears in treatment {date}. {Pleaded / not pleaded}. 2 days
Case manager Keep the treatment picture currentTreating: {providers}, most recent {date}. Ongoing
Case manager File it and record what it says about the injuryproduces Doctor's First Report, filed at tab 5 · needs 2 things in handFirst report by {provider} dated {date}: {mechanism}, {body parts}, causation {stated view}. 2 days
Case manager Compare it with the claimFirst report {consistent with / differs from} the claim: {detail}. 2 days
Case manager Record any body part not pleadedBody parts in the first report not pleaded: {list, or none}. 2 days
Case manager Record the work status it givesWork status from {date}: {status}. 2 days
QME 10 days A panel is assigned They moved

QME / panel QME report — PQME when the evaluator came from a panel, QME otherwise; also the panel, strike and appointment paper (Descriptor says which)

Clip it 10 days, +5 when served by mail from assignment of the panel by the administrative director LC 4062.2(c)

a report → 7; anything else → 6

9 tasks when this arrives
Case manager Record how the panel arrivedPanel assigned {date}, received {date}, served by {mail / other}. Strike due {date}. Same day
Case manager Tell the attorney the day it landsPanel of {names} told to attorney {date}. Same day
Case manager Put the three evaluators in front of the attorneyPanel detail assembled {date}. 1 day
Attorney Serve the strikeproduces The strike letter · needs 3 things in handStrike served {date} on {parties}; POS filed. Evaluator remaining: {name}. Within the window
Case manager Schedule within ten business daysproduces the appointment, calendared with an assignee · needs 2 things in handAppointment with {evaluator} set for {date}, arranged {date}. 10 business days from selection
Case manager Calendar the appointment with an assigneeAppointment {date} calendared to {who}. On scheduling
Case manager Arrange the client’s side of itproduces the client's appointment letter · needs 3 things in handClient notified {date}; interpreter {arranged / not needed}; transport {arranged / not needed}. 5 days before
Attorney Serve the records twenty days aheadproduces Records Set for the Evaluator · needs 3 things in handRecords served on {parties} {date}; earliest send to evaluator {date}. 20 days before they go
Attorney Read what they serve, within ten daysTheir records served {date}; objection window to {date}; {objected {date} / no objection}. 10 days from their service
PQME 30 days The evaluator reports They moved

QME / panel QME report — PQME when the evaluator came from a panel, QME otherwise; also the panel, strike and appointment paper (Descriptor says which)

Clip it 30 days, +15 for good cause from the examination, or when the evaluation procedure began LC 139.2(j)(1), 4062.5 · Vazquez (WCAB en banc, 2025)

a report → 7; anything else → 6

9 tasks when this arrives
Case manager Tell the attorneyReport by {evaluator} dated {date}, exam {date}, served {date}. Attorney told {date}. Same day
Case manager Record the three datesExam {date}; report {date}; served {date}. Report was {N} days after the exam. Same day
Case manager Check whether the report was lateExam to report: {N} days. {Within / beyond} the period. For the attorney. 1 day
Case manager Record the findings, not the ratingFindings recorded from {report}: {parts and WPI}, apportionment {…}, MMI {status/date}. 2 days
Case manager Flag what the report does not coverEvaluated: {parts}. Pleaded but not addressed: {parts}. Treated but not evaluated: {parts}. 2 days
Case manager Put the objection question to the attorneyObjection question put to the attorney {date}; their date {date}. 3 days
Attorney Decide whether to object, and record it either wayObjection to the {date} report {made / not made} {date}. Reason: {…}. Within the thirty days
Case manager Clip whatever they decide against the conference{What} clipped for {date}, ahead of the conference on {date}. On the attorney’s decision
Case manager Tell the client where the case standsClient advised the report was received {date}. 5 days
AME 30 days The evaluator reports They moved

agreed medical evaluator report; AME agreement and appointment paper

Clip it 30 days, +15 for good cause from the examination, or when the evaluation procedure began LC 139.2(j)(1), 4062.5 · Vazquez (WCAB en banc, 2025)

a report → 7; anything else → 6

Handled on The evaluator reports, where its tasks are listed.

CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
8

UR

3 document types · 16 tasks · 9 templates

utilization review approvals, denials, modifications, deferrals, delays

Also works behind this tab The carrier defers the review A UR decision whose descriptor is Deferral or Delay8 tasks
UR-APPROVAL starts no clock Treatment is refused They moved

utilization review decision. Deferral and delay are filed as UR-DENIAL with Descriptor Deferral / Delay until the vocabulary gains their own codes (see gaps below). When several match, the most adverse wins: denial over modification over approval.

Handled on Treatment is refused, where its tasks are listed.

UR-MOD 10 days Treatment is refused They moved

utilization review decision. Deferral and delay are filed as UR-DENIAL with Descriptor Deferral / Delay until the vocabulary gains their own codes (see gaps below). When several match, the most adverse wins: denial over modification over approval.

Clip it 30 days — 10 for a formulary dispute from service of the UR decision on the employee LC 4610.5(f), (h)(1)–(3); 8 CCR 9792.10.1

Handled on Treatment is refused, where its tasks are listed.

UR-DENIAL 10 days Treatment is refused They moved

utilization review decision. Deferral and delay are filed as UR-DENIAL with Descriptor Deferral / Delay until the vocabulary gains their own codes (see gaps below). When several match, the most adverse wins: denial over modification over approval.

Clip it 30 days — 10 for a formulary dispute from service of the UR decision on the employee LC 4610.5(f), (h)(1)–(3); 8 CCR 9792.10.1
8 tasks when this arrives
Case manager Read the descriptor firstUR decision dated {date}: {denial / modification / deferral / delay / approval}. {Clock runs / no clock}. Same day
Case manager Find the service dateService date {date}, taken from {where}. IMR window closes {date}. Same day
Case manager Tell the attorneyAttorney told {date}. Same day
Case manager Check the letter carries what IMR needsLetter checked {date}. {Complete / missing: …}. Address {current / corrected}. 1 day
Case manager Build the packetproduces IMR Application Packet · needs 5 things in handIMR packet assembled {date}: {N} pages, {components}. 3 days
Attorney A person approves the sendproduces the approval itself, recorded on the file · needs 2 things in handPacket approved by {who} {date}. Before it goes
Case manager Send it and file the copyproduces the sent packet, filed at Tab 9 · needs 3 things in handIMR application sent {date} to the AD; copy to the administrator. Filed Tab 9. Same day as approval
Case manager Watch for the assignmentNOA {received {date} / not received as at {date}}. 15 days
9

IMR

4 document types · 16 tasks

notices of assignment, requests for information, decisions, the firm's own appeal packets

IMR-APP starts no clock Treatment is refused They moved

the completed application — the firm's appeal packet (the blank served form stays with the UR decision at Tab 8 and takes no code)

Handled on Treatment is refused, where its tasks are listed.

10

Benefits Notices

1 document type · 31 tasks · 1 templates

TD start/stop/rate, PD advances, offer of modified/alternative work, SJDB voucher, mileage-rate notices (a mileage payment or EOB is Tab 11)

Also works behind this tab Work is offered An offer of regular, modified or alternative work6 tasksMoney moves Checks, EOBs, mileage, bills3 tasks
BENEFITS 75 days The carrier answers the claim They moved

benefit notice (claim accepted/denied/delayed; TD/PD notices; offer of work; SJDB)

Clip it 90 days — 75 for the presumptive injuries of LC 3212–3213.2 from the date the claim form (DWC-1) is filed with the employer LC 5402(b)

1, 10, 11 — the claim itself (acceptance, denial, delay) → 1; a rate, an offer or a voucher → 10; a check → 11

22 tasks when this arrives
Case manager Read what was actually acceptedAcceptance received {date}. Admitted: {body parts}. Not admitted: {body parts}. {Full acceptance / medical only / period disputed}. Same day
Case manager Close the ninety-day clockNinety-day presumption satisfied by acceptance dated {date}. Statute closed, record retained. Same day
Paralegal Confirm the benefit rateTD rate on the notice: {amount}. Rate from the file’s verified AWW: {amount}. {Agrees / disputed — objection sent}. 3 days
Case manager Diary the first paymentFirst TD payment due {date}. Diary set. Client told what to expect and when. 3 days
Case manager Tell the client what acceptance meansClient written to {date} explaining the acceptance and the benefits that follow. 3 days
Case manager Confirm treatment is being authorizedTreatment authorization confirmed with {provider} on {date}. MPN {applies / does not}. 5 days
Attorney Set the file’s next posturePosture after acceptance: {file Application / hold}. Panel {requested / not yet}. Next review {date}. 5 days
Case manager Tell the attorney, the day it arrivesDenial dated {date} received {date}. Attorney notified {date}. Same day
Case manager Read the denial against the ninety daysClaim form filed {date}; denial dated {date}; {N} days. Presumption {attached / did not attach} — for the attorney. Same day
Case manager Record what was denied, and on what groundDenied: {body parts / benefits}. Ground stated: {ground}. Still admitted: {anything}. Same day
Case manager Check the letter is a proper noticeNotice defects noted: {list, or none}. 1 day
Case manager Tell the client, plainlyClient advised of the denial {date}, by {call / letter}. 2 days
Attorney File the Application for Adjudicationproduces the decision that the claim goes to the Board, recorded · needs 2 things in handApplication filed {date}, ADJ {number}. The attorney sets it
Case manager Get the treatment movingproduces Lien letters to the providers · needs 2 things in handLien letters sent to {providers} {date}. 5 days
Attorney Start the proofproduces the proof plan, recorded · needs 1 thing in handProof plan noted {date}: {what was directed}. The attorney sets it
Case manager File it as a delayproduces the delay notice, filed at tab 1 · needs 2 things in handDelay notice dated {date} received {date}. No decision made; the claim remains undecided. Same day
Case manager Clip the date the letter promisesDelay promises a decision by {date}; follow-up clipped. {Or: no date stated — follow-up set at {date}.} Same day
Case manager Check the ninety days against itClaim form filed {date}; {N} days of the ninety remain as at {date}. Promised decision {date} falls {inside / outside} the period. Same day
Case manager Record what the carrier says it is waiting onCarrier is waiting on: {what}. {Items the firm can supply: …} 1 day
Case manager Send what we can sendproduces the carrier's requested material · needs 2 things in hand{What} sent to the carrier {date}. Outstanding: {what remains}. 5 days
Case manager Tell the client what a delay isClient advised of the delay {date}. Explained no decision has been made. 2 days
Case manager Watch the promised datePromised decision date {date} passed with no determination. Attorney told {date}. The date the letter names
11

Money

2 document types · 53 tasks · 24 templates

checks, EOBs, mileage payments, penalty payments, med-legal bills

Also works behind this tab Work is offered An offer of regular, modified or alternative work6 tasksMoney moves Checks, EOBs, mileage, bills3 tasksRepresentation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
BENEFITS 75 days The carrier answers the claim They moved

benefit notice (claim accepted/denied/delayed; TD/PD notices; offer of work; SJDB)

Clip it 90 days — 75 for the presumptive injuries of LC 3212–3213.2 from the date the claim form (DWC-1) is filed with the employer LC 5402(b)

1, 10, 11 — the claim itself (acceptance, denial, delay) → 1; a rate, an offer or a voucher → 10; a check → 11

22 tasks when this arrives
Case manager Read what was actually acceptedAcceptance received {date}. Admitted: {body parts}. Not admitted: {body parts}. {Full acceptance / medical only / period disputed}. Same day
Case manager Close the ninety-day clockNinety-day presumption satisfied by acceptance dated {date}. Statute closed, record retained. Same day
Paralegal Confirm the benefit rateTD rate on the notice: {amount}. Rate from the file’s verified AWW: {amount}. {Agrees / disputed — objection sent}. 3 days
Case manager Diary the first paymentFirst TD payment due {date}. Diary set. Client told what to expect and when. 3 days
Case manager Tell the client what acceptance meansClient written to {date} explaining the acceptance and the benefits that follow. 3 days
Case manager Confirm treatment is being authorizedTreatment authorization confirmed with {provider} on {date}. MPN {applies / does not}. 5 days
Attorney Set the file’s next posturePosture after acceptance: {file Application / hold}. Panel {requested / not yet}. Next review {date}. 5 days
Case manager Tell the attorney, the day it arrivesDenial dated {date} received {date}. Attorney notified {date}. Same day
Case manager Read the denial against the ninety daysClaim form filed {date}; denial dated {date}; {N} days. Presumption {attached / did not attach} — for the attorney. Same day
Case manager Record what was denied, and on what groundDenied: {body parts / benefits}. Ground stated: {ground}. Still admitted: {anything}. Same day
Case manager Check the letter is a proper noticeNotice defects noted: {list, or none}. 1 day
Case manager Tell the client, plainlyClient advised of the denial {date}, by {call / letter}. 2 days
Attorney File the Application for Adjudicationproduces the decision that the claim goes to the Board, recorded · needs 2 things in handApplication filed {date}, ADJ {number}. The attorney sets it
Case manager Get the treatment movingproduces Lien letters to the providers · needs 2 things in handLien letters sent to {providers} {date}. 5 days
Attorney Start the proofproduces the proof plan, recorded · needs 1 thing in handProof plan noted {date}: {what was directed}. The attorney sets it
Case manager File it as a delayproduces the delay notice, filed at tab 1 · needs 2 things in handDelay notice dated {date} received {date}. No decision made; the claim remains undecided. Same day
Case manager Clip the date the letter promisesDelay promises a decision by {date}; follow-up clipped. {Or: no date stated — follow-up set at {date}.} Same day
Case manager Check the ninety days against itClaim form filed {date}; {N} days of the ninety remain as at {date}. Promised decision {date} falls {inside / outside} the period. Same day
Case manager Record what the carrier says it is waiting onCarrier is waiting on: {what}. {Items the firm can supply: …} 1 day
Case manager Send what we can sendproduces the carrier's requested material · needs 2 things in hand{What} sent to the carrier {date}. Outstanding: {what remains}. 5 days
Case manager Tell the client what a delay isClient advised of the delay {date}. Explained no decision has been made. 2 days
Case manager Watch the promised datePromised decision date {date} passed with no determination. Attorney told {date}. The date the letter names
CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
12

Depositions Discovery

4 document types · 35 tasks · 32 templates

deposition notices, transcripts, written discovery requests

Also works behind this tab Representation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
DISCOVERY starts no clock Written discovery arrives They moved

written discovery — interrogatories, requests for admission, requests for production served by a party

12 with the depositions. A records subpoena to a third party is 13; this is a request served on a PARTY.

6 tasks when this arrives
Case manager Date-stamp it and record how it was servedDiscovery request from {who}, dated {date}, served {date} by {method}. Same day
Case manager Find the response date the request statesResponse date on the request: {date}. Source: the request itself. Same day
Case manager Tell the attorney the same day, with that dateAttorney told {date}; response date {date}. Same day
Case manager Clip the response date and say it came from the requestClipped {date}, {from the request / set by the attorney}. Same day
Attorney Decide what is answered and what is objected toResponse directed {date}: {answer / object} per request. Grounds: {…}. Before the response date
Paralegal Assemble what answering it needsproduces the material the response will draw on · needs 3 things in handAssembled for the response {date}: {what}. Outstanding: {what}. On the attorney's direction
DEPO-NOTICE 10 days A deposition is noticed They moved

deposition notice / transcript

Clip it the noticed date — at least 10 days after service, or 20 after issuance of the subpoena where consumer or employment records are subpoenaed from service of the notice LC 5710(a)–(b); CCP 2025.270(a), (c)
7 tasks when this arrives
Case manager Check the date is far enough outNotice served {date} for {date}: {N} days. {Sufficient / short — attorney told}. Same day
Case manager Tell the attorneyDeposition notice told to the attorney {date}. Same day
Case manager Calendar it with an assigneeDeposition {date} calendared to {who}. 1 day
Case manager Arrange the clientproduces the client's confirmation letter · needs 2 things in handClient confirmed {date}; interpreter {arranged / not needed}; transport {arranged / not needed}. 5 days before
Attorney Prepare the clientproduces the preparation session, recorded · needs 2 things in handClient prepared by {attorney} {date}. Before the date
Case manager Claim what is owedproduces the LC 5710 costs claim · needs 3 things in handLC 5710 costs claimed {date}: {transportation, wages, interpreter, meals}. Transcript cost outstanding. 5 days after
Case manager File the transcript when it comesproduces the transcript, filed at tab 12 · needs 2 things in handTranscript received {date}, filed. Transcript cost claimed {date}. On receipt
DEPO-TX 10 days A deposition is noticed They moved

deposition notice / transcript

Clip it the noticed date — at least 10 days after service, or 20 after issuance of the subpoena where consumer or employment records are subpoenaed from service of the notice LC 5710(a)–(b); CCP 2025.270(a), (c)

Handled on A deposition is noticed, where its tasks are listed.

CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
13

Subpoenas Records

6 document types · 47 tasks · 57 templates

subpoenas duces tecum, subpoenas, SDT returns, records requests, authorizations

Also works behind this tab Medical records come in Reports, records and provider paper7 tasksRepresentation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
MEDREC 20 days BEFORE Records go to the evaluator Either side

medical records, imaging, operative reports, records returned on subpoena

Clip it 20 days BEFORE — the only clock that counts backwards from the date the firm proposes to send them LC 4062.3(a)–(g); 8 CCR 35(d) · Maxham (en banc, 2017); Suon (en banc, 2018)

5 (returned on a subpoena → 13)

6 tasks when this arrives
Case manager Fix the send date and count backwards from itRecords to go {date}; served on all parties by {date}, twenty days before. On the attorney's direction
Paralegal Assemble exactly what is proposedproduces the proposed records set · needs 3 things in handProposed records assembled {date}: {list}, {N} pages. 3 days
Case manager Serve every other party and file the proofproduces the served set and its proof of service · needs 3 things in handProposed records served {date} on {parties}; POS filed. Same day as assembly
Case manager Read what they serve, within ten daysTheir proposed records received {date}; objection window to {date}. Attorney told. 10 days from their service
Attorney Decide whether to object to what they proposeTheir proposed records {objected to / accepted} {date}. Reason: {…}. Within their ten days
Case manager Send nothing before the twenty days are upproduces the records, sent to the evaluator as ONE document · needs 2 things in handRecords sent to the evaluator {date}. Twenty days ran from {date}. On the send date
SDT 20 days Records are subpoenaed We moved

subpoena duces tecum / subpoena

Clip it no earlier than 20 days after issuance or 15 after service — WHICHEVER IS LATER from issuance and service of the subpoena LC 130, 5710; CCP 2020.410(c); Evid. Code 1560(b)(2)
7 tasks when this arrives
Paralegal Confirm what is being sought and from whomSDT to {custodian} for {records}, {date range}. On direction
Paralegal Compute the production date properlyproduces Subpoena Duces Tecum · needs 3 things in handIssued {date} +20 = {date}; served {date} +15 = {date}. Production date {the later}. On issuance
Paralegal Serve it and file the proofproduces the served subpoena and its proof of service · needs 3 things in handSDT served {date} on {custodian} and {parties}; POS filed. On issuance
Paralegal Log it as outstandingAdded to the records log {date}; due {date}. Same day
Paralegal Follow up the day after production was dueFollow-up {date}: {response}. The day after
Paralegal When the packet arrives, split itReturn received {date}: {N} pages, split into {components}. 2 days
Paralegal Check it is completeReturn checked: declaration {signed / unsigned}; pages {continuous / gaps at …}; range {covered / short}. 2 days
SUBPOENA 20 days Records are subpoenaed We moved

subpoena duces tecum / subpoena

Clip it no earlier than 20 days after issuance or 15 after service — WHICHEVER IS LATER from issuance and service of the subpoena LC 130, 5710; CCP 2020.410(c); Evid. Code 1560(b)(2)

Handled on Records are subpoenaed, where its tasks are listed.

CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
AUTH starts no clock Stationery and firm records Routine

HIPAA : the client's blanket release and representative designation signed at intake → cover. AUTH : an authorization executed for one specific records request → 13

5 tasks when this arrives
Case manager Get both signed at intakeproduces the signed authorization and representative designation · needs 1 thing in handAuthorization and representative designation signed {date}. Day one
Case manager Check both are actually signedBoth forms verified signed and dated {date}. Day one
Case manager File the blanket ones on the coverproduces the cover authorizations · needs 1 thing in handFiled to the cover {date}. 2 days
Case manager File a specific authorization with its requestproduces the authorization, filed with its records request · needs 2 things in handAuthorization for {custodian} filed with the request {date}. On execution
Case manager Watch for expiry or revocationAuthorization {current / expired {date} / revoked {date}}. Ongoing
HIPAA starts no clock Stationery and firm records Routine

HIPAA : the client's blanket release and representative designation signed at intake → cover. AUTH : an authorization executed for one specific records request → 13

Handled on Stationery and firm records, where its tasks are listed.

14

Settlement

5 document types · 57 tasks · 53 templates

C R, Stipulations with Request for Award, the Award, order approving, MSA

Also works behind this tab The judge wants more before approving An Order Suspending Action on a settlement4 tasksIs it final, or interlocutory? An order that decides something9 tasksRepresentation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
CR on its own date The case ends We moved

compromise and release

Clip it — from the filing 8 CCR 10700(a) · Gaines v. ABM Aviation (WCAB en banc, 2026)
15 tasks when this arrives
Case manager Assemble every relevant reportproduces the report set filed with the settlement · needs 2 things in handReports assembled for filing: {list}. None withheld. 5 days
Attorney Confirm the client understands itTerms explained to the client by {attorney} {date}. Before signature
Case manager Get it signedproduces Compromise and Release, or Stipulations with Request for Award · needs 4 things in handC&R signed by the client {date}. On the attorney’s direction
Case manager File it with the reportsproduces the filed Compromise and Release · needs 2 things in handC&R filed {date} with {N} reports. Same day as signature
Case manager Clip the approval follow-upApproval {received {date} / outstanding as at {date}}. 30 days
Case manager On the order: clip payment and reconsiderationOrder approving served {date} by {method}. Payment due {date}; recon window to {date}. On the order
Case manager Tell the client it is approvedClient told of approval {date}. 2 days
Case manager Watch the paymentPayment {received {date} / not received as at {date}}. The payment date
Attorney Confirm what stays openTerms explained {date}: future medical {open / closed}; reopener rights explained. Before signature
Case manager Assemble the supporting recordproduces the report set filed with the stipulations · needs 2 things in handSupporting reports filed with the stipulations: {list}. 5 days
Case manager Check the rating against the findingsStipulated {pct}; findings support {pct}. {Agreed / discrepancy raised {date}}. 3 days
Case manager Get it signed and file itproduces Stipulations with Request for Award · needs 2 things in handStipulations signed {date}, filed {date}. On the attorney’s direction
Case manager Clip the award follow-upAward {received {date} / outstanding at {date}}. 30 days
Case manager On the award: clip payment and reconsiderationAward served {date} by {method}. Payment {date}; recon to {date}. Five-year clock remains open to {date}. On the award
Case manager Tell the client what they still haveClient told of the award {date}; open rights explained. 2 days
STIP starts no clock The case ends We moved

stipulations with request for award

Handled on The case ends, where its tasks are listed.

ORDER 20 days The Board decides They moved

an order of the Board (approving, to show cause, dismissal, findings & award, the judge's Report & Recommendation — Board-issued paper on reconsideration)

Clip it 20 days — +5 by mail, fax, e-mail or any method other than personal service to a California address; +10 elsewhere in the United States; +20 outside it, measured by the party’s Official Address Record. Only personal service gets the bare 20 from service of the final order, decision or award LC 5903; 8 CCR 10605(a)–(b), 10940, 10945

2, 14 — an order or award approving or disapproving a settlement → 14; everything else → 2

7 tasks when this arrives
Case manager Tell the attorney the day it arrives{Order type} dated {date}, served {date}, received {date}. Attorney told {date}. Same day
Case manager Record the service date and the methodServed {date} by {method} to {address type}. Window closes {date}. Same day
Case manager Read what it actually decidesOrder decides: {what}. Same day
Case manager Put the reconsideration question to the attorneyRecon window to {date} put to the attorney {date}. 1 day
Attorney Decide whether to seek reconsideration, and record it either wayReconsideration {sought / not sought} {date}. Reason: {…}. Within the twenty days
Case manager If an award: clip the paymentPayment due {date} per the award. On the order
Case manager Tell the clientClient advised of the order {date}. 2 days
OACR 20 days The Board decides They moved

proposed order / award

Clip it 20 days — +5 by mail, fax, e-mail or any method other than personal service to a California address; +10 elsewhere in the United States; +20 outside it, measured by the party’s Official Address Record. Only personal service gets the bare 20 from service of the final order, decision or award LC 5903; 8 CCR 10605(a)–(b), 10940, 10945

Handled on The Board decides, where its tasks are listed.

CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
15

Liens

3 document types · 34 tasks · 46 templates

lien claims, lien conference notices, lien claimant correspondence, lien resolutions

Also works behind this tab Representation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
LIEN 18 months A provider claims against the case They moved

lien claim

Clip it 18 months for services on or after 1 July 2013; 3 years for earlier services from the date the services were provided LC 4903.5(a), 4903.05
7 tasks when this arrives
Paralegal Log it against the caseLien logged: {claimant}, {amount}, services {dates}. 2 days
Paralegal Check it was filed in timeServices {dates}; lien filed {date}; {within / beyond} the period. For the attorney. 3 days
Attorney Decide whether to act on a lien filed out of timeLien of {date}: {timely / out of time}, declaration {present / absent}. {Objection raised {date} / no objection}. Before the lien conference
Paralegal Check the declaration is thereDeclaration {present / absent}; filing fee {paid / not evidenced}. 3 days
Paralegal Check the services against the caseServices {consistent / inconsistent} with the treatment record: {detail}. 5 days
Paralegal Calendar any lien conference with an assigneeLien conference {date} calendared to {who}. On the notice
Paralegal Keep the list current for settlementLien list current as at {date}: {N} liens, {total}. Ongoing
CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
NOH starts no clock The Board sends paper Routine

notice of hearing (MSC, trial, expedited, lien conference)

3 (a lien conference → 15)

5 tasks when this arrives
Case manager Read what it decided or setBoard paper dated {date} received {date}: {what it is}, {what it decided}. Same day
Case manager Act on any date it names, the same dayDate named: {date} for {what}. Calendared to {who}. Same day
Case manager Tell the attorney where it decides somethingAttorney told {date} / no notice needed: {reason}. Same day
Attorney Say what the Board's paper changes, if anythingBoard paper of {date} {changes {what} / changes nothing}. Same day where it names a date
Case manager File it under its own dateproduces the Board's paper, filed on its own tab · needs 2 things in handFiled tab {tab} under its own date {date}. 2 days
cover

Client Intake

3 document types · 27 tasks · 44 templates

contact, DOB, occupation, wages, representative designation, authorizations, fee agreement, the firm's demographics sheet

Also works behind this tab Representation changes A party changes attorney, or the firm does4 tasksA letter arrives from the other side Correspondence from the carrier, defence counsel or a third-party administrator6 tasksThe case closes and the file does not The last clock has run, or the firm withdraws, or the client leaves6 tasks
CORR starts no clock The client is kept told Routine

correspondence — a letter, or a document that has no code of its own yet (the gaps note)

4 unless the letter is about one of these: to the judge → 2; to, from or about the evaluator → 6; a rating letter → 7; a payment, EOB or bill → 11; written discovery → 12; a records request → 13; an MSA → 14; a lien claimant → 15; intake, fee or address → cover

6 tasks when this arrives
Case manager Decide whether it belongs hereLetter from {sender} dated {date}; filed at Tab 4 because {reason}. Same day
Attorney Answer what is a position on the caseproduces the reply to the client · needs 2 things in handClient question of {date} answered {date} by {attorney / case manager}: {administrative / a position on the case}. By the reply date
Case manager Read what it asks for and by whenAsks for {what} by {date, or none stated — set {date}}. Same day
Case manager If an administrator does not name its clientAdministrator {name} did not identify its principal. Disclosure requested {date}; attorney told. 1 day
Case manager Answer it or route itproduces the reply, or the routing note · needs 2 things in handAnswered {date} / referred to the attorney {date}. By the reply date
Case manager Update the contacts if it changes themContact updated: {what changed}. 2 days
AUTH starts no clock Stationery and firm records Routine

HIPAA : the client's blanket release and representative designation signed at intake → cover. AUTH : an authorization executed for one specific records request → 13

5 tasks when this arrives
Case manager Get both signed at intakeproduces the signed authorization and representative designation · needs 1 thing in handAuthorization and representative designation signed {date}. Day one
Case manager Check both are actually signedBoth forms verified signed and dated {date}. Day one
Case manager File the blanket ones on the coverproduces the cover authorizations · needs 1 thing in handFiled to the cover {date}. 2 days
Case manager File a specific authorization with its requestproduces the authorization, filed with its records request · needs 2 things in handAuthorization for {custodian} filed with the request {date}. On execution
Case manager Watch for expiry or revocationAuthorization {current / expired {date} / revoked {date}}. Ongoing
HIPAA starts no clock Stationery and firm records Routine

HIPAA : the client's blanket release and representative designation signed at intake → cover. AUTH : an authorization executed for one specific records request → 13

Handled on Stationery and firm records, where its tasks are listed.

pocket

Can't tell / not a case

0 document types

the reasons in section 9: unreadable or undated documents, two documents in one scan, no case found, two cases fit, the firm's own records for the evaluator, and what is not a case at all (firm mail, marketing)

Every piece the procedure could not finish, each with the reason. The reasons are few and each has one answer. Deciding is the work, and these are the decisions.

No case foundName the case, or say it is not the firm's client. Then the piece is processed normally or returned.
Two cases fitNo claim or ADJ number on the document matches exactly one case. Pick the case from the date of injury, body part or employer, and say why in the note.
Two documents in one scanConfirm the page where the second begins. The scan is cut and each part is processed on its own.
No date, or unreadableSupply the date from the document if it is there and was missed. If it truly carries none, use the postmark or fax-header date and say so in the note — and the ATTORNEY decides any clock that depends on it. If unreadable, request a legible copy.
Nothing distinguishes it from one already filedSame date, TYPE and source. Say whether it is the same document (note it) or a second one (_v02).
A packet or send needs something the file lacksA signed designation, an application form, a wage figure. Supply it, or hand the piece to the person who can.