Outsourcing Medical Summaries from an Offshore LPO Firm

1. Manthan LegalOutsourcing Medical Summaries from an Offshore LPO Firm Presented by: Vrinda Vats email : vrinda.vats@manthanlegal.com • Alternate email : marketing@manthanlegal.com www.manthanlegal.com

2. Table of Contents • Outsourcing of Medical Records Summarization (Medical Summaries) • Medical Summaries @ Manthan Legal • What We Offer under Processingof Medical Records • Types of Medical Chronologies that we deliver • Manthan’s role in the entire Case Cycle Process • Uploading Medical Summaries/Records@Manthan Legal • Process, People, Quality, TAT, Technology • Medical Summaries Process @ Manthan Legal • Data Security & HIPPA Compliance @Manthan Legal • Manthan Differentiator

3. Outsourcing of Medical Records Summarization (Medical Summaries) • Who can leverage outsourcing of Medical Records Summarization Medical records Summarization is generally required by Personal Injury (PI) law firms

4. Marketing Customer Relationship Your core differentiators Legal Authority Case Processing (Medical Summaries) Manthan Legal accelerator Outsourcing of Medical Records Summarization (Medical Summaries) Contd.. • Benefits • Identify your firms key strengths and innovate Marketing Customer Relationship Legal Authority Case Processing • Let your practice run all 24 hours • Ensure Scalability • Provide Cost Competitiveness

5. Medical Summaries @Manthan Legal “Manthan Legal is a Premier Legal Process Outsourcing firm built as an accelerator focused on summarization of medical records for PI law firms. Our mission is to double the case processing capability of our clients every 18 months.” • Delivery center in India – Bangalore • Over 900 man-years of legal outsourcing experience in medico-legal services • Team of 250 people with 150 paralegals, 50 paramedic staff and 10 doctors/physicians • Process and Metrics driven project management • Dedicated engagements with over 60 law firm clients Fact Sheet

6. What We Offer under Medical Records Management We are providing a complete package for medical records retrieval and management • Requesting and following up with medical • providers for medical records • Document Organizing/Indexing • Medical Records Sorting/Segregation • Hyper linking/Pagination/Bate numbering • Prepare Chronological medical Factsheet • Prepare Medical Summaries • Peer Review • Identify the records • Provide a gist of the records while filing the records in case management tools like Trial Works, Needles, Time Matters, etc.

7. Types of Medical Chronologies that we deliver • Document Organizing/Indexing • Review the records and provide the output in the form of simple verbatim chronology of treatment undertaken • General medical summary in SOAP format. Refer Samples of Medical Summary We also review the records for answers to specific queries from the law firm relating to specific incidents of negligence and deviations from defined standards of care.

8. Stage 2: Information and Records Stage 3: Settlement & Pleadings Stage 4: Discovery And Pre-Trial Stage 5: Trial Manthan’s role in the entire Case Cycle Process Stage 1: Intakes Case Processing Enabler • Receive new client • calls and faxes • Update database • with client • Information • Welcome calls and • initial • correspondence • with clients • Obtain personal history, records and case details from client • Set up treatment dates and appointments • Request, receive, • organize, summarize and timeline medical records • Draft demands for settlement • Assemble docs and create exhibits • Draft summons and complaints • Interrogatories, RFPD, Admissions, Response to discovery requests • Prepare questions for deposition • Summarize Depositions • Draft pre trial • motions, motion in • limine • Draft motion for summary judgment • Draft pre-trial brief • Draft appellate Briefs and exhibits • Legal research • using Westlaw, Lexis • and drafting memos Organizational Enabler Case Analytics, Marketing Support, New Age Media writing, Billing Support, Case Audits, Go Paperless support, Word Processing

9. Uploading Medical Summaries/Records @ManthanLegal • At Manthan Legal we work directly on the law firm’s server by logging into their system. The medical Summaries remain in their system and the output is shared in the form of email or direct filing in the case folder. This is intimated to the concerned paralegal and attorney handling the case in the law firm. • In some cases, when the records are huge, we also receive the records through our dedicated FTP arrangement, which are fully secured. • We also have a dedicated and secured Dropbox to receive smaller records. Many of the law firms also transfer their files to us through their own secured Dropbox.

10. Manthan ExpertiseProcess, People,Quality, TAT, Technology

11. EOD Report Lawyers, Paralegals Process Arrangement @ Manthan Legal Process Details Case File collation Document scanning Uploaded to server Lead Lawyer allocates Assigned to executives Organizing and Summarizing End-of-day progress Delivered to onsite team Onshore Law Firm Offshore Manthan Legal DB 1 Scanner Print 4 Legal documents 2 Live Folder Archive Electronic Documents 5 Lead Lawyer 3 7 VPN, Remote Desktop 6 VoIP phone Client Server End of Day Report 8 Onsite Legal team

12. Medical Summaries Process @ Manthan Legal • If further review is required, it is done and the revised summary is delivered to the law firm for its use

13. People • People are the strength of our business and our greatest resource. Our Medico-Legal services team of 250 people includes • 150 Paralegals, • 50 Paramedic staff and • 10 Doctors/Physicians with rich experience and weighty subject matter knowledge and represent the best talents in the industry. • Our paramedics are qualified nurses from premier nursing schools in India. All our paralegals are lawyers from top law schools in India and our physicians are also from leading medical colleges in India with sufficient practice experience.

14. Quality Quality is of utmost importance in the delivery of our work product @Manthan. Our Stringent Quality Systems is benchmarked to ISO 9001. It is at • Process Level • Extensive documentation at 3 levels • Module • Submodule • Keystroke • Checks and balances for each process • Reviews by Quality team- Once the summary is completed, our second review team of paralegals glance through the same and if there are inconsistencies noticed, take the assistance of our doctors for finalizing the summaries. • Statistical monitoring • Monitoring based on Employee performance • People Level • Defined performance levels • Balanced Scorecard Technique • Active monitoring • Retraining & Star performers

15. Quick Turn Around Time (TAT)

16. Robust Technology • Data Security • Secure access • Use of VPN for remote connectivity • Firewall for secure data transmission • Data security measures • No print capability • No local caching of data • Scalable Infrastructure • High-end servers • Communication Bandwidth : 2 Mbps (+ 1 Mbps backup) • Strong Business Continuity measures • Seamless Communication • Internet Phones for live ‘one team functioning’ • Skype

17. Data Security & HIPPA Compliance @Manthan Legal

18. Nodes Client Site Manthan Server Switch Switch VPN Tunnel Switch Firewall Firewall Router Modem Router Modem Rigorous Data Confidentiality • No local storage of data at Offshore location • Remote access of Client server only • Point to point Virtual Private Network (VPN) • Highest degree of data encryptation • Firewalls to ensure IT systems protection • Strict NDA between Manthan and its employees • Restricted access to workspace area to Client’s dedicated team only Summary: Data does not leave the client servers !

19. IP protection and confidentiality – Multiple Levels • IP protection policies and procedures exceed industry standards: • IT security • Physical security • People level – employee data security policies • IP protection policy • No data transfer to Manthan : complete data security • Setting up segregated work environments: • At work station level • Dummy terminals – isolated from Manthan corporate network, and from shared network services (file servers, print servers) • Enabled through VPN, Remote Desktop Connection • Company-wide IT policy • Passwords changed frequently • Strict authorization protocol • Adherence to BS7799 data security standards

20. HIPPA Compliance • Manthan Legal strictly follows the HIPAA Privacy Rules while saving, accessing and sharing of medical and personal information of end clients with strict administrative, physical and technical safeguards in place. • Physical safeguards include limited facility access and control, with authorized access in place for use and access to workstations. • Technical safeguards include access control to only the authorized personnel to access the medical records relating to the end client. Access control includes using unique user IDs, an emergency access procedure, automatic log off and encryption and decryption. As a matter of practice, the unique user IDS are changed every 15 working days to maintain confidentiality. • Tracking logs are maintained to keep records of activity on the workstations and on access to end client records. • We have strict technical safeguards in place to protect against unauthorized access while transmitting data back to the law firm. We always use our own or the law firm’s dedicated drop box/FTP for transfer of end client data. • Once the review is complete, the medical records are deleted permanently from our server by our authorized trained personnel for the purpose.

21. Manthan Differentiator • Specialist in Medical Summary • We summarize and analyze the medical records. This analysis helps understand the documents in the context of the case • We assure a 5 day turnaround in most cases, as we have a large team of trained para-medical staff • We share industry best practice templates for each summary type or can adapt to your format of summaries • Till date, we have processed 1.2 million pages of medical records for summaries and analysis • Strong integration of technology and operations • Services spectrum to serve entire support requirements of a law firm • Legal, paralegal, secretarial, IT, back office • Strong proposition of being able to support across practice areas of litigation and non-litigation • Delivery model of custom dedicated team is strong value for clients • Data Security • Scalability with control

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