How It Works

From the first phone call to payment received.

A Personal Injury case crosses three offices before anyone gets paid. Here is what an LOP actually is, and how SettleTrack tracks all 18 stages of one, from intake to the payment landing.

Letter of Protection 101

What is a Letter of Protection, and why is tracking one so hard?

A Letter of Protection (LOP) is a legally binding agreement between an injured patient, their personal injury attorney, and a medical provider, commonly an ER facility. It lets the patient receive emergency treatment immediately, while the provider agrees to be paid from the eventual settlement or verdict instead of upfront.

It sounds simple, but every personal injury case crosses three separate offices: the attorney managing the claim, the ER facility delivering care and billing for it, and the notary preparing affidavits that make those bills court-ready. Records, corrections and approvals bounce between them for months, usually by fax, phone and email.

SettleTrack is purpose-built personal injury case management software for the US market. It gives every party one shared case record, role-based dashboards, and automatic notifications at all 18 lifecycle stages, so providers get paid faster and attorneys settle with complete, verified documentation.

How an LOP works, in four steps

1Patient is injured & hires an attorneyThe attorney issues a Letter of Protection to the treating facility.
2The ER treats now, bills laterCare is delivered immediately, while payment is deferred until the case resolves.
3Records are billed, notarized & verifiedBills and affidavits are prepared, stamped and supervisor-approved.
4Settlement pays the provider firstMedical bills are paid from the recovery before disbursement.
Inside the platform

What the 18 stages actually track

The seven checkpoints on our home page are the headline. Underneath, SettleTrack tracks eighteen stages grouped into four phases, and every stage has one named owner.

PHASE 01

INTAKE

Case Manager → Front Desk

  • PATIENT SENT
  • PATIENT EXPECTED
  • PATIENT ARRIVED

The attorney's office opens the case and names the facility. The ER sees the patient on its board before they walk through the door, so arrival is one click, not a phone call.

PHASE 02

RECORDS

Billing Team → Notary

  • RECORDS UPDATED
  • AFFIDAVIT PREPARED

Billing attaches the itemised charges the moment treatment ends. That stage change is what notifies the notary, so affidavits are drafted against final numbers instead of sitting in a mail tray.

PHASE 03

VERIFICATION

LOP Supervisor → Case Manager

  • RECORDS FOR REVIEW
  • CASE DOCS APPROVED

The supervisor checks the file against what a court will accept. Anything short is rejected with the reason attached and routed back to whoever owns the fix, not to a shared inbox.

PHASE 04

SETTLEMENT

Case Manager → Billing Team

  • OFFER SENT
  • OFFER RECEIVED
  • AWAITING PAYMENT
  • PAYMENT RECEIVED

The offer goes out against a verified file, acceptance is captured digitally, and payment is logged the day it lands. The case closes on the same record it opened on.

When a case leaves the happy path

In LitigationOnce documents are approved, a Case Manager or LOP Supervisor can move the case to litigation at any point. Tracking continues, and the full document history stays attached.
DroppedCases that end without a settlement are closed explicitly rather than left in limbo. Every party sees the change instantly, so nobody chases a file that is already finished.

See your own workflow, walked end to end.

A 30-minute guided demo: one live case, from the first phone call to payment.

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