TODAY
Bills and affidavits move by fax and email, and vanish between the attorney, the ER and the notary.
WITH SETTLETRACK
One shared case record. Every document uploaded once, instantly visible to every party who needs it.
BUILT FOR
Attorney OfficesCase managers & PI attorneys
ER FacilitiesFront desk, billing & supervisors
NotariesAffidavit preparation & stamping
Referral PartnersView-only case oversight
LIFECYCLE18stages tracked automatically, from first call to payment
ROLES7connected: case managers, front desk, billing, notary & supervisors
OFFICES3→1three separate offices working from one shared case record
CHASING0status-check phone calls, faxes or "where is this case?" emails
Why SettleTrack
LOP cases shouldn't live in fax machines
Every LOP case crosses three offices before anyone gets paid. Here's what changes the day you switch.
TODAY
"Any update on the Rivera case?" Weekly status calls between the law office and the facility.
WITH SETTLETRACK
Live role-based statuses. Case Manager, Billing, Notary and Supervisor see the same stage, the same second.
TODAY
A rejected document bounces for weeks with no owner, no reason attached, no deadline.
WITH SETTLETRACK
Rejections carry reasons and route straight back to Billing or Notary. Corrections in days, not weeks.
CASE MANAGER
FRONT DESK
BILLING
NOTARY
LOP SUPERVISOR
| LOP NO | PATIENT | ATTORNEY | STATUS |
|---|
▲ Highlighted rows need this role's action
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 LOP 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 LOP case management software for the US personal injury 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.
Everything the lifecycle needs
From “Patient Sent” to “Payment Received”
Live status tracking
18 lifecycle stages, one shared truth, zero status-check phone calls.
Correction routing
Reject with a reason and the document routes itself back to Billing or Notary.
Smart notifications
Front Desk, Billing, Notary: everyone pinged the moment they're up.
Offers & payments
Send offers, capture signed acceptance, log payment. Cycle closed.
Reports & audit trail
Case summaries and role activity, timestamped and export-ready.
Admin & access control
Administrators manage entities, users and role assignments, edit or view-only.
One platform, three front doors
Built around the people who move the case
ATTORNEYS
Case Managers at personal injury firms
- Create LOP cases & send patients to the ER
- Review records, approve or return with reasons
- Send offers, update status, release payments
ER FACILITIES
Front Desk · Billing Team · LOP Supervisor
- Log patient arrivals in one click
- Add bills, fix corrections, verify every record
- Accept offers & record incoming payments
NOTARIES & PARTNERS
Notaries · Referral Partners
- Prepare & upload affidavits the moment bills land
- Rework rejections with the reason attached
- Referral partners get view-only oversight
The SettleTrack difference
Life before and after SettleTrack
BEFORE
The fax-machine workflow
Intake scribbled on paper. The ER has no idea a patient is coming
Bills and affidavits mailed, faxed, lost, and re-requested
Corrections bounce between offices with no owner or deadline
Weekly "any update?" calls between attorney and facility
Settlements delayed by missing or unverified documents
AFTER
One accountable workflow
Case created at the attorney's desk. The ER is notified before arrival
Every document uploaded once, instantly visible to all three offices
Rejections carry reasons and auto-route to the right team
Live status per role. No calls, no guessing, ever
Offers, acceptance and payment logged with a full audit trail
See the difference in a live demo
30 minutes · your workflow, walked end to end
The journey, end to end
Seven checkpoints. Zero surprises.
The full 18-stage lifecycle, distilled into seven checkpoints, each one owned by a named role, so nothing waits for "someone."
PATIENT
SENTCASE MANAGER
SENTCASE MANAGER
PATIENT
ARRIVEDFRONT DESK
ARRIVEDFRONT DESK
BILL
READYBILLING TEAM
READYBILLING TEAM
RECORDS
FOR REVIEWLOP SUPERVISOR
FOR REVIEWLOP SUPERVISOR
CASE DOCS
OKCASE MANAGER
OKCASE MANAGER
OFFER
SENTCASE MANAGER
SENTCASE MANAGER
PAYMENT
RECEIVEDBILLING TEAM
RECEIVEDBILLING TEAM
Security & Compliance
Built to the standards this work demands
LOP cases carry protected health information, legal records and payment data. SettleTrack treats all three with the controls attorneys, ER facilities and notaries are required to keep.
HIPAA safeguards
Protected health information is handled under HIPAA administrative, physical and technical safeguard requirements. Business Associate Agreements available for covered entities.
SOC 2 controls
Security, availability and confidentiality controls modeled on the SOC 2 framework, independently reviewed and continuously monitored.
Encryption everywhere
AES-256 encryption for every record at rest and TLS 1.2+ for every record in transit. Keys are rotated and managed, never stored beside the data.
Role-based access
Seven roles, least-privilege by default. A notary never sees billing detail, and a front desk never sees settlement terms. Access maps to the job, nothing more.
Complete audit trail
Every upload, approval, rejection and payment is timestamped and attributed to a named user. Export-ready when a court or auditor asks.
ESIGN & UETA
Digital offer acceptance and signatures are captured in line with the federal ESIGN Act and UETA, valid and enforceable in all US jurisdictions that adopt them.
US DATA RESIDENCYDAILY ENCRYPTED BACKUPS99.9% UPTIME TARGETMFA & SSO READYVENDOR RISK REVIEWS
Frequently asked questions
Everything teams ask before switching
What is a Letter of Protection (LOP) in a personal injury case?
A Letter of Protection is a legally binding agreement between an injured patient, their personal injury attorney, and a medical provider. It allows the patient to receive treatment immediately while the provider agrees to be paid from the future settlement or verdict, typically before attorney fees and client disbursement.
Who is SettleTrack built for?
SettleTrack connects everyone who touches an LOP case: Case Managers at attorney offices, Front Desk, Billing Teams and LOP Supervisors at ER facilities, Notaries preparing affidavits, and Referral Partners with view-only access. Each role gets its own dashboard showing only the cases and actions that belong to them.
How does SettleTrack keep three offices in sync?
Every case moves through 18 tracked lifecycle stages, from Patient Sent to Payment Received. At each stage the responsible team is notified automatically, and every party sees the same live status. Rejected documents carry reasons and route back to the right team without a single phone call.
Is SettleTrack HIPAA-conscious?
SettleTrack is designed around role-based access control, entity-level permissions and full audit trails, so protected health information is only visible to the roles that need it. Ask us about our security practices during your demo.
What happens if a case goes into litigation or gets dropped?
The Case Manager or LOP Supervisor can update the case status to In Litigation or Dropped at any point after document approval. Every party sees the change instantly, and the full document history stays on record.
How do ER facilities get paid faster with SettleTrack?
Faster settlements come from complete, verified documentation. SettleTrack eliminates the weeks lost to missing bills, unstamped affidavits and untracked corrections, so offers go out sooner, acceptance is captured digitally, and payment is logged the day it arrives.
LOP resources
Learn the Letter of Protection landscape
FOR PROVIDERS · 6 MIN READ
How ER facilities get paid faster on LOP cases
Why complete, verified documentation is the single biggest lever for reducing time-to-payment.
Read the guide →
FOR ATTORNEYS · 5 MIN READ
LOP vs. medical lien: what's the difference?
Two ways injured clients get treatment before settlement, and what each means for your case file.
Read the guide →
CHECKLIST · 4 MIN READ
The complete LOP case document checklist
Bills, affidavits, acceptance letters: everything a settlement-ready LOP file must contain.
Read the guide →
From the people in the workflow
Every role feels the difference
Stop chasing LOP paperwork.
See a live case travel from the first phone call to payment, in one demo.