Latham & Martin Cuts Data Entry Time by 80% with NeosAI

Founded by Kelly Martin, Latham & Martin Personal Injury Attorneys is a boutique law firm based in Richmond, Virginia, specializing in personal injury cases. Kelly brought his experience from prior firms to create a practice embracing operational efficiency and high-quality client service. About six months after opening, the firm recognized the need for a robust case management platform and selected Neos as its first case management solution. 



Key Results

• Cut time spent on medical invoice data entry from 2-3 hours to just 30 minutes per week with NeosAI

• Improved file organization, reporting, and workflow customization 

• Enabled seamless email documentation and template automation to maximize staff time

• Benefited from industry-leading customer support with responses under 5 minutes

Before Neos

When Latham & Martin opened, they had no case management software in place. At Kelly’s previous firm, they used an “antiquated” system called Perfect Practice that didn’t align with modern practice needs for a growing firm.  



While evaluating alternatives, Kelly considered Smart Advocate and Filevine, but ultimately chose Neos because trusted peers recommended it. 



“We knew of other firms that were using Neos... that kind of made the decision for us.”

With Neos



NeosAI Decreases Data Entry Time by Over 80%

A standout benefit for Kelly’s team is the use of NeosAI to extract invoice values for medical billing—a task that previously took hours each week.



"When we first started, my wife came in once a week to do that work; it would take her two to three hours a week... [now it’s] probably under half an hour."



Kelly has also used NeosAI for document summarization of medical records and looks forward to leveraging it even more as page-limit capabilities continue to expand (note: as of this writing, NeosAI can summarize documents of up to 2,000 pages in length).



Intuitive Organization and Integrated Email Management

Neos’ intuitive interface felt familiar to a team used to managing files in Windows Explorer, lowering the learning curve and making adoption smooth from the start.



“It’s just a great organizational tool for us to organize our files, to keep in contact with the client, to track the stage of the case. The tab feature of Neos is comfortable for us and familiar.”



Neos has also streamlined routine tasks like emailing filing thanks to its seamless Outlook add-in, helping staff avoid copying and pasting or manually filing emails. 



“The plugins through Outlook have been very helpful…it takes just a few clicks to sync emails with Neos.”



Customization and Reporting That Keeps Cases on Track

The firm customized Neos fields for specific case types and relied on dashboard reports to monitor active cases and deadlines, including a critical monthly report that ensures no statutes of limitations are missed.



"We have reports each month for statute limitations for all the cases... that’s one thing that we cannot mess up."



Neos also supports the firm’s client outreach efforts by helping compile monthly newsletter distribution lists.



"Another report that we've done recently that I got help with through the Neos Support team  is for our monthly electronic newsletter. Our intake department gets the email addresses of everybody that comes in. They’ve done a report where I can easily pull that... and put it into the Neos Mailchimp integration... that’s been very helpful."



Template Automation for Faster, Consistent Output

Templates are an essential feature for efficient document generation, helping to save time and improve consistency:



"We paid for a trainer to show us how to code documents for templates, and that was very helpful... it’s kind of second nature now."



The team uses templates for frequent medical providers, reducing time spent tracking down recipient details:



"We have a template for our most common providers so we’re not having to go back through and search where and who to send it to.”



What We Love About Neos

Kelly emphasized that Neos delivers an intuitive, user-friendly experience customized for personal injury law firms.



"It’s very user-friendly and intuitive... it’s very customizable for a personal injury practice."



He also praised the exceptional responsiveness of Neos customer support.



"With Neos, we get a phone call within 5 minutes... I wish we had the Neos support team as our own IT contractors."



Interested in learning more about how Neos can dramatically reduce the time you and your staff spend on resource-heavy tasks? Sign up for a custom consultation with one of our experts.