AI System for Checking Pre-Hearing Tasks and File Readiness

The problem

In day-to-day operations, preparation tasks may remain scattered across different lists. When the hearing calendar, checklist, power of attorney, minutes and tasks are spread across different screens, documents or team records, the issue may not be noticed in time.

This fragmented data delays preparation of the hearing readiness list and forces staff to search for supporting records again by hand. Before deciding, the hearing lawyer must complete missing fields and verify each inconsistency individually.

A common exception is that a remote hearing or reassignment may change the list. If this context is not checked, an incomplete or incorrect automation could cause a critical task to be treated as complete, so the output cannot be acted on directly.

What we set out to improve

• Number of verified missing tasks
• Share of outputs corrected or rejected by the hearing lawyer
• Time between the source record and the review output

How the system works

1. 01 Define the review scope and the authorised hearing lawyer role
2. 02 Collect the inputs: hearing calendar, checklist, power of attorney, minutes and tasks
3. 03 Check the source identifier, date, version and data freshness
4. 04 Match the hearing against the checklist
5. 05 Bring the document, authority and task records together
6. 06 Check the exception: a remote hearing or reassignment may change the list
7. 07 Place low-confidence or conflicting records in a separate human review queue
8. 08 Write the source identifier, rule, output and timestamp to the audit trail
9. 09 Have the hearing lawyer approve, correct, defer or reject the output

Methods we used

• Calendar and checklist validation
• Source, format, version and required-field checks for the hearing calendar, checklist, power of attorney, minutes and tasks
• A missing-data alert instead of an estimate when inputs are absent or conflicting
• Separate handling of exceptions and the main rule
• Joint retention of the source identifier, rule result, hearing readiness list and human decision

Where people stay involved

Data and security

Access to the hearing calendar, checklist, power of attorney, minutes and tasks is limited to the minimum permissions needed for the task. Identifiers and sensitive fields are masked where possible, and only the necessary section is sent to the model rather than the full raw file. Access, output and the hearing lawyer's decision are logged; production use does not begin until the organisation approves the retention period and data location.

Who this suits

Frequently asked questions