WorkflowPersonal Injury & Mass Torts

Personal Injury Case Intake

Personal injury intake software that turns each call, web form and chat into one scored card, and puts the time limit that runs out first in front of the intake team.

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The problem

The caller with three weeks left waits behind last night’s fender-bender

Over the weekend the leads pile up in voicemail, web forms and chat logs. When the office opens, a specialist types each caller’s story into a form while the caller waits. Fault, treatment, insurer and the date it happened come back as free text that nobody scores the same way twice.

The time limit hides inside the story. A dog bite can carry one year where a crash carries two, and a crash with a city bus needs a notice of claim within months. Nobody computes it at intake, so a lead close to its deadline waits behind leads with years to run.

Declines go out days later or not at all, and seldom warn that a time limit applies. A caller turned away without a letter is a risk under the professional rules and the malpractice policy, and each signable caller who dials the next billboard is advertising already paid for.

Built forIntake directorsIntake specialistsIntake attorneysManaging partners

The Problem Today

Leads arrive at every hour of the day, and nobody works out whose time limit runs out first.

35–40%: of law firm leads arrive after hours published
42 hours: average reply time to a law firm web form published

Screened by hand today

Calls
Web forms
Deadlines
Insurance

A one-year clock read as twoA strict-liability dog bite can run out a year early
Paid leads lost twiceThe signable caller signs with the next firm that answers

The Solution

Every channel, one cardCalls, forms, chats and texts read into one card, each field cited
Scored with reasonsLiability, injury, treatment and coverage, each reason cited to a line
The clock that runs firstEach time limit by state and claim type; the nearest floats to the top
One tap to decideAccept, refer or decline; each decline carries a time-limit warning

Built-in controls

An attorney confirms each accept close to its deadline
Agents never contact a caller or an insurer
No caller’s words go into model training

What You Get

The intake team decides each lead with its shortest time limit in plain view.

7×: more likely to qualify a lead answered within the hour published

Referrals with consent on fileFee shares only with a written agreement and client consent
Cost per signed case by sourceSee which ads sign cases and which bring only declines
Conflicts checked before acceptEach party searched; a match goes to an attorney

From the call to the letter

Personal injury intake software that reads the call and starts the clock

The inbox, the card, the clock, the policy, the decision and the letters, each on its own screen.

01Intake inbox
An intake inbox sorted by the time limit that runs out first
How it works
- Calls, web forms, chats, texts and referrals land in one list: 118 on the day shown
- A deadline rail places each lead by days left, with the 30-day zone shaded
- Each row carries its clock, its score and its status, from new to declined
Intake directorStarts the week knowing which weekend lead runs out first, rather than working voicemail, forms and chat logs in the order they came in.
02Lead card
A one-screen lead card, each score cited to the caller’s own words
How it works
- An 11-minute call becomes 22 numbered lines, with the ones the agents used highlighted
- Liability 92, injury 84, treatment 88 and coverage 78 roll up to a score of 86
- Clicking a citation lights up its line, such as the animal control report number
Intake specialistNo more typing the story into a form while the caller waits, and no screening answer scored differently by each specialist.
03Deadline and card fields
A deadline tile that finds the shorter limit hidden inside a claim
How it works
- The strict-liability claim has one year and 23 days left; the negligence claim has 388
- No public body and an adult caller, so no notice of claim and no tolling
- Below it, nine of the 23 card fields, from the report number to the offer
Intake attorneySees the short limit before anyone files the bite as an ordinary injury claim with two years to run.
04Statute deadline calculator
A statute deadline calculator that shows its work for each claim type
How it works
- Pick the state, the claim type, the date of injury, a minor or a public body
- Each limit that applies is listed with its statute, the date it runs and days left
- The shortest is marked as the one that controls and drawn on a timeline
- The firm’s rule table covers 6 states and 8 claim types, reviewed by the intake attorney
Intake attorneyChecks the clock an agent set against the statute behind it, so no deadline is taken on faith.
05Insurance coverage check
A coverage check that finds the sublimit capping what a policy pays
How it works
- Reads the declarations page the caller texted, field by field, each cited: a $300,000 policy
- Places the $18,500 offer and $56,440 in losses against its $100,000 cap on dog claims
- Confirms the policy was in force on the day and lists no breed exclusion
Intake attorneyKnows what the policy can pay against the losses so far before the signing, without a call to the adjuster.
06Accept and route
An accept that sends a clock under 30 days to an attorney
How it works
- The accept dialog restates the score of 86 and that conflicts are clear
- With 23 days on the clock, the intake attorney confirms the deadline and takes the file
- The retainer packet is ready: fee agreement at 33⅓% before suit and 40% after filing
- Three medical-records authorizations and a letter of representation to the insurer go with it
Intake directorAccepts a strong lead quickly without carrying a near deadline alone: the attorney who will file confirms it first.
07Decline letters
Decline letters that each warn the caller of the time limit
How it works
- Fifty-two declines in a day, seven reasons charted, from no injury or no treatment (17) to conflict of interest (2)
- Each letter says the firm took no action and names the date the limit may run
- The intake director sends each one by email, text or mail
Intake directorEnds the decline sent days late, and the caller turned away with no word that a time limit applies.
08Referral partners
Referrals to partner firms, each under a signed agreement and consent
How it works
- The day’s 12 referrals, each with its partner, consent status and what happened next
- A fee share goes ahead only with the client’s signed consent; one is still pending
- Six partner cards show the practice, the fee share and referrals so far this year
Managing partnerSends medical negligence, workers’ compensation and out-of-state calls to the right firm, with the agreement and the client’s consent on file.
09Lead sources
Cost per signed case by source, so ad money follows signed cases
How it works
- Last 30 days: 2,600 leads, 512 accepted, 431 signed, 1,201 declined with a letter
- Search ads sign at $1,441 a case against $3,455 for social ads
- Arrivals by hour show 37% of leads landing outside office hours
Managing partnerSees which ads sign cases and which bring only declines, in cost per signed case, before the next budget meeting.

A dog bite eleven months old, with $56,440 lost and a $100,000 cap

The lead at the top of the inbox, as the card, the clock and the coverage check read it.

On the card	What it says	Read from
What happened	Bitten on a public sidewalk by a neighbor’s boxer mix through an open gate	Call lines T4 and T6
Treatment	14 stitches that night, two surgeries and 18 hand therapy sessions; longest gap 41 days	Call lines T10 to T13
Losses so far	$41,860 in medical bills and $14,580 in lost wages: $56,440	Call lines T15 and T19
Policy	$300,000 of liability, with dog claims capped at $100,000	Declarations page
Score	86: liability 92, injury 84, treatment 88, coverage 78	Case scorer, weighted 30, 30, 20, 20
Conflicts	No match for the dog owner; the insurer is adverse in 14 open claims	Clients and adverse parties

Around the inbox

More of the personal injury intake software, beyond the lead at the top

What the intake team and the partners open on the leads around it.

Intake inbox with a new 11-minute call transcript waiting to be read and scored, and a rear-end crash with a city bus first at 29 days — **A call waiting to be read**A new 11-minute call transcript waits to be scored, while a crash with a city bus sits first, its notice of claim due in 29 days.

Lead card for a crash with a city bus sent by web form, scored 81, with a 29-day notice-of-claim clock and the crash report still to come — **A notice of claim to a public body**A web-form lead against a city bus scores 81. Its 29-day notice of claim outranks injury claims with two years to run, and the crash report is requested.

Statute deadline calculator for an injury to a minor: the limit tolled until age 18, above the firm’s rule table by claim type — **A child’s clock, tolled**With the minor switch on, the limit is tolled until the 18th birthday, with a warning that a parent’s own claim for medical bills may not wait.

Decline letter for a slip on hotel ice whose two-year limit has passed, telling the caller another attorney can say whether an exception applies — **When the limit has already run**For a hotel slip on ice, the letter says the usual two-year limit may already have passed, and that another attorney can say whether any exception applies.

Audit log for the day: agent entries for reading the call, setting the 23-day clock and drafting the packet, then the intake director’s decisions — **Who decided, and which agent proposed it**Each accept, referral and decline under the name of whoever made it, beside the agents’ entries, from scoring 44 after-hours leads to drafting the packet.

Settings with acceptance criteria at a score of 70, the deadline rules, and a table of who prepares, accepts, declines, confirms and signs — **Roles and limits in the settings**A specialist prepares cards but cannot decide. The director accepts within the criteria; only an attorney or the managing partner confirms a clock under 30 days.

What it reads

Calls, chats, crash reports and declarations pages, read before anyone decides

Each fact on a card points back to one of these.

Call recordings and transcriptsFrom the firm’s phone system, recorded with notice, each line numbered so a field can cite it.

Web forms, chats and textsWhat the caller wrote and the photos they send, such as an insurer’s declarations page.

Police, crash and animal control reportsThe report number and what it confirms about the incident and the parties.

Insurance cards and declarations pagesLimits, endorsements, exclusions and the dates the policy was in force.

Clients and adverse partiesSearched for the caller and each party named before any accept.

The firm’s rule tableTime limits by state and claim type, with tolling and notice-of-claim rules, reviewed by the intake attorney.

The specialist prepares the card, and only attorneys confirm a short clock

Agents fill, score and draft. People decide, each under their own name.

Intake specialist

Sees: The call, the card as it fills, and any field to correct
Signs: Nothing: prepares the card but cannot accept or decline

Intake director

Sees: The inbox by days left, and each card’s scores and reasons
Signs: Accepts within the criteria, refers and declines, and sends each letter

Intake attorney

Sees: Each clock under 30 days and any accept outside the criteria
Signs: Confirms the deadline, takes the file and signs the retainer

Managing partner

Sees: Cost per signed case by source, and the referral agreements
Signs: Sets the acceptance criteria and approves each settings change

Before your intake team trusts the clock: common questions

What is personal injury intake software?

Personal injury intake software turns each lead from a call, web form, chat or text into one card the intake team can decide on. This solution fills the card from the caller’s words, scores it with reasons, starts the clock on each time limit, checks insurance and conflicts, and drafts the retainer packet or the letter.

How does it find the statute of limitations for a lead?

The deadline agent takes the date of injury and the claim type and applies the firm’s rule table by state, with tolling for a minor and a notice of claim for a public body. The shortest limit controls, and the intake attorney confirms a clock close to running out.

Does an agent accept or decline leads?

No. The case scorer proposes; the intake director accepts, refers or declines, and the intake attorney confirms a near-deadline accept. Agents draft the letters, and a person sends each one. They do not contact a caller, an insurer or another firm.

What does a non-engagement letter from it say?

Each decline carries a reason and a letter saying the firm took no action, will keep what the caller said confidential, and warns of the date the time limit may run. When the limit has passed, the letter says so and points the caller to another attorney.

How is the intake conflict check done?

Before any accept, the caller and each party named are searched against the firm’s clients, former clients and adverse parties. A match goes to an attorney to clear. An insurer the firm already has claims against shows as adverse, which is not a conflict.

Personal Injury & Mass Torts

See which lead in your inbox
has the least time left.

Send a week of calls and web forms your firm has already taken, and watch the inbox, the card and the deadline calculator read them.

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Personal Injury Case Intake

The caller with three weeks left waits behind last night’s fender-bender

The Problem Today

The Solution

What You Get

Personal injury intake software that reads the call and starts the clock

An intake inbox sorted by the time limit that runs out first

A one-screen lead card, each score cited to the caller’s own words

A deadline tile that finds the shorter limit hidden inside a claim

A statute deadline calculator that shows its work for each claim type

A coverage check that finds the sublimit capping what a policy pays

An accept that sends a clock under 30 days to an attorney

Decline letters that each warn the caller of the time limit

Referrals to partner firms, each under a signed agreement and consent

Cost per signed case by source, so ad money follows signed cases