Your Case Intake Agent Clears Conflicts Across Every Name Variation
The AgentWorks Case Intake Agent takes data entry and conflict searching off your intake coordinator. It collects each prospective client's information through a questionnaire built for the practice area, searches the firm's full matter history for every name variation and corporate affiliate, flags the limitations date, and routes the result to an attorney for the decision. Your coordinator spends the conversation listening to the person who called.
What it takes off your plate
Here is intake at most firms. The coordinator takes a call, types the caller's details into the intake form, then retypes them into the practice management system and again into the conflicts database. They search the adverse party's name, maybe one spelling of it. They do not search the parent company, the former married name, or the LLC the other side does business through, because there is no time and nobody wrote down what those are.
Every rekeying is a chance to mistype a name, and every name not searched is a conflict the firm might discover only after it has taken confidential information. Screening the limitations date depends on the coordinator catching it in the conversation. And while the coordinator is typing, the next caller is going to voicemail.
What the Case Intake Agent does, step by step
It starts with the conversation, because the facts a conflict search needs come from the prospective client.
- Answers the inquiry. When a prospective client calls, texts or fills out the web form, the Case Intake Agent responds, confirms the kind of matter, and sends the right questionnaire for that practice area.
- Asks for every name. The questionnaire asks for the parties, their former names, trade names, parent and subsidiary companies, and anyone else involved, because those are the names a conflict search needs.
- Chases the gaps. If the other side's company name or the date of the incident is missing, it follows up with that single question by text or email.
- Books the consultation. Once conflicts clear, it offers consultation times on the attorney's calendar and confirms the appointment.
Then the Case Intake Agent does the data work:
- Keys the intake once. It creates the intake and the prospective client record in Clio, so nobody retypes the same details.
- Searches every variation. It runs the conflict search across the firm's complete matter history, covering spellings, abbreviations, former names and related entities.
- Flags the limitations date. It notes the key dates the client gave and flags any limitations date approaching, so an attorney sees the urgency at once.
- Routes the result. Clean results and possible hits go to the responsible attorney with the matches and the reasoning. The attorney decides; the agent never clears a conflict on its own.
For the missed-call side of intake, see how to automate law firm client intake.
Where the work is recorded
The intake, the questionnaire answers, every message exchanged with the prospective client and the full conflict search, including each name searched and each potential match, are saved on the intake record in your practice management system. The attorney's decision is logged next to it, which gives the firm a documented search if the question ever comes up later.
When the coordinator opens intake the next morning, they see which prospective clients are waiting on a conflict decision, which consultations are booked, and which intakes carry a limitations flag. If a prospective client calls back, whoever answers sees exactly what they were told and what is still pending.
What your people do instead
Your intake coordinator gives the caller full attention: hearing the story, noticing when the person is frightened or confused, and explaining what happens next in plain terms. That first conversation is where a prospective client decides whether to trust the firm. Attorneys make conflict and urgency decisions from a complete search instead of a partial one.
The Case Intake Agent handles the questionnaires, the searching and the records; your people handle the human side of a hard moment in someone's life. For how the firm keeps in touch once the matter is open, see the Client Retention Agent.
One next step
If your conflict searches depend on one spelling of one name, take the free Legal Industry Assessment. It shows which workflow an agent should take first in your firm. You can see every legal agent AgentWorks runs on the Legal industry page.
See where the Case Intake Agent would start in your legal business.
I'm Victoria, the Legal ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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