If you run a smaller personal injury firm, you know that a large part of your day is spent handling the smaller tasks that simply need to be done. Filing. Billing. Checking email every few hours. But what about client intake? Is this a task that you could reasonably outsource? What might this look like?
Below, we’ll walk you through what it would look like to outsource client intake, how this one simple move could benefit your firm, and how to decide if delegating this task is ideal for you.
When a potential client reaches out, two things are happening. On one level, the client is reaching out because they’re hoping you can represent them. Second, you’re also gathering information to determine how you may be able to help, and if their needs, budget, and circumstances are a good fit for your firm.
But how much time does this take you? And how many times per day or week does this process repeat? The reality is that a well-trained, professional person who’s deeply familiar with the law could readily handle this for you.
Because when you have to respond to several key things at once, it can be difficult to re-focus with the same level of attention. Your mind wanders, and the “Zone” is a bit tougher to re-enter every time.
When you allow an International Licensed Attorney (ILA) to take this on for you, every minute you save is a minute you can dedicate to doing your best work. And at the end of the day, you remain in control of whether or not you take the caller on as a client.
When you outsource intake, you’re simply allowing someone else to gather key information for you, saving yourself hours each week.
Your ILA answers incoming phone calls through secure platforms, in real time. You, in turn, are free to focus on strategizing, in-person or Zoom client meetings, preparing for negotiations or trials, and representing existing clients.
Your ILA has already undergone extensive training on how to perform client intake, the questions to ask, and what information to actively gather. They’re licensed attorneys and understand how to seek client information, while still ensuring that you review intake information and respond to the client as their attorney.
It’s a simple, streamlined, secure process built to give you support and to let you delegate process-driven tasks with unmatched peace of mind.
So what are the benefits of this process? For one, you’ll save considerable time each week. You see, when you task-switch continually, focus wanes. This is especially true when you have to divide your attention between simpler tasks (such as client intake) and far more complex ones, such as reviewing and understanding a medical report.
When you outsource intake, you win back focus, time, and mental energy, all vital components of representing your personal injury clients, advocating for them, and helping them win the life-changing damages they and their families are relying on.
Are there any cons? Well, for one, you’re not the first person a client speaks to. You don’t get to be the first person who hears their voice, listens to their story, and takes their contact information.
But this doesn’t mean you lose control, either. You’re still getting the core information, can still review it, and can still decide whether to take this client on during an in-person consultation. This means you remain in control of the key parts of the attorney-client relationship at every step, each time.
So how can you determine if outsourcing intake is right for your personal injury firm? Do you need to take this step? Well, if you already have an in-office paralegal who’s handling everything well and with plenty of time to spare in their daily schedule, you may not require the extra help.
But if your in-office paralegal is already handling document drafting, e-filing, organizing evidence packets, and grabbing you coffee, they may have enough on their plate. Your ILA could handle client intake, freeing your paralegal to handle and focus on deeper work.
If you don’t have an in-office paralegal, this is the perfect opportunity to take on someone skilled, affordable, professional, and responsive.
Your ILA will come fully trained on personal injury law and already understands how to respond to clients with high levels of professionalism, grace, patience, and clarity. They’re ideal for client intake, as well as other tasks, such as legal research, reviewing and summarizing files, and document drafting. All for half the cost of a US-based paralegal.
Q: Is it ethical for a law firm to outsource intake?
A: At DocketWorks, we’ve built ethical and legal considerations into every step of our processes. Our ILAs are fully trained on ABA standards, HIPAA regulations, and remain fully supervised by you day-to-day. They will never give legal advice to your clients, and understand the importance of data safety and security at every stage of the personal injury claim process.
Q: How much does outsourcing legal intake cost compared to hiring in-house?
A: For outsourced legal intake help from DocketWorks, you’ll pay roughly half of what you would pay a US-based paralegal. This helps lower your overall costs, while getting you the targeted support you need each week.
Q: What does an outsourced intake team actually handle?
A: Your ILA will gather key information, such as the client’s name, contact information, injury type, the date and background of the injury, and any other information that your firm includes on its unique intake form.
Your ILA can also schedule an initial consultation, allowing you to speak to the prospective client face-to-face. Under no circumstances will your ILA give legal advice, decide whether or not you can take on this client, or make any decisions as to the overall direction of their case. All of this authority remains with you.
Your personal injury work runs continually. Why not consider freeing up more time in your busy week? You stay in control; with outsourced intake, you simply allow a fellow professional to gather initial client information, all for half the cost of a US-based paralegal.
Interested in learning what this might look like for your firm? Simply schedule a no-pressure Discovery Call with Parke Parker today.
Grace Singh is a writer and editor for DocketWorks. She enjoys bridging services and client needs in ways that are meaningful, memorable, and human-focused, even as technology continues to change. When she’s not at her home office, she enjoys nature walks, reading, and brewing coffee.