The input
Your approved systems, requests, documents, and priority rules. A named contact resolves missing information.
Services for law firm
Support the intake process with care.
Administrative intake support for law firms, connecting initial inquiries, consultation scheduling, document requests, and attorney-owned decisions. Find the responsibilities, working outputs, and review points for each role below.
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Build the right scope
Find your starting point.
Explore a focused workflow or combine related tasks into one clearly defined support role. Every service includes practical responsibilities and a useful handoff.
8 services
New inquiry intake
New inquiry intake
Capture approved first-contact information and route it to the correct person in your firm.
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Consultation scheduling
Consultation scheduling
Arrange consultations using approved availability, prerequisites, and client communication.
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Prospective client follow-up
Prospective client follow-up
Maintain respectful, approved follow-up while an inquiry awaits information or attorney review.
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Intake document requests
Intake document requests
Coordinate attorney-approved document requests through the firm’s secure channels.
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Conflict-check data preparation
Conflict-check data preparation
Prepare names and administrative identifiers for your firm’s attorney-controlled conflict process.
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Intake CRM management
Intake CRM management
Keep inquiries, communications, and next actions connected in the firm’s approved system.
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Attorney review handoffs
Attorney review handoffs
Prepare concise administrative summaries that help attorneys see the original inquiry and unanswered questions.
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Intake pipeline reporting
Intake pipeline reporting
Show inquiry volume, waiting reasons, and follow-up ownership without obscuring attorney decisions.
Explore this serviceConnected work, clear ownership
Collect what the next reviewer needs.
A new inquiry can contain an urgent deadline, a potential conflict, or more sensitive information than the firm needs at first contact. A deliberate intake process helps staff collect the right details and route them promptly.
- Begin with the queue that regularly holds other work up
- Agree the source records, templates, and expected outputs
- Keep approvals with a named member of your team
- Review the first handoffs before expanding the workload
What a working brief includes
A role is more useful when everyone knows what comes back.
The working record
Current status, responsible owner, last action, and outstanding questions. Each entry links back to its source.
The handoff
Completed tasks and exceptions, separated clearly. Your reviewer sees what is ready and what still needs a decision.
Choose the work before the role
Compare the handoffs your team needs.
A useful service starts with a real queue. Use these examples to choose the responsibility you want covered and the result your reviewer should receive. Related responsibilities can be combined after checking volume, coverage, and access.
First contact
New inquiry intake ↗
Capture approved first-contact information and route it to the correct person in your firm.
Typical responsibilities
- Use attorney-approved questions
- Confirm contact preferences
- Record reported dates without interpretation
What you receive
Inquiry record; Urgent-review handoff; Missing-information queue.
Review focus
Review exact names, contact details, source wording, and handoff acknowledgment.
First contact
Consultation scheduling ↗
Arrange consultations using approved availability, prerequisites, and client communication.
Typical responsibilities
- Offer authorized appointments
- Check required administrative prerequisites
- Send approved meeting instructions
What you receive
Consultation calendar; Confirmation record; Rescheduling queue.
Review focus
Check attorney, meeting format, time zone, and prerequisite completion.
First contact
Prospective client follow-up ↗
Maintain respectful, approved follow-up while an inquiry awaits information or attorney review.
Typical responsibilities
- Send authorized reminders
- Record responses and preferences
- Track requested callbacks
What you receive
Follow-up queue; Response history; Attorney question list.
Review focus
Check consent preferences, contact accuracy, and the current inquiry status before sending.
First contact
Intake document requests ↗
Coordinate attorney-approved document requests through the firm’s secure channels.
Typical responsibilities
- Send reviewed request lists
- Record receipt of files
- Flag unreadable or missing items
What you receive
Document request tracker; Receipt index; Review-ready pack.
Review focus
Match documents to the correct inquiry and preserve original filenames or source metadata.
Intake operations
Conflict-check data preparation ↗
Prepare names and administrative identifiers for your firm’s attorney-controlled conflict process.
Typical responsibilities
- Collect approved party names
- Record spelling variants provided by the source
- Organize related entities as instructed
What you receive
Party-name worksheet; Source notes; Reviewer handoff.
Review focus
Check exact spelling and source attribution. Do not treat a missing system match as clearance.
Intake operations
Intake CRM management ↗
Keep inquiries, communications, and next actions connected in the firm’s approved system.
Typical responsibilities
- Update authorized intake fields
- Link correspondence to inquiries
- Flag duplicate records for review
What you receive
Current inquiry records; Duplicate review queue; Ownership report.
Review focus
Check matter association, access restrictions, and whether the recorded stage matches the actual decision.
Intake operations
Attorney review handoffs ↗
Prepare concise administrative summaries that help attorneys see the original inquiry and unanswered questions.
Typical responsibilities
- Organize approved intake details
- Link source messages and documents
- Highlight stated dates for review
What you receive
Review brief; Source index; Instruction log.
Review focus
Check names, chronology, links, and the distinction between reported facts and conclusions.
Intake operations
Intake pipeline reporting ↗
Show inquiry volume, waiting reasons, and follow-up ownership without obscuring attorney decisions.
Typical responsibilities
- Compile approved intake stages
- Identify unassigned inquiries
- Track administrative waiting reasons
What you receive
Pipeline report; Unassigned inquiry list; Follow-up summary.
Review focus
Reconcile counts to source records. Do not equate consultations with retained clients.
Make the scope workable
Plan the coverage around your actual workload.
A new inquiry can contain an urgent deadline, a potential conflict, or more sensitive information than the firm needs at first contact. A deliberate intake process helps staff collect the right details and route them promptly.
Bring a representative queue
Choose recent examples from your normal workload, including one incomplete request and one that needed a decision. Note how often each task arrives, how long it usually takes, and whether the work clusters around particular days or deadlines.
Provide intake scripts, practice categories, emergency routing, and limits on detail collected before review.
Separate recurring work from exceptions
Agree what the assistant can complete using a documented rule and what must come back to your team. A clear escalation route helps avoid repeated interruptions while keeping unusual requests visible.
No legal advice, case assessment, deadline calculation, or representation promise.
Agree coverage and response expectations
Document working hours, time zones, priority categories, and who covers the queue outside the agreed schedule. Distinguish an acknowledgment from a completed task so a quick reply is never mistaken for a finished request.
For law firm, the plan should also name who can change priorities when a time-sensitive item arrives.
Review examples before expanding
Begin with a manageable portion of the queue. Your reviewer checks completed work against source records and gives specific feedback. Expand responsibilities only when the examples show the process is understood and the access and training requirements are in place.
Bring your current tools to the consultation: Clio Grow, Lawmatics, MyCase, Approved phone platform, Outlook, Google Calendar. Final requirements are confirmed together.
A useful operating rhythm
See the work, the questions, and the next owner.
Agree a reporting format before the role begins. The aim is to make the queue easier to manage, not to create another report your team has to decipher.
At the start of coverage
Review new requests, approaching deadlines, and items returned for correction. Check the latest instructions and identify anything missing before taking the next action.
During the working day
Update the approved record as work changes. Keep source references and the next owner together. Escalations should include the question, the evidence already checked, and the decision needed.
At the handoff
Separate completed items from work awaiting information or approval. Include the next action and responsible person for each open item so the next shift or reviewer can continue without reconstructing the history.
Choosing support
Shape the role around your team.
Do we need a separate assistant for every service?
Not necessarily. Related tasks can form one role when the workload, hours, systems, and experience requirements fit together. We’ll discuss the practical combination during your consultation.
Can the scope change as we grow?
Begin with a documented scope and review actual workload. Additional responsibilities should be agreed with clear training, access, and review requirements.
How do we choose the first workflow?
Pick work that repeats, has a clear owner, and can be checked against an example. Bring the volume, deadlines, and common exceptions to the conversation.
What remains with our team?
Your authorized staff keep professional judgment, policy decisions, financial authority, and final approvals. Each service page describes the relevant boundaries.
A role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.