The Intake Specialist is responsible for managing the client onboarding process for personal injury cases, from the initial inquiry through case setup and transfer to the legal team. This role evaluates potential clients, conducts detailed intake interviews, prepares retainer agreements, coordinates initial medical treatment, and ensures all case information is accurately documented and organized. The Intake Specialist plays a key role in providing a professional and compassionate first experience for prospective clients while ensuring compliance with the firm's intake procedures and deadlines.

Responsibilities:

• Manage the client intake process from the initial inquiry through case setup and transfer to the legal team.

• Respond to inquiries from prospective clients and provide professional, compassionate, and timely assistance.

• Screen and evaluate potential clients to determine case eligibility based on firm criteria.

• Conduct detailed intake interviews to collect relevant personal, accident, medical, insurance, and case information.

• Verify that all client and case information is accurate, complete, and properly documented.

• Prepare, present, and secure signed retainer agreements and other required intake documents.

• Coordinate initial medical treatment and communicate with medical providers as needed.

• Organize and upload client and case documentation into LeadDocket and Filevine.

• Create and maintain accurate case information within the firm's case management systems.

• Communicate new case information and updates to the appropriate internal teams.

• Initiate police report requests and follow up as necessary.

• Ensure all required intake documentation and tasks are completed within established deadlines.

• Coordinate the smooth transfer of newly signed cases to the appropriate legal or case management team.

• Maintain confidentiality when handling client and case information.

• Follow all firm intake procedures, guidelines, and compliance requirements.

Qualifications:

• High school diploma or equivalent; associate degree or relevant administrative experience preferred. No law degree required

• 1–2 years of administrative, clerical, or office support experience preferred.

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• Proficiency with Microsoft Office (Word, Excel, Outlook) and general office software.

• Ability to maintain accurate records, files, and confidential information.

• Strong attention to detail and ability to prioritize multiple tasks.

• Professional, dependable, and able to work independently.

• Ability to communicate effectively with staff, clients, visitors, and external partners.

• Ability to handle sensitive or confidential information with discretion.

• Bilingual English/Spanish preferred, if applicable.

• Ability to work effectively in a fast-paced office environment and meet deadlines.