Intake Specialist – Client Onboarding for Personal Injury

About the role

The Intake Specialist manages the client onboarding process for personal injury cases, guiding prospective clients from the initial inquiry through case setup and hand‑off to the legal team. This role ensures accurate documentation, timely coordination of medical treatment, and a compassionate first experience for clients.

Key responsibilities

• Manage the client intake process from initial inquiry to case setup and transfer to the legal team.
• Respond to prospective client inquiries with professional, compassionate assistance.
• Screen and evaluate potential clients for case eligibility based on firm criteria.
• Conduct detailed intake interviews to collect personal, accident, medical, insurance, and case information.
• Prepare, present, and secure signed retainer agreements and required intake documents.
• Coordinate initial medical treatment and communicate with medical providers.
• Organize and upload client and case documentation into LeadDocket and Filevine.
• Maintain accurate case information within the firm’s case management systems.
• Initiate police report requests and follow up as needed.
• Ensure all intake documentation and tasks are completed within established deadlines.
• Maintain confidentiality and comply with firm intake procedures and guidelines.

Required profile

• High school diploma or equivalent; associate degree or relevant administrative experience preferred.
• 1–2 years of administrative, clerical, or office support experience preferred.
• Strong organizational, time‑management, and attention‑to‑detail skills.
• Excellent written and verbal communication abilities.
• Professional, dependable, and able to work independently in a fast‑paced environment.
• Bilingual English/Spanish preferred but not required.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• LeadDocket (case management system)
• Filevine (case management system)