INTAKE & CLIENT SUPPORT SPECIALIST

You are the first point of contact for prospective clients and a key player in ensuring smooth onboarding and intake. You will handle initial lead contact, walk clients through the intake process via Lawmatics (training available), and create organized digital client files in Filevine. You’ll also assist with returning missed calls and completing task-based admin work when intake is slow.

PRIMARY RESPONSIBILITIES
1. Lead Response & Intake
Monitor Lawmatics lead notifications (email/SMS)
Respond to new leads within a reasonable time frame (preferably under 30 minutes during business hours)
Send intake forms and guide clients through the completion process
Follow up on incomplete forms within 24 hours (via text/email)

2. Client Onboarding
Confirm receipt of all forms:
Signed retainer
HIPAA authorization
Driver’s license and insurance card photos
Police report (if available)
Any relevant injury or treatment documents
Update Lawmatics with completed steps and form status

3. File Setup in Filevine
Create new client files in Filevine using completed intake data
Upload all documents, label correctly, and organize the activity feed
Assign case stage and update notes for attorney review

4. Support Tasks (When Not Handling Intake)
Return non-lead calls or check voicemail messages
Assist with treatment tracking or document follow-ups
Review and learn Lawmatics/Filevine features
Help maintain client communication logs and follow-up lists

May promote to full-time based on job performance.