An intake specialist is speaking with a client.

Intake Process: Transactional to Transformational Customer Experience

The Intake Process is designed to collect fundamental information to initiate smooth and effectual interaction while ensuring that all essential information is acquired for further actions and decision-making. The Intake Specialist is the voice of the firm. 

They’re the first person every potential client speaks with before consultation and representation. They gather details such as index information, incident narrative, and medical history which are vital in qualifying leads, setting up consultations with attorneys, and completing questionnaires in filing necessary documents.

Potential clients go through trauma, anxiety, and pain, most are in despair after being involved in a motor vehicle collision, divorce filing, domestic violence, and fighting for child custody. 

What makes our Intake Process different?

Our Intake Process is tailored to unique needs and designed to be user-friendly, quick, and time-effective for our clients. We make sure to incorporate thorough support mechanisms such as personalized guidance, resources, enhanced efficiency and accuracy of data management with a dedicated point of contact throughout the whole process which fosters a sense of care from the beginning to the end of our initial engagement with our clients, and that’s what sets us apart from our competitors. 

Legal Support Help Virtual Assistants handle a potential client in 3 stages:

intake specialist customer rep

Opening spiel

  • During the intake process, VAs are expected to obtain clients’ names and best contact numbers to ensure that the client can be contacted right back in case the call is disconnected.
  • Our VAs welcome clients with the right tone of voice, build rapport and empathize with the client’s concerns. 
  • Our VAs practice a one-ring policy in answering calls to avoid the risk of losing potential clients.

Attention to detail

  • Our VAs listen attentively to ensure that all relevant information, concerns, inquiries are captured accordingly to prevent the clients from repeating themselves. VAs are expected to be keen on data entry and summarizing calls to ensure that no vital information is missed.

 

  • Our VAs gather essential information based on the given set of questionnaires during the intake process to qualify leads from what is not based on the protocol. 

Call Resolution

  • Our VAs are quick in providing real-time resolution based on the client’s circumstances mentioned during the intake process. Consultation with an attorney is scheduled when needed alongside the required documents to retain the client.
  • We set proper expectations to the client if a follow-up is needed. 
  • Then reconfirm what has been discussed to wrap up the call. Making sure that all questions were answered and all of the client’s concerns have been addressed.