Overview
The firm was losing qualified leads due to slow intake response times and inconsistent manual screening.
Primary Constraints:
- Strict confidentiality requirements
- Existing legacy case management system
- Limited internal IT resources
How We Solved It
Workflow Audit
Mapped the full intake lifecycle from first contact to signed engagement letter, identifying 9 manual touchpoints.
AI Qualification Engine
Built a scoring model to assess case viability based on injury severity, liability clarity, and jurisdiction.
System Integration
Integrated AI intake workflows with the firm's existing case management platform via secure APIs.
Human-in-the-Loop Deployment
Maintained attorney oversight for final approval while automating data collection and preliminary screening.
Architecture
The system uses a secure AI intake layer connected to the firm's CMS via encrypted APIs. Incoming submissions trigger automated parsing, scoring, and routing. A human-in-the-loop approval mechanism ensures compliance and final validation before client onboarding.
Methodology & Stack
To ensure data residency and enterprise-grade security controls.
For orchestrating intake logic, scoring, and multi-step routing.
To sync structured intake data directly into the firm's CMS.
The Results
The automation eliminated manual email back-and-forth and standardized qualification logic across all practice areas. Attorneys now receive pre-qualified, structured case summaries within minutes of submission. The firm increased case throughput without hiring additional intake staff, directly impacting monthly revenue.
- Average response time reduced from 20 hours to under 3 hours.
- Lead leakage reduced by 35%.
- No additional administrative hires required during 12-month growth phase.
Lessons Learned
Standardizing qualification criteria before automation is critical.
Clear attorney oversight builds trust in AI-assisted scoring.
Response-time improvements directly correlate with conversion lift.
Security & Compliance
All client data is encrypted in transit and at rest. Access is restricted via role-based controls. The system maintains a full audit log of AI scoring decisions for internal review.
Out of Scope
Final legal strategy decisions and engagement letter approval remain attorney-controlled.