Intake support for law firms
An inquiry still needs a reply.
Give every inquiry an owner and a next step. Connect the call, form or message to the person who will take it forward.
Book a FREE Strategy CallThe call, form or message is recorded and visible.
A designated person owns the next action for this matter.
The person, working hours and follow-up plan are explicit.
A consultation, signed matter or reason it did not continue.
An illustrative inquiry. Outcomes come from your firm’s own records.
Where does the handoff break?
More inquiries help when the team can carry them forward. Start with the points where a real inquiry gets stuck today.
The missed call
Who sees it, who returns it and what happens outside the agreed hours? Make the plan explicit before adding more campaigns.
The unowned form
A notification needs a destination and a responsible person. Confirm that the inquiry arrives and stays visible until it is handled.
The unfinished follow-up
A conversation can stall after the first reply. Keep the next action, date and reason for any closed inquiry in the record.
Six parts of a useful system.
The firm’s staffing, existing tools and responsibilities decide the scope. The system should make ownership visible.
Capture
Keep the inquiry from the call, form or agreed channel.
Source
Carry where it came from into the record.
Route
Assign it to the right person for that matter.
Reply
Agree who responds and during which hours.
Follow up
Give the next action an owner and a date.
Outcome
Record the consultation, signed case or reason it did not move forward.
Who owns what happens next?
A clearer process can begin with the tools and team you already have.
Start with the firm’s current process. Trace a call and a form from arrival through the first reply, consultation and final status. Find where the record or the responsibility disappears.
Then agree the roles, hours and follow-up rules. Any proposed routing or automation should support those decisions. It should not imply someone is available when nobody has been assigned.
Your firm decides who performs intake and makes legal or case-acceptance decisions. Rubiks’ support is defined around the agreed process and systems. Named tools, response times and integrations are confirmed in the scope.
Read the whole record.
These are measures to agree and capture. A form submission is never relabelled as a signed case.
Inquiries and replies
How many inquiries arrived by source? Were they received and assigned? What happened at the first contact?
Consultations and cases
Keep consultations and signed matters separate. Use the firm’s own records to establish these outcomes.
The next improvement
Look at missed contacts, poor-fit inquiries and unfinished follow-ups. Use the reasons to decide which handoff to improve next.
Before changing the process.
Does Rubiks answer all our calls?
Call answering, hours and staffing are not assumed. Agree those responsibilities before the engagement. Intake support begins with the process and the systems named in the scope.
Can we keep our existing tools?
Start by reviewing what the firm uses today. Keep useful systems; confirm any proposed integration and its access requirements before promising it.
How is follow-up ownership decided?
Name the person, the next action and the timing for each stage. Review that plan with the firm’s intake lead before implementing it.
Start with your firm
Where does your next inquiry get stuck?
We’ll trace the current path with you and identify the first handoff worth improving.
Book a FREE Strategy Call