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Intake Coordinator
2 months ago
We are seeking a highly skilled Intake Specialist to join our team at Wilhite Rose and Roberts PC. As the first point of contact for potential clients, you will play a critical role in making a positive impression and guiding them through the intake and sign-up process.
Key Responsibilities- Work closely with the heads of Business Law and Malpractice to ensure that all potential clients are prequalified to meet our firm's case standards.
- Establish rapport with potential clients immediately over the phone and via email.
- Answer calls and emails from potential clients about their claims, determine whether to schedule for attorney intake, to send for review, or to reject.
- Ensure all new cases on intake sheets, and messages, from Lead Docket are posted to Filevine promptly and accurately.
- Research the potential client and case to help inform paralegals and lawyers about the viability of the case.
- Save any photos' and/or documents potential new clients send in shared folder.
- Send out contingent fee agreements, disclosure, and intake packet with client releases via Vinesign. Ensure documents are returned and saved to file.
- Ensure questionnaire, releases and needed information to open a case has been requested. Communicate with assigned Paralegal for information they should know.
- Ensure decline letters go out to non-clients within 1 day of decision.
- Become familiar with our referral list to help direct and refer callers we cannot help.
- Help the paralegals with data entry and other office tasks in downtime.
- Help create a positive team environment by communicating with each team member to ensure all potential new clients are given prompt attention.
- Keep up to date with all Lead Docket tasks and responsibilities.
- 1-2 years previous experience as an Intake Specialist or Legal Assistant in a Personal Injury Law Firm is highly desired.
- Minimum 2 years of experience with Microsoft Office Suite (Word, Excel, Outlook).
- Experience with electronic documents handling and saving.
- Filevine experience a plus.
- Bilingual, Spanish/English Required.
- High school diploma or equivalent required.
Monday-Friday, 8-5 pm MDT
