After-Hours Lead Capture
- 1New web form submission triggers AI phone call back
- 2AI screens for liability and injury severity
- 3Qualified leads receive a digital intake link
- 4Attorney receives a summary notification for morning review
Systems for Law Firms
Systematized Lead Intake and Case Management Workflows
Personal injury firms make money by converting high-intent legal inquiries into signed contingency fee agreements and maximizing settlement values. Leaks occur when intake teams fail to respond to new claimants immediately or when litigation milestones are missed during long treatment phases.
Professional Services
- Instant Intake Response
- Digital Retainer Delivery
- Treatment Monitoring Workflows
- Provider Follow-up Sequences
- Client Status Portal
How the business actually works
How the work flows, start to finish.
- 01
Inquiry Intake
Capturing incident details and basic liability information from potential new clients across all channels.
- 02
Conflict Check
Verifying parties and adverse entities to ensure ethical clearance before proceeding.
- 03
Retainer Signing
Sending and executing the contingency fee agreement and HIPAA authorizations instantly.
- 04
Medical Treatment
Monitoring the client healing process and ensuring regular updates from providers.
- 05
Demand Package
Compiling medical bills, lost wage documentation, and records for submission to adjusters.
- 06
Negotiation
Managing the back and forth communication with insurance carriers and lien holders.
- 07
Disbursement
Finalizing the settlement statement, paying out liens, and distributing funds to the client.
Where it leaks
Common problems for personal injury law firms.
01
Intake Bottlenecks
Potential clients often call multiple firms after an accident, and the firm that answers first usually wins the case. Manual intake processes result in lost opportunities when staff are busy or out of the office.
02
Treatment Gaps
Cases lose value when clients stop going to physical therapy without the firm knowing. Lack of automated check-ins leads to long periods of silence that damage the eventual demand package.
03
Record Collection Delays
Waiting months for medical records and bills stalls the litigation process. Without a systematic follow-up with providers, cases languish in the pre-litigation phase for too long.
04
Lien Management Chaos
Failing to track subrogation interests and medical liens accurately leads to disbursement errors. Inconsistent documentation of balances creates friction during the final settlement phase.
05
Client Anxiety
Personal injury cases take months or years, leading to high volumes of status update calls. Constant manual updates distract paralegals from high-value tasks like drafting pleadings.
What LATTICE can build
Systems built around how you work.
Instant Intake Response
Automated SMS and AI chat immediately engage new claimants to gather accident details and schedule consultations.
Digital Retainer Delivery
Triggers an instant mobile-friendly fee agreement and HIPAA release as soon as a case is qualified.
Treatment Monitoring Workflows
Automated bi-weekly check-ins via SMS to clients to track their pain levels and provider appointments.
Provider Follow-up Sequences
Systematized reminders sent to medical facilities to ensure records and bills are delivered to the firm promptly.
Client Status Portal
A secure interface where clients can see the current phase of their case without calling the office.
Settlement Calculator Dashboards
Visual tools to track total specials, lien amounts, and projected net recovery for the client.
Review Generation
Automated requests for testimonials sent immediately after the settlement check is disbursed and client satisfaction is high.
Example systems
What it looks like in practice.
Medical Records Chase
- 1Case status moves to Discovery in the CRM
- 2Recurring email and fax reminders sent to medical providers
- 3System alerts paralegal if records are not uploaded within 30 days
- 4Records are logged and demand package checklist is updated
Settlement Disbursement Flow
- 1Case marked as Settled triggers final lien verification
- 2Automated SMS informs client their check has arrived
- 3Closing statement sent for digital signature
- 4Post-payment sequence requests a firm referral
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from personal injury law firms
How does this handle the initial screening of bad cases?
The system uses logic-based intake forms to filter out inquiries based on statute of limitations, insurance coverage, or lack of injury. This ensures your legal team only spends time on cases that meet your specific firm criteria.
Can it help reduce the number of calls from clients asking for updates?
Yes, by implementing automated milestone notifications and a client portal, you keep the client informed at every stage. When a client knows their records were received or a demand was sent, they are less likely to call for a status check.
Does this replace our current case management software?
We typically build systems that sit on top of or integrate with your existing tools to fill the gaps in automation and communication. Our focus is on the front-end intake and the back-end client experience where most standard legal software falls short.
How secure is the data being handled?
We prioritize security by utilizing encrypted portals and compliant communication channels for sensitive medical and legal documents. All workflows are designed to maintain the confidentiality required for attorney-client privilege.
Will this help with mass tort or class action leads?
The intake infrastructure is built to scale, allowing you to process hundreds of inquiries for specific litigations without increasing headcount. We can deploy specific screening funnels for different types of injuries or product liabilities.