Personal injury intake software that answers first and qualifies by your rules.
A proposed 24/7 intake layer for plaintiff firms: it responds to every inbound call-back request, form and text in seconds, asks the questions your attorneys wrote, gets the retainer and HIPAA authorization signed, tracks every medical records request, and hands a complete file to Filevine, CASEpeer or Litify.
Reply within one business day · Written scope and fixed price before any work starts
A proposed product shown with illustrative designs and demo data. We deliver it today as a custom build on our engines.
Status as of November 2026. How we label products
New inquiries
37
Median first response
42 sec
Met firm criteria
11
Awaiting specialist
2
Inquiries
| Received | Case type | Incident | Treatment | Status |
|---|---|---|---|---|
| Sat 11:48 pm | Auto - rear-end | Nov 8 · FL | ER + ortho | Specialist called |
| Sun 2:15 am | Premises - slip | Oct 30 · FL | Urgent care | Paged, no answer · escalated |
| Sun 9:02 am | Auto - rideshare | Nov 9 · GA | None yet | Staff review |
| Sun 1:40 pm | Dog bite | Sep 2 · FL | ER | Has attorney - declined |
Summary sent to on-call specialist
- Rear-ended at light, police report filedOther driver cited
- Neck and back pain, ER Nov 8, ortho Nov 11Treating
- No prior attorney, consents to textsReady for call
Providers
5
Received
3
Overdue follow-up
1
Copy fees logged
$184.50
Requests
| Provider | Requested | Records | Itemized bill | Status |
|---|---|---|---|---|
| Broward Health ER | Oct 2 | Received Oct 21 | Received | Complete |
| Coastal Orthopedics | Oct 2 | Received Oct 28 | Missing | Bill requested |
| Palm Spine & Chiro | Oct 9 | - | - | 2nd follow-up due |
| SunCoast Imaging | Oct 9 | Received Oct 25 | Received | Complete |
Inquiries
612
Signed
48
After-hours inquiries
39%
Median time to specialist
6 min
By source
| Source | Inquiries | Met criteria | Signed | Top decline reason |
|---|---|---|---|---|
| Search ads | 241 | 58 | 19 | Outside practice area |
| TV | 188 | 41 | 13 | No injury treatment |
| Referrals | 64 | 29 | 12 | Conflict |
| Website organic | 119 | 17 | 4 | Has attorney |
In short
Agenbord Intake for Personal Injury Firms is a proposed 24/7 intake system for plaintiff PI practices. It responds to inbound inquiries by web, text and phone call-back, asks the firm's own case qualification questions, routes promising matters to an intake specialist, tracks medical records requests per provider and hands the file to Filevine, CASEpeer or Litify. It is a concept delivered as a custom build; attorneys decide which cases to take.
What slows personal injury firms down today.
The lead that calls three firms signs with whoever answers first
Someone rear-ended on a Saturday night fills in your form and two others. Your answering service takes a message; a competitor's intake team calls back in four minutes. Your ad spend bought their client.
Intake notes don't answer the attorney's questions
The night-shift note says "car accident, hurt back." The attorney needs the incident date and state, who was at fault per the police report, whether there's treatment, the at-fault carrier and whether another lawyer is involved. The call-back to ask costs a day.
Medical records are the slowest part of every case
Each client sees an ER, an orthopedist, a chiropractor and an imaging center. Paralegals track requests, fees and follow-ups in sticky notes and a spreadsheet, and the demand letter waits on the one provider nobody followed up with.
How the work flows through the system.
Each workflow runs on one shared record, so nobody re-types numbers between steps.
Inbound inquiry to signed retainer, day or night
Prospective client → intake assistant → on-call intake specialist → attorney
- A web form, text or call-back request arrives; the assistant replies within a minute by text or email, says it is automated and that it cannot give legal advice.
- It asks the firm's qualification questions in order: incident date, state and type, injuries and treatment so far, police report, insurance details, and whether another attorney is already involved.
- Answers that meet the firm's own criteria page the on-call intake specialist with a summary; others get the firm's chosen response and a staff review the next morning.
- The specialist speaks to the person, and if the attorney approves, the retainer and HIPAA authorization go out for e-signature.
- Signed documents and the full transcript create the matter in the case management system.
Medical records and bills request tracking
Paralegal → providers → records clerk
- The client lists treating providers during intake; staff confirm names, addresses and dates of service.
- Records and itemized bill requests are generated per provider with the signed authorization attached, and the send date is logged.
- Follow-up tasks fall due at the interval the firm sets; provider invoices for copies are logged against the case.
- When records arrive they are filed to the case and the provider row turns complete; the case shows a single "records complete" status before the demand is drafted.
Lead source and speed reporting
Managing partner → marketing
- Every inquiry is tagged with its source (TV, search, referral, website) and time of arrival.
- The report shows time to first response, time to specialist contact, qualified rate and signed rate by source.
- Rejected inquiries are listed with the firm's reason code so referral-out decisions are visible.
- Monthly numbers export to the firm's marketing dashboard or spreadsheet.
What's included in Agenbord Intake for Personal Injury Firms.
24/7 response
Replies to web forms, texts and call-back requests within a minute, every hour of the week.
Firm-defined qualification
Your attorneys' questions, order and criteria per case type - auto, premises, trucking, dog bite - editable by staff.
On-call routing
Pages the on-call intake specialist with a summary when an inquiry meets your criteria; escalates if nobody picks it up.
E-signature
Retainer agreements and HIPAA authorizations sent for signature from the intake record.
Records request tracker
One row per provider per case: requested, followed up, fee paid, received - with due dates.
Case system handoff
Creates the matter, contacts and documents in Filevine, CASEpeer or Litify via their APIs, with Lead Docket supported where firms use it.
Consent and opt-out log
Records how each person agreed to texts and honors STOP replies across every channel.
Source reporting
Speed-to-lead and signed-case rates by advertising source, with reasons for declined matters.
AI that does specific jobs and shows its work.
Every AI feature is tested on your own records before it's switched on, and a person approves anything that moves money or goes to a customer.
Qualification conversation and summary
Asks your questions in plain language, follows up when an answer is vague ("last week" becomes a date), and writes a one-paragraph summary for the intake specialist. Limits: it does not evaluate liability, value a case or calculate deadlines; it flags matters for people to review. We test it against your past intake transcripts before launch.
Records arrival check
Reads incoming records and bills, matches them to the provider and date-of-service request, and flags missing pages or a bill without records. Limits: it matches and flags; a paralegal confirms what is complete.
Who it's for and who it isn't.
A good fit if you are
- PI firms spending on TV, search or LSA advertising and receiving inquiries around the clock
- Practices with an intake team that can't cover nights and weekends without an answering service
- Firms where paralegals chase medical records and bills from many providers per case
- Teams on Filevine, CASEpeer or Litify that want cleaner, complete files arriving there
Probably not the right fit if you are
- Firms that want outbound calling or texting of accident lists - the system responds only to people who contacted the firm
- Practices that expect software to decide whether to accept a case
- Low-volume firms where a single intake specialist already answers everything within minutes
Designed around the rules you work under.
Plain-English notes, not legal advice. Software supports your compliance process; it doesn't replace your attorney, CPA or compliance lead.
Solicitation and advertising rules vary by state bar
ABA Model Rule 7.3 restricts live person-to-person solicitation for pecuniary gain, and the ABA has said lawyers are responsible when staff or lead vendors solicit on their behalf. States adopt their own versions - Florida, for example, bars written solicitations about an accident sent within 30 days of it. The system is designed for inbound inquiries only; your bar's rules set the scripts. ABA Model Rule 7.3 · Florida Bar on solicitation after disasters.
TCPA consent for follow-up texts
Texts sent with an autodialer or artificial voice need prior express consent, and marketing messages need prior express written consent. The FCC's separate one-to-one consent rule was vacated by the Eleventh Circuit on January 24, 2025. The system records each person's consent, its source and opt-outs. 47 CFR 64.1200 · Morrison Foerster summary.
HIPAA authorizations for records requests
Providers release records to a firm on the client's valid HIPAA authorization, which must contain specific elements. The tracker attaches the signed authorization to each request; records are delivered to the case system, never by text message. 45 CFR 164.508.
What exists today and what's being built.
Reused from our production engines
Capabilities of the engine this edition is built on.
- Shared messaging inbox with an AI assistant, running in production
- Scheduled reminders and follow-ups
- AI assistant over company data
Built for your project
Scoped and delivered as a custom build.
- SMS, web form and call-back channels with TCPA consent records
- Firm-defined qualification question sets and on-call paging
- E-signature for retainers and HIPAA authorizations
- Medical records request tracker
- Filevine, Lead Docket, CASEpeer and Litify handoff
Connects to the systems you already run.
Systems we integrate with
Named platforms are examples we build against through their public APIs - not partnership claims.
How it compares - honestly.
Established products are often the right answer. Here's when each one is the better choice.
| Product | What it is | The better choice when |
|---|---|---|
| Lead Docket by Filevine | A dedicated legal intake and lead-tracking CRM with routing, automated follow-ups and native data transfer into Filevine. | You run Filevine and want a packaged intake CRM your team configures itself, with no custom development. |
| Litify | A legal practice platform built on Salesforce, with intake, matter management and reporting for larger firms. | You are a multi-office firm that wants Salesforce-level governance and has administrators to run it. |
| Legal answering services (e.g. Smith.ai) | Live and AI receptionist services that answer calls and chats around the clock and pass on intake details. | Your main gap is a human voice on the phone after hours, and your case system and records tracking already work. |
What it costs, up front.
PI intake is a concept delivered as a custom build. Price depends on channels, the number of case types with their own question sets, the on-call routing and which case management system receives the data.
Intake pilot
From $8k
Web form and SMS response, one case-type question set, on-call paging and email handoff, tested on your past inquiries.
3–5 weeks
Production intake
$20k–$45k
Adds call-back handling, e-signature, the medical records tracker, source reporting and handoff to Filevine, CASEpeer or Litify.
2–3 months
Multi-office
$45k+
Several offices or states with separate scripts, intake teams and routing rules, plus admin tools.
Phased
Personal injury firms: common questions.
Does the system decide which cases we accept?
No. It asks your questions and sorts inquiries by criteria your attorneys write, so the right person sees the right inquiry first. Accepting or declining a case stays an attorney decision, and declined inquiries get the response your firm chooses.
Will it text or call people who haven't contacted us?
No. It is designed for inbound inquiries only. Outreach to accident victims is restricted by state bar solicitation rules, and automated texts need TCPA consent; both are reasons the system only follows up with people who asked for contact.
Can it answer phone calls too?
The core build handles web forms, texts and call-back requests. Live AI voice answering is a separate scope - see our AI phone receptionist concept - and many firms keep a human answering service for live calls while this system handles everything written.
How does it connect to Filevine, CASEpeer or Litify?
Through each vendor's API, where your subscription includes access, creating the matter, contacts, documents and intake answers. If you use Lead Docket, we can feed it instead. These are technical integrations, not partnerships.
Where do medical records live?
In your case management system. The tracker stores request status, dates and fees; records and bills are filed to the case. Nothing with health information is sent by text message.
What does the AI get wrong?
Typical misses are vague dates, mixed-up insurance carriers and multi-vehicle facts. That is why every summary carries the full transcript, and why we test against your past inquiries and show you the misses before launch.
Sources
- ABA Model Rule 7.3 - Solicitation of clients
- The Florida Bar News - Improper solicitation after Hurricane Ian
- eCFR - 47 CFR 64.1200, TCPA delivery restrictions
- Morrison Foerster - Eleventh Circuit vacates the FCC's one-to-one consent rule
- eCFR - 45 CFR 164.508, uses and disclosures requiring an authorization
- Filevine - Intake and lead tracking (Lead Docket)
Regulatory notes are plain-English summaries, not legal advice.
Concept
Want Agenbord Intake for Personal Injury Firms built for your business?
Send us your workflow and the systems you use. We'll reply within one business day, then a free 30-minute call, then a written scope with a fixed price - including an honest view on whether an off-the-shelf product would serve you better.
Other editions of Agenbord Intake.
Home services & clinics
Agenbord Intake AI Phone Receptionist
Concept: an AI phone receptionist for contractors and clinics that books into your real calendar, creates the job in your CRM and transfers to a person.
View productImmigration law firms
Agenbord Intake for Immigration Law Firms
Concept: multilingual intake by web, text and WhatsApp for immigration firms, with document checklists, retainer payment plans and handoff to your case system.
View productIndependent P&C agencies
Agenbord Intake for Insurance Agency Renewals
Concept: a renewal pipeline for independent P&C agencies beside Applied Epic, HawkSoft or EZLynx, with X-dates, remarketing and dec page pre-fill.
View productGuides and services for this decision.
Buyer's guides
Related services
Industries
Looking for a different industry? Browse all products.
