AI INTAKE · LEAD RESPONSE · FOLLOW-UP
Modus Medium helps Philadelphia law firms build AI-assisted intake systems that respond to routine new-matter calls, collect firm-approved preliminary details, and route inquiries to the right next step.
The system supports intake. Your firm keeps control of conflicts, confidentiality, legal advice, representation decisions, and every professional judgment that belongs to a lawyer.
Built around your intake process · Configured with your rules · On-site or virtual
For plaintiff firms, family-law practices, criminal-defense firms, immigration practices, estate-planning firms, and other practices that depend on timely, organized new-client intake.
WHAT HAPPENS AFTER HOURS
A prospective client may call at lunch, after work, from a hospital waiting room, after an arrest, or when a deadline suddenly feels real. They may be calling several firms. If they reach voicemail, wait too long for a callback, or do not know what happens next, the matter often goes elsewhere.
Your staff may be in court, in a client meeting, on another intake call, or simply at capacity. That is not a service problem. It is a capacity problem.
An AI intake assistant gives callers a clear first response when your team cannot pick up. It captures the information your firm approves, applies your routing rules, and gives the appropriate person a useful summary for review.
This is not an AI legal advisor. It does not interpret the law, tell callers whether they have a case, predict an outcome, decide whether the firm will represent someone, or replace attorney judgment.
It handles the first practical layer of intake: a professional greeting, approved preliminary questions, basic contact information, matter category, high-level timing, preferred callback method, and the next step in your firm’s process.
The goal is simple: make sure the caller is heard, the right staff member has the right context, and every legal decision remains with the firm.
The assistant can collect the preliminary information your firm approves for a new-matter inquiry. That usually means enough context for the right person to review the call and decide what happens next—not a full legal interview.
Depending on the practice area and your firm’s process, that may include:
The firm decides what is useful to ask, what should never be requested, and what requires a person to take over. The assistant is built to collect limited, approved intake information—not to invite a caller to share every sensitive fact of a matter.
The assistant is not an attorney, paralegal, or substitute for your firm’s legal judgment. It should not make statements that a caller could reasonably mistake for legal advice, a promise of representation, or a prediction about their case.
It does not:
Instead, it explains the next approved administrative step: a callback, consultation request, secure intake form, or review by the appropriate person.
Disclosure
This automated assistant provides general intake support only. It does not provide legal advice, and contacting the firm does not create an attorney-client relationship.
Not every caller needs the same response. Some matters can wait for business hours. Some need a prompt human callback. Some require a clear statement that the firm cannot provide emergency services or legal advice through an automated line.
Before launch, your firm defines the routing rules. The assistant can be configured to:
The assistant should not decide whether a matter is legally urgent. It follows the categories, language, and escalation paths your firm has approved.
A personal-injury firm, family-law practice, criminal-defense firm, immigration practice, and estate-planning office do not receive the same calls or need the same first questions.
The assistant is configured around the work your firm actually accepts, the jurisdictions you serve, the calls your staff already handles, and the situations that require a person immediately.
That can include:
The process begins by mapping what happens today: who answers, what they ask, where the information goes, what gets delayed, and where prospective clients fall through the cracks. Then we build the smallest useful system around that reality.
Legal intake is different from an ordinary sales inquiry. A caller may share information that is sensitive, confidential, or relevant to a potential conflict before the firm has decided whether to take the matter.
The assistant should be designed to collect only the information your firm needs for preliminary routing and follow-up. The firm decides:
Before launch, the firm should review the final script, prompts, vendor terms, recording and transcription settings, retention rules, access controls, and escalation workflow with its own counsel or ethics adviser.
NEW-MATTER INTAKE CHECK
Use your own numbers to estimate how many potential qualified matters may be going unreviewed when callers reach voicemail, wait too long for a callback, or never receive a clear next step.
YOUR ESTIMATE
$0 per month
That is approximately $0 per year in potential booked-work revenue.
This is an illustrative planning estimate based on the information you enter. It is not a representation of expected case volume, fees, recoveries, client outcomes, or future revenue. Actual results depend on practice area, conflicts, jurisdiction, matter quality, response time, staff availability, firm policies, marketing sources, and other factors.
THE PART THAT GETS LOST
In a law firm, the first conversation matters. The person calling may be worried, overwhelmed, uncertain whether they have a case, or unsure what information to share. They need a clear, professional response—not a maze of extensions or a generic “leave a message.”
But legal intake is also different from ordinary sales. The wrong information collected in the wrong place can create confidentiality concerns. An early conversation can reveal information relevant to conflicts. A rushed answer can be mistaken for legal advice.
The system has to be designed around those realities. It should make intake more responsive without asking AI to do work that belongs to a lawyer or trained staff member.
Before launch, the intake flow is mapped around your practice areas, office hours, geographic limits, language needs, existing staff process, and the types of matters your firm does and does not handle.
The system does not decide whether someone has a case. It helps the firm capture a limited first picture of why they are calling and route the inquiry for appropriate human review.
The assistant can collect contact information, a high-level description of the incident, date and location, whether medical treatment has been received, the caller’s preferred callback time, and other firm-approved preliminary details.
It can identify time-sensitive inquiries for human review without assessing fault, damages, liability, case value, insurance coverage, or the likelihood of recovery.
The assistant can explain that the firm will review the inquiry, collect limited contact and scheduling information, identify the general category of issue—such as divorce, custody, support, or protection-order questions—and route the caller to the appropriate intake path.
It should not recommend action, assess the merits of a matter, advise a caller about immediate legal steps, or collect unnecessary sensitive facts before the firm’s conflict and confidentiality procedures apply.
The assistant can collect contact information, general matter category, court-date or timing information where approved, and a request for callback. The firm defines which calls need immediate attention and where those alerts go.
The system should not advise a caller about police questions, evidence, plea options, bail, courtroom strategy, or any other legal decision.
The assistant can identify the general service requested, language preference, timing, preferred contact method, and other high-level details that fit the firm’s approved process.
It can help route inquiries for the practice areas the firm handles, but it should not assess status, eligibility, filing strategy, deadlines, legal options, or likelihood of success.
The assistant can collect basic contact details, the type of appointment requested, scheduling preferences, and limited high-level information that is relevant to the firm’s approved intake path.
It should not interpret a will, evaluate an estate, advise on taxes, determine beneficiaries, or create an attorney-client relationship.
THE CALL IS ONLY THE START
A good first response is not only about picking up the phone. It is about making sure the next step is clear for the caller and the firm.
Depending on the workflow your firm approves, the system can send an acknowledgment, provide a secure or firm-approved next-step link, request a preferred callback window, notify the intake coordinator, create a structured summary for review, or route the inquiry into an existing intake process.
The firm decides what information is collected, who sees it, where it is stored, when a person takes over, and how the firm communicates with prospective clients after the call.
But legal intake is also different from ordinary sales. The wrong information collected in the wrong place can create confidentiality concerns. An early conversation can reveal information relevant to conflicts. A rushed answer can be mistaken for legal advice.
The system has to be designed around those realities. It should make intake more responsive without asking AI to do work that belongs to a lawyer or trained staff member.
YOUR FIRM STAYS IN CONTROL
Before anything goes live, we map the approved greeting, practice areas, intake questions, escalation paths, disclosures, transfer rules, office hours, scheduling boundaries, and handoff process. The firm reviews and approves the workflow before it is used with callers.
We review your practice areas, incoming-call patterns, staffing, existing intake forms, office hours, language needs, escalation needs, and the calls that currently get missed or delayed.
We define the greeting, disclosures, intake questions, boundaries, routing rules, escalation paths, scheduling process, and handoff to staff.
We test after-hours calls, urgent requests, wrong-practice-area inquiries, incomplete information, difficult calls, language needs, transfer paths, and the boundaries of the assistant’s responses.
The firm reviews call patterns, summaries, routing, and escalations. The workflow is refined through supervised review and approved changes.
No. It is designed for firm-approved intake, routing, scheduling, and follow-up—not legal analysis or advice. It does not interpret the law, assess liability, estimate case value, predict outcomes, or recommend legal action.
No. The assistant should clearly state that the interaction does not create an attorney-client relationship and that the firm will determine whether and how to proceed after appropriate review.
That is determined by the firm’s approved intake process. The goal is to collect only the preliminary information needed to identify the inquiry, route it appropriately, and enable human follow-up—while avoiding unnecessary sensitive details.
The firm defines what qualifies as urgent and what should happen next. The assistant can follow approved escalation paths, such as transferring, alerting a designated person, collecting limited information, or providing a clear callback expectation.
It can collect limited identifying information for human conflict review if that fits the firm’s process. It should not determine that a conflict does or does not exist, and it should not accept representation based on automated screening.
Potentially, depending on the workflow, tools, and languages needed. The firm should review the language experience, approved messaging, and escalation process carefully before using it with prospective clients.
Setup depends on practice areas, call volume, office hours, integrations, language requirements, escalation needs, intake complexity, and ongoing support. Start with the fit call. If it makes sense, you receive a written scope and fixed project number before anything is built.
If your team cannot answer every new-matter call immediately, an approved intake workflow can provide a clear first response and give your staff the details they need to follow up well.
Start with a 15-minute conversation about your practice, your intake process, and where the calls currently go.
Modus Medium designs AI intake workflows and technical systems. It does not provide legal advice, ethics advice, or legal-compliance approval. Each firm is responsible for reviewing and approving its intake scripts, disclosures, AI vendors, data handling, record retention, and workflow with appropriate legal or ethics counsel.
Modus Medium builds the intake system. Your firm defines and approves the legal and ethical rules.
