Open the door to smarter intakes with our AI-powered solutions

Get your clients in touch with you faster, with less frustration

Talk to us about your intake project

What we offer

AI makes the conversation personalized. You decide how it can help you. Choose between:

  • voice-first,
  • form-driven, or
  • conversational AI.

Our solutions connect your applicants to you faster, at any time of day and night. Pre-qualify your clients with excellent AI-powered matching. Automated follow-up questions make sure you have all of the facts you need. Use traditional forms for sensitive data.

Why does intake matter?

Intake is the gateway to justice. Done well, it preserves deadlines, routes clients correctly, and reduces repeat data entry. Done poorly, it creates delay, frustration, and missed connections. Our tools balance dependable rules with carefully-scoped AI to keep people moving forward.

“Better intake means more clients helped, fewer missed connections, and less wasted staff time.”

Our approach: modular, accessible, results-focused

We build with interchangeable parts so programs can start small and scale. Each piece is optional, standards-based, and designed to plug into your existing systems, especially LegalServer.

Voice integration

  • Optionally, include voice-first, conversational intake
  • Verifies contact details & confirms accuracy
  • Reduces repetitive staff questions

Problem classification

  • Identifies legal issues from client narrative
  • Suggests clarifying follow-up questions
  • One small part of a bigger, human-centered workflow

Just-in-time follow-up

  • AI-powered questionnaires to fill gaps from initial intake
  • Collects e-signatures & supporting facts
  • Pulls in key data from LegalServer to simplify entry

Seamless scheduling

  • Self-serve calendaring
  • Eliminates voicemail phone tag
  • Automated reminders reduce no-shows

Case study: voice-first intake at Virginia Legal Aid Society

The Virginia Legal Aid Society (VLAS) project is built on Pipecat, letting us choose and swap out each component as needs evolve. It’s a voice-first intake tool that:

  • Uses LegalServer’s conflict check API
  • Confirms the legal matter is within the service area
  • Compares household income to the current federal poverty guidelines
  • Confirms accuracy of all information with the client
  • Saves money compared to off-the-shelf solutions

“Voice-first tools meet clients where they are: on the phone, in their own words.”

Case Study: AI-Assisted Docassemble + self-scheduling at Mid-Missouri Legal Services

For Mid-Missouri Legal Services (MMLS), we built a Docassemble interview that:

  • Uses AI to select the correct LSC legal problem code
  • Creates an intake in LegalServer after collecting facts needed by case type
  • Leverages MMLS’s existing Microsoft Bookings license so clients choose their own meeting time

Result: fewer missed calls and less back-and-forth, while staff focus on substantive work.

Oregon State Bar: Perfectly matching clients to attorneys

For statewide coverage and conflicts, a strong pathway to the Oregon State Bar (OSB)’s custom Python-powered referral services can keep callers from bouncing between agencies. Our intake flow can triage, eligibility-check, and then hand off cleanly to OSB’s Lawyer Referral Service (LRS) or Modest Means Program (MMP), ensuring clients land in the right place the first time.

  • Triage & issue spotting: identify civil/criminal boundaries, subject area, and urgency.
  • Eligibility gates: service area, income, & conflicts handled with deterministic checks.
  • Clean handoff: package contact details, brief facts, and availability for OSB referral intake.

How AI Fits (and Where It Doesn’t)

  • Used: issue classification, de-duplication of caller narratives, draft clarifying questions.
  • Not used: final referral decisions; income/conflict checks remain rule-based; staff approve handoffs.
  • Consent & privacy: client-facing consent copy; minimum necessary data shared with OSB.

Data We Pass Along

  • Client contact + preferred contact window
  • Short narrative & issue category (suggested)
  • Eligibility flags completed (income, location, conflicts)
  • Scheduling availability or link, if applicable


Metrics That Matter

  • First-contact resolution (LRS/MMP on first try)
  • Time to referral acceptance
  • Callback reduction / voicemail avoidance
  • Client satisfaction & language accessibility



“When intake hands OSB a complete, consented, and well-categorized file, clients get to the right lawyer faster.”

WorkflowDocs: Automate follow-up without the phone tag

  • Send automatically generated questionnaires to gather missing facts
  • Collect client signatures and acknowledgments
  • Pre-fill forms by pulling non-sensitive fields from LegalServer
  • Track completion and nudge gently; no manual call-backs
Learn more about WorkflowDocs

Tested for safety and accuracy

Our AI-solutions are tested for safety and accuracy.

Guides & checklists

✔️ When to use AI and when to stick with traditional forms

  • Use AI for classifying narratives, drafting clarifying questions, and summarizing intake notes.
  • Use Forms/Rules for fixed checks (income thresholds, citizenship attestations, service area, conflict checks).
  • Always keep a human-in-the-Loop for final eligibility, sensitive facts, and edge cases.

✔️ Integrate AI with your phone system

  • Route calls to a voice-first intake that captures core facts and consent.
  • Offer SMS follow-up links to continue on the client’s schedule.
  • Escalate to staff automatically for emergencies, safety issues, or ADA accommodations.

✔️ Automated follow-up (replacing manual callbacks)

  • Trigger a WorkflowDocs questionnaire when required facts are missing.
  • Use reminders and progress tracking to finish the file quickly.
  • Allow clients to upload documents or e-sign where appropriate.

✔️ Safe & responsible AI + how to measure success

  • Safety: clear consent language, data minimization, and accessible fallbacks.
  • Governance: document prompts, version models, and log decisions with reasons.
  • Metrics: time-to-intake, completion rate, % resolved without callback, no-show rate, client satisfaction.
  • Equity: track outcomes by channel and language; provide human alternatives at every step.

✔️ LegalServer integration

  • Create/update intakes; centralize notes and attachments.
  • Pull non-sensitive fields to pre-fill forms; keep LegalServer as the source of truth.
  • Use AI problem codes as suggestions and leave the final selection to the staff.

Where AI Helps and Humans Decide

Let AI help:

  • Automatically flag and classify narratives to speed routing.
  • Suggest clarifying questions for staff to ask applicants.
  • Produce readable summaries of long interactions for caseworkers.

Let humans decide:

  • All numeric, legal, or eligibility checks remain rule-based (forms).
  • Final eligibility, prioritization, and any outcome that affects benefits require human approval.
  • Collection and processing of high-risk or sensitive information is handled by staff, not automated prompts.

“AI helps us listen better. Humans remain the decision-makers.”

What programs typically see

  • Fewer voicemails and manual callbacks
  • Faster routing to the right team
  • Higher completion rates for required facts and documents
  • Cleaner, centralized records in LegalServer

FAQ

Will AI replace our intake staff?

No. AI speeds up routine steps and helps collect missing facts. Your staff make final eligibility decisions and handle sensitive matters.

Can clients still talk to a person?

Yes. We keep human pathways open at every step, including an immediate route to a staff member for emergencies or accommodations.

How do you handle privacy and security?

We minimize data collection, obtain clear consent, and keep deterministic checks (like income and conflicts) on secure, auditable paths.

How hard is it to plug into LegalServer?

We integrate to create or update intakes and to pull fields for pre-filling forms. Your LegalServer remains the system of record.

What if our priorities change next quarter?

Our modular approach (pipecat, Docassemble, WorkflowDocs) lets you swap components and update rules without re-platforming.

Ready to modernize intake?

Start with one component, voice-first intake, automated follow-ups, or self-scheduling, and expand as you see the impact.

Talk with our team