How quickly can THC place a legal intake specialist?
Most matching begins after a 15-minute strategy call and a documented scope. THC typically presents a match within 48 hours, subject to the required experience, working hours and system needs.
Legal virtual assistants
Inquiry to attorney-ready consultation
Legal Intake Specialist for Faster, Consistent Follow-Up
Give every prospective client a prompt response, complete intake record and clear next action without asking attorneys to monitor the inquiry queue.
The specialist follows the firm's approved questions and conflict-check process, documents facts without offering legal conclusions, schedules qualified consultations and keeps unconverted inquiries visible until the firm closes or declines them.
Who this role is for
A defined owner for recurring work
- Solo attorneys whose inquiries wait during court or client work
- Small firms receiving leads across phone, web chat, email and referral channels
- Practices that need consistent consultation preparation across multiple attorneys
- Firms that cannot see why prospects fail to schedule or retain
Signals the workflow needs an owner
- New inquiries receive different questions depending on who answers
- Prospects submit a form but do not receive timely follow-up
- Attorneys enter consultations without a complete chronology or contact record
- Conflict-check information is missing or stored outside the intake system
- No report shows inquiry source, stage, owner or next action
Buyer decision summary
When should a business choose a legal intake specialist for faster, consistent follow-up from THC?
Choose THC when the work needs one accountable owner and you want matching, onboarding support, performance review and continuity planning included around the role.
- Best for
- Give every prospective client a prompt response, complete intake record and clear next action without asking attorneys to monitor the inquiry queue.
- Operating model
- One dedicated virtual assistant supported by a THC Client Manager, not a rotating task queue.
- Starting price
- $700 per month for up to 20 hours per week
- Matching
- THC targets an initial match within 48 hours when the required combination is available on the bench. Specialized requirements can take longer and are confirmed after role review.
- Client responsibility
- The specialist does not give legal advice, assess merits, promise representation, set fees, complete a conflict decision or create an attorney-client relationship.
Review the supporting facts and anonymized engagements in the THC evidence and claims register.
Responsibilities and operating scope
The role is built around a queue, service standard, documentation rule and escalation path. It is not an unbounded list of miscellaneous tasks.
Monitor approved intake channels during agreed working hours
Respond using firm-approved language and response-time targets
Collect contact details, opposing-party names, matter type, location, deadlines and a factual summary
Start the firm's conflict-check workflow without representing that a relationship exists
Schedule consultations within attorney rules and send approved confirmations
Request missing intake forms and documents before consultation
Maintain pipeline stage, source, last contact and next action
Escalate urgent deadlines, threats, detention or safety language immediately
How the work moves
- 01
Capture
Create one intake record from the original source, timestamp the inquiry and acknowledge it within the agreed service level.
- 02
Qualify administratively
Ask only approved screening questions, collect conflict information and identify missing facts without evaluating legal merit.
- 03
Route and schedule
Send exceptions to firm staff or book the appropriate consultation, with complete context attached.
- 04
Follow through
Confirm attendance, pursue missing forms and keep each open inquiry assigned until the firm closes or declines it.
Inputs from the client
- Approved intake questions by matter type
- Jurisdiction, matter and consultation eligibility rules
- Conflict-check procedure and required names
- Attorney calendars and booking constraints
- Urgent-language and deadline escalation contacts
Handoffs and approvals
- Conflict decisions remain with authorized firm personnel
- Legal merit, strategy, fee exceptions and representation decisions go to attorneys
- Urgent deadlines and safety language follow immediate escalation
- Declination and non-engagement communications use firm-approved language
Systems and tools
- Clio Grow, Lawmatics or firm intake CRM
- Approved phone, email, web form and chat channels
- Calendar and e-signature systems
- Conflict-check and document portals
KPIs that reveal operating health
The starting scorecard is agreed during onboarding and adjusted to the client's baseline, volume and control requirements.
- Median first-response time by channel
- Percent of inquiries with complete required fields
- Qualified inquiry to consultation booking rate
- Consultation attendance rate
- Open inquiries without a next action or owner
Scope boundary: The specialist does not give legal advice, assess merits, promise representation, set fees, complete a conflict decision or create an attorney-client relationship.
Relevant client engagement
A solo attorney
- problem
- The attorney was spending more than 20 hours each week on intake follow-up, scheduling, document administration and other recurring legal administration.
- delegated
- Client intake, calendar coordination, matter administration, billing support and accounts receivable follow-up.
- implementation
- The same dedicated VA has provided administrative legal support for at least two years, following attorney-approved procedures and escalating substantive questions to the attorney.
- result
- The existing published anonymized engagement result reports more than 18 hours of administrative time recovered each week. No role-specific financial result was recorded.
- timeframe
- The published anonymized engagement has continued with the same dedicated VA for at least two years.
Results from an anonymized client engagement. The client's identity is withheld for confidentiality.
Onboarding, management and continuity
THC maps volume, permissions, working hours, service levels and exceptions before access is granted. The client approves the match, supplies procedures and reviews early work. The Client Manager supports onboarding, KPI reviews, issue resolution and continuity planning. Process documentation is kept current so coverage or replacement does not require rebuilding the role from memory.
Choose the staffing model you want to manage
| Model | Best fit | Operating tradeoff |
|---|---|---|
| THC managed VA | A team that wants a dedicated role owner plus matching, Client Manager support, documented onboarding and continuity planning. | The client still owns policies, approvals, permissions and professional decisions. Plans start at $700 per month. |
| Independent freelancer | A team ready to source, assess, train, supervise and arrange backup coverage directly. | The client carries recruiting, quality management and continuity risk. |
| Local employee | Work requiring physical presence, local employment or broad onsite responsibilities. | The employer carries salary, benefits, recruiting, workspace, leave coverage and replacement. |
| Rotating service | Simple transactions where relationship context and accumulated workflow knowledge matter less. | Rotation can weaken ownership, exception handling and continuity across a multi-step process. |
Frequently asked questions
Is the assistant dedicated to our account?
Yes. The role is assigned to your account and learns your procedures, systems, priorities and exception patterns. It is not a rotating task queue.
Who manages quality and continuity?
The client owns business rules and approvals. A THC Client Manager supports onboarding, performance reviews, issue resolution, documentation and continuity planning.
What is outside the legal intake specialist scope?
The specialist documents information and administers the intake process. Attorneys and authorized firm staff decide conflicts, legal merit, representation, advice and fee exceptions.
How does pricing work?
Plans start at $700 per month. Final pricing depends on approved hours and role requirements, not a fee for every individual task. THC confirms scope before matching begins.
See whether this role fits your workflow.
Tell us what is waiting, who owns it now, your systems, volume, working hours and approval rules.
After you submit, THC reviews the workflow, confirms scope and pricing, and schedules a fit conversation. If the role is appropriate, matching begins against the skills and hours you approved.
Discuss This Role