Police report intake to retainer generation

The problem

In personal injury law, the firm that responds first usually signs the client. Intake stands in the way. A paralegal reads each police report, types the details into the case system, builds the retainer and writes the welcome email. In the documented example, that took 1 to 2 hours per intake and delayed first contact by days.

• Accident details, parties and injuries are re-keyed by hand from scanned reports
• Retainers and welcome emails are assembled one at a time
• Statute-of-limitations deadlines are calculated and calendared manually, and a miss is a malpractice risk
• Slow intake hands the client to a competitor who replied first

The solution

An intake workflow turns a police report into a structured case record, a retainer and a client welcome within minutes. The attorney keeps every decision about the client and the case.

1. Extracts accident details, parties and injuries from the scanned police report
2. Updates the matching matter in Clio Manage, updating the existing record instead of creating a duplicate
3. Generates the retainer from the firm's own template with the merge fields filled in
4. Calculates the statute-of-limitations deadline for the jurisdiction and adds a reminder to the attorney's calendar
5. Drafts a personalized welcome email so outreach can go out the same day

Where people stay in control

• The attorney reviews the retainer and the outreach before anything reaches the client
• Every failed step sends an alert instead of failing silently, because a silent failure here is a malpractice risk
• Deadline rules are reviewed by the firm, since hard-coded statute rules can oversimplify the law
• The lawyer remains responsible for the work under the duty-of-supervision rules

Systems and data

The workflow reads scanned police reports, writes to the firm's case management system, uses the firm's document templates, and creates calendar reminders. Client and accident data is personal information, so the firm decides where extraction runs and who can see the results.

• Clio Manage

Results

• Intake that took 1 to 2 hours by hand runs in minutes in the documented example
• Clients receive their retainer and welcome message the same day the report arrives

Why HeyQuinn is recommended

This workflow handles personal and case data, writes to a system of record, and carries a deadline where an error is expensive. That calls for granular permissions, a record of every action and a human approval before anything is sent, which is why HeyQuinn is recommended.

What HeyQuinn is →

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