How Queener Law Reduces Risk and Increases Efficiency With Neos Intake

For any law firm—especially high-volume practices—efficient, streamlined client intake is essential. Not everyone who reaches out is the right fit, and your team can't afford to spend valuable time evaluating potential cases that don't align with the firm’s expertise or requirements.



A swift, yet accurate assessment of each potential case is crucial: a quick superficial intake risks poor outcomes or malpractice, while delays may lead clients to look elsewhere. With Neos, your firm has everything needed to master intake, enabling you to quickly evaluate cases using your unique criteria, minimize risks, and move seamlessly to the next step.



In their recent webinar, Paralegal Power: How Top Paralegals Use Neos, Queener Law paralegals Holly Presley and Erika Martinez-Godinez share their approach to client intake using Neos. Below, are the strategies they use to optimize their intake that ensure consistency, efficiency, and lowered risk for Queener Law.



Use VoIP software (RingCentral) to expedite intakes

When a new call comes in, Queener Law’s RingCentral VoIP integration instantly pulls up contact details in Neos if the number is recognized—whether it's a client, witness, or anyone previously entered. If it’s a new number, Neos prompts to kick off a fresh intake, streamlining every interaction from the start.



How Neos supports this step

Neos integrates with both RingCentral and Zoom Phone for seamless VoIP connectivity. With these integrations, you can call contacts directly from Neos, and when a call comes in, the system identifies known callers in the RingCentral or Zoom Phone widget if they’re in the Neos database. For recognized contacts, you can instantly open their profile. If the caller is new, the integration allows you to start a fresh intake with any captured details, like the phone number, already populated.



Craft highly customized intake forms for different client scenarios

Queener Law has created multiple intake forms with different layouts and questions based on the case type (e.g., motor vehicle vs. premises liability) and location (Colorado vs. Tennessee). This allows them to take in the exact details that are relevant to each geographic location and case type, reducing the potential for errors and limiting the time on the phone with a prospective client.



How Neos supports this step

Neos offers fully customizable case types and intake forms. You can create your own or modify the out-of-the-box templates that are included with Neos to fit your firm’s specific needs.



Swiftly collect client and incident details

Queener Law records key client information, such as their contact details and referral source, then gathers incident specifics, including the date, location, and a description of what happened to assess initial case viability.



How Neos supports this step

Intake Pro (part of NeosAI Platinum) allows you to create dynamic intake forms where specific questions appear only when triggered by previous responses. This feature is ideal for high-volume firms that need to capture all relevant information to assess a potential case, without wasting time or cluttering the intake screen with unnecessary questions.



Neos’ intake forms are fully customizable, allowing you to craft the intake that ensures your firm gets the information you need and transition it seamless into a case.



Assess risks to firm

Once the paralegals at Queener Law have collected the information they need, they review responses against firm-specific screening criteria to gauge case eligibility. Queener Law’s intake screening includes a customized "marketing campaign" checklist to evaluate whether the case is worth taking on based on factors like fault, injuries, and the client's demeanor.



How Neos supports this step

Thanks to Neos’ fully customizable intake and case layouts, Queener Law can layer their unique screening criteria directly into Neos, guiding their decision-making on whether to take a case. This structured rubric simplifies case evaluation, providing a consistent framework to assess each case. It also enables reporting on initial case ratings, helping the firm refine and optimize future case assessments.



Effortless handoff to the next phase

Once screening is complete, the paralegal doing the intake saves the information to seamlessly hand off the potential client for further evaluation (setting up an Outlook Calendar invite in the process) and ensuring all details are available for the rest of the intake personnel.



How Neos supports this step

Neos integrates with Microsoft Outlook and Calendar, allowing you to access your schedule directly within the platform. If a client is accepted, intake information is automatically populated into their case file, ensuring a smooth transition for both the firm and the client.



With Neos, Queener Law has transformed its intake process into an efficient, risk-conscious, and client-centered operation. By leveraging integrations like RingCentral and Microsoft Outlook and customizing intake forms to capture case-specific details, they ensure every potential client is screened with precision and care.



Why Queener Law loves Neos

Neos’ allows Queener Law to make quick, data-driven decisions, minimizing risks while delivering a courteous and professional experience to clients. With Neos, they have a powerful solution that streamlines their workflow and strengthens their client relationships from the very first call.



Learn more about Neos can optimize your intake with a personalized demo.