New client intake with a conflict check, held for an attorney
A new inquiry redacted, each party checked for conflicts in your records, and the reply left as a draft for an attorney. For small law firms in NE Arkansas.
Demonstration using synthetic data
Every record, name, address, and log entry on this page is invented for the demonstration. No client, client system, or production record is involved, and no business result is claimed.
- Author
- Tanner Rusher
- Published
- Written for
- Law firms
Who this is for
Small law firms in Jonesboro and Northeast Arkansas that answer their own inquiries. If new prospective clients write in at all hours and someone has to read each message, run a conflict check and draft a reply before an attorney can decide anything, this page shows that work done before the office opens.
The problem, in your words
The inquiry comes in at eleven at night. By the time anyone reads it, the prospect may have called two other firms. Before you can answer, you have to check every name in it against your clients and past matters, and a nickname or an old closed file is easy to miss. Answering fast and answering safely pull in opposite directions.
What happens, step by step
- A prospective client writes to the firm’s intake address. Nothing changes for them.
- Names, addresses and account numbers are swapped for placeholders inside the firm’s own environment before any AI sees the text.
- Every party is checked against the firm’s records, nicknames and closed matters included. That check is plain matching against the firm’s own data.
- An intake report is written: who the parties are, what the matter is about, and any likely conflict.
- A reply to the prospect is drafted. If there is a likely conflict, the reply waits.
- Both drafts sit in the firm’s mailbox for an attorney.
What the attorney approves
Everything. The run never decides a conflict: it reports matches, and the attorney clears them and decides what, if anything, to send. Nothing goes to a prospect on its own. Confidentiality holds from the first message, because the identifying details are removed before the drafting step and restored only in the drafts inside the firm’s own mailbox.
What the example run showed
The video is a real run on fictional data: a made-up late-night inquiry to a made-up small firm about a withheld security deposit. The former landlord turned out to be a current client in an open matter, so the intake report said “likely conflict” and the reply was held for the attorney.
Setting it up in your firm
This is the job behind the intake assistant described on the law firms page, built around your intake address and your matter records. It starts with a 20-minute call about how inquiries reach you today and where conflicts are checked. I’m in Jonesboro and can meet at your office.