An injury or disability claim has deadlines before it has a retainer
Intakes.io is a managed intake service for law firms in Canada. For personal injury and long-term disability firms, it handles the first reply, the intake questions, the follow-up for documents and consents, and the signature chase on the contingency fee agreement. You get an intake CRM and the team that manages it. The lawyer keeps every decision.
The three moments that decide the outcome
The limitation period and the insurer deadlines
Someone was hurt in a collision months ago and is not sure what has been filed with the insurer. The inquiry says "a while ago" and nothing else.
The lawyer will sort out the dates on the consult.
The date of the accident and the date and deadline on any insurer letter are never captured at first contact, so a file with a short window waits in the same queue as one without. The basic limitation period in Ontario is two years under the Limitations Act, 2002, and accident benefits have shorter notice and application steps of their own. The intake step is to record the accident date and every date on an insurer letter.
The urgent file waits behind the rest. Intakes.io records the dates the person gives and flags the inquiry for a lawyer. The lawyer decides what the dates mean.
The contingency fee agreement signature
The lawyer takes the file on contingency and sends the agreement. The person is in pain, on medication, or waiting for a family member to help with the paperwork.
They will sign when they are ready.
Nobody owns the days between sent and signed, and nobody is assigned to answer a question about the agreement. In Ontario a contingency fee agreement has to be in writing, signed by the client and the lawyer, and in the standard form the Law Society of Ontario requires. Until it is signed, there is no file.
The file does not start, and the limitation clock does.
The record chase and the denial letter
A referral partner sends you a name, or a person arrives holding a long-term disability denial letter. The letter gives an appeal window, and the records still have to come from several treating providers.
The client will send the records when they can.
Nobody tracks which records are in, which are missing, and how much of the appeal window is left. The window is set by the policy and the denial letter, and the intake step is to record the date on the letter the day it arrives.
The lawyer finds out what the file is missing on the day of the deadline, and the referral partner remembers who made the person wait.
What Intakes.io handles, what stays with you
Example: Marlow Reach Injury Law (fictional firm)
Questions personal injury and disability firms ask
It is a fixed monthly fee plus a one-time implementation fee, both quoted in writing after the audit. The first term is 3 months, then it runs month to month. Seats are unlimited. What moves the price is on the pricing page.
It asks for the date on the letter and the appeal period the letter states, records both in the file and flags the inquiry for a lawyer. It does not interpret the deadline. A lawyer decides what it means and what to do.
It gets a reply. Every call, form, text and WhatsApp message is answered at any hour in wording you approve, and the intake questions are asked while the accident is fresh. Anything dated or unclear is flagged for a lawyer to read.
No. Intakes.io screens only on the rules you approve, and a lawyer decides whether to take every file. Nothing in the screening assesses the merits of a claim, and anything unclear goes to a person.
The lawyer does. Intakes.io tracks the agreement from sent to signed, routes the person's questions about it to your team, follows up on the missing signature and stops the reminders once it is signed.
Yes. Intakes.io is the intake CRM and syncs to Clio, PracticePanther, Filevine and Smokeball, so the matter opens with the intake notes and documents attached. Nobody retypes the file, and your team keeps working in the system it knows.
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