Client Intake Secrets of Mass Tort

This post has been updated to to provide the most accurate and up-to-date information.

Making the move into mass torts is no easy task. These are some of the most complex legal cases a law firm can take on, requiring a lot of time, effort, and skill against some formidable defendants. But along with the legal knowhow of these matters, firms must master the mass tort client intake process, which extends from the initial marketing campaign to officially converting leads into case claimants.  

Your firm can miss out on valuable leads without an effective intake procedure, so keep reading to discover the secrets to a successful mass tort client intake.

The Marketing Goal

The first secret to successful mass tort client intake is understanding the goal of your legal marketing efforts. You must walk a fine line between education and persuasion to gain the interest of potential clients and stand apart from competing mass tort law firms.  

Mass tort marketing seeks to attract multiple leads who have experienced similar injuries, so efforts need to be targeted and specific. Prospects don’t generally initiate contact with mass tort firms based on reputation or brand. Instead, they make that call in response to a marketing campaign that notifies them of a potential claim. That is why the goal of your mass tort legal marketing strategy needs to be visibility and clarity. 

Follow Up

Once your firm catches the attention of potential clients, you need to ensure a follow up procedure that meets prospects’ expectations and keeps them engaged throughout the entire legal client intake process. Lack of communications, and even delays in communication, can result in their joining the mass tort claim through a different law firm.  

This is why it is so important to have systems and processes in place to provide immediate and consistent communication to viable leads. For some mass tort firms, call centers are the secret to a successful follow up.  These teams can handle all incoming communications so that no potential client goes without a proper response.  

Another important aspect of follow up is ensuring that it is comprehensive. The mass tort client intake process is about much more than signing an engagement agreement. It should also assist your firm in identifying viable claimants who would actually qualify for the legal remedy, as well as managing client expectations, which are often quite high in a mass tort claim. Widespread mass tort marketing campaigns from various law firms can give prospects the false promise of an immediate and large payday, so it is vital that your legal client intake process temper those expectations. 

Organize the Data  

From beginning to end, your mass tort intake process should include the gathering of client and case data. To make the most of it as you strategically nurture leads through the process, it is best to have a comprehensive management system that sorts and organizes all of the data in a platform that is easily accessible for firm members. Consider these potential mass tort data issues:  

• Multiple jurisdictions and statute limitations 
• The collection of vast medical records  
• Necessary expert witness contributions  
• Settlement negotiations  

Mass tort clients may enter a claim at various stages of the case, so your client intake process should be equipped to consider many aspects of the matter before converting a lead to a claimant.  

Client Relationship Management (CRM) software for law firms is a must for managing this influx of data. It can seamlessly organize everything from medical records to personal lead information in a platform that is both secure and easy to navigate.   

Your firm can also use your legal CRM software to collect and review data analytics about the effectiveness of your legal marketing campaign. The right law firm CRM can provide valuable information about pertaining to:  

• Mass tort client intake timing  
• Campaign response rates 
• Cost analytics pertaining to converted and lost leads

Automate the Processes 

Another major benefit of law firm CRM software is its ability to automate many of the countless tasks that go along with mass tort client intake. With legal CRM, your firm can use automation to strategize workflows, save time, and enhance the mass tort lead experience.   

Law Ruler’s legal CRM software offers a variety of useful features to help your firm stay organized throughout the entire legal intake process, including:    

• A streamlined beginning to mass tort cases by ordering and receiving medical documents directly from the Law Ruler CRM software, including those that go through the National Records Retrieval System.  
• An automated report builder that can create detailed data analytics in seconds.  
• A built-in softphone and texting capability that many call centers rely upon to provide mas tort client intake services.  
• The ability to ‘warehouse’ cases for the duration of longer mass tort matters while still maintaining automated lead and client communications.

Your Legal CRM Ideal for Mass Tort Cases 

As you consider the right legal CRM and client intake software that will help you navigate mass tort cases more easily, consider Law Ruler. Specifically designed to automate and improve the accuracy of the modern law firm, Law Ruler has features that work with law firms to make handling large quantities of clients a breeze, from intake to final settlement. 

Intake Features 

Law Ruler offers a variety of useful features to help your firm stay organized throughout the entire legal intake process, including:     

• A built-in softphone and texting capability that many call centers rely upon to provide mass tort client intake services.   

• Effortlessly initiate mass tort cases by integrating your Law Ruler CRM with the National Records Retrieval (NRR) system. With an NRR account, you can seamlessly request and receive medical records directly within the platform.  

• An automated report builder that can create detailed data analytics in seconds.   

• The ability to ‘warehouse’ cases for the duration of longer mass tort matters while still maintaining automated lead and client communications.    

Automation for Better Organization 

Once a client is brought through the intake process, Law Ruler’s intuitive CRM keeps them in the system, automatically sending communication and documentation to them at the right time for their case. Because the system keeps the intake data in place, there is little risk of errors from people copying data into a new form, and your entire customer service process improves. Our organizational tools include: 

• A simple, automated contact management system that will keep client contact information where it needs to be. 

• A lead management pipeline that shows at a glance where clients are in the process. 

• Automated intake and client management systems that import client data from intake forms automatically to limit human error. 

• A system that collects documents quickly to keep the case moving forward and meeting all deadlines. 

• A convenient eSignature process to ensure documents are signed by all mass tort clients exactly when needed to keep the case moving forward and avoid missing deadlines. 

• Improved accuracy means better customer service, while streamlined processes mean more time to spend gathering more victims for your case. 

Simplified Follow-Up

In mass tort cases, follow-up is essential, yet the sheer volume of clients you need to follow up with can be limiting. Law Ruler’s automated follow-up systems prevent lost contacts and ensure all clients on the case receive the information they need. You can send follow-ups by email or text, and they come personalized to the client to improve the success and your overall customer service.

Streamlined Marketing with Analytics 

For mass tort cases, most clients come to your firm through advertising, not because they are seeking help. Thus, your marketing must be successful to grow this part of your practice. Our system can: 

• Utilize automated drip email and text campaigns to keep your firm at the top of mind of potential clients. 

• Offer an analytics dashboard that helps you find and optimize top marketing channels. 

• Utilize AI integrations to make marketing more effective with less time spent on your part. 

• Create automated reports to help you analyze and improve your marketing efforts.

Your Mass Tort CRM Partner

There are various CRM software to choose from, but not all work well for mass tort cases. Law Ruler does. By focusing on automation, lead management, and lessening human error, Law Ruler can help you reach more people through your mass tort cases. To learn see how it would work for you, schedule a demo today.