Congratulations on signing a new client!
We understand that there are several things that need to be done as soon as a new client signs up with your firm. At Gladiate, we've partnered with 100+ personal injury attorneys, paralegals, case managers, and legal assistants. We've seen it all! To help you prepare for onboarding your new client, we have created a simple checklist that you can download, print or post to ensure that you collect all the necessary information from your new client at the beginning of the case.
Personal injury firm owners who use Gladiate take advantage of fully customizable questionnaires that are pre-loaded with 75 of the most important questions for every personal injury case. Firm's can text their client a link to a mobile optimized form. The client's responses are automatically captured and fed into their case, eliminating the need for you or your team to manually enter any data.
We've seen this dramatically streamline and standardize new client onboarding and ensure all of the essential information is collected at the beginning of the case.
It's critical that your new client onboarding captures key client information at the outset of the case. This extends beyond basic client data such as name, addresses and contact information. It's important to understand their communication preferences. How often would they like to hear from you about their case? What's their preference for the time of day they can talk and even preferred method of communication? Do they love to text or would they prefer a phone call? Be sure you understand their experience with past personal injury claims. Don't wait to be caught off guard by unforeseen roadblocks in their legal history and past. This also ensures you have documented evidence and client responses and confirmation on these key questions such as past felonies or bankruptcies should you need to drop the client down the road.
Social media can become a major part of every case. Be certain you and your team understand the client's social media history and frequency of posting. Monitor their channels and ensure there's nothing be shared that would compromise your ability to help them in their case.
Gaining a deep and thorough understanding of the incident that led to your client's loss is vital. Have the client describe and document the location and circumstances that led to their injury. It's important to have them capture what they can recollect as memories fade and all of the details will be important in helping the client investigate and recover. Be sure you and your team understand all of the parties involved not only directly but even indirectly such as bystanders, witnesses, adjacent individuals and properties.
Make a record of all of the first responders at the incident, the type of first responders, departments and names. Ensure you have information on the result and current location of any damaged property or vehicles that could be critical evidence and for which you may need issue spoliation and preservation letters.
Your new client's case heavily depends on the extent and documentation of their medical treatment. Ensure the client provides information about their medical history and care both prior to the incident as well as at the scene of the incident and in subsequent days and weeks since their incident.
Your team needs to record the providers seen, details of any injuries and symptoms experienced and begin the process of collecting reports, medical records and medical bills detailing the client's injuries and treatments.
Some types of injures such as Traumatic Brain Injury (TBI) might not surface in the immediate aftermath of an incident and it might take time for symptoms to present. It's important to document and re-visit and re-document as the client progresses in their treatment and recovery.
There are many key documents that you and your team must collect while onboarding your new client. Client's are generally most understanding and most receptive to sign key forms and provide key documents at the beginning of their case. You want to have an organized new client onboarding process so you don't need to ask the client multiple times throughout their case to provide more information or duplicate information.
Ensure you capture a copy of the client's Driver's License, Health Insurance Card, Medicare or Medicaid coverage if applicable, any reports from EMS, Fire Departments or Police Departments that responded to the incident, and their Auto or Home Insurance Policies if applicable. Additionally, you want to capture and log any and all photos the client may have of their incident including location, personal injury, and property damage. If the client provided any statements since the incident either to first responders or to an insurance company or any other individual or entity, be sure to capture the statement provided.
The following is a handy one-sheet that can be used as guide to a New Client Checklist for you and your team. If you need help improving and streamlining the operations at your personal injury law firm, reach out and say hello - firstname.lastname@example.org