What your intake team should see on every lead record (field by field)
A lead record should let an intake specialist open the call already knowing the case. Here is every field we deliver, and why each one earns its place.
By Case Leads Pro4 min read
An intake specialist has about as long as the phone takes to ring to get ready for a call. If the lead record says only a name, a number, and “injured at work,” the first stretch of that call goes to rebuilding facts the claimant already gave. A good record works like a call-prep sheet. The specialist reads it once and starts the conversation already knowing the case.
Case Leads Pro
Workers’ comp lead
Verified- Claimant
- First name, last initial
- State / county
- Hillsborough County, FL
- Case type
- Workplace injury
- Incident date
- Within your window
- How it happened
- Fall from ladder, job site
- Employer status
- W-2, insured employer
- Medical treatment
- ER visit, follow-up scheduled
- Existing attorney
- No
- Phone
- SMS verified
- Source
- Paid search, WC campaign
- Delivered
- Real time to LeadDocket
The fields, and why each one earns its place
Every field below answers a question the specialist would otherwise have to ask, or tells them where the lead should go.
- 01
Identity and contact
Name, phone, email, and the best time to reach them. Every phone number is SMS-verified before delivery, so the number on the record reaches the person who asked for help.
- 02
Location
State and county. The state tells you which rules apply. The county drives venue and which office or attorney should take it.
- 03
Case type and sub-type
Workers’ comp or personal injury, then the sub-type: a motor vehicle accident, a fall, or another incident. Routing and the call script both depend on it.
- 04
Incident date
Shown relative to the firm’s intake window, so the specialist knows right away if timing needs attorney attention. Your attorneys set that window, not the record.
- 05
What happened, in their words
A short description in the claimant’s own words, next to the structured answers. The words carry tone and detail. The structured answers make the record searchable and reportable.
- 06
Employment facts for workers’ comp
Employer name, how the claimant describes their status (W-2, 1099, unsure), and whether and to whom they reported the injury. A “1099” answer should come with the facts about the working relationship, not just the label.
- 07
Liability facts for personal injury
Whether another driver or party was involved, whether police responded or a report exists, and any insurance information the claimant has.
- 08
Medical treatment
Whether they’ve been seen, where (ER, urgent care, their own doctor), and whether follow-up is scheduled. Treatment shapes both the matter and how urgent the call is.
- 09
Existing representation
Whether they already have an attorney on this matter. A “yes” changes the conversation entirely.
- 10
Consent record
A record of the consent the claimant gave to be contacted, with a timestamp. Your compliance team will want it, and it answers “why are you calling me?” on the spot.
- 11
Source, campaign, and timestamps
Where the lead came from, when it was submitted, and when it was delivered. Source feeds ROI by channel. The gap between delivery and first dial is your speed-to-lead.
- 12
Lead ID
A unique ID that ties the record to delivery logs and to any replacement request under your written policy.
What should not be on the record
More text is not more information. These make a record worse, not better:
- Padded free text that restates the structured fields as a paragraph
- Guessed answers. A blank field is better than an assumption.
- Data the claimant didn’t give, like inferred injuries or estimated values
- Legal conclusions, such as “strong case” or “clearly an employee”
The rule is simple: if the claimant didn’t say it, the record shouldn’t make it look like they did.
How to use it on the call
Read the record before dialing, every time. Then:
- Open with what you know. “I see you were hurt in a fall at a job site in Hillsborough County. Is that right?” tells the claimant someone listened.
- Don’t re-ask what’s answered. Asking for the incident date again signals that nobody read their form.
- Confirm, then deepen. Verify the key facts in a sentence, then spend the call on what a record can’t hold: details, documents, and how the claimant is doing.
- Note mismatches against the lead ID. If the call contradicts the record, write it down. That is where a replacement request starts if the lead turns out to be invalid under your policy.
How we set up the record with your team
Case Leads Pro sets the record’s fields with your intake team before launch, for workers’ compensation and personal injury programs alike. Records are delivered in real time to LeadDocket, Litify, GoHighLevel, a CRM webhook, email, or an SMS alert, and routed by office, attorney, or case type. Every lead is exclusive to your firm and never resold. Our written replacement policy references the lead ID, so flagging an invalid lead starts with pointing to the record. To see what your record would look like, book a 20-minute call.
General information for law firm intake and marketing teams, not legal advice. Rules vary by state and by case.