A Public Adjuster Lead Intake Workflow

A new opportunity may arrive through a referral, phone call, website form, canvassing conversation, or event-related outreach. Capture the source, caller details, property address, reported loss timing and description, preferred contact method, and any carrier or claim information that is available.

Do not fill gaps with assumptions. Mark unknown information clearly and give the next follow-up to a named person. The goal is an accurate starting record, not a rushed conclusion about the claim.

Every intake should result in a clear next action: return a call, review the property, schedule an inspection, request documents, discuss a retainer, or close the opportunity. Give that action an owner and due date rather than leaving it in a general inbox.

Keep an intake distinct from an active claim until the firm has reviewed the opportunity and chosen to proceed. This avoids filling the active-claim list with incomplete or unqualified records while preserving the original source context.

When the firm proceeds, convert the reviewed intake into the claim record instead of entering the same facts again. Keep source notes, early communication, and the retainer history connected so the team can understand what was known at each point.

Review the intake queue regularly for missed calls, aging opportunities, duplicate records, and requests that need an answer. A routine review is an operational discipline; it does not determine whether a claim is valid or covered.