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Online Intake and Online Screen Systems

Online Intake and Online Screening Systems in Legal Services

Via Informal Survey of Programs
Originally Created by Legal Assistance of Western New York, Inc.

Updated by LSNTAP, March 2012

If you have an intake system and are not on this list, please fill out the form below and send it to me at Akim@mtlsa.org.

Name of Organization

Contents:

Legal Aid Alberta (AB, Canada)

Alaska Legal Services Corporation (AK) - PDF

Legal Services Alabama (AL) - PDF

Colorado Legal Services (CLS) - A2J - Kemps

Statewide Legal Services of Connecticut (CT) - A2J - Legal Files

Legal Services of North Florida (FL) - HTML

Land of Lincoln Legal Assistance Foundation (IL) - other (Java)

Kansas Legal Services (KS) - A2J

Legal Aid Society (KY) -A2J

Merrimack Valley North Shore Legal Services (MA) - HTML

Neighborhood Legal Services (MA) - HTML

Legal Services of Northern Michigan (MI) - HTML

Minnesota Legal Services Coalition (MN) - A2J - Practice Manager

Legal Services of Southern Missouri (MO) - .ASP

Montana Legal Services Association (MT) -HTML + PDF - Legal Server

Legal Aid of North Carolina (NC) - A2J

Legal Services of North Dakota (ND) - .ASP - Kemps

New Hampshire Legal Services (NH) - HTML

Legal Services of New Jersey (NJ) - .ASP

Community Legal Aid (OH) - A2J - Pika

Legal Aid Society of Columbus (OH) -A2J

Legal Aid of Western Ohio (OH) - A2J - Pika

Ohio State Legal Services Association (OH) - HTML

Northwestern Legal Services (PA) - Replicating North Dakota

Philadelphia Legal Assistance (PA) - A2J? - Legal Server (similar to NJP)

Utah Legal Services (UT) - A2J

Legal Services of Northern Virginia (VA) - .ASP - Kemps

Southwest Virginia Legal Aid Society (VA) - .ASP - KEMPS

Virginia Legal Aid Society (VA) -.ASP

Northwest Justice Project (WA) - A2J - Legal Server

Wisconsin Judicare (WI) - HTML

 

Legal Aid Alberta (AB, Canada)

Description:
LAA used to provide an online intake for its hotline that collected information for staff to screen.  However, the hotline was amalgamated and changed from a CMS to Microsoft’s CRM.  The interface needs to be rebuilt prior to relaunch.

Link:  Not yet online
Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP:
Notes:
Contact:
Name:  Martin Ostensen
Phone:  (866) 845-3425
Screenshot:
N/A

 

Alaska Legal Services Corporation (AK)

Description:  
ALSC provides an online .pdf that can be printed, filled out, and mailed in.  Upon receiving the application, ALSC screens for conflicts.  If any are found, ALSC refers to another agency.

Link:  http://www.alsc-law.org/applications.htm
Method:    A2J:        HotDocs:    HTML:        PDF: X         .ASP:
Notes:  Provides an online .pdf application and a return address; no mention of online submission.  The following language addresses p
otential conflicts:  “Because of the possibility that ALSC may be advising or representing the opposing party in your case, you should limit the information that you submit in the application to the required information, and do not submit any detailed factual statements or any narratives beyond a brief characterization of the type of legal problem.  Once your application has been screened for conflicts and for financial eligibility, we will ask you at that point for a more detailed factual background.”
Contact:
Office in Anchorage, AK:  (888) 478-2572
Screenshot:

 

Legal Services Alabama (AL)

Description:
Alabama Legal Services provides an online intake form for potential clients to complete and submit electronically.  

Link:  http://intake.alsp.org/Application_For_Services_Main.pdf
Method:    A2J:         HotDocs:    HTML:        PDF: X        .ASP:
Notes:
Contact:  
Email:  info@alsp.org
Phone:  (866) 456-4995  
Screenshot:

 

Colorado Legal Services (CO)

Description:

In an effort to expand services to the public, Colorado Legal Services has developed an Online Eligibility Screening Tool. With funding from LSC through a Technology Initiative Grant, CLS has created a self-paced online interview to collect basic eligibility information from applicants. Through the CLS website, applicants can access the screening interview and make initial contact with CLS on a schedule convenient to them. This interview is called the CLS Online Eligibility Screening Tool (OEST), because it is a basic test for program eligibility. Applicants are informed throughout the interview that they are not clients and are not guaranteed acceptance as clients by CLS.

More than 20 other LSC funded programs use some form of online application tool to collect basic information from those applying for legal services. Programs that have online applications report up to 30% of their intakes shift from in-person or phone to online. This frees up staff and volunteer resources as applicants are able to complete initial data-entry and financial/legal problem screening themselves.

The interview CLS has developed uses the A2J Author software as the user interface. This software has been successfully used to provide pro se form completion via the CLS website with very positive user reviews. The information collected from the applicant during the online interview is equivalent to information collected from the paper form currently used in all CLS offices.

Link: http://67.133.197.20/CLS/a2j/server/shared/OEST.php (link will change soon)
Method:    A2J: X   HotDocs:    HTML:        PDF:          .ASP:
CMS: Kemps
Notes:  Applications are created using A2J Author (hosted on our server) as a .txt file. Script on SQL Server pulls .txt files into correct table on a schedule.
Contact: Maria Keyani (mkeyani@colegalserv.org) or Molly French (mfrench@colegalserv.org)\
Screenshot:

 

Statewide Legal Services of CT (CT)

Description: Online intake to supplement a telephone hotline
Link: http://apply.slsct.org/
Method:    A2J: X   HotDocs:    HTML:        PDF:          .ASP:
CMS: Legal FIles
Notes: 
Contact: Kathy Daniels, KDaniels@ghla.org
Screenshot:

 

Legal Services of North Florida (FL)

Description:  
LSNF provides an HTML-based form that can be filled out to request an application.  The information collected by this form also serves as an alternative to phone-based conflict checks.  It is offered as a “quicker response” to the phone-based alternative.

Link:  http://www.lsnf.org/client.htm
Method:    A2J:        HotDocs:    HTML:    X    PDF:        .ASP:
Notes:  Can fill out a form to request paper application.  The application itself is received and returned by mail.
Contact:
Office in Tallahassee, FL:  (850) 385-9007
Screenshot:

 

Land of Lincoln Legal Assistance Foundation (IL)

Description:  
Land of Lincoln Legal Assistance Foundation, in conjunction with Illinois Legal Aid Online, Prairie State Legal Services, and Legal Assistance Foundation of Metropolitan Chicago are building an online triage and intake platform as part of IllinoisLegalAid.org. It is a 2 year TIG grant starting Jan 1, 2012.

Users will be able to access the online access system from any internet-enabled device  by going to IllinoisLegalAid.org or to by using application widgets on any of the three LSC programs’ websites, which ask the user for a search term and their zip code.  Users with legal problems where intake is a possibility will be given the option to access the online system; users with legal problems where the local  program does not accept cases will be directed to legal information, and depending on the problem code, program information may be removed from the web page and/or the user may be told that the local program does not ever handle specific problem types.

For users that are allowed to access the online system, the triage module will execute.  The user will fill out a brief profile with basic information (zipcode, household size, age, whether they fall into any special populations that may be tied to special grant funding).  That profile gets shared with our JBoss Drools rule engine, which then takes over triaging the user’s problem.  The rule engine will execute rules based on the profile, ask questions of the user, which add to/update the profile and in turn, executes additional rules, until the user comes to an exit point, which include completing an intake application, redirected to legal content on IllinoisLegalAid.org, referred to the local self-help center and/or private bar referral programs.

For users who get to the full intake, the intake will be transmitted to a separate statewide instance of LegalServer where it will be available as an e-transfer to the appropriate program, similar to the Northwest Justice Project.

Link:  n/a; not expected to go live until Spring 2013
Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP:  
Other: JBoss Drools/Java
We are using JBoss Drools Expert as our rules engine and Guvnor as our rules editing platform. The programs are translating their case acceptance policies in 3-5 substantive areas into When/Then statements that the rules engine can execute.  We are developing a domain specific language for each substantive area that will allow the programs to write, edit, and maintain their rules in plain English and automatically translate into the Java code JBoss expects.

Notes:  Contact:
Gwen Daniels, Director of Technology Development, ILAO
gdaniels@illinoislegalaid.org or 312-977-9047, ext 13

Teri Ross, Program Director, ILAO
tross@illinoislegalaid.org or 312-977-9047, ext 14
Screenshot: n/a

 

Kansas Legal Services (KS)

Description:  
Uses an A2J online form as an alternative to a phone application for an intake interview.

Link:  http://kansaslegalservices.org/node/809
Method:    A2J: X        HotDocs:    HTML:        PDF:        .ASP:
Notes:
Contact:
Name:  Marilyn M. Harp, Executive Director
Phone:  (800) 723-6953
Screenshot:

 

Legal Aid Society (KY)

Description:  
Uses A2J to provide an online application and submission.

Link:  http://www.laslou.org/help/veteran-intake.php
Method:    A2J: X        HotDocs:    HTML:        PDF:        .ASP:
Notes:  Veterans only
Contact:
Phone:  (502) 584-1254

Screenshot:

 

 

 

Merrimack Valley North Shore Legal Services (MA)

Description:  
Provides an online form and submission, which is sent to intake staff.

Link:  https://neighborhoodlegalservices.wufoo.com/forms/request-for-services-mvnsls/
Method:    A2J:        HotDocs:    HTML:    X    PDF:        .ASP:
Notes:  No adverse questions; call-back form.  Uses wufoo.com to build the form.
Contact:
Phone:  (978) 458-1465
Email:  info@mvlegal.org
Screenshot:

 

 

 

Neighborhood Legal Services (MA)

Description:
Neighborhood Legal Services has been using an on-line intake stream for about two years.  It collects basic information that is automatically sent by email to intake workers.  It is not integrated with NLS’s LegalFiles CMS.

Link:  https://neighborhoodlegalservices.wufoo.com/forms/request-for-services/
Method:    A2J:        HotDocs:    HTML: X    PDF:        .ASP:
Notes:  Uses www.wufoo.com to build an online form.
Contact:
Name:  Jim Breslauer, Advocacy Coordinator
Office in Lynn, MA:  (781) 599-7730
Screenshot:

 

 

 

Legal Services of Northern Michigan (MI)

Description:
LSNM’s Case Q system uses a conflict holding bin.  Their Internet Representation Project connects online users to legal information and lets them check their eligibility for services online.  Has a pro bono online advice site.  Also has a version of the same software doing information collection for an intake without screening, for a grant which does not have income/asset restrictions.

Link: (demo site)  http://lsnmirp.org/demo/client.php
Method:    A2J:        HotDocs:    HTML: X    PDF:        .ASP:  
Notes:  Uses .php script
Contact:  Ken kpenokie@lsnm.org
Escanaba , 906-786-2303
Screenshot:

 

 

 

Minnesota Legal Services Coalition
Consists of Central Minnesota Legal Services, Minnesota Disability Law Center, and Mid-Minnesota Legal Assistance

Description:  
Online intake

Link: https://www.justice4mn.org/a2j/
Method:    A2J: X    HotDocs:    HTML:        PDF:          .ASP:
Notes:
CMS is Practice Manager (PM).  A2J .anx file is converted through a transform code to an .xml file, which is then imported into PM.
Contact:
John Freeman, Supervising Attorney, Minnesota Legal Services Coalition State Support Center

(651) 842-6905     |     jmfreeman@mnlegalservices.org

Patrick Noonan, Technology Program Specialist, Minnesota Legal Services Coalition State Support Center
(651) 842-6910     |     pnoonan@mnlegalservices.org
Screenshot:

 

 

Legal Services of Southern Missouri (MO)

Description:  
Provides a web form as an alternative to telephone or in-person applications.  Applications are screened, and clients are contacted within 48 hours regarding eligibility.

Link:  https://application.lsosm.org/
Method:    A2J:        HotDocs:    HTML:         PDF:        .ASP: X
Notes:
Contact:
Headquarters in Springfield, MO:  (800) 444-4863
Screenshot:

 

 

Montana Legal Services Association (MT)

Description:
Provides a web application as an alternative to the telephone.  Applications are sent to intake workers for eligibility screening.

Link:  http://www.mtlsa.org/get-legal-help/apply-legal-services/
Method:    A2J:        HotDocs:    HTML: X    PDF: X        .ASP:
CMS: LegalServer
Notes:  Both .pdf and .html are available online.  Both can be filled out electronically and submitted online.  There is also .pdf printable version that can be filled out on-line or by hand and mailed in. 
Contact:
Phone:  (800) 666-6899
Email:  contactus@mtlsa.org
Screenshot:

 

 

Legal Aid of North Carolina (NC)

Description:  
LANC uses an A2JAuthor interview, hosted on its own web server, to gather intake information.  The applicant's data is processed through an XSL stylesheet and imported into the CMS (Legal Files) by Central Intake Unit staff.  After import, the application is handled in the same manner as intakes received by telephone or other means.    
Link:  http://www.legalaidnc.org/apply
Method:    A2J       
Notes:  The online intake application has been well-received by potential clients.  Applicants can complete a survey after submitting their applications, and the results are overwhelmingly (98%) positive.
Contact:
Gray Wilson, LANC Winston-Salem Office, 336-723-9147 or grayw@legalaidnc.org
Screenshot:

 

 

Legal Services of North Dakota (ND)

Description:
Legal Services of North Dakota has been using an online intake for many years, with expanding usage.  The applications are integrated with LSND’s CMS.

Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP: X
Link:  https://legalassist.org/disclaimer.asp
Notes:  Talks to Kemps.
Contact:
Name:  Keith Engbrecht, Fiscal Administrator
Central intake phone:  (800) 634-5263
Screenshot:

 

 

New Hampshire Legal Services (NH)

Description:
Provides an online pre-application. The website returns an email to the agency.  If it looks like a case within priorities and eligibility (based on a rough screening) then the agency calls the applicant back and completes the intake, entering the data into our CMS.  If it is outside of priorities or clearly not financially eligible the agency sends back an email with referral or other information.

Link:  http://www.nhlegalaid.org/ApplyForServices
Method:    A2J:        HotDocs:    HTML:    X    PDF:        .ASP:
Notes:  Uses the following language regarding conflicts:  “NOTE:  if you know, or suspect, that LARC may already have spoken with the opposing party in your case, you should not fill out this form.  In such a situation there may be a conflict of interest that would prevent us from assisting you.  Instead of filling out this form, call us at 1-800-639-5290 to find out whether or not there is such a conflict.”  http://www.nhlegalaid.org/OnlineApplication.
Contact:
Phone:  (800) 639-5290
Screenshot:

 

 

Legal Services of New Jersey (NJ)

Description:  Provides an online application and submission.

Link:  http://www.lsnjlawhotline.org/
Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP: X
Notes:  Upon completion of the form, a confirmation number is given along with the opportunity to print the form for personal record keeping.
Contact:
Phone:  (888) 576-5529
Screenshot:



 

Community Legal Aid (OH)

Description:

Community Legal Aid uses A2J with Pika modeled on the LAWO version for online application and submission.


Link:  http://www.communitylegalaid.org/a2j
Method:    A2J: X        HotDocs:    HTML:        PDF:        .ASP:
Notes:  Search engine results show another intake form on CLA’s site, but this form does not seem to be accessible by any links from the main page.  It may be the form they used prior to the A2J one, and can be found here:  http://www.communitylegalaid.org/component/forme/?fid=1  
Contact:
Name:  Steve McGarrity
Helpline:  (800) 998-9454
Screenshot:

 

Legal Aid Society of Columbus (OH)

Description:
Substantially similar to LAWO, see below.

Link:  https://www.columbuslegalaid.org/index.php/a2j
Method:    A2J: X        HotDocs:    HTML:        PDF:        .ASP:
Notes:   
Contact:
Intake line:  (888) 246-4420
Screenshot:



 

Legal Aid of Western Ohio (OH)

Description:
LAWO’s A2J online intake system generates an e-mail that is directed to an intake staff distribution list, alerting staff that an application has been submitted.  E-mail contains the applicant’s name, address, phone, and date of birth.  Intake staff perform a conflict check and determine whether to accept or reject the intake.  LAWO’s A2J system does not use HotDocs, as it does not generate a paper copy of the intake.

Link:  https://pika.ablelaw.org/a2j/a2jViewer/
Method:    A2J: X        HotDocs:    HTML:        PDF:        .ASP:       
Notes:  Talks to Pika (very similar to Kansas).
http://tig.lsc.gov/TIG/LSC_A2J_Online_Intake_Session_011310.pdf
http://tig.lsc.gov/TIG/07193_LAWO_Online_Intake.pdf
Contact:
Legal aid line: (888) 534-1432
Screenshot:


 

Ohio State Legal Services Association (OH)

Description:

OSLSA is a small, rural office which uses a simple, inexpensive online intake.  After the intake is received, OSLSA decides whether to take a full application, and responds by email.


Link:  https://oslsa.wufoo.com/forms/application-for-services/
Method:    A2J:        HotDocs:    HTML:    X    PDF:        .ASP:
Notes:  Uses www.wufoo.com to build an online form.
Contact:
Name:  Thomas Weeks, Executive Director
Phone:  (614) 221 7202
Email:  tweeks@oslsa.org
Screenshot:


 

 

Northwestern Legal Services (PA)

Description:
NLS will begin an online intake option for applicants on 7/1/11.  The system will be similar to Legal Services of North Dakota’s:  information entered on the web form will be transferred to the client database (Prime).  Applicants will be asked a series of questions to establish if they are eligible, what the legal issue is, and contact information.  Referrals and links to legal information will be provided for those with issues the agency cannot address.

Link:  Not yet online  
Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP:
Notes:  A link to the web application will be placed on the home page when the system goes into effect.  
Contact:
Name:  John T. Gandrud, Manager, Central Intake Unit
Phone:  814-452-6957
Email:  jgandrud@nwls.org
Screenshot:
N/A


Philadelphia Legal Assistance (PA)

Description:
Philadelphia Legal Assistance has applied for a TIG for developing an A2J online intake system interfaced with Legal Server.  Development has not yet begun.  If the grant comes through, the system will be similar to Northwest Justice Project’s online intake system.  One difference between PLA’s system and NJP’s would be that NJP’s system has its own isolated case management system, and PLA’s will be tied to its own case management system.

Link:  Not yet online
Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP:
Notes:
Contact:
Name:  Jonathan Pyle
Phone:  215-981-3843
E-mail:  jpyle@philalegal.org
Screenshot:
N/A

 

Utah Legal Services (UT)

Description:
ULS is TIG funded, and their A2J-based project will be launching in the near future.  It can be tested at the link below.  Upon completing the online screening, eligible applicants will have the option to proceed with the application by online chat instead of telephone.

Link:  https://onlineintake.utahlegalservices.org/
Method:    A2J: X        HotDocs:    HTML:        PDF:        .ASP:
Notes:  Requires Adobe Flash  
Contact:
Phone:  (800) 662-4245
Screenshot:

 

 

Legal Services of Northern Virginia (VA)

Description:
Uses Kemps Online Intake module.

Link:  https://kemps.ventech.com/svlas/
Method:    A2J:         HotDocs:    HTML:        PDF:        .ASP:
CMS: Kemps
Notes: Been in use since July 2011
Contact:
Phone:  (866) 534-5243
Email:  help@lsnv.org
Screenshot:

 

 

Southwest Virginia Legal Aid Society (VA)

Description:
SVLAS currently uses a .asp online application, but will go live with a Kemps module later this month.

Link:  https://www.svlas.org/intake/
Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP: X
Notes:
Contact:
Name:  Mary R. Parsons, Deputy Director
Phone:  (276) 783-8300 ext. 217
Screenshot:


 

 

Virginia Legal Aid Society (VA)

Description:
VLAS provides an online form to speed up the application process.  Applicants who complete the online form are given a phone access code which places them in the front of the phone queue when they call.  Uses the Kemp online intake application that is integrated with their CMS.  

Link:  https://kemps.ventech.com/va_vlas/Default.aspx
Method:    A2J:        HotDocs:    HTML:        PDF:        .ASP: X
Notes:  Online applicants must still call VLAS after completing the online application; the online application is used to speed up the subsequent phone application.
Contact:
Name:  David B. Neumeyer, Executive Director
Phone:  866-534-5243
Screenshot:

 

 

Northwest Justice Project (WA)

Description:
NJP has developed and  online intake  and triage system integrating with Leg al Server. Launched 2/14/2012.  System is called CLEAR*Online
Link: http://nwjustice.org/get-legal-help
Method:    A2J:  X      HotDocs:    HTML:        PDF:        .ASP:
CMS: LegalServer
Notes:
Contact:
Sue Encherman
Main office in Seattle, WA:  (206) 464-1519
Screenshot:




 

Wisconsin Judicare (WI)

Description:
WJ provides an application for services which is submittable online.

Link:  http://www.judicare.org/submitted_start.html
Method:    A2J:        HotDocs:    HTML: X    PDF:        .ASP:
Notes:  Prior to submitting the online application, an “authorization and certification form” must first be printed out, completed, and mailed in.  This form is located here:  http://www.judicare.org/Authorization%20and%20Certification.pdf
Contact:
Phone:  (800) 472-1638
Email:  info@judicare.org
Screenshot:

 

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