Receptionist – SMS + Intake + Transcript + Audio (End-to-End)
Inbound Call Handling (Voice AI)
What happens
- Client calls the attorney’s dedicated number
- AI receptionist answers 24×7
- Collects structured intake verbally
- Call is recorded automatically
Core stack
- Voice AI platform (call handling + recording)
- Call recording enabled (audio file generated)
- Transcript + call analysis generated after call
Captured data
- Caller name
- Phone number
- Practice area
- Brief issue summary
- Urgency level
- Appointment intent
- Full transcript
- Call audio URL
2. SMS Follow-Up (Automatic)
Triggered when
- Call ends
- Missed call
- After-hours call
- Caller wants to continue later
SMS examples
Immediate acknowledgment
“Thank you for calling OptimoAI Receptionist for [ Firm Name].
To continue securely, please complete this intake form:
👉 https://secure-intake.link/ABC123”
After intake completion
“Thank you. Your information has been received.
A representative from [Firm Name] will contact you shortly.”
Stack
- SMS provider
- Webhook trigger after call completion
3. Secure Intake Form (Auto-Generated)
Form fields (recommended for attorneys)
- Full Name
- Phone
- Email
- Practice Area (dropdown)
- Case Description
- City / State
- Time sensitivity
- Consent checkbox
Flow
- AI generates unique intake link per caller
- Link sent via SMS
- Client submits form
- Data stored automatically
Backend
- Form → Automation platform → CRM database
4. Transcript + Audio File Storage
What gets saved
- Full call transcript (text)
- Call summary (AI-generated)
- Audio recording (MP3/WAV)
- Call metadata
Recommended storage
- Cloud drive (per firm, per date)
- Folder structure:
/LawFirmName/
/Intake Calls/
/2025-12-24/
- Call_John_Doe_+1757xxxxxxx.mp3
- Call_John_Doe_Transcript.txt
- Call_John_Doe_Summary.txt
5. Attorney Notification (Email + Optional SMS)
Email subject
[OptimoAI] New Intake Call – Personal Injury – Urgent
Email body
- Caller name + phone
- Practice area
- Urgency
- AI summary
- 🔗 Transcript link
- 🔗 Audio recording link
- 🔗 Intake form response
Optional SMS to attorney
“New intake call received. Transcript + audio sent to your email.”
6. Central CRM / Airtable Record (Single Source of Truth)
Each call creates one record:
FieldValueFirm NameXYZ LawCaller NameJohn DoePhone+1757xxxxxxxPractice AreaFamily LawCall OutcomeIntake CompletedTranscript URLLinkAudio URLLinkIntake Form URLLinkAssigned AttorneyAutoStatusNew Lead
7. Automation Stack
Recommended tools
- 📞 Voice AI
- 📲 SMS + Numbers
- ⚙️ Orchestration: Make
- 🗂 CRM: Airtable
- ☁️ Storage: Google Drive
- 📧 Email: Google Workspace / Azure Email
8. Compliance & Legal Best Practices
- Call recording disclosure enabled
- No legal advice language
- Secure intake links
- Role-based access to transcripts
- Data retained per firm policy
9. What This Looks Like to the Attorney
- Never miss a call
- SMS + intake handled automatically
- Transcript + audio in inbox
- Clean intake folder created
- Zero staff interruption
- Professional records
