NYCAA Call Intake

Who is paying (the Client Rep)

The CR's email is how we match their payment back to this case. Capture it every time.

CR full name *

Relationship to defendant

CR email *

CR phone

The defendant

Type the DIN first. If we already mailed them, we'll link this call to that record automatically.

DIN / inmate number

Defendant full name *

Notes (call notes only — do NOT paste DOCCS record data here; use the DOCCS field above for inmate record details)

Send the payment link

Copies the full payment message with a clickable "submit your payment" link, ready to paste into your email to the CR. This also logs the send on the record.

✓ Copied & logged

Full case workup (optional) — open if the caller is engaged

Where & when

Facility

County of conviction

Date of sentencing (the appeal clock starts here)

⚠ Sentenced within the last 30 days — FLAG FOR IMMEDIATE ATTORNEY CALLBACK (Notice of Appeal deadline).

The case

Top charge / conviction

Trial or guilty plea?

Charge category (check all that apply)

Homicide Sex offense Child Assault/violent Drug Weapon Fraud/white collar Other

Sentence imposed

Min sentence (months, if known)

Co-defendant / accuser (for conflicts)

Co-defendant name (if any)

Accuser name (if known)

Where the case stands

Stage of the case

Notice of appeal filed?

Known upcoming deadline / court date

Prior lawyer

Trial / plea attorney name

Private or assigned (18-B / PD)?

In their words

What happened / what went wrong (caller's account)

Source & urgency

How did they hear about us?

Urgency (intake's read)

Disposition

Sets what happens next in the cadence. "Not interested" suppresses future letters.

Interested / engaged Consult booked Callback scheduled Needs attorney triage (deadline) Thinking / nurture Not interested (suppress)