Managing Intake Requests
Intake requests are how you initiate engagement with a medical expert witness on ExpertMD. You submit a request describing your case and the expertise you need, and the doctor reviews it and decides whether to accept. This guide covers the full lifecycle of intake requests from an attorney’s perspective.Submitting an intake request
There are two ways to submit an intake request to a medical expert:Via the doctor’s intake URL
If a doctor has shared their intake URL with you (e.g.,https://expertmd.io/intake/dr-jane-smith), you can submit a request directly through their form.
Visit the doctor's intake URL
Navigate to the URL shared by the doctor. You will see their intake form with their name, specialty, and credentials displayed.
Fill in the form
Complete all required fields:
- Your contact information — Name, firm, email, phone (pre-filled if you are logged in)
- Case type — Select the category that best describes your case
- Case description — Provide a detailed summary of the case and what expert services you need
- Timeline — Indicate the urgency and expected timeline of the engagement
- Documents — Optionally attach supporting documents (medical records, case summaries, etc.)
From within ExpertMD
If you are logged in to ExpertMD, you can also submit intake requests from the platform:If you do not have an ExpertMD account when you visit a doctor’s intake URL, you will be prompted to create one. Your intake request is saved and submitted after you complete registration.
Tracking your requests
After submitting an intake request, you can track its status on the Intake Requests page.Request statuses
| Status | Description |
|---|---|
| Pending | Your request has been submitted and is waiting for the doctor to review it |
| Accepted | The doctor has accepted your request and a case has been created |
| Rejected | The doctor has declined your request |
Request list view
The Intake Requests page shows all of your submissions with the following columns:| Column | Description |
|---|---|
| Doctor Name | The medical expert you submitted the request to |
| Specialty | The doctor’s medical specialty |
| Case Type | The category of your case |
| Date Submitted | When you submitted the request |
| Status | Pending, Accepted, or Rejected |
Filter tabs
Use the filter tabs to view requests by status:- All — Shows every request regardless of status
- Pending — Requests awaiting doctor review
- Accepted — Requests that have been accepted (with links to the resulting cases)
- Rejected — Requests that were declined
What happens after submission
Doctor reviews your request
After you submit an intake request, the doctor receives a notification and can view your request details. They will evaluate whether the case is a good fit for their expertise, schedule, and interests.Timing expectations
There is no guaranteed response time, but most doctors respond within 1-3 business days. Factors that affect response time include:- The doctor’s current caseload
- The complexity of the case description
- Whether supporting documents are attached (more complete submissions tend to get faster responses)
If your request is accepted
When a doctor accepts your request:- You receive a notification in ExpertMD and via email
- A new case is automatically created on the platform
- The case appears in your Cases & Records list
- You can now collaborate with the doctor through the case (upload documents, schedule appointments, etc.)
If your request is rejected
When a doctor rejects your request:- You receive a notification
- The request status changes to Rejected
- The doctor may provide a brief reason for the rejection
- You can submit a new request to a different doctor
A rejection is not personal. Doctors may decline for many reasons: the case may be outside their specialty, they may have schedule conflicts, or they may not be the right fit. Use the rejection as an opportunity to find a more suitable expert.
Intake request details
Click on any request in your list to see its full details:Request summary
- Doctor information — Name, credentials, specialty
- Your submission — Case type, description, timeline, and any attached documents
- Status — Current status with timestamp
- Case link — If accepted, a direct link to the resulting case
Attached documents
If you uploaded documents with your intake request, they are listed here. You can:- View document names and file sizes
- Download documents you previously uploaded
- See which documents the doctor has accessed (if tracking is available)
Best practices for intake requests
Write a clear case description
Include the key medical issues, the type of injury or condition, and what expert services you need. The more specific you are, the easier it is for the doctor to evaluate the request.
Specify the type of services needed
Be explicit about what you need: medical record review, independent medical examination, deposition testimony, trial testimony, expert report, or a combination.
Include a timeline
Doctors need to know if there is a trial date or deposition deadline. Provide dates so they can assess whether they are available.
Attach relevant documents
Include medical records, case summaries, or other materials that help the doctor understand the case. This significantly improves acceptance rates.
Managing multiple requests
If you work on many cases simultaneously, the Intake Requests page helps you stay organized:- Sort by date to see your most recent submissions first
- Filter by status to focus on pending requests that need follow-up
- Search by doctor name or case type to find specific requests
Troubleshooting
My request has been pending for a long time
- Most doctors respond within 1-3 business days
- After 5 business days, consider submitting a request to another doctor
- The doctor may be on vacation or have a full caseload
I cannot submit a request
- Ensure your profile is complete (all required fields filled in)
- Check that the doctor’s intake form is active (not paused)
- Verify you are logged in to ExpertMD
- Try clearing your browser cache and refreshing the page
I submitted a request to the wrong doctor
- If the request is still pending, there is no way to cancel it directly
- Contact ExpertMD support at support@expertmd.io to request cancellation
- The doctor may reject the request on their own, which resolves the issue
I want to update my request after submission
- Intake requests cannot be edited after submission
- If you need to add information, wait for the doctor to accept the request and then add it to the resulting case
- If critical information is missing, contact the doctor directly (their email is shown on the request) or submit a new request
Next steps
Case Management
Learn how to manage accepted cases
Invoicing
Understand invoices from medical experts