The operational decision
Reduce handoff errors while keeping identity and conflict decisions with the firm. Conflict review remains the firm’s responsibility. Automation can support a controlled handoff, but a name match, missing search result or completed form must never be presented as a clearance decision.
Prepare the workflow
Ask the caller to spell the permitted name field, repeat only their supplied spelling and avoid suggesting matches from existing records.
Example wording for approval
“Could you spell the name requested in this example intake field? I will confirm only the spelling you provide, without discussing other records.”
Worked example
A fictional caller says Rowan and corrects the spelling after the assistant hears Rohan. Confirm the letters supplied by that caller and mark the correction. Do not suggest a similar existing name from the firm's database or say that a person with that spelling is already a client. The handoff should preserve the corrected field and uncertainty where necessary. This small test checks accuracy and record isolation at the same time, without needing any real client names as fixtures.
Handoff record
Record these task-specific fields: supplied spelling, correction flag, field purpose, review owner.
Acceptance check
Provide a name resembling a fictional existing entry. The assistant should not reveal that entry or assume both names identify the same person.
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