PI - Legal assistant

We are seeking a detail-oriented and organized Personal Injury (PI) Legal Assistant to support our Pre-Litigation team. The ideal candidate will be responsible for managing cases from intake through pre-demand by coordinating investigations, monitoring client treatment, obtaining medical records and bills, and ensuring timely case progression. This role requires excellent communication, organizational, and multitasking skills in a fast-paced legal environment.

Key Responsibilities
Investigation
Assist with the initial investigation of personal injury claims.
Gather accident details, police reports, insurance information, witness statements, and supporting documentation.
Maintain accurate and organized case files.
File Set-Up
Open and organize new case files in the firm's case management system.
Prepare client documentation and obtain necessary authorizations.
Request hospital records two (2) weeks after liability has been accepted.
Calendar all critical case deadlines and follow-up dates.
Treatment Management
Monitor clients' medical treatment throughout the pre-litigation process.
Conduct bi-weekly client follow-up calls to obtain treatment updates and document progress.
Communicate with medical providers regarding appointments and treatment status.
Sending Clients Back to Treatment
Review bi-weekly treatment updates to identify gaps in medical care.
Notify the assigned attorney or case manager when clients discontinue treatment.
Assist in coordinating referrals or scheduling continued treatment as directed.
Medical Records and Bills
Request, track, and obtain complete medical records and itemized billing statements from healthcare providers.
Follow up on outstanding requests to ensure timely receipt.
Organize and review records for completeness and accuracy.
Maintain updated medical expense summaries.
Pre-Demand Preparation
Compile medical records, bills, lien information, wage loss documentation, photographs, and supporting evidence.
Prepare case files for demand package preparation.
Ensure all documentation is complete before attorney review.
Qualifications
Previous experience as a Personal Injury Legal Assistant, Case Manager, or Legal Secretary preferred.
Experience in pre-litigation personal injury is highly preferred.
Knowledge of medical records, medical billing, HIPAA authorizations, and insurance claims.
Familiarity with legal case management software (e.g., Filevine, Litify, Needles, Clio, SmartAdvocate, Neos, or similar).
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Excellent verbal and written communication skills.
Strong organizational skills with the ability to manage multiple cases simultaneously.
High level of accuracy and attention to detail.
Ability to work independently and as part of a team.
Preferred Skills
Experience preparing pre-demand files.
Knowledge of personal injury case workflows and insurance claim procedures.
Strong client service and follow-up skills.
Ability to prioritize tasks and meet deadlines in a fast-paced legal environment.

Skills

Personal Injury Legal Assistant, Case Manager, or Legal Secretary with pre-litigation experience, knowledge of medical records/billing/HIPAA authorizations, and strong organizational and communication skills.

Experience preparing pre-demand files, familiarity with personal injury workflows and insurance claim procedures, and demonstrated client service excellence.

Legal case management software (Filevine, Litify, Needles, Clio, SmartAdvocate, Neos, or similar) and Microsoft Office Suite (Word, Excel, Outlook).