Case Manager & Legal Support Virtual Assistant

We are seeking a proactive, empathetic, and detail-oriented Bilingual Case Manager & Legal Support Virtual Assistant to join a growing U.S.-based litigation firm. In this role, you will be the main operational point of contact for clients after their intake, ensuring they receive consistent support throughout their case lifecycle.

You will manage active client communication, track medical treatments, handle records and billing requests, correspond with insurance adjusters, and maintain impeccable case files so the attorney can seamlessly move cases toward demand and settlement.

Key Responsibilities

• Client Communication & Treatment Follow-Up: Conduct regular check-ins with clients on their medical treatment progress, answer general case status questions, and keep them engaged to prevent gaps in care.
• Records & Bills Collection: Request, track, and retrieve medical records and billing statements from providers via portals (e.g., ChartSwap) and direct phone calls, logging all documentation accurately in the CRM.
• Insurance & Case File Management: Correspond with insurance adjusters regarding claim setup, PIP/MedPay, liability, and property damage. Keep case notes, deadlines, and treatment timelines updated, flagging files that are ready for demand to the attorney.
• Intake & Client Onboarding Support: Assist with inbound inquiries, web leads, and texts as needed; gather case facts, run initial screening scripts, and manage e-signatures for retainer agreements.

Requirements

Experience: 1+ years of direct experience in a U.S. law firm as a Case Manager Assistant, Paralegal, or Intake Specialist (Plaintiff-side Personal Injury or litigation preferred).

PI Lifecycle Knowledge: Solid grasp of the PI case lifecycle: intake, treatment, records/bills collection, demand, negotiation, and settlement.

Records & Insurance Proficiency: Direct experience requesting/tracking medical records and communicating with insurance adjusters regarding claims, MedPay/PIP, and liability.

Language & Communication: Exceptional bilingual fluency in English and Spanish with a warm, empathetic, and steady phone presence.

Written English Skills: Clear, structured, and complete writing skills; summaries and case notes must be clean enough for the attorney to act on without needing follow-up clarification.

Software Experience: Hands-on experience with legal case management platforms (Filevine, CASEpeer, Clio, Litify, SmartAdvocate, or similar) and e-signature tools.

Quiet remote setup with a noise-canceling headset, high-speed internet, and power/internet backup systems.