Personal Injury Case Manager (Pre-Litigation)

About the role

You will own the client intake process by contacting new clients within 24 hours of retention to complete the intake questionnaire and establish a clear foundation for the case. You will serve as the central organizer for the caseload, maintaining thorough familiarity with every detail and ensuring all case information and dates are posted accurately in SmartAdvocate. You will act as a vital communication bridge between clients and attorneys by providing telephonic updates every 3 weeks and answering incoming calls through the Final Call Group. You will ensure strict compliance with court rules and firm protocols, from calendaring all case information to submitting demand letters within 2 days of receiving approved client authority. You will collaborate closely with medical paralegals and team members to schedule client evaluations promptly and keep status comments updated for all weekly OOS meetings. You will monitor outstanding tasks diligently, ensuring they do not exceed 50 at any given time and that health insurance and Medicare subrogation claims are opened timely. You will review and update evaluation forms and demand packages to guarantee they are complete and ready before attorney meetings, ultimately helping the team move cases toward resolution efficiently and with compassion.

Key facts

What you'll do

• Attend firm-wide huddle every Monday at 8:00 AM to align on priorities and case status.
• Attend daily team mini huddles Tuesday through Friday at 8:00 AM for quick updates and task coordination.
• Attend biweekly meetings with Team Lead fully prepared with supporting metrics data to track performance and goals.
• Contact new clients within 24 hours of being retained to complete intake questionnaire and secure initial information.
• Provide telephonic client updates every 3 weeks, managing no more than 15 outstanding updates at any given time.
• Ensure outstanding tasks do not exceed 50 at any given time to maintain organization and focus.
• Complete case analysis within 3 weeks of receiving insurance confirmations to assess coverage and next steps.
• Schedule client evaluation appointments with assigned attorneys within 2 days of drafts being completed by Medical Paralegals.
• Submit demand letters within 2 days of approved client authority to keep cases moving efficiently.
• Keep status comments updated for all weekly OOS meetings per the OOS preparation guideline for accurate reporting.
• Maintain thorough familiarity with each case in your caseload to prevent oversights and support the team.
• Post all case information and dates in SmartAdvocate to ensure records are current and accessible.
• Assist with property damage claims when necessary to support comprehensive case resolution.
• Communicate with adjusters on case matters to clarify details and align on expectations.
• Ensure health insurance subrogation claims are opened timely or obtain authority not to open them as required.
• Ensure Medicare subrogation claims are opened timely on the portal to meet regulatory standards.
• Review and update evaluation forms and demand packages before attorney meetings with clients for accuracy.
• Draft correspondence for attorneys and save and name all documents in SmartAdvocate per Naming Protocol.
• Calendar all case information pursuant to the calendaring protocol to track deadlines and obligations.
• Answer incoming calls via the Final Call Group and perform backup intake calls per intake protocol as needed.
• Meet with clients during intakes, transition to litigation meetings, and handle settlement disbursement meetings professionally.
• Collaborate with all staff assigned to your cases to move each case toward a desired conclusion efficiently.
• Keep clients updated with copies of file documents to maintain transparency and trust.
• Post all costs, including expected costs not yet invoiced such as investigators and consultants, for complete financial tracking.
• Monitor dashboard regularly to identify trends, updates, and areas requiring immediate attention.

Requirements

You must have a minimum of 2 years of Plaintiff's personal injury case management experience, as this role requires that level of familiarity and responsibility; PI adjacent or medical field/behavioral health experience will not be considered for this position. You must possess a strong understanding of state, local, and federal court rules to ensure compliance and proper procedure at all times. You must demonstrate strong empathy for injured clients to provide the compassionate support they need during difficult circumstances. You must have exceptional communication skills, both verbal and written, to convey information clearly and professionally. You must show confidence and motivation to exceed expectations in a fast-paced environment. You must maintain a professional attire and demeanor in all interactions and representations. You must have a genuine desire to learn, develop, and motivate team members to foster a collaborative and growth-oriented workspace. You must have excellent organizational and time-management skills to handle multiple tasks and deadlines efficiently. You must be able to work during Mountain Time business hours, Monday through Thursday from 8:00 AM to 5:00 PM and Friday from 8:00 AM to 4:00 PM, consistently. You must be able to pass a background check as part of the hiring process to ensure suitability for the role.

Practical notes

This role operates during Mountain Time business hours (Monday-Thursday 8:00 AM-5:00 PM, Friday 8:00 AM-4:00 PM). No travel is required as the position is fully remote. No visa sponsorship information is provided. No application deadline is specified.