Position Summary

Do you have a heart for helping people and a passion for keeping things organized? Do you thrive in fast-paced environments where attention to detail and communication are key? We are looking for a compassionate, proactive Case Manager (Pre-Litigation & Office Support) to join our growing team. This client-facing and administrative role is essential to helping our injured clients navigate their cases while keeping office operations running smoothly.

As a Case Manager, you'll be the primary point of contact for clients in the pre-litigation phase — guiding them through onboarding, treatment scheduling, and regular updates. You'll also assist with general office administration, including mail handling, office supplies, attorney and operations support, and marketing coordination. This position is perfect for someone who is highly organized, detail-oriented, and takes initiative in both client service and administrative support.

Essential Duties and Responsibilities

CLIENT ONBOARDING & SUPPORT

• Send welcome packets and conduct initial welcome calls
• Confirm signed retainers and documentation
• Ensure smooth transition from Intake to Case Management

TREATMENT COORDINATION

• Schedule initial and follow-up treatment appointments (chiropractic, imaging, specialists)
• Communicate with providers and confirm appointments
• Assist clients with transportation or scheduling needs

CLIENT COMMUNICATION

• Serve as the main point of contact during treatment
• Provide monthly updates and respond to client inquiries via Hona (within 1 business day)
• Notify legal team of client issues or case developments

TREATMENT TRACKING

• Maintain accurate provider timelines and treatment logs in SmartAdvocate
• Document any gaps, progress, or completion of treatment

TEAM COLLABORATION

• Communicate case status with Pre-Lit Paralegal and Attorneys
• Assist Medical Records team with follow-ups on missing authorizations
• Document all communications and updates in SmartAdvocate

OFFICE ADMINISTRATION & SUPPORT

• Collect and distribute office mail daily
• Maintain office supplies inventory and place orders as needed
• Assist the Receptionist with daily front-desk tasks (answering calls, scanning, mailing letters, and client walk-ins as needed)
• Assist attorneys, marketing, and operations teams with administrative tasks (mailing letters, scanning, filing, event coordination, etc.)
• Support special projects or initiatives as assigned
• Tools We Use SmartAdvocate • Outlook & Zoom Phone • Microsoft Office • Dropbox • Hona

Knowledge, Skills and Abilities

• Excellent communication and follow-through
• Strong organization and attention to detail
• Comfort working with case management software (SmartAdvocate a plus)
• Bilingual (Spanish/English) strongly preferred

Education & Experience

• 2+ years of experience in personal injury, case management, or office administration