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