Marketing Assistant and Personal Injury Coordinator for Emergency Room

Job Description:

This is a HIGHLY FLEXIBLE/Hybrid job, but it is FULL TIME with WEEKEND availability needed. Bilingual (English/Spanish) is a must. Need to be DEPENDABLE and OUTGOING.

Please read the whole listing for details prior to applying. We're posting this again because our current marketing assistant/PI coordinator got promoted after less than 2 months!

We are seeking a bilingual (English/Spanish), outgoing, and highly organized Marketing Assistant / Personal Injury Coordinator to support the day-to-day coordination of patients, law firms, and internal operations within a fast-paced emergency care environment. This role serves as a key liaison between personal injury case managers, patients involved in motor vehicle accidents, front office staff, and clinical personnel to ensure a seamless and professional patient experience.

The ideal candidate is dependable, detail-oriented, personable, and comfortable communicating with attorneys, case managers, patients, healthcare staff, and community partners. Experience in personal injury intake/coordination, case management, or related activities is highly preferred. Experience in healthcare administration, marketing, event coordination, medical office, patient intake is valuable.

In addition to administrative and coordination responsibilities, this position will assist with marketing initiatives, relationship management, event planning, and business development activities. The candidate may help organize and participate in community outreach events, law firm lunches/dinners, office visits, networking events, and on-site marketing activities that strengthen relationships with referral partners and enhance the patient experience.

Responsibilities:

• Coordinate communication between patients, law firms, case managers, and front office staff.
• Assist personal injury patients prior to intake/ER visit and follow-up after ER evaluation.
• Ensure all required documentation, Letters of Protection (LOPs), and patient records are collected and properly organized.
• Maintain professional and timely communication with attorney offices and case managers regarding patient status, medical records, billing requests, and scheduling.
• Work closely with ER administrative and clinical staff to ensure smooth patient flow and excellent customer service.
• Track and manage patient coordination tasks, follow-ups, and case-related administrative items.
• Assist with obtaining and organizing medical records and supporting documentation when requested.
• Help ensure accurate and timely completion of administrative paperwork and data entry.
• Maintain confidentiality and compliance with HIPAA and internal policies.
• Provide exceptional customer service to patients and referral partners.
• Support relationship management efforts with law firms, referral sources, and community partners.
• Assist with planning, organizing, and coordinating marketing events, community outreach activities, lunches, dinners, and networking functions.
• Participate in on-site marketing and business development activities, including occasional law office visits and relationship-building meetings.
• Help coordinate logistics for events, including scheduling, vendor coordination, materials preparation, and communication with attendees.
• Represent the organization professionally during external meetings, events, and networking opportunities.
• Assist leadership with various administrative, operational, marketing, and coordination duties as needed.

Minimum Education & Experience:

• High school diploma or GED required. Associate’s degree or higher preferred.
• Minimum 1 year of experience in personal injury intake/coordination, PI case management, or related work with personal injury law firms highly preferred.
• Experience in emergency room, urgent care, chiropractic, orthopedic, legal-medical coordination, marketing, or event planning environments is a plus.
• Bilingual in English and Spanish REQUIRED.
• Strong interpersonal and communication skills with the ability to interact professionally with patients, attorneys, case managers, healthcare staff, vendors, and referral partners.
• Strong organizational skills and attention to detail
• Ability to multitask and work efficiently in a fast-paced environment.
• Comfortable participating in networking, marketing, and community outreach activities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and general computer skills required.
• Professional appearance, outgoing personality, and reliable transportation preferred.
• Flexibility to occasionally attend off-site meetings, networking events, lunches, dinners, or marketing functions outside standard office hours preferred.

Schedule (Hybrid):

Standard on-site/in-field working hours will generally consist of approximately three days per week from 9:00 AM to 6:00 PM, including a one-hour lunch break, with flexibility depending on patient coordination needs, law firm communication, marketing events, and operational demands. On-site days are flexible and based on coordination with marketing liason/director. 

While the candidate is available for coordination on remote days, the candidate may only have 3 to 5 hours of tasks on remote days, leading to high flexibility. Currently, we only average 2 to 4 personal injury patients per day, and may increase to 5-8 patients per day in the next few months.

This hybrid role will include a combination of on-site responsibilities, in-field meetings/marketing activities, and remote work on remaining workdays.

Candidates are expected to maintain professional responsiveness to calls, text messages, and emails related to patient coordination, law firm communication, scheduling, medical records, and operational matters during business hours and during assigned on-call periods.

After-Hours & Weekend Coordination:

Occasional after-hours communication may be required to support personal injury patients, attorney offices, scheduling coordination, and medical records requests.

Weekend coverage may rotate as needed. Every other weekend will generally be off unless otherwise coordinated. During assigned on-call weekends, candidate should remain reasonably available for urgent coordination matters and communication needs.

The candidate is expected to be available to assist with weekend community events at the ER, which will occur at least one Saturday per month. Events are typically held from 10:00 AM to 1:00 PM, but the candidate must also be available before and after each event to assist with setup and breakdown.

Compensation/Reimbursement:

• Base: $48,000
• Incentive/Bonus: Annual performance bonus up to 20% of base salary
• Total Potential Compensation: $57,600
• Mileage Reimbursed at IRS Per Diem Rate ($0.76/mile) - From Arlington ER to businesses

Incentive Bonus Structure:

• 50% based on achieving our target increase in Internal LOP/Insured Volume
• 50% based on ER profitability

To be eligible for an annual bonus, Arlington ER must have positive net income for the year after accounting for the bonus, and ER volume must increase compared with the previous year. Since Arlington ER opened in 2026, the first full incentive plan will be based on 2027 performance, with any earned bonus paid in Q1 2028. We will establish the specific 2027 targets together before the beginning of the year so that the expectations and metrics are clear.

Benefits:

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance

Starting Date:

• Immediately/ASAP