The Case Manager Assistant is expected to work in the office during regular business hours to answer client calls, support the immediate needs of the Case Manager, and greet clients. This important role supports our legal operations by keeping client medical records, billing documentation, and case files accurate, organized, and readily accessible.

Benefits:

• 401(k)
• 401(k) matching
• Competitive salary
• Health insurance
• Opportunity for advancement
• Paid time off

Case Manager Assistant

We are seeking a dedicated Case Manager Assistant to join our dynamic team in Burbank. This important role supports our legal operations by keeping client medical records, billing documentation, and case files accurate, organized, and readily accessible. If you thrive in a fast-paced, detail-oriented environment and enjoy supporting client care behind the scenes, this is a great opportunity to grow with us.


Qualifications


·         2+ years of experience in a similar role within a law firm, ideally in personal injury law.
·         Associate’s degree or certification in legal studies, health information management, or a related field preferred for candidates without direct experience.
·         Strong organizational and self-motivation skills, with exceptional attention to detail.
·         Proficiency with case management software, such as Filevine or a similar platform, and medical records databases.
·         Excellent written and verbal communication skills.
·         Ability to handle sensitive information with discretion and maintain confidentiality.
·         Understanding of HIPAA regulations, personal injury law, and medical terminology.
·         Familiarity with legal document management and workflow coordination.
·         Ability to work independently while coordinating with Case Managers, paralegals, attorneys, and clerks.

Language Preference


Spanish-speaking ability is preferred but not required. Because much of our client base is Spanish-speaking, this role involves daily direct contact with clients who speak only Spanish to provide case updates and support.
 
 Work Location and Schedule


This is an in-office position. The Case Manager Assistant is expected to work in the office during regular business hours to answer client calls, support the immediate needs of the Case Manager, and greet clients. Consistent attendance and punctuality are required, especially because this position may cover for the Case Manager during absences.


Position Overview


The Case Manager Assistant supports Case Managers with day-to-day case activities, administrative tasks, and settlement preparation. This role works closely with Case Managers to help move cases forward while providing excellent customer service to clients.


Responsibilities


·         Communicate with clients, adjusters, and medical offices, including drafting and sending letters.
·         Report third-party liability claims to Medi-Cal, Medicare, and private health insurance providers to obtain liens.
·         Request, receive, process, and organize medical records, imaging, and billing information from hospitals and healthcare providers.
·         Review and analyze medical records to confirm accuracy, identify missing documents, and proactively request missing files or dates of service.
·         Track, follow up on, and maintain detailed logs of all requests and correspondence with medical providers.
·         Enter charges, payments, and balances into Filevine for legal assistant review.
·         Conduct balance confirmations with medical providers for settlement negotiations, discovery, mediation, or trial preparation.
·         Maintain and update client files by reviewing case notes and tracking treatment progress.
·         Organize and label digital records according to firm procedures and document retention policies.
·         Collaborate with attorneys, Case Managers, and lien specialists to support case flow, litigation, and pre-trial preparation.
·         Organize physical and electronic files.
·         Schedule doctor’s appointments for clients.
·         Maintain confidentiality and comply with HIPAA and other privacy regulations at all times.
·         Perform other relevant duties as assigned. Management retains the right to add to or change the duties of this position at any time.


Benefits


·         Opportunity to support both medical and legal operations in a collaborative environment.
·         Professional growth and development within the legal field.
·         Hands-on experience with case management and trial preparation.
·         Opportunity to work alongside a supportive and experienced legal team.

How to Apply


 Resumes should be submitted promptly for interview consideration. Salary is based on experience.