[Hiring] Case Manager Assistant @HireHawk

Role Description

This dual-function position brings together Records Clerk responsibilities and daily administrative support for assigned Case Managers. You’ll help keep pre-litigation cases moving by securing missing records, maintaining accurate case information, and supporting demand readiness. This is not a records-only role: you’ll also track treatment updates, communicate with clients, and take ownership of follow-ups across multiple active files. The full-time schedule is 8:30 a.m. to 5:00 p.m. PST.

Responsibilities

• Build complete case files by requesting and obtaining medical records, medical bills, police reports, photographs, insurance documentation, and other supporting records.
• Keep outstanding requests moving through consistent follow-up with hospitals, medical providers, imaging centers, employers, and government agencies.
• Maintain organized, easy-to-navigate files by uploading and accurately labeling case documents in Litify.
• Help assigned Case Managers stay on top of case progression through timely updates, administrative support, and clear communication about outstanding items.
• Keep client, treatment, provider, and insurance information accurate and current throughout the pre-litigation process.
• Support demand preparation by identifying documentation gaps and following through until required records and bills are complete.
• Help clients understand what is needed through professional, compassionate communication about treatment, appointments, authorizations, and missing documentation.
• Ensure incoming correspondence, faxes, and electronic documents are processed promptly and routed to the appropriate case files and team members.
• Maintain tracking logs and reports that make pending requests, follow-up activity, and approaching deadlines visible.

Qualifications

• Previous experience in a U.S. personal injury law firm, including hands-on retrieval of medical records and medical bills.
• Ability to perform both Records Clerk and Case Manager Assistant responsibilities, with an understanding of treatment tracking, records collection, and pre-litigation demand preparation.
• Strong written and spoken English, with the ability to communicate professionally with clients, medical providers, and insurance representatives.
• Excellent organization and attention to detail, with consistent follow-through on multiple cases, requests, and deadlines independently.
• Proficiency in Microsoft Word, Excel, and Outlook, plus experience with Litify or a comparable legal case management platform.
• Full-time availability from 8:30 a.m. to 5:00 p.m. PST, with reliable internet, suitable computer equipment, and a dedicated remote workspace.
• Ability to protect client confidentiality, take accountability for assigned work, and meet productivity standards.

Requirements

• Direct experience using Litify to organize documents, update case information, and track outstanding requests.
• Experience requesting HIPAA authorizations and maintaining medical treatment updates.
• Experience coordinating with multiple medical providers and managing high-volume personal injury case files.