Case Manager Assistant-(Costa Mesa)

Pathway Law Firm. PC; Costa Mesa (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Pathway Law Firm in Costa Mesa, CA seeks a sharp Case Manager Assistant to support high-volume personal injury caseloads from intake to settlement. The role focuses on proactive communication with clients and coordination with insurers, adjusters, and medical providers.

The ideal candidate has PI case management experience, excellent communication, and strong organizational skills, with bilingual Spanish/English required.

Qualifications

• Proven experience in personal injury case management.
• Exceptional communication skills for client updates and collaboration.
• Strong organizational abilities in a high-volume environment.
• Problem-solving mindset with proactive task handling.
• Tech-savvy with experience in common case management software.

Responsibilities

• Support Case Managers in handling high-volume PI caseloads and maintain efficiency.
• Assist with case intake and file setup; input client details into case management software.
• Verify insurance coverage and liabilities to gather necessary information.
• Draft and send legal correspondence, including demand letters and medical authorizations.
• Open and monitor bodily injury and property damage claims with insurers.

Skills

PI case management

Excellent communication

Organizational skills

Problem solving

Tech savvy

Tools

Filevine

Salesforce

Clio

CasePEER

Job description

Overview

We need a sharp, highly organized, and proactive Case Manager Assistant who thrives in a fast-paced, high-volume environment and is ready to assist in personal injury cases from start to finish. The ideal candidate is a problem solver, a master communicator, and an assistant powerhouse who knows how to keep things moving, and keep clients informed.

Key Responsibilities

• Support Case Managers in Handling High-Volume Caseloads – Assist in the day‑to‑day management of multiple personal injury cases, ensuring efficiency and organization throughout the claims process.
• Assist with Case Intake & File Setup – Gather and input client information, accident details, and case documentation into the firm’s case management software to establish new claims.
• Verify Insurance Coverage & Liabilities – Contact insurance companies to confirm coverage, policy limits, and liability determinations, ensuring that all necessary information is obtained for case processing.
• Draft and Send Legal Correspondence – Prepare and send letters of representation, demand letters, medical authorization requests, and other legal documents as needed.
• Open & Monitor Insurance Claims – Initiate new bodily injury and property damage claims with insurance carriers and follow up to ensure timely processing.
• Property Damage Resolution – Work closely with insurance adjusters and clients to facilitate the repair or total loss settlement of damaged vehicles, ensuring prompt resolution of property claims.
• Client Communication & Case Status Updates – Maintain consistent follow‑ups with clients regarding treatment progress, insurance updates, and case developments.
• Monitor Medical Treatment Plans – Ensure clients are following prescribed treatment plans, attending medical appointments, and undergoing necessary evaluations, while updating case managers on treatment status.
• Maintain Case Files & Documentation – Keep case files, medical records, police reports, and insurance correspondences organized, properly filed, and up to date.
• Liaise with Medical Providers & Collect Records – Coordinate with doctors, physical therapists, and medical facilities to obtain bills, records, and treatment summaries for demand preparation.
• Update & Maintain Case Management System – Input case details, track progress, and ensure all client records, documents, and correspondence are accurately logged and easily accessible.
• Assist with Demand & Settlement Preparation – Work with case managers to prepare case summaries, calculate damages, and gather final medical records before submitting demands to insurance companies.
• Follow Up on Outstanding Documents & Requests – Track and follow up on missing medical records, billing statements, and insurance responses to avoid case delays.
• Assist in Negotiation & Settlement Process – Support case managers by coordinating settlement paperwork, obtaining client signatures, and finalizing disbursement documents.
• General Administrative & Legal Support – Provide additional support by handling phone calls, scheduling appointments, and assisting with other tasks related to case progression.

What You Bring to the Table

• Proven experience in personal injury case management – You know the ins and outs of handling PI cases like a pro.
• Exceptional communication skills – You can break down complex legal matters for clients in a way that makes them feel confident and supported.
• Superior organizational abilities – You thrive in high‑volume environments and can juggle multiple cases without missing a beat.
• Problem‑solving mindset – You see challenges as opportunities and find creative solutions to get results.
• Tech‑savvy & detail‑oriented – Experience with case management software (Filevine, Salesforce, Clio, CasePEER or similar) is a plus.
• Bilingual (Spanish/English) is required.

Why You’ll Love It Here

• We’re not just a law firm—we’re a movement dedicated to fighting for our clients and shaking up the industry.
• Competitive salary, bonuses, and growth opportunities – we reward top performers.
• A collaborative, high‑energy work environment where your hard work is recognized and valued.
• Opportunities for career advancement – we promote from within and invest in our people.
• A firm that values YOU – we work hard, but we also believe in work‑life balance and a culture of appreciation.

Ready to Join Us?

If you’re not looking for just another job but a career that challenges and excites you, we want to hear from you!

Equal Employment Opportunity Statement

Pathway Law Firm is committed to fostering an inclusive and diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Pathway Law Firm is an Equal Opportunity/Affirmative Action Employer and is fully committed to compliance with all federal, state, and local nondiscrimination laws. No questions in our application process are intended to solicit information that could be used for unlawful purposes.

In alignment with the Americans with Disabilities Act (ADA), applicants may request reasonable accommodations as needed during the hiring process.