Case Manager Assistant: Drive Efficient Caseloads

Pathway Law Firm. PC; Costa Mesa (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Pathway Law Firm, PC is seeking a dedicated Case Manager Assistant to support a team of case managers handling a heavy personal injury caseload from signup to final treatment. You will help organize files, coordinate with medical providers, and keep clients informed.

This role emphasizes intake, document management, insurance communications, and preparation for settlements. You will work closely with adjusters, physicians, and clients to ensure timely processing and accurate records.

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.

Job description

Pathway Law Firm, PC is seeking a dedicated Case Manager Assistant to support a team of case managers handling a heavy personal injury caseload from signup to final treatment. You will help organize files, coordinate with medical providers, and keep clients informed.

This role emphasizes intake, document management, insurance communications, and preparation for settlements. You will work closely with adjusters, physicians, and clients to ensure timely processing and accurate records.