Whitley Law Firm is looking for an experienced Case Manager Assistant to join our Pre-Litigation (Pre-Lit) team. Employees at Whitley Law Firm share a mission of obtaining the best results for our deserving clients.
The Pre-Lit Case Manager Assistant provides experienced administrative and case-support assistance to multiple Case Managers by handling routine case tasks, documentation, and claim-related processes. This role is designed for a detail-oriented professional with prior exposure to legal or insurance claim environments who can work both independently and as a team when needed to manage competing priorities and maintain accurate case files throughout the life of a claim.
The ideal candidate will have background knowledge and experience in case filings, medical records retrieval, and claims administration.
Anticipated Schedule: Full-time | Monday - Friday | 8:00AM - 5:00PM
Key Responsibilities:
Case & Claims Support
Support Case Managers with day-to-day case administration across multiple active matters
Prepare and send letters of representation to insurance companies
Open and update insurance claims, including maintaining claim numbers and adjuster information
Prepare, file, and organize case documentation in accordance with firm guidelines
Administrative & Organizational Support
Manage incoming and outgoing mail related to assigned cases
Organize physical and electronic case files to ensure accuracy and accessibility Case Management System
Maintain calendars, deadlines, and task lists assigned by Case Managers
Ensure all documents are properly organized and compliant with internal procedure
Collaboration & Communication
Work closely with a team of Case Managers to support workflow and case progress
Communicate professionally with insurance adjusters, medical providers, vendors, and internal team members
Escalate issues or missing information to Case Managers as appropriate
Medical Records & Documentation as needed
Request, retrieve, track, and organize medical records and billing from providers
Follow up with medical offices and third-party vendors to ensure timely receipt of records
Upload and properly label records in the case management system
All other duties and tasks as assigned
Required Skills/Abilities:
Strong organizational, time-management, and prioritization skills, with the ability to manage multiple cases and high-volume caseloads with accuracy and attention to detail
Experience supporting multiple Case Managers in a fast-paced legal or insurance environment, preferably within personal injury.
Ability to work independently with minimal supervision while maintaining professional communication, follow-through, and a team-oriented, service-driven mindset
Demonstrated exceptional verbal and written communication skills.
Bilingual proficiency in Spanish is a plus
Education and Experience Requirements:
Highschool diploma or equivalent required; Associate degree in legal studies or related field preferred.
At least 2 years of relevant experience working as a Case Manager Assistant or in a similar capacity. Experience within a personal injury firm setting is preferred.
Proficiency in GrowPath, Filevine, or similar case management systems (CMS), and standard office software and equipment
Proficient in utilizing Microsoft Office Suite
Demonstrated experience in case support, including case filing and document management, medical records retrieval and follow-up, insurance claims processing and tracking, and use of online claims or collections portals
Benefits:
401(k) Retirement Plan eligibility + Employer Contribution after 6 months
Medical, Dental, Vision insurance + Employer contribution
Medical and Dependent Care Savings Accounts: HSA, FSA, DCA
Company paid Life Insurance and Short-Term Disability (STD)
Paid time off (PTO) + 12 Company Paid Holidays
Additional time off: Wellness Days, Community Volunteer Days, and Birthday PTO
Employee Assistance Program (EAP)
Parental leave
Similar roles may include the following: Case Manager Assistant in Pre-Litigation or Litigation, Legal Assistant, Insurance Case Assistant or Claims Coordinator, Case Processing Specialist, Client Services Coordinator