Case Manager Assistant PreLitigation

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

• 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
• Manage incoming and outgoing mail related to assigned cases
• Organize physical and electronic case files to ensure accuracy and accessibility
• Maintain calendars, deadlines, and task lists assigned by Case Managers
• Ensure all documents are properly organized and compliant with internal procedure
• 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
• 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

• 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

• High school 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 with in a personal injury firm setting is preferred
• Proficiency in Grow Path, 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

• 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

• Case Manager Assistant in Pre-Litigation or Litigation
• Legal Assistant
• Insurance Case Assistant or Claims Coordinator
• Case Processing Specialist
• Client Services Coordinator