Personal Injury Case Manager

Remote – Full-Time Schedule: U.S. Eastern Time – Miami Business Hours

About the Role

The Case Manager serves as the operational backbone of the litigation team, providing day-to-day support to attorneys and senior legal staff while ensuring clients remain informed and cases continue progressing efficiently.

The ideal candidate has hands-on experience working in a plaintiff-side personal injury law firm, understands the personal injury case lifecycle, and is comfortable managing multiple active cases simultaneously.

This position requires exceptional organization, communication, attention to detail, and the ability to prioritize competing responsibilities in a fast-paced legal environment.

Key Responsibilities

Scheduling & Treatment Coordination

• Schedule and coordinate client medical appointments throughout the pre-litigation phase.

• Monitor treatment progress and identify treatment gaps.

• Notify attorneys and case teams when clients discontinue treatment.

• Coordinate:

  • Medical providers
  • Expert witnesses
  • Discovery depositions
  • Trial depositions
  • Medical record reviews
  • Video medical examinations

• Confirm medical and legal appointments with clients.

• Resolve scheduling conflicts involving:

  • Defense counsel
  • Medical providers
  • Expert witnesses
  • Referring law firms

Document Management & Organization

• Save, label, and organize:

  • Medical records
  • Medical bills
  • Correspondence
  • Case documents

• Maintain case files within SmartAdvocate and Dropbox.

• Ensure documents are properly indexed and easily accessible.

• Maintain complete and organized case files according to established firm protocols.

Pre-Litigation Support

• Open insurance claims with liability carriers for assigned cases.

• Coordinate claim-related correspondence.

• Track claim status throughout the pre-litigation process.

• Maintain accurate and current case notes within SmartAdvocate.

• Assist with:

  • Lien tracking
  • Letters of Protection (LOPs)
  • Insurance communications

General Litigation Support

• Handle inbound and outbound client communications.
• Provide clients with case status updates.
• Conduct routine client follow-up.
• Maintain SmartAdvocate task compliance.
• Monitor outstanding tasks and escalate overdue items.
• Provide administrative support to attorneys and senior legal staff.
• Serve as a primary point of contact for injured clients throughout the litigation process.

Daily Administrative Protocols

• Confirm all scheduled appointments one business day in advance.

• Update attorney calendars.

• Prepare and send daily end-of-day summaries to attorneys, including:

  • Hearings
  • Meetings
  • Depositions
  • Calendar obligations
  • Zoom meeting links

• Ensure attorneys have complete and accurate schedules for the following business day.

Trial & Litigation Support

• Assist with administrative trial preparation.
• Coordinate travel arrangements for clients and attorneys.
• Support logistics for out-of-town depositions and other litigation events.

Qualifications

Required

• Minimum 1–2 years of experience working in a plaintiff-side personal injury law firm.

• Experience in one or more of the following areas:

  • Case Management
  • Legal Assistant
  • Case Assistant
  • Intake

• Working knowledge of the personal injury case lifecycle from intake through demand.

• Experience scheduling medical treatment appointments.

• Strong document-management and organizational skills.

• Ability to work independently in a remote environment.

• Availability during U.S. Eastern Time business hours.

• Excellent written and verbal English communication skills.

• Experience managing attorney calendars.

• Proficiency with:

  • Microsoft Outlook Calendar
  • Zoom Workplace

• Bilingual English and Spanish required.

Preferred

• Experience using SmartAdvocate or similar legal case-management software.

• Familiarity with:

  • Florida PIP
  • MedPay
  • Letters of Protection (LOPs)

• Experience opening claims with major insurance carriers, including:

  • State Farm
  • GEICO
  • Progressive
  • Allstate

Typical Workday

Morning

• Review attorney calendars and case priorities.
• Confirm medical and legal appointments.
• Review SmartAdvocate tasks.
• Respond to client inquiries.

Case Management

• Coordinate medical treatment appointments.
• Follow up with clients and medical providers.
• Open insurance claims as assigned.
• Update SmartAdvocate case notes.

Documentation

• Organize incoming medical records and correspondence.
• Upload and properly label documents.
• Maintain Dropbox and SmartAdvocate file organization.

Client Communication

• Provide case status updates.
• Answer routine client questions.
• Coordinate with medical providers and legal staff.

End of Day

• Review attorney schedules for the following business day.
• Send daily calendar summary emails.
• Include hearings, meetings, obligations, and Zoom links.
• Update all outstanding case tasks.

Typical Workweek

Monday

• Review active caseload.
• Prioritize urgent client needs.
• Update attorney calendars.

Tuesday – Thursday

• Coordinate medical treatment.
• Manage case documentation.
• Communicate with clients and providers.
• Maintain SmartAdvocate compliance.

Friday

• Review outstanding case tasks.
• Complete weekly follow-ups.
• Prepare attorney schedules.
• Organize files and documentation.

Performance Evaluation & Accountability

The Case Manager reports directly to the Litigation Team and supports attorneys and senior legal staff through daily operational case management.

Performance will be evaluated based on:

• Organization
• Responsiveness
• Scheduling accuracy
• Task completion
• Client communication
• Documentation accuracy
• Overall case-management efficiency

Key Performance Indicators (KPIs)

• Appointment Coordination: 100% scheduling accuracy.
• SmartAdvocate Task Compliance: All assigned tasks completed on time.
• Case Documentation: Accurate and organized case files.
• Client Response Time: Same-business-day response.
• Calendar Accuracy: Zero missed hearings or appointments.
• Daily Attorney Summary: 100% completion before the end of each business day.
• Case Note Accuracy: Complete and current case documentation.

Software & Tools

The Case Manager should be comfortable working with:

• SmartAdvocate
• Dropbox
• Microsoft Outlook
• Zoom Workplace
• Microsoft Office Suite
• Email platforms
• Telephone systems

90-Day Onboarding Plan

Phase 1: Orientation – Month 1

• Complete company onboarding.
• Receive access to required systems and platforms.
• Review litigation workflows.
• Learn SmartAdvocate procedures and documentation standards.
• Become familiar with attorney calendar-management protocols.
• Shadow attorneys and senior legal staff.
• Understand client communication and treatment-coordination procedures.

Phase 2: Integration – Month 2

• Begin independently managing assigned cases.
• Coordinate medical treatment and scheduling.
• Maintain case documentation.
• Manage assigned attorney calendars.
• Maintain SmartAdvocate tasks and case notes.
• Begin independently communicating with clients and providers.
• Participate in team meetings and performance reviews.

Phase 3: Performance Optimization – Month 3

• Independently manage assigned caseload.
• Maintain attorney support responsibilities.
• Ensure consistent compliance with case-management protocols.
• Optimize workflow efficiency.
• Maintain accurate documentation and client communication.
• Participate in a formal 90-day performance evaluation.
• Assume full ownership of assigned litigation-support responsibilities.

Work Environment

• Fully remote, nearshore position.
• Availability during U.S. Eastern Time – Miami business hours.
• Reliable high-speed internet connection.
• Quiet and professional home office.
• Ability to manage multiple active cases simultaneously.
• Strong organizational skills and attention to detail.
• Ability to work independently while collaborating closely with attorneys, legal staff, clients, and medical providers.

About the Company

Our client is a growing plaintiff-side personal injury law firm focused on providing exceptional legal representation and client service.

The organization maintains highly structured case-management systems and emphasizes operational excellence throughout the litigation process.

Attorneys and senior legal staff work closely with dedicated support professionals who coordinate medical treatment, maintain case documentation, manage scheduling, and communicate with clients throughout their cases.

The firm is looking for an experienced Case Manager who can help ensure cases remain organized and continue progressing efficiently through the legal process.

Final Notes

The Case Manager is a critical member of the litigation team, ensuring cases remain organized, clients receive timely communication, and attorneys have the operational support necessary to focus on legal strategy.

Success in this role means:

• Cases consistently progress without unnecessary administrative delays.
• Clients receive timely and professional communication.
• Medical treatment and legal appointments are properly coordinated.
• Case files remain accurate, complete, and organized.
• Attorney calendars are consistently accurate.
• SmartAdvocate tasks are completed on time.
• Attorneys receive complete daily schedule summaries.
• Treatment gaps and outstanding tasks are identified proactively.
• The Case Manager maintains strong ownership and accountability across the assigned caseload.

Through proactive scheduling, document management, client coordination, and litigation support, this position directly contributes to improved case progression, client satisfaction, and overall firm efficiency.