Claims Assistant

MSIG Holdings • Los Angeles, CA

1d • Onsite

About The Position

The Claims Assistant provides administrative and operational support to the Claims team, ensuring timely and accurate processing of claim-related documentation, regulatory notices, and correspondence. This role is critical in maintaining compliance with jurisdictional requirements, supporting litigation processes, and ensuring efficient mail, fax, and communication workflows.

Requirements

• High school diploma required
• 1–3 years of administrative or claims support experience (insurance environment preferred)
• Knowledge of workers’ compensation processes and regulatory requirements is a plus

Nice To Haves

• Associate’s or Bachelor’s degree preferred

Responsibilities

• Prepare and complete all DWC notices accurately within regulatory timeframes (same day or within 24 hours of check issuance).
• Complete all other assigned claim tasks within five (5) days or sooner as business needs dictate.
• Ensure benefit notices are completed by 12:00 PM to meet same-day mailing requirements.
• Verify all documentation includes appropriate jurisdictional language and attachments.
• Identify and utilize the appropriate delivery method for claim notices (e.g., email delivery where permitted).
• Assist with processing and tracking documentation related to claim activities.
• Ensure completeness, accuracy, and timely routing of all required forms and supporting materials.
• Pick up, open, date stamp, and process incoming mail daily (by 1:00 PM).
• Index and route all mail to Laserfiche the same day for assigned adjusters.
• Scan and distribute documents including: Medical, translation, copy, and expert invoices (to CorVel for processing), Med-legal reports (to examiners, managers, and R&C Manager).
• Manage outgoing mail: General outgoing mail by 3:00 PM, Certified mail by 2:00 PM.
• Identify and route “Not Found” mail to designated escalation inbox the same day.
• Prepare printed documents for mailing, including assembling and applying postage.
• Maintain office equipment readiness (e.g., ensuring copiers are stocked with paper).
• Monitor fax inbox every two hours and distribute to appropriate adjusters.
• Ensure adjusters receive timely notification of incoming documents.
• Respond to all phone calls and emails by end of day; address after-hours communications within three (3) hours of the next business day.
• Manage toll-free calls efficiently and direct inquiries to appropriate personnel.
• Log all hearing notices (MSC, Trial, Lien, etc.) received via mail into the litigation calendar and litigation log.
• Assist with File & Serve (F&S) processes: Manage new file setups, Maintain recurring diary entries (every 30–45 days) in Guidewire until claim closure.
• Participate in weekly litigation committee meetings.
• Provide documentation to defense counsel via ShareFile with transmittal letters.
• Complete tracker forms for non-cashed checks within required timeframes.
• Document communication attempts and escalate issues to examiners and management as appropriate.
• Maintain and submit delay logs (including PD delays) to management weekly.
• Support daily task tracking through the CA Log and ensure timely completion of assigned work.
• Process subpoenas of records through Macro Pro.
• Coordinate with vendors and internal stakeholders for document handling and processing.
• Provide phone coverage shared among Claims Assistants.
• Support managers with special projects as assigned.
• Collaborate with adjusters and team members to ensure workflow efficiency and alignment.
• Maintain strong organization and prioritization across high-volume, time-sensitive tasks.

Benefits

• Equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.
• Reasonable accommodations for qualified individuals with disabilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED