Personal Injury Case Manager – Records & Demands (Virtual Assistant)

The Ward Law Group, PL

20h•Remote

About The Position

The Ward Law Group, recognized as one of the Best Places to Work for consecutive years, is where your work truly matters. We serve our community with compassion and excellence, empowering our employees to deliver real results for our clients. We foster a collaborative, innovative, and high-accountability environment where each team member contributes to meaningful outcomes. Our culture values faith, accountability, leadership, loyalty, and service — to our clients, teammates, and community. Join a firm where professional growth meets purpose and where every role contributes directly to life-changing client results. Headquartered in Miami Lakes, with offices in Manhattan and Orlando, The Ward Law Group is expanding nationally, with upcoming locations in New Jersey and Texas. If selected to move forward in the process, you will receive an email invitation to complete two next steps: a Willo video self-interview and a brief values assessment. Please note that to ensure your application remains under consideration, both assessments must be completed within 24 hours of receiving the invitation. As a Virtual Assistant, you will work remotely from home as an independent contractor (health care benefits and paid time off is not provided). Full-time availability is required for a 40-hour workweek with two days off. Depending on business needs, one weekend day may be included in your schedule. Compensation: First 3 months of TRAINING: USD $550 base pay + commissions (USD $63 per package) After 3 months , compensation is FULLY COMMISSION only (USD $63 per package) Role Overview The Demands Specialist plays a critical role in supporting the pre-litigation process by managing the collection, review, and organization of medical records, medical bills, and supporting documentation necessary for demand preparation within the firm’s personal injury practice. This position is responsible for ensuring files are accurately developed, treatment documentation is complete, and demand packages are properly prepared for submission to insurance carriers. The Demands Specialist serves as a key point of coordination between clients, medical providers, insurance adjusters, and internal team members throughout the records and demand preparation process. This role requires strong attention to detail, urgency, organization, and consistent follow-up to ensure records, bills, and supporting documents are obtained and processed in a timely manner. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing high-volume responsibilities in a fast-paced environment while maintaining strong communication, accountability, and client service standards.

Requirements

Previous experience in Personal Injury Case Management, Demands, Medical Records, or Pre-Litigation preferred
Experience requesting, reviewing, or organizing medical records and medical bills
Experience communicating with medical providers, insurance adjusters, or clients regarding claim-related matters
Strong organizational skills and attention to detail
Ability to manage a high-volume workload in a fast-paced environment
Strong written and verbal communication skills
Ability to work independently while maintaining accountability and follow-through
Reliable attendance, professionalism, and responsiveness
Fluency in both English and Spanish
Commitment to work overtime on occasion
Computer: Windows: Windows 10, Intel i5 (8th Gen+) or 2GHz and 8 cores 16 GB RAM 256 GB SSD OR Mac: macOS 11 (Big Sur+), Apple M1 or Intel i5 8 GB RAM 256 GB SSD
Internet: Connection: Wired Ethernet preferred; 5 GHz Wi-Fi acceptable
Internet Speed: 30 Mbps download 15 Mbps upload
Latency (Ping): Under 100ms
USB noise-cancelling headset
Webcam for daily meetings

Nice To Haves

Experience using Litify (Salesforce) and/or Filevine
Experience working within a Plaintiff Personal Injury law firm
Experience preparing or supporting bodily injury demand packages

Responsibilities

Request, obtain, organize, and review medical records, medical bills, and supporting documentation related to personal injury claims
Prepare and maintain complete demand files for submission to insurance carriers
Ensure all records, bills, liens, and supporting documentation are properly saved, organized, and maintained within the case management system
Review records and bills for completeness, accuracy, and consistency prior to demand preparation
Identify missing records, billing discrepancies, or incomplete documentation and follow up as needed
Request amendments, corrections, or updated documentation from medical providers when necessary
Maintain frequent communication with clients regarding treatment status, records requests, and outstanding documentation needs
Communicate professionally with medical providers, billing departments, insurance adjusters, and vendors through phone calls, email, fax, and written correspondence
Conduct consistent follow-up on outstanding records, bills, balances, and documentation requests to ensure timely processing
Respond to internal and external communications in a timely and professional manner
Provide updates regarding records status, pending requests, and case progression to appropriate team members
Maintain accurate and detailed documentation of all case activity, communications, requests, and follow-up efforts within the case management system
Track outstanding medical records, invoices, balances, and pending documentation requests
Ensure all records and documentation are properly uploaded, labeled, and organized within the client file
Monitor case progression and identify files ready for demand preparation or escalation
Assist with maintaining accurate demand-related documentation and case readiness standards
Process invoices and payments related to obtaining medical records and bills as assigned
Document expenses and payment activity accurately within the case management system
Support department workflow efficiency and timely completion of demand preparation tasks
Assist with maintaining organization and accuracy across high-volume demand files
Collaborate with attorneys, case managers, and other departments regarding case status and outstanding needs