Referral Specialist

Zinda Law Group, PLLC•Austin, TX

14d

About The Position

Zinda Law Group is seeking a Referral Specialist to coordinate incoming attorney referrals and refer cases to outside firms. The role manages communication, documentation, follow-up, and financial tracking in collaboration with Marketing, Intake, Attorney Teams, Finance, and referral partners. The firm has offices in Texas, Colorado, Arizona, New Mexico, and Florida and serves clients nationwide. The specialist handles referrals from intake through attorney review and acceptance, decline, or placement decisions; coordinates client intake and case handoffs; and maintains records and communication with referring and receiving firms. The position also monitors referred-out matters, maintains referral relationships, coordinates approved referral fees and cost reimbursement tracking with Finance, and prepares reports. The role requires careful handling of confidential information and attorney review or approval where appropriate. The firm describes its work as helping clients pursue justice after serious personal injury or medical malpractice events. It offers training and mentoring, opportunities for ongoing learning, and opportunities to advance and grow. Compensation starts at $22 per hour and is based on experience.

Requirements

Bilingual English and Spanish communication skills.
Paralegal degree, training, or certification from an ABA-approved program.
Two years of personal injury or medical malpractice law firm experience in referrals, intake, legal assistant work, paralegal work, or case coordination.
Clear, professional communication with attorneys, referral partners, prospective clients, and clients experiencing stressful circumstances.
Strong organization, accuracy, and follow-through, with the ability to manage a high volume of matters, prioritize deadlines, work independently, follow procedures, and escalate concerns.
Proficiency with practice-management or CRM systems, email, spreadsheets, electronic documents, and digital file management, along with the ability to learn firm systems and complete required training.
Sound judgment when handling confidential information and a clear understanding of when attorney review or approval is required.

Nice To Haves

Experience with personal injury or medical malpractice matters, law firm referral relationships, client transfers, or referral-fee tracking.
Experience coordinating matters across multiple states.
Paralegal training or certification.

Responsibilities

Receive, acknowledge, and track incoming attorney referrals, verifying referral-source and contact details, current representation, and authorization for client contact.
Gather intake information, case summaries, available records, and reported deadlines; coordinate conflict checks and attorney review; and flag missing information or urgent issues.
Track referrals through review and acceptance, decline, or referral decisions; keep referring firms informed and coordinate timely client intake and handoff.
Obtain and save attorney-approved referral agreements, client engagement documents, and supporting records; record approved fee arrangements and escalate incomplete or inconsistent terms.
Maintain the pending outgoing-referral queue, prepare case summaries, and send complete, authorized referrals to approved firms in accordance with attorney direction and firm procedures.
Follow up on pending placements and coordinate written acceptance, attorney-approved referral terms, and required client consent from receiving counsel.
Draft withdrawal and transfer letters and obtain signed client agreement and consent before completing transfers.
Securely transmit authorized case files, confirm receipt and acceptance of representation, and update assignments and status.
Route unplaced or declined matters to the responsible attorney and complete approved rejection and file-closing steps.
Monitor active referred-out cases and cases in which the firm retains an interest through resolution; obtain status updates at least quarterly and more frequently when needed.
Obtain and save relevant documents, record changes promptly, and escalate missing updates or inconsistent information.
Maintain referral-partner information by state, practice area, case criteria, and availability; build professional relationships through responsive communication, scheduled check-ins, and feedback.
Keep practice-management records and referral trackers current, save correspondence and documents in designated folders, protect confidential information, and maintain accurate notes.
Audit records, correct discrepancies, and submit Closing File Checklists for review before approved closures are processed.
Coordinate with Finance on case-cost and trust-liability ledgers, approved expense-reimbursement requests, and attorney-approved referral fees payable or receivable.
Draft Closing Statements, compile payment documentation, and confirm receipt and reconciliation with Finance.
Prepare scheduled reports on referrals, review and placement times, pending and overdue matters, case updates, fees, and reimbursable costs; identify bottlenecks and recommend improvements to the manager.