Case Manager-Personal Injury

Personal Injury Case Manager / Medical Assistant (Pain Management)

Job Summary

We are seeking a highly driven and detail-oriented Case Manager / Medical Assistant to oversee and coordinate care for personal injury patients within a fast-paced pain management practice. This hybrid role combines clinical support with full-cycle case management, including attorney communication, documentation handling, lien tracking, and settlement support.

The ideal candidate will take ownership of each case from intake through settlement, ensuring accurate documentation, seamless communication, and timely progression of care and claims.

Key Responsibilities

Clinical Support

• Room patients, obtain vitals, and document detailed injury history and complaints
• Assist providers during exams and interventional pain procedures (e.g., joint injections, trigger point injections)
• Accurately chart pain levels, functional limitations, and treatment progress
• Prepare patients for procedures and provide post-treatment instructions
• Perform in-office testing (UDS, EKG, etc.) as needed

Case Management & Ownership (Core Function)

• Serve as the primary point of contact for all assigned personal injury patients
• Manage cases from initial intake through treatment completion and settlement
• Ensure complete and accurate documentation of:
  • Mechanism of injury
  • Treatment progression
  • Functional limitations and outcomes
• Track treatment plans, compliance, and gaps in care
• Proactively identify delays or issues that may impact case value or settlement

Attorney & Legal Coordination

• Act as the main liaison between the clinic and law offices
• Communicate regularly with attorneys and case managers regarding:
  • Patient status updates
  • Treatment progress
  • Documentation requests
• Respond to and fulfill requests for:
  • Medical records
  • Narrative reports
  • Billing statements
• Coordinate depositions, QME/IME appointments, and provider scheduling when needed

Documentation & Records Management

• Compile and submit complete, audit-ready medical records for legal use
• Prepare:
  • Medical chronologies
  • Treatment summaries
  • Demand package components
• Ensure all records meet legal and compliance standards for PI cases
• Track all outgoing and incoming document requests with strict deadline adherence

Billing, Liens & Negotiation Support

• Track and manage liens and Letters of Protection (LOPs) for all assigned cases
• Maintain real-time awareness of account balances and billing status
• Coordinate with billing team to ensure accuracy of charges and statements
• Assist in settlement preparation, including:
  • Final billing packages
  • Itemized statements
  • Supporting medical documentation
• Support lien negotiation and reduction efforts by:
  • Communicating with attorneys on balances
  • Providing justification documentation
  • Tracking negotiation status and outcomes
• Follow through on post-settlement collections and case closure

Administrative & Workflow Management

• Manage high-volume case load with strong organization and prioritization
• Ensure all PI documentation is completed accurately and on time
• Schedule patient visits, procedures, and follow-ups aligned with treatment plans
• Maintain strict HIPAA compliance in all communications and records handling
• Identify workflow inefficiencies and recommend process improvements

Care Coordination

• Coordinate referrals to imaging, physical therapy, and specialists
• Educate patients on treatment plans and expectations
• Monitor patient compliance and follow-up adherence
• Maintain consistent patient communication to improve retention and outcomes

Qualifications

• High school diploma or equivalent required; Medical Assistant certification preferred
• 2 years of experience in personal injury, pain management, or case management required
• Strong knowledge of:
  • Personal injury workflows
  • Medical liens and LOPs
  • Legal documentation requirements
• Experience communicating with attorneys and handling records requests
• Proficiency in EMR systems (e.g., eClinicalWorks, Kareo, Athenahealth)
• Exceptional organizational and multitasking abilities

Preferred Skills

• Experience with full-cycle PI case management (intake settlement)
• Knowledge of California personal injury and lien processes
• Strong negotiation awareness or experience supporting lien reductions
• Ability to manage high-volume, document-heavy workflows
• Bilingual (English/Spanish) preferred

Performance Expectations (KPIs)

• Timely completion of medical records requests
• Accuracy and completeness of documentation
• Case progression speed (intake treatment settlement readiness)
• Reduction in delays due to missing documentation
• Effective communication with attorneys and patients
• Contribution to successful lien recovery and revenue cycle

Work Environment

• High-volume personal injury and pain management practice
• Fast-paced, deadline-driven environment
• Heavy interaction with legal offices and billing teams
• Balance of clinical support and administrative case ownership