What are the responsibilities and job description for the Intake Specialist position at W3Global?
About The Firm
The client is a plaintiff-focused law firm representing individuals and families in complex medical malpractice, birth injury, wrongful death, and catastrophic injury cases. The firm utilizes a structured, technology-driven intake and evaluation system to identify and advance high-value cases efficiently.
Position Overview
The Intake Specialist manages the intake process from initial client contact through attorney assignment and pre-engagement case development. This is a high-responsibility, analytical role involving early-stage case screening, organization of information, and initial review of medical records to support attorney evaluation.
Key Responsibilities
Required:
Full-time
Monday-Friday
In-office (Covington, KY)
Benefits:
The client is a plaintiff-focused law firm representing individuals and families in complex medical malpractice, birth injury, wrongful death, and catastrophic injury cases. The firm utilizes a structured, technology-driven intake and evaluation system to identify and advance high-value cases efficiently.
Position Overview
The Intake Specialist manages the intake process from initial client contact through attorney assignment and pre-engagement case development. This is a high-responsibility, analytical role involving early-stage case screening, organization of information, and initial review of medical records to support attorney evaluation.
Key Responsibilities
- Serve as primary contact for potential clients (web, text, email, phone, social media)
- Guide clients through structured intake process
- Manage intake workflow in Airtable
- Track and follow up on incomplete submissions
- Send secure document upload links and manage incoming records
- Receive, organize, and conduct an initial review of client-submitted medical records, and prepare clear summaries of key facts, timelines, and issues for reviewing attorneys, physicians, nurses, and other consulting experts
- Communicate with attorneys, clients, and consulting experts
- Schedule consultations and manage calendars using Microsoft Outlook
- Set up Zoom meetings and confirmations
- Create and maintain files in Clio Grow
- Ensure all intake data is accurate and complete
- Summarize medical timelines and events
- Identify potential issues or red flags in records
- Assist in organizing information for attorney review
- Conduct basic medical literature and background research
Required:
- Strong organizational skills and attention to detail
- Excellent written and verbal communication
- Ability to manage multiple tasks in a structured workflow
- Proficiency with Microsoft Outlook, calendaring, and Zoom
- Comfort and competence handling confidential information
- Law firm, medical office, or intake experience
- Familiarity with Clio, Airtable, or similar systems
- Experience communicating with legal or medical professionals
- Registered Nurse (RN) or clinical background
- Medical-legal experience
- Experience reviewing medical records
- Health, dental, and vision insurance
- Paid time off (PTO)
- Paid holidays
- 401K
- Professional development opportunities
Full-time
Monday-Friday
In-office (Covington, KY)
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Salary : $50,000 - $70,000