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