Bilingual Personal Injury Intake Specialist

We are looking for a sharp, proactive, and detail-oriented Bilingual Personal Injury Legal Virtual Assistant to support a busy California-based personal injury law firm. The firm handles a high-volume caseload requiring swift client intake, immediate case sign-ups, organized medical records retrieval, and accurate claim management.

This role is key to keeping new cases moving efficiently from the moment a potential client reaches out. You will be responsible for guiding prospective clients through the intake process, managing retainer agreements, coordinating with insurance carriers, and gathering crucial medical records to build strong case files. If you have solid experience supporting U.S. personal injury firms, speak fluent English and Spanish, and thrive in a fast-paced legal environment, we want to hear from you.

What You'll Do

• Manage Case Intake & Sign-Ups: Conduct empathetic, thorough client intake interviews in both English and Spanish, evaluate case viability based on firm criteria, and execute new case sign-ups.
• Open & Set Up Claims: Open new legal and insurance claims promptly, ensuring all initial notices and documentation are accurately filed.
• Retrieve & Manage Medical Records: Request, track, and follow up on medical records, bills, and treatment records from healthcare providers to keep cases moving forward.
• Coordinate Client Communications: Serve as a primary point of contact for clients, providing clear updates, addressing inquiries, and maintaining strong client relationships.
• Perform Administrative Support: Manage daily administrative workflows, update client files, track deadlines, and maintain organized digital records across various legal tools.
• Maintain Platform Integrity: Accurately log all client interactions, notes, and records within case management software ( Filevine ) and non-EMR tools.

Requirements

2+ years of experience supporting a US-based Personal Injury law firm in an intake or case management capacity.

Bilingual fluency in English and Spanish, with exceptional communication skills and a compassionate phone manner.

Software Proficiency:

• Strong preference for hands-on experience using Filevine .
• Preference with AdvancedMD (EMR/EHR) and RingCentral phone systems.
• Proficiency with Dropbox , Google Workspace , Microsoft Office/Outlook , and Monday.com .

Schedule & Availability: Must be available full-time to work Monday – Friday, 8:00 AM – 5:00 PM PST .

Key Traits: High attention to detail, exceptional organizational skills, strong multitasking abilities, and a commitment to strict confidentiality and HIPAA compliance.

Remote Setup: A reliable internet connection, power/internet backup solutions, and a quiet, professional home workspace.