Legal Assistant

The Legal Assistant provides comprehensive administrative, litigation, and settlement support to attorneys and case teams. This role is responsible for court filings, service of process, calendaring, medical records coordination, settlement administration, and case closure. The Legal Assistant plays a key role in ensuring cases progress efficiently while maintaining accuracy, compliance, and consistent client communication. Responsibilities: Initial E-Filing, Service of Process & Litigation Setup Prepare, file, and manage initial litigation pleadings, including but not limited to: Complaints. Summons. Related initiating documents. Complete initial e-filings through applicable federal, state, and local court portals and confirm acceptance. Coordinate, track, and follow up on service of process for Complaints, Summons, and related pleadings. Upload, organize, and maintain proofs and returns of service within the firm's case management system. Monitor court dockets to confirm filings, service status, and newly triggered deadlines. Ensure case files are properly opened and maintained according to firm standards. Scheduling & Calendar Management Coordinate and schedule mediations, hearings, depositions, conferences, and court appearances. Confirm availability with attorneys, opposing counsel, court reporters, mediators, and other vendors. Accurately calendar all litigation events and deadlines in the case management system. Review and re-check attorney calendars daily to ensure accuracy. Prepare and circulate calendar notices, confirmations, and updates to all relevant parties. Monitor for cancellations, continuances, or rescheduling and promptly update calendars and case notes. Medical Records, Bills & Treatment Coordination Communicate with medical providers, facilities, and clients regarding treatment and documentation. Request, track, and follow up on medical records and medical bills, including working with medical record platforms such as Ciox. Review medical records and bills for accuracy, completeness, and consistency. Assist with compiling medical chronologies and summaries as needed. Coordinate with clients to confirm treatment status and ensure all medical treatment has concluded prior to settlement. Identify all treating providers and confirm outstanding balances related to treatment. Settlement Administration Maintain communication with clients throughout the settlement process to provide updates and set expectations. Assist attorneys with settlement processing and file preparation. Prepare settlement closing statements detailing settlement proceeds, disbursements, and client net recovery. Submit settlement documents and closing statements to attorneys for final review and approval. Ensure clients execute all required settlement documents and releases. Coordinate final settlement disbursements once approved. Medical Reductions & Lien Resolution Identify all medical providers, facilities, and lienholders with outstanding balances. Request itemized balances and updated billing ledgers as needed. Prepare and send formal reduction requests to medical providers. Contact health insurance lienholders, including Medicare, Medicaid, ERISA plans, and private carriers, to obtain final lien amounts. Assist with negotiating reductions and obtain written confirmation of final balances. Document all lien and reduction communications in the case management system. Provide finalized reduction figures to the attorney for approval prior to client disbursement. Finalization & Case Closure Ensure all providers and lienholders receive final payments and written confirmations. Upload all settlement-related documents, releases, and confirmations to the case management system. Close the case file in accordance with firm procedures. Send a Google review request to the client upon successful case closure. Qualifications: Qualifications & Skills Prior experience as a Legal Assistant, Settlement Assistant, or Litigation Support professional preferred. Experience with medical records, billing, settlement processing, and lien reductions strongly preferred. Strong organizational skills and attention to detail. Ability to manage multiple deadlines and cases simultaneously. Excellent written and verbal communication skills. Proficiency with case management and calendaring systems. Familiarity with medical record systems such as Ciox preferred. Preferred (Not Required) Experience supporting multi-state matters, including Florida (FL), Texas (TX), Georgia (GA), North Carolina (NC), Tennessee (TN), and Louisiana (LA).

Initial E-Filing, Service of Process & Litigation SetupPrepare, file, and manage initial litigation pleadings, including but not limited to: Complaints. Summons. Related initiating documents. Complete initial e-filings through applicable federal, state, and local court portals and confirm acceptance. Coordinate, track, and follow up on service of process for Complaints, Summons, and related pleadings. Upload, organize, and maintain proofs and returns of service within the firm's case management system. Monitor court dockets to confirm filings, service status, and newly triggered deadlines. Ensure case files are properly opened and maintained according to firm standards.Scheduling & Calendar Management Coordinate and schedule mediations, hearings, depositions, conferences, and court appearances. Confirm availability with attorneys, opposing counsel, court reporters, mediators, and other vendors. Accurately calendar all litigation events and deadlines in the case management system. Review and re-check attorney calendars daily to ensure accuracy. Prepare and circulate calendar notices, confirmations, and updates to all relevant parties. Monitor for cancellations, continuances, or rescheduling and promptly update calendars and case notes.Medical Records, Bills & Treatment Coordination Communicate with medical providers, facilities, and clients regarding treatment and documentation. Request, track, and follow up on medical records and medical bills, including working with medical record platforms such as Ciox. Review medical records and bills for accuracy, completeness, and consistency. Assist with compiling medical chronologies and summaries as needed. Coordinate with clients to confirm treatment status and ensure all medical treatment has concluded prior to settlement. Identify all treating providers and confirm outstanding balances related to treatment.Settlement Administration Maintain communication with clients throughout the settlement process to provide updates and set expectations. Assist attorneys with settlement processing and file preparation. Prepare settlement closing statements detailing settlement proceeds, disbursements, and client net recovery. Submit settlement documents and closing statements to attorneys for final review and approval. Ensure clients execute all required settlement documents and releases. Coordinate final settlement disbursements once approved.Medical Reductions & Lien Resolution Identify all medical providers, facilities, and lienholders with outstanding balances. Request itemized balances and updated billing ledgers as needed. Prepare and send formal reduction requests to medical providers. Contact health insurance lienholders, including Medicare, Medicaid, ERISA plans, and private carriers, to obtain final lien amounts. Assist with negotiating reductions and obtain written confirmation of final balances. Document all lien and reduction communications in the case management system. Provide finalized reduction figures to the attorney for approval prior to client disbursement.Finalization & Case Closure Ensure all providers and lienholders receive final payments and written confirmations. Upload all settlement-related documents, releases, and confirmations to the case management system. Close the case file in accordance with firm procedures. Send a Google review request to the client upon successful case closure.