Personal Injury Demands Specialist (Virtual Assistant)

Company Description The Ward Law Group, recognized as one of the Best Places to Work for consecutive years, is where your work truly matters. We serve our community with compassion and excellence, empowering our employees to deliver real results for our clients. We foster a collaborative, innovative, and high-accountability environment where each team member contributes to meaningful outcomes. Our culture values faith, accountability, leadership, loyalty, and service — to our clients, teammates, and community. Join a firm where professional growth meets purpose and where every role contributes directly to life-changing client results. Headquartered in Miami Lakes, with offices in Manhattan and Orlando, The Ward Law Group is expanding nationally, with upcoming locations in New Jersey and Texas. Job Description If selected to move forward in the process, you will receive an email invitation to complete two next steps: a Willo video self-interview and a brief values assessment. Please note that to ensure your application remains under consideration, both assessments must be completed within 24 hours of receiving the invitation.   As a Virtual Assistant, you will work remotely from home as an independent contractor (health care benefits and paid time off is not provided). Full-time availability is required for a 40-hour workweek with two days off. Depending on business needs, one weekend day may be included in your schedule.   Compensation:  First 3 months of TRAINING: USD $550 base pay + commissions (USD $63 per package) After 3 months, compensation is FULLY COMMISSION only (USD $63 per package)   Role Overview The Demands Specialist plays a critical role in supporting the pre-litigation process by managing the collection, review, and organization of medical records, medical bills, and supporting documentation necessary for demand preparation within the firm’s personal injury practice. This position is responsible for ensuring files are accurately developed, treatment documentation is complete, and demand packages are properly prepared for submission to insurance carriers. The Demands Specialist serves as a key point of coordination between clients, medical providers, insurance adjusters, and internal team members throughout the records and demand preparation process. This role requires strong attention to detail, urgency, organization, and consistent follow-up to ensure records, bills, and supporting documents are obtained and processed in a timely manner. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing high-volume responsibilities in a fast-paced environment while maintaining strong communication, accountability, and client service standards.   Key Responsibilities Medical Records & Demand PreparationRequest, obtain, organize, and review medical records, medical bills, and supporting documentation related to personal injury claims Prepare and maintain complete demand files for submission to insurance carriers Ensure all records, bills, liens, and supporting documentation are properly saved, organized, and maintained within the case management system Review records and bills for completeness, accuracy, and consistency prior to demand preparation Identify missing records, billing discrepancies, or incomplete documentation and follow up as needed Request amendments, corrections, or updated documentation from medical providers when necessary Communication & Follow-Up CoordinationMaintain frequent communication with clients regarding treatment status, records requests, and outstanding documentation needs Communicate professionally with medical providers, billing departments, insurance adjusters, and vendors through phone calls, email, fax, and written correspondence Conduct consistent follow-up on outstanding records, bills, balances, and documentation requests to ensure timely processing Respond to internal and external communications in a timely and professional manner Provide updates regarding records status, pending requests, and case progression to appropriate team members Case Management & DocumentationMaintain accurate and detailed documentation of all case activity, communications, requests, and follow-up efforts within the case management system Track outstanding medical records, invoices, balances, and pending documentation requests Ensure all records and documentation are properly uploaded, labeled, and organized within the client file Monitor case progression and identify files ready for demand preparation or escalation Assist with maintaining accurate demand-related documentation and case readiness standards Administrative & Operational ResponsibilitiesProcess invoices and payments related to obtaining medical records and bills as assigned Document expenses and payment activity accurately within the case management system Support department workflow efficiency and timely completion of demand preparation tasks Assist with maintaining organization and accuracy across high-volume demand files Collaborate with attorneys, case managers, and other departments regarding case status and outstanding needs Work Environment Fast-paced, high-volume personal injury pre-litigation environment Collaborative team setting with strong accountability and communication expectations Requires the ability to multitask, prioritize competing deadlines, and manage high-volume follow-up responsibilities Client-service focused role requiring professionalism, responsiveness, organization, and attention to detail Qualifications Previous experience in Personal Injury Case Management, Demands, Medical Records, or Pre-Litigation preferred Experience requesting, reviewing, or organizing medical records and medical bills Experience communicating with medical providers, insurance adjusters, or clients regarding claim-related matters Strong organizational skills and attention to detail Ability to manage a high-volume workload in a fast-paced environment Strong written and verbal communication skills Ability to work independently while maintaining accountability and follow-through Reliable attendance, professionalism, and responsiveness Fluency in both English and Spanish Commitment to work overtime on occasion Preferred Qualifications Experience using Litify (Salesforce) and/or Filevine Experience working within a Plaintiff Personal Injury law firm Experience preparing or supporting bodily injury demand packages Additional Information Equipment Requirements:  Computer: Windows:Windows 10, Intel i5 (8th Gen+) or 2GHz and 8 cores 16 GB RAM 256 GB SSD Mac:macOS 11 (Big Sur+), Apple M1 or Intel i5 8 GB RAM 256 GB SSD Internet: Connection: Wired Ethernet preferred; 5 GHz Wi-Fi acceptable Internet Speed:30 Mbps download 15 Mbps upload Latency (Ping): Under 100ms USB noise-cancelling headset Webcam for daily meetings   The Ward Law Group is not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee at The Ward Law Group via-email, the Internet or in any form and/or method without a valid written Statement of Work in place for this position from The Ward Law Group HR/Recruitment will be deemed the sole property of The Ward Law Group. No fee will be paid in the event the candidate is hired by The Ward Law Group as a result of the referral or through other means.