Heil Law Firm

Case Manager / Team Lead

Role Summary

The Pre-Litigation Case Manager/Team Lead is responsible for managing personal injury cases from intake through settlement preparation, with a strong emphasis on fact-finding, documentation collection, demand writing, and communication with clients, providers, and insurers. This role also directs a Case Manager Assistant who supports them with administrative tasks, while personally handling their own caseload and drafting demand packages. The ideal candidate is highly proficient in Filevine, comfortable using AI tools to improve efficiency and accuracy, and experienced in writing strong, well-supported demands.

Key Responsibilities

Team Leadership

• Supervise and direct a Case Manager Assistant, delegating administrative tasks such as records requests, data entry, and document organization in Filevine.
• Review the Case Manager Assistant's work for accuracy and completeness before it is used in case files or demands.
• Train the Case Manager Assistant on processes, tools (including Filevine and AI tools), and priorities to keep casework moving efficiently.
• Serve as the point of escalation for issues the Case Manager Assistant encounters, and provide guidance on prioritizing tasks across the caseload.

Client Communication

• Call client upon intake to introduce self and establish point of contact.
• Maintain regular client contact via phone, email, or text to update on case progress.

Adverse Party Research

• Obtain adverse driver's driving record from both state and local databases.
• Confirm adverse driver's residence using County Appraisal District (CAD) data and collect a photo of the property.
• Run adverse driver's criminal background checks through local and state records.
• Research and archive adverse driver's social media profiles to identify relevant or harmful content.
• Acquire vehicle owner's driving record (if different from the driver).
• Locate vehicle owner's residence using CAD and confirm details.
• Check vehicle owner's criminal history (state and local).
• Conduct social media research on the vehicle owner for potential case value or credibility impact.

Client Verification & Evidence Collection

• Obtain client's driving record from local and state sources.
• Run client's criminal background checks for case assessment and potential defense issues.
• Review client's social media for content that may impact liability or damages.
• Request and secure lost wage affidavits and supporting documentation from the client's employer.
• Gather property damage estimates from body shops or insurance carriers.
• Collect photographs of all vehicles involved, regardless of extent of damage.
• Obtain photographs of the client's injuries, including post-incident, treatment, and recovery stages.
• Acquire photographs of the incident location — especially for premises liability (PL) cases — to support condition or liability claims.
• Retrieve necessary documents from the Texas Secretary of State, including commercial vehicle or corporate ownership records.

Medical Records, Liens & Subrogations

• Identify and obtain all applicable liens and subrogation claims, including: hospitals and emergency room providers, private medical insurance, Medicare/Medicaid, Child Support (CS), and Worker's Comp (if applicable).
• Organize, track, and update lien amounts in the case management system (Filevine).
• Obtain itemized ledgers for all subro/liens.
• Confirm all lien and subrogation obligations are accounted for prior to settlement/disbursement.

Demand Writing & Insurance Benefits

• Independently draft demand packages, including liability, medical, and damages narratives, supported by accurate documentation and records.
• Prepare and send Personal Injury Protection (PIP) demands to the client's auto insurer for reimbursement of eligible benefits. PIP demands must be sent to the Pre-Litigation Manager and attorney for review prior to sending.
• Use AI tools where appropriate to assist with drafting, summarizing medical records, or organizing case documentation, while ensuring all output is reviewed for accuracy.
• Double-check all expenses and entries in Filevine for accuracy before submitting the case to the accounting team for disbursement.
• Communicate with medical providers and lienholders to confirm final balances and request reductions if authorized.

Qualifications

• Prior experience as a personal injury case manager, required.
• Hands-on experience working in Filevine, required.
• Demonstrated ability to independently write demand letters/packages, required.
• Comfortable using AI tools (e.g., ChatGPT, Claude, or similar) to support daily work, required.
• Prior experience supervising or training an assistant or administrative support staff preferred.
• Strong organizational skills and ability to manage multiple cases and priorities simultaneously.
• Excellent written and verbal communication skills.
• Detail-oriented with strong follow-through on documentation and deadlines.