Liens Assistant

Position Summary

We are seeking a highly organized and detail-oriented Liens Assistant to support the firm's personal injury case team with the identification, tracking, documentation, and resolution of client liens.

The Liens Assistant will assist with obtaining lien information, communicating with insurance companies, medical providers, lienholders, and government agencies, maintaining accurate case records, and following up on outstanding lien requests. This position requires strong organizational skills, attention to detail, consistent follow-through, and the ability to manage multiple cases and deadlines.

Prior personal injury law firm experience is preferred.

Essential Duties and Responsibilities

• Assist with identifying and documenting liens associated with personal injury cases.
• Review case files and settlement information for potential outstanding liens.
• Request lien information, payoff statements, itemized bills, payment histories, and other documentation from lienholders and providers.
• Contact medical providers, insurance companies, health plans, and other lienholders by telephone, email, and written correspondence.
• Track outstanding lien requests and follow up regularly until responses are received.
• Maintain accurate lien information in the firm's case management system.
• Upload and organize lien-related documents and correspondence.
• Record telephone calls, emails, requests, responses, and other case activity.
• Assist with obtaining final lien amounts and lien releases.
• Assist the liens team with requests for lien reductions when directed.
• Communicate with case managers, attorneys, settlement staff, and other departments regarding the status of outstanding liens.
• Assist with Medicare, Medi-Cal, health insurance, medical provider, and other lien-related requests as assigned.
• Identify missing or inconsistent information and escalate issues to the appropriate supervisor.
• Help ensure liens are properly documented and addressed before settlement funds are distributed.
• Follow up on outstanding items according to established firm timelines.
• Maintain confidentiality of client information and comply with all firm privacy and security policies.
• Perform other administrative and case-support duties as assigned.

Qualifications

• 1+ year of administrative, legal, insurance, medical billing, or related office experience preferred.
• Personal injury law firm experience strongly preferred.
• Experience working with medical providers, insurance companies, or lienholders is a plus.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional and courteous telephone manner.
• Ability to follow up consistently and persistently on outstanding requests.
• Ability to manage multiple files and deadlines simultaneously.
• Ability to work independently and as part of a team.
• Proficiency with Microsoft Office and the ability to learn case management software quickly.
• Ability to maintain strict confidentiality of client and firm information.

Preferred Experience

Candidates with experience in any of the following areas are strongly preferred:

• Personal injury law
• Medical records or medical billing
• Insurance claims
• Medical liens
• Health insurance claims
• Medicare or Medi-Cal
• Subrogation
• Settlement administration
• Law firm case management

Key Competencies

• Exceptional Attention to Detail
• Organization
• Follow-Through
• Accuracy
• Communication
• Time Management
• Professionalism
• Accountability
• Teamwork
• Confidentiality

Performance Expectations

The successful candidate will be expected to:

• Keep assigned lien files and records current and accurate.
• Complete lien requests and follow-ups within established timeframes.
• Maintain detailed and accurate documentation of all communications.
• Promptly escalate unresolved or unusual lien issues.
• Consistently follow firm procedures for lien tracking and documentation.
• Communicate effectively with internal teams and outside parties.
• Protect confidential client information at all times.

Work Environment

This position operates in a fast-paced personal injury law firm environment and requires the ability to manage a high volume of cases while maintaining accuracy and meeting deadlines.