Intake Assistant - Personal Injury Law

Intake Assistant — Personal Injury Law Firm

Position Type: Full-Time
Schedule: 9:00 a.m. – 5:00 p.m. CST
Work Arrangement: Remote
Department: Intake

About the Position

RecLatam is recruiting on behalf of a U.S.-based personal injury law firm seeking a highly organized, dependable, and detail-oriented Intake Assistant to support its Intake team.

This role focuses on ensuring that new clients receive consistent follow-up after signing with the firm and that each file progresses smoothly through the intake process. The ideal candidate enjoys structured, process-driven work, follows established checklists, communicates professionally and compassionately with clients, and takes ownership of completing outstanding tasks.

The Intake Assistant will work closely with the firm's Intake Lead, who will delegate responsibilities and oversee the intake process.

Key Responsibilities

• Review new client files after clients sign with the firm and identify missing information or documentation.
• Follow up with clients to obtain routine intake information, including whether an ambulance or police responded to the incident.
• Obtain copies of health insurance cards, driver's licenses, injury photographs, property-damage photographs, and other requested documentation.
• Document all client communications, updates, and completed tasks accurately in the firm's case management system.
• Review files in preparation for the firm's 7-day missing-information follow-up and prepare a clear summary of outstanding items for the Intake Lead.
• Organize client information and documentation so files are complete, accurate, and easy for the Intake team to review.
• Conduct standardized 21-day client check-in calls using established scripts and checklists.
• Ask clients about treatment, upcoming appointments, new medical providers, changes in circumstances, and other routine case-development information.
• Create appropriate follow-up tasks based on client conversations.
• Assist the Intake Lead with administrative and process-driven responsibilities as needed.
• Escalate issues to the Intake Lead or appropriate case team when necessary.

Qualifications

• Excellent written and verbal English communication skills.
• Strong attention to detail and organizational skills.
• Excellent follow-up and task-management abilities.
• Comfortable communicating with clients by phone.
• Ability to consistently follow established procedures, scripts, and checklists.
• Reliable, responsive, and able to meet deadlines.
• Comfortable working independently in a remote environment.
• Ability to manage multiple tasks and priorities simultaneously.
• Professional, patient, and compassionate when interacting with clients.
• Prior experience in a U.S. law firm, personal injury, legal intake, customer service, or administrative role is preferred but not required.

The Ideal Candidate

This opportunity is ideal for someone who thrives in a structured environment and takes pride in making sure nothing falls through the cracks. You should be comfortable following the same processes consistently while having the judgment to recognize when an issue should be escalated.

Extensive personal injury experience is not required. We are looking for someone who is organized, dependable, coachable, detail-oriented, and exceptional at follow-through.

About RecLatam

RecLatam connects U.S. law firms with highly qualified remote professionals from Latin America. For this position, the selected candidate will work remotely in support of one of our U.S. law firm clients.