Paralegal (Personal Injury)

Remote – Full-Time
Schedule: Monday – Friday | Eastern Time (ET)
Engagement Type: Independent Contractor – Month-to-Month
Reports To: Day-to-Day Operational Manager
Weekly Check-In: Designated Firm Representative

About the Role

The Paralegal Virtual Team Member is responsible for managing the full Personal Injury (PI) back-office process from signed client through settled claim.

This is a highly independent role designed to take ownership of case-administration functions so the firm’s attorneys can remain focused on client advocacy, case strategy, practicing law, and business development.

The Paralegal VTM is expected to operate independently on routine responsibilities without requiring constant supervision. The professional will manage claims, Letters of Representation, HIPAA releases, medical records and bills, carrier and provider follow-ups, client communications, demand-package preparation, and ongoing case management.

The position is embedded full-time within the firm and operates Monday through Friday during Eastern Time business hours. Scope of Work (2)

Key Responsibilities

Claims – Opening & Management

• Open PIP claims by contacting the client’s insurance carrier.
• Provide required claim information, including:
  • Client name
  • Policy number
  • Accident date
  • Accident time
  • Accident location
  • Injury description
  • Vehicle status
  • Hospital status
• Obtain and record the PIP claim number.
• Open Bodily Injury (BI) claims with the at-fault carrier.
• Provide all required accident and client information.
• Request liability determination.
• When BI coverage is not immediately confirmed, follow up in writing throughout the process, which may take up to 30 days.
• Open Property Damage (PD) claims with the at-fault carrier.
• Coordinate the property-damage claim alongside the BI claim.
• Track all open claims.
• Maintain current claim status in CloudLex across all active assigned cases. Scope of Work (2)

Letters of Representation & HIPAA

• Send the Letter of Representation (LOR) immediately after a client signs.
• Send the LOR to:
  • At-fault carrier
  • Client’s own insurance carrier
  • Client’s health insurance provider
• Send the Letter of Representation plus HIPAA release to all treating medical providers, including:
  • Emergency rooms
  • Urgent care facilities
  • Chiropractors
  • Orthopedic specialists
  • MRI facilities
  • Other treating providers
• File the PIP application with the client’s insurance company after signing.
• Track all LOR and HIPAA submissions.
• Confirm receipt from each provider. Scope of Work (2)

Medical Records & Bills

• Request medical records and bills from all treating providers.
• Use specific date ranges for each request.
• Request records from the last request date through the current date to prevent duplicate billing charges.
• Follow up by phone when providers fail to respond within an acceptable timeframe.
• Review received records for next-step clinical indicators.
• Proactively identify and flag:
  • MRI referrals
  • Specialist referrals
  • Other relevant clinical next steps
• Take appropriate administrative action on identified next steps without waiting to be instructed.
• Track all outstanding medical records and bills.
• Maintain accurate status information in CloudLex. Scope of Work (2)

Demand Preparation

• Compile all medical records.
• Compile all medical bills.
• Organize relevant case documentation.
• Prepare the required components for pre-suit demand packages.
• Prepare demand packages for attorney review and final submission.
• Track demand status.
• Track applicable follow-up timelines across active cases. Scope of Work (2)

Case Management

• Maintain comprehensive and current case information in CloudLex.
• Maintain accurate records for:
  • Client information
  • Adjuster contacts
  • Provider contacts
  • Insurance information
  • Communications
  • Medical information
  • Diagnoses
  • Case notes
• Track outstanding items across every assigned active case.
• Maintain visibility into next steps.
• Monitor case status proactively.
• Identify and flag matters requiring attorney attention.
• Maintain an accurate active-case pipeline in CloudLex at all times. Scope of Work (2)

Insurance Company Communication

• Make outbound calls to insurance companies.
• Obtain claim updates.
• Follow up with adjusters.
• Confirm coverage.
• Conduct case-status checks.
• Receive incoming calls from insurance adjusters and carriers.
• Professionally manage carrier communications.
• Document all carrier and adjuster communications in CloudLex the same day.
• Develop and maintain professional relationships with adjusters across recurring carriers.
• Follow carrier-specific procedures when required, particularly for high-volume Florida carriers requiring dedicated follow-up protocols. Scope of Work (2)

Client Communication

• Make outbound calls to clients regarding:
  • Case-status updates
  • Outstanding documents
  • Appointment coordination
• Receive incoming client calls regarding case-related questions.
• Handle administrative questions within the role’s authorized scope.
• Escalate matters requiring attorney judgment.
• Avoid providing legal advice or making legal determinations.
• Document all client call activity in CloudLex the same day. Scope of Work (2)

Reporting

Daily Reporting

Submit a written End-of-Day (EOD) Report covering:

• Cases touched.
• Actions completed.
• Open items.
• Matters requiring attorney attention.

Weekly Reporting

Provide a weekly case-status overview covering:

• Outstanding medical records.
• Outstanding bills.
• Open claims.
• Upcoming deadlines.
• Cases requiring follow-up. Scope of Work (2)

Role Boundaries – Not Included in This Position

The following responsibilities are explicitly outside the scope of this engagement:

• Cases assigned to another attorney who operates a separate system with their own paralegal.
• Legal strategy.
• Legal judgment or case judgment calls.
• Attorney work product.
• Client-facing communication requiring attorney authorization.
• Providing legal advice.
• Financial functions, including:
  • Disbursements
  • Settlement checks
  • Accounts payable
  • Accounts receivable
• Final submission of pre-suit demands. The Paralegal VTM prepares the demand package; the attorney reviews and submits it.
• Tasks outside the defined scope unless approved through prior written agreement. Scope of Work (2)

Qualifications

Required

• Law degree from Venezuela or an equivalent Latin American jurisdiction.
• Working knowledge of U.S. Personal Injury law, including:
  • PIP
  • BI
  • PD
  • Liability
  • Medical billing flow through a PI claim
• Understanding of what can and cannot appropriately be communicated to an insurance adjuster.
• Strong written and spoken English.
• Ability to develop professional rapport with insurance adjusters.
• Experience with, or willingness to train on, CloudLex.
• Strong attention to detail.
• Excellent date-range discipline when requesting medical records.
• Understanding of how improper record-request date ranges can result in duplicate billing.
• Independent and proactive working style.
• Ability to anticipate the next administrative step without constant instruction.
• Ability to organize questions efficiently rather than sending them individually throughout the day.
• Comfortable operating in a fast-paced environment.
• Methodical working style.
• Ability to maintain high output without sacrificing accuracy. Scope of Work (2)

Preferred

• Previous experience in a U.S. Personal Injury law firm.
• Previous experience in an insurance-claims environment.
• Familiarity with Florida PIP statutes.
• Familiarity with carrier-specific protocols.
• Experience working with high-volume Florida insurance carriers.
• Bilingual English/Spanish. Scope of Work (2)

Candidate Disqualifiers

Candidates may not be a strong fit if they:

• Require constant supervision on routine responsibilities.
• Require significant hand-holding.
• Cannot independently anticipate the next step.
• Send questions individually rather than batching them into an organized communication.
• Demonstrate a passive or monotone communication style.
• Struggle to build professional rapport during adjuster or client calls. Scope of Work (2)

Typical Workday

Morning

• Review all assigned active cases.
• Identify new provider responses.
• Review adjuster callbacks.
• Review overnight correspondence.
• Update CloudLex with new case activity.
• Flag matters requiring attorney attention.

Mid-Morning

• Open new PIP, BI, and PD claims for clients signed the previous day.
• Send LOR and HIPAA packages.
• Send documentation to carriers.
• Send documentation to all treating providers.
• File PIP applications.

Midday

• Make outbound calls to insurance companies and providers.
• Conduct adjuster follow-ups.
• Follow up on records requests.
• Confirm insurance coverage.
• Handle incoming adjuster calls.
• Handle incoming client calls.
• Document all communications in CloudLex.

Afternoon

• Follow up by phone regarding outstanding records.
• Draft correspondence to carriers.
• Draft correspondence to providers.
• Prepare demand-package components for attorney review.
• Update case status for every case touched during the day.

End of Day

• Submit the written EOD report.
• Document:
  • Cases touched
  • Actions completed
  • Open items
  • Matters requiring attorney attention
• Prepare the following day’s priority list. Scope of Work (2)

Typical Workweek

Monday

• Review all active cases for outstanding items from the previous week.
• Identify overdue medical records.
• Review open claims.
• Identify approaching deadlines.
• Establish the week’s priority queue.

Tuesday – Thursday

Primary execution period focused on:

• Claims.
• Medical-record requests.
• Correspondence.
• CloudLex updates.
• Outbound calls.
• Carrier follow-up.
• Provider follow-up.
• Client coordination.

Friday

• Prepare the end-of-week written case-status update.
• Report outstanding records and bills.
• Review open claims.
• Identify items carrying into the following week.
• Prepare demand-package components completed during the week. Scope of Work (2)

Performance Evaluation & Accountability

The Paralegal VTM is accountable to a defined performance scorecard from Day 1.

Performance is measured objectively against established standards rather than subjectively. Performance reviews and potential compensation adjustments are tied to this scorecard. Scope of Work (2)

Key Performance Indicators (KPIs)

• Claims Opened: Within 24 hours of client signing.
• LOR + HIPAA: Sent to all providers within 24 hours of new provider identification.
• Records Requests: Sent within 48 hours of provider confirmation.
• Duplicate Record Charges: Zero; date-range discipline must be followed on every request.
• CloudLex Updates: Completed same day for every case touched.
• EOD Report: Submitted by 5:00 PM ET every working day.
• Outstanding Records: Flagged every Friday.
• Demand Packages: Prepared within the agreed timeline for each case and ready for attorney review. Scope of Work (2)

Reporting Structure

• Reports directly to the designated attorney/operational point of contact for day-to-day case activity.
• Weekly check-in with the designated firm representative for ongoing case communication and activity review.
• Formal reviews at:
  • Day 30
  • Day 60
  • Day 90
• Reviews conducted through Virtrify’s Virtual HR Department™ covering:
  • Performance
  • Engagement
  • Gate clearance
• Quarterly Team Optimization Sessions involving Virtrify and the client’s designated leadership contacts. Scope of Work (2)

Software & Tools

• CloudLex – Primary case-management system for:
  • Case data
  • Communication logs
  • Provider contacts
  • Status tracking
• Email – Primary outbound communication channel for carrier and provider correspondence.
• DocuSign – Document execution.
• Slack / WhatsApp – Internal team communication; specific channel confirmed during onboarding.
• Hubstaff – Activity tracking; Virtrify-provided at no cost for the first 90 days, then $7 per seat/month.
• Remote Login – Secure connection to a dedicated computer located within the law firm’s office so firm data remains inside the firm’s environment.
• ChatGPT / Claude – AI-assisted research, correspondence drafting, and acceleration of routine administrative work. Scope of Work (2)

Training Program

The Paralegal VTM completes three training courses in sequence before operating independently. The training is designed specifically around the client’s operation rather than being a generic paralegal curriculum. Scope of Work (2)

Course 1 – Company

Training includes:

• Virtrify’s operating model.
• Virtual team framework.
• Communication standards.
• Hubstaff.
• Expectations for working as an embedded member of the client’s team.

Course 2 – Industry: Personal Injury Law

Training includes:

• U.S. Personal Injury fundamentals:
  • PIP
  • BI
  • PD
  • Liability
• Medical billing flow within a PI claim.
• Why and how medical providers are paid.
• Letter of Representation:
  • Purpose
  • Recipients
  • Timing
• HIPAA releases:
  • Purpose
  • Recipients
  • Consequences when missing
• Carrier communication standards.
• What can and cannot be communicated to an adjuster.
• Records-request protocols.
• Date-range discipline.
• Duplicate-billing risks.
• Portal-only provider procedures.
• High-volume carrier processes and expected hold times.
• Complete CloudLex workflow from case opening through settlement. Scope of Work (2)

Course 3 – Role-Specific Paralegal Training

Training includes:

• The client’s specific PIP, BI, and PD claims workflow.
• LOR package requirements.
• Required recipients and submission order.
• Medical-record request templates.
• Date-range discipline.
• Provider follow-up cadence.
• Phone protocols.
• CloudLex entry standards for assigned cases.
• Escalation framework defining:
  • What the VTM handles independently.
  • What should be escalated to the designated intermediary.
  • What requires attorney involvement.
• Client-specific carrier procedures.

The role-specific training is built from the client’s established SOPs and is designed to be reusable for future hires. Scope of Work (2)

90-Day Onboarding Plan

The onboarding model is gate-based rather than purely date-based. Progression depends on demonstrating competency at each stage.

Days 1–30 – Learn the Book

Key activities:

• Remote login operational before Day 1.
• CloudLex access provisioned.
• Review relevant SOPs.
• Shadow the attorney and designated team representative on:
  • Claims
  • Correspondence
  • Records requests
• Open the first PIP claims under supervision by Day 10.
• Send the first LOR packages by Day 14.

Gate to Advance:

• Five claims opened correctly with zero errors.
• The same mistake has not required correction twice.

Days 31–60 – Run With Backup

The Paralegal VTM begins independently owning:

• PIP claims.
• BI claims.
• PD claims.
• LORs.
• HIPAA releases.
• Medical-record requests.
• Client calls.
• Carrier calls.

During this phase:

• Leadership reviews output rather than performing the work.
• CloudLex remains current across all assigned active cases.

Gate to Advance:

• Attorney administrative time spent on case back-office responsibilities decreases by approximately 50%.

Days 61–90 – Own It

The Paralegal VTM takes full ownership of assigned case back-office responsibilities without prompting.

Expected outcome:

• The attorney is removed from the administrative pipeline.
• Other internal leadership resources are freed to focus on growth-oriented responsibilities.
• Case administration operates consistently without requiring attorney execution.

Gate to Complete:

• The attorney confirms they are performing zero routine case administration.
• The designated internal team member is able to return their attention to their primary business-development/marketing responsibilities.

Team Optimization Sessions occur at Day 30, Day 60, and Day 90 for both client and talent, with consultant check-ins operating in parallel. Scope of Work (2)

Work Environment

• Fully remote position.
• Remote login to a dedicated machine located inside the law firm’s office.
• The client’s IT provider configures remote access before Day 1.
• Firm data remains within the firm’s network.
• Minimum internet requirements:
  • 100 Mbps download
  • 20 Mbps upload
• Backup internet required through:
  • Mobile hotspot, or
  • Secondary connection
• Quiet, professional workspace suitable for:
  • Carrier calls
  • Client calls
• Clear professional audio required.
• Professional noise-canceling headset.
• HD webcam for video check-ins.
• Hubstaff activity tracking installed and provided by Virtrify during the first 90 days. Scope of Work (2)

About the Company

Our client is a high-growth Personal Injury law firm based in Florida, managing active caseloads involving:

• Personal Injury Protection (PIP)
• Bodily Injury (BI)
• Property Damage (PD)

The firm operates with a lean team and is expanding its capacity to support a growing client base.

This engagement is designed to provide dedicated back-office paralegal support, allowing attorneys to remain focused on:

• Client advocacy.
• Case strategy.
• Practicing law.
• Business development.

The firm uses CloudLex as its primary case-management platform and maintains established working relationships with insurance carriers, medical providers, and adjusters throughout the Florida market. Scope of Work (2)

Final Notes

The Paralegal Virtual Team Member is expected to become the operational owner of the assigned Personal Injury case back office.

Success in this role means:

• New PIP, BI, and PD claims are opened promptly and accurately.
• LOR and HIPAA documentation is sent without unnecessary delays.
• Medical records and bills are requested using disciplined date ranges.
• Duplicate record charges are eliminated.
• Provider and carrier follow-ups occur proactively.
• CloudLex remains accurate and current.
• Client and carrier communications are documented the same day.
• Outstanding records and case requirements are identified before they become problems.
• Demand packages are properly prepared for attorney review.
• Legal strategy and attorney responsibilities remain clearly separated from administrative paralegal work.
• Daily and weekly reporting gives leadership complete visibility into case activity.
• The VTM anticipates the next administrative step rather than waiting for instructions.
• By Day 60, attorney administrative involvement is significantly reduced.
• By Day 90, routine case back-office administration operates independently, allowing the attorneys to focus on legal work, client advocacy, and growth.