Intake Specialist / Legal Assistant – Medical Malpractice & Mass Torts

Role Summary A small boutique law firm in Bel Air has an immediate full-time opening for an experienced legal assistant. We are seeking a highly organized and adaptable professional to support both the initial stages and the active litigation phases of our medical malpractice and mass tort cases. This role bridges the gap between new client intake and ongoing case management. You will be responsible for conducting initial factual screenings, organizing medical data, drafting discovery documents, and ensuring court filings are executed accurately and on time under California rules.

Key Responsibilities:

• Intake & Screening: Conduct initial intake interviews with potential medical malpractice and mass tort clients. Gather detailed timelines of medical events, provider histories, current damages, and specific product or pharmaceutical usage.
• Mass Tort Management: Assist in coordinating large groups of plaintiffs, including tracking mass tort qualifying criteria and managing Plaintiff Fact Sheets (PFS).
• Medical Records: Draft, dispatch, and track HIPAA-compliant medical and billing record requests to various healthcare providers, hospitals, and clinics.
• Drafting Discovery: Assist attorneys and paralegals in drafting standard discovery requests (e.g., Form Interrogatories, Special Interrogatories, Requests for Production) directed at defendants, and help prepare initial drafts of plaintiff responses to defense discovery.
• Court Filings: Format, compile exhibits, and electronically file (e-file) pleadings, motions, and discovery documents with California state courts (and federal courts, if applicable), ensuring strict compliance with local court rules and formatting requirements.
• Case Administration: Prepare concise intake memorandums summarizing the potential plaintiff's claims. Open and maintain client files within the firm's case management software.
• Communication: Manage follow-up communications, schedule attorney consultations, request missing information, and send formal declination letters.

Qualifications & Requirements:

• Minimum 1–3 years of experience in a law firm setting, ideally within personal injury, medical malpractice, or mass tort civil litigation.
• Working knowledge of California civil procedure, specifically the Civil Discovery Act and statutory deadlines.
• Hands-on experience with e-filing systems used in California Superior Courts (experience with federal PACER/CM-ECF is a strong plus).
• Demonstrated understanding of HIPAA regulations and the logistical process of obtaining medical records in California.
• Exceptional active listening skills, patience, and empathy when communicating with plaintiffs experiencing severe distress, illness, or trauma.
• Strong attention to detail to ensure precise spelling of complex medical terms, provider names, and adherence to strict filing deadlines.
• Familiarity with legal terminology related to plaintiffs and defendants, avoiding alternative terms like claimant/respondent.
• Bilingual in English and Spanish is highly preferred.

Pay: $80,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• Free parking
• Health insurance

Work Location: In person