Litigation Manager
2 days ago
Houston
THE FIRM Patrick Daniel Law is a premier boutique plaintiff’s personal injury firm headquartered in Houston, Texas, founded by David Patrick Daniel Jr. The firm is dedicated to one unwavering mission: securing justice and maximum compensation for individuals and families who have suffered catastrophic injuries at the hands of negligent corporations, manufacturers, and commercial carriers. Unlike high-volume personal injury mills, Patrick Daniel Law operates as a purpose-driven boutique litigation firm — selectively taking cases and investing the time, resources, and personal attention each client deserves The firm’s practice is concentrated in products liability, trucking and commercial vehicle litigation, and complex catastrophic personal injury — including TBI, spinal cord injury, severe burn injuries, maritime, aviation, and multi-district litigation. Licensed in Texas, Louisiana, and Wisconsin and admitted in multiple federal courts, the firm represents clients nationwide. POSITION SUMMARY The Litigation Manager serves as the operational backbone of Patrick Daniel Law’s personal injury practice — acting as the primary contact for prospective clients, managing new file creation and organization, driving comprehensive case intake, overseeing medical records procurement, coordinating client medical care, and supervising complex products liability and catastrophic injury litigation from inception through trial. This leadership-level role requires exceptional client communication skills, deep litigation knowledge, and the ability to manage a high-volume, high-stakes docket while upholding the firm’s commitment to client-first service. KEY RESPONSIBILITIES New Client Response & Initial Contact • Serve as the first point of contact for all incoming client inquiries via phone, email, web portal, and referral sources, ensuring prompt and professional response., • Conduct initial client screening calls with empathy and precision, gathering sufficient facts to assess potential claims and determine case viability., • Present the firm's services clearly and compellingly to prospective clients, answering questions, setting expectations, and building trust from the very first interaction., • Track all incoming leads and referrals in the firm’s case management system; follow up with prospective clients and escalate intake decisions to the supervising attorney in a timely manner. File Opening & Case Organization • Open and establish all new client files in the firm's case management software upon retention, ensuring accuracy and completeness of all client and matter data., • Create and maintain a comprehensive physical and/or digital file structure for each case, organizing all documents, correspondence, medical records, and evidence according to firm protocols., • Prepare and issue engagement letters, fee agreements, and all new client onboarding documentation for attorney review and client signature., • Ensure all required authorizations (HIPAA, property damage, employment, etc.) are obtained, executed, and properly filed from the outset of each case., • Maintain an organized file status system, flagging cases for attorney review at key milestones and ensuring all files meet firm compliance standards at all times. Comprehensive Case Intake • Conduct thorough in-person, telephonic, or virtual intake interviews with new clients, documenting all relevant facts concerning the incident, injuries, damages, and liability., • Gather and preserve all available evidence at intake, including photographs, incident reports, insurance information, witness contact information, and existing documentation., • Document detailed notes of client communications and intake interviews in the case management system, maintaining an accurate and chronological case narrative., • Identify and flag any statute of limitations deadlines, notice requirements, or other critical legal deadlines at intake and escalate to the supervising attorney immediately., • Assist in the preparation of demand packages by ensuring all intake information, records, and documentation are complete and organized. Medical Records Procurement • Identify all current and historical healthcare providers relevant to the client's injuries and promptly issue signed HIPAA authorizations and formal records requests., • Track the status of all outstanding medical record requests across the entire caseload, following up with providers by telephone, fax, and certified mail as needed to obtain timely responses., • Review received records for completeness; organize and index all medical records, bills, and treatment summaries chronologically within each client file for attorney review and demand preparation., • Engage and manage a dedicated medical records retrieval service (such as Record Retrieval Solutions, Compex Legal Services, MedQuest, or equivalent vendor) to systematically obtain records from all treating providers, ensuring requests are initiated promptly, tracked through completion, and delivered in a format ready for attorney review., • Maintain a master tracking log for all medical record requests, receipt dates, and outstanding items across the full caseload., • Request updated billing records, itemized bills, and medical liens as the case progresses and upon case resolution. Medical Scheduling & Care Coordination • Schedule all initial and follow-up medical appointments for clients with treating physicians, specialists, chiropractors, orthopedists, neurologists, pain management providers, and other healthcare professionals as directed., • Coordinate with lien-based and letter-of-protection medical providers to ensure clients without insurance have access to necessary treatment throughout the pendency of the case., • Monitor client compliance with treatment plans, proactively following up with clients who have missed appointments or discontinued care, and documenting all communications., • Facilitate referrals to independent medical examiners (IMEs), expert witnesses, or other evaluating providers when required for litigation purposes., • Maintain a master medical appointment calendar for all active clients, ensuring no scheduled appointments are missed and providing timely reminders to clients., • Coordinate transportation or other accommodations for clients who need assistance attending medical appointments when applicable. Litigation Management & Supervision • Oversee and actively manage the full lifecycle of complex and catastrophic personal injury and products liability cases from inception through resolution, including pre-litigation investigation, discovery, expert retention, dispositive motions, and trial preparation., • Supervise, mentor, and direct a team of paralegals, legal assistants, case managers, and support staff, delegating tasks appropriately and ensuring quality control across all assigned files., • Apply substantial working knowledge of products liability law, catastrophic injury litigation, and complex tort practice to drive case strategy, identify liability theories, and anticipate defense arguments across a high-stakes docket., • Coordinate all phases of formal discovery, including drafting and responding to interrogatories, requests for production, and requests for admission; manage document production and privilege review in coordination with supervising attorneys., • Identify, retain, and manage expert witnesses — including medical, biomechanical, engineering, accident reconstruction, and economic damages experts — ensuring timely disclosure and proper preparation in accordance with applicable rules and court orders., • Maintain and enforce firm-wide litigation calendars, court-ordered scheduling deadlines, and internal case milestones; monitor dockets across all active cases to ensure no deadlines, hearings, or filings are missed., • Assist in trial preparation, including the organization of trial binders, exhibit lists, witness preparation logistics, and coordination with local counsel or co-counsel as needed. REQUIRED QUALIFICATIONS • Bachelor's degree, • Minimum 10 years of experience in a personal injury or civil litigation law firm, with substantial demonstrated experience in products liability and/or complex, catastrophic personal injury litigation (including but not limited to traumatic brain injury, spinal cord injury, amputation, burn injury, or wrongful death matters)., • Proven track record of ordering and tracking medical records in a high-volume legal environment., • Experience scheduling medical appointments and coordinating care for personal injury clients, including lien-based treatment arrangements., • Proficiency in legal case management software; including Litify Clio, MyCase, Filevine, Needles, or similar platforms., • Strong written and verbal communication skills with the ability to communicate sensitively and effectively with injured clients., • Exceptional organizational skills with meticulous attention to detail and the ability to manage a high-volume caseload simultaneously., • Knowledge of HIPAA compliance requirements, medical authorization procedures, and healthcare provider record-request protocols., • Ability to identify and track critical litigation deadlines including statutes of limitations and notice requirements. PREFERRED QUALIFICATIONS • ABA-approved paralegal certification or equivalent professional credential., • Bilingual ability (Spanish/English) strongly preferred given client population., • Experience working with lien-based medical providers and letters of protection (LOPs)., • Familiarity with insurance defense tactics, bodily injury claims, and personal injury settlement processes., • Eperience supporting deposition preparation, discovery, and pre-trial litigation tasks. Compensation: up to $80,000 based on experience