• Serve as the primary point of contact for clients throughout the intake and treatment phases of the case • Maintain frequent communication with clients regarding treatment status, property damage, case progression, and outstanding needs • Respond to client calls, voicemails, SMS messages, and emails in a timely and professional manner • Provide clients with updates, guidance, and support throughout the pre-litigation process • Maintain accurate and detailed documentation of all client communications and case activity • Monitor and follow up on client medical treatment progress and provider compliance • Coordinate with medical providers regarding appointments, treatment status, records, and billing requests • Identify treatment gaps, missed appointments, or barriers impacting case progression • Assist clients with scheduling concerns and treatment-related questions as appropriate • Communicate with insurance adjusters regarding claim status, coverage information, and property damage matters • Obtain and verify insurance information, policy limits, claim numbers, and adjuster details • Assist clients with property damage issues including repairs, total loss claims, rental coordination, diminished value claims, and loss of use concerns • Manage and prioritize an active caseload while ensuring timely progression of each matter • Identify cases eligible for escalation, attorney review, demand preparation, or transfer to the appropriate department • Monitor case milestones and proactively follow up on pending items needed for case advancement • Ensure all case documentation is accurately saved, organized, and maintained within the case management system • Review files for completeness and readiness prior to submission for demand or attorney review

• Initiating courtesy calls to clients upon case assignment • Providing detailed explanations of the reduction process • Meticulously logging phone calls, case statuses, and documents into the online document management software • Ensuring the efficient linkage of releases onto Litify • Confirming PIP benefits and validating damages with a complete provider list • Confirming balances due on medical accounts • Negotiating bills with providers • Sending out reductions promptly • Maintaining regular client contact, addressing queries every two weeks • Conducting case reviews and personal audits for productivity • Developing and monitoring weekly projection reports • Answering, screening, and routing incoming calls to the appropriate team member • Taking and relaying messages or transferring calls to voicemail when staff are unavailable • Logging phone calls and uploading documents into the online document management system • Providing clerical support to office staff, including faxing, copying, and file organization • Maintaining regular communication with clients and responding to questions • Obtaining insurance coverage information in a timely manner • Following up on medical treatment and confirming continuity of care • Requesting and obtaining medical records and billing statements from providers • Communicating with insurance companies regarding treatment status and updating adjuster information in the system

• Provide live medical scribing support during telemedicine visits • Help keep charts updated, organized, and ready for provider review • Assist with chart preparation before appointments by reviewing notes, labs, medications, and relevant patient history • Enter key clinical details into the EMR, including main concern, diagnosis context, and medication information • Support lab ordering workflows, including selecting the correct lab facility, attaching diagnosis codes, and helping ensure orders are complete • Assist with reviewing referrals, authorizations, and supporting documents before patient visits • Handle prior authorizations as part of the clinic's daily workflow • Provide Spanish-English bilingual support, including real-time translation during patient interactions when needed • Help support patient coordination and scheduling workflows • Handle an average of 40 calls per day when not actively scribing • Step in for backup phone and admin support when in-office staff need coverage • Communicate clearly with the clinic team regarding urgent updates, follow-ups, and task status • Maintain high standards for confidentiality, HIPAA compliance, and documentation accuracy

• Provide day-to-day executive support to the CEO • Support inbox, calendar, meeting scheduling, and reminders in coordination with the AI setup • Draft and organize emails, communications, and documentation • Track follow-ups and action items from meetings and events to completion • Proactively communicate progress, roadblocks, and priority changes without waiting to be asked • Design professional, brand-consistent marketing assets in Canva to a publishable standard: social graphics, event promotions, flyers, presentations, and digital collateral • Own the social media content calendar across all platforms: plan it, build a repeatable system for capturing input from the team, and keep it running without needing to be chased • Develop and execute marketing campaigns for programs, events, and intakes, from concept through to scheduled posts to reporting on metrics • Write clear, engaging marketing copy that matches the organization's voice across Facebook, LinkedIn, Instagram, and newsletters • Track, measure, and report on content performance and campaign outcomes, and use the results to improve the next cycle • Assist with website updates and content coordination in Wix • Support project tracking and operational workflows • Maintain organized documentation, folders, and digital systems • Assist with internal coordination across multiple programs and initiatives • Help ensure operational tasks are completed on schedule • Manage competing priorities while maintaining clear communication with stakeholders • Maintain and organise project management systems (Asana) • Set up, run, and improve AI-assisted workflows for drafting, summarizing, research, scheduling, and reporting • Identify where AI can remove repetitive work and propose practical improvements to how the organization uses it • Help maintain CRM, data records, and operational databases • Support process improvement and documentation of workflows • Identify opportunities to improve efficiency and streamline administrative processes • Communicate professionally and warmly with clients, partners, government stakeholders, parents, community members, and vendors • Manage enquiries by email promptly, never letting messages go cold or sit in drafts • Coordinate meetings and introductions on the CEO's behalf and represent the organization well in writing • Maintain proactive communication with leadership regarding priorities, deadlines, and project status