Litigation Coordinator

SUMMARY 
The Litigation Coordinator is responsible for the daily organization and scheduling of all legal services. This position handles all incoming phone calls and emails, responds timely to all trial and subpoena requests and maintains the scheduling calendar and database of all panel physicians. This position demonstrates a high degree of customer service and ensures best practices are carried out in order to deliver superior services and achieve organizational effectiveness and efficiency.

ESSENTIAL JOB FUNCTIONS 
•    Schedule and coordinate all legal services including, but not limited to, trials, conferences, videos and depositions.  Ensure all scheduling practices are managed with a high level of consideration for the client and physician availability. 
•    Answer multiple phone lines in a professional and courteous manner and respond to all inquiries promptly.  
•    Provide written confirmation via email, fax or regular mail of all scheduled services, including but not limited to, trial dates and times, fees, cancellation policies and/or any other pertinent information required to ensure all scheduled services are managed effectively.
•    Manage the calendar of all scheduled services and performs follow up one to two days prior to each scheduled service with all parties involved. 
•    Receive and respond to all trial letters and enter all required information into the system database. All responses must be answered immediately or as soon as physician availability is confirmed. 
•    Receive and respond to all subpoenas by the required deadline. 
•    Communicate with physicians as needed to confirm availability and/or any scheduling changes that would impact legal services. Maintain and update the calendar and database accordingly.
•    Perform various clerical duties such as typing, filing, emailing, and proofreading as required.
•    Ensure all practices are carried out in accordance with HIPAA compliance practices and all state and federal safety standards and legal regulations. 
•    Promote effective and efficient utilization of all company supplies and resources.
•    Perform other duties as assigned by management.

PHYSICAL DEMANDS  
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position generally consists of:
•    Ability to work at a desk or similar office-type furnishings up to 8 hours a day or longer as required by business needs.
•    Ability to operate a computer up to 4 hours at a time.
•    Ability to travel to different floors of the office or other locations.
•    Ability to move throughout the office. 
•    Occasionally lifting and/or carrying up to 20 lbs.
•    Occasionally pushing/pulling up to 20 lbs.
•    Occasionally subject to bending, squatting or twisting.

WORK ENVIRONMENT 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•    Extended hours are occasionally required beyond the regular eight (8) hour work day.
•    The noise level in the work environment is usually moderate. 

MINIMUM REQUIRED QUALIFICATIONS

Education and/or Experience  
High school diploma or equivalent required. A minimum of two years related experience; or equivalent combination of training and experience. Experience in a medical office preferred. 

Certificates, Licenses, Registrations  
No specific requirements.

ESSENTIAL COMPETENCIES   

QUALIFICATIONS  
•    Must possess knowledge of general computer, fax, copier, scanner, and telephone.
•    Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, PowerPoint and the Internet.
•    Must be a qualified typist with a minimum of 45 W.P.M
•    Ability to follow instructions and respond to managements’ directions accurately and efficiently.
•    Must demonstrate accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
•    Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed.
•    Must be able to work independently with minimal supervision, prioritize work activities and use time efficiently.
•    Must be able to maintain confidentiality.
•    Must be able to demonstrate and promote a positive team -oriented environment.
•    Must be able to stay focused and concentrate under normal or heavy distractions.
•    Must be able to work well under pressure and or stressful conditions.
•    Must possess the ability to manage and direct change, delays, or unexpected events appropriately.
•    Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time.

LANGUAGE/COMMUNICATION SKILLS 
•    Ability to read, analyze and interpret common to complex correspondence, memos and legal documents.  
•    Ability to write clearly and informatively to all required audiences and edit own work for appropriate spelling and grammar.
•    Ability to respond appropriately and professionally to all inquiries or complaints from customers, upper management, regulatory agencies, and/or members of the business community.  
•    Ability to effectively present information one-on-one, in small groups, and/or to visitors or clients of the company.
 

DISCLAIMER

This Job Description is not an exhaustive list of all functions employees may be required to perform in the described role, and additional functions may be required. This Job Description is applicable to the above position with ExamWorks and/or any of its affiliates (collectively referred to as “ExamWorks”). ExamWorks reserves the right to revise this Job Description at any time with or without notice to employees. Employment with ExamWorks is at-will, and nothing in this Job Description changes that at-will status. Employees must be able to perform the essential functions of this position satisfactorily. If requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of this position, unless such accommodations would cause an undue hardship to ExamWorks.