Position Summary

We are hiring a full-time Client Services Coordinator to work on-site at our Douglasville office, supporting two core functions of the firm: new client intake and client medical treatment coordination. This position exists to expand the firm’s client-service capacity as our caseload grows. The Client Services Coordinator reports to the Managing Partner and works under the direct supervision of the firm’s attorneys.

This is a client-facing, non-attorney role. It is a good fit for someone who is organized, persistent, and genuinely warm with people — clients are often walking through the door on the worst week of their lives, and the first person they meet matters. You will greet and sit with clients in person, handle document signings, and work shoulder to shoulder with the attorneys and paralegals every day.

Key Responsibilities

Client Intake

• Promptly answer, return, and document inbound calls, web inquiries, and referral leads.

• Run a conflicts check before any substantive discussion of a potential matter.

• Complete the firm’s intake questionnaire and open the prospective matter in CasePeer with complete, accurate data.

• Schedule attorney consultations and prepare a concise written summary of each intake for attorney review.

• Greet and receive prospective clients at the office, conduct in-person intake meetings, and make people comfortable while they wait.

• Witness and, where commissioned, notarize client signatures on engagement agreements, authorizations, and affidavits.

• Send, track, and follow up on engagement agreements and initial client paperwork.

• Maintain a disciplined follow-up cadence on leads that have not yet signed.

• Escalate every case-acceptance decision to a supervising attorney. This role does not evaluate cases, quote case values, discuss fees beyond the firm’s standard written terms, or accept representation.

Medical Treatment Coordination

• Identify appropriate treating providers for clients based on injury type, geography, and insurance posture, and schedule initial appointments.

• Prepare and transmit letters of protection and confirm provider acceptance.

• Monitor client treatment compliance, identify and document gaps in treatment, and follow up with clients who are falling out of care.

• Request, track, and follow up on medical records and itemized billing from providers.

• Obtain and maintain current HIPAA authorizations and other releases.

• Keep clients informed of upcoming appointments and next steps in their treatment.

• Build and maintain in-person working relationships with local treating providers, imaging centers, and their intake staff.

General

• Maintain all case activity, deadlines, and tasks in CasePeer in real time.

• Log every client and provider communication contemporaneously.

• Process incoming mail, scan and index documents to the correct matter, and prepare outgoing mail and packages.

• Provide backup coverage for the front desk and general office needs as the firm requires.

• Maintain strict confidentiality of all client and firm information, in and out of the office.

Required Qualifications

• Two or more years of experience supporting a plaintiff-side personal injury practice, or closely comparable experience in medical scheduling, medical billing, or healthcare records.

• Direct experience with letters of protection, medical records and billing requests, and HIPAA authorizations.

• Excellent spoken and written English and a professional, empathetic manner with clients in distress.

• Demonstrated ability to manage a high-volume follow-up list without supervision.

• Comfort with case management software; experience with CasePeer strongly preferred.

• Reliable transportation and the ability to work on site at the Douglasville office during regular business hours.

Preferred Qualifications

• Familiarity with Georgia personal injury practice and the metro Atlanta provider community.

• Current Georgia notary public commission, or willingness to obtain one at the firm’s expense within sixty days of hire.

• Bilingual English/Spanish.

Work Environment and Physical Requirements

• On-site at 12531 Veterans Memorial Highway, Douglasville, Georgia, Monday through Friday during regular business hours.

• Professional office attire and demeanor; this role represents the firm to every client who walks in.

• Regular use of a computer and telephone.

• Willingness to complete a background check and to sign the firm’s confidentiality agreement as a condition of employment.

About the Firm

The Embry Law Firm, LLC is a plaintiff-side civil litigation firm based in Douglasville, Georgia, representing injured people and their families throughout Georgia and Alabama. Our practice includes motor vehicle and commercial trucking collisions, premises liability, and wrongful death. We are a small, trial-focused firm, which means every member of our team has real ownership over the work and direct access to the attorneys.

Ready to take the next step in your legal career? Contact us today!

What We Offer:

• Competitive salary based on experience.

• Health, dental, and vision insurance.

• Paid time off (PTO) and holidays.

• Opportunities for professional development and growth.

• A supportive and positive work environment.