The Department Supervisor is responsible for overseeing, auditing, mentoring, and supporting the Pre-Litigation Department to ensure all cases are handled with excellence, consistency, and in full compliance with Fiore Legal’s policies and procedures. This role serves as a strategic leader, mentor, and quality-control resource for Case Managers and Case Assistants, with a strong emphasis on case work-up accuracy, client service, software utilization, and team development.

Primary Responsibilities

Pre-Litigation Oversight & Case Auditing

• Conduct regular and comprehensive audits of all pre-litigation files to ensure:

  • Proper case work-up

  • Accurate documentation

  • Compliance with firm policies and procedures

  • High-quality client service standards

• Ensure all pre-litigation cases are properly documented and updated in Casepeer, including:

  • DEC pages completed

  • Policy limits added or properly requested

  • Medical Records and Bills documented correctly and requested as needed

  • Proactively worked up

  • Accurate case statuses and notes

• Ensure Case Managers are reviewing pending demand cases weekly, and are actively guiding Case Assistants on prioritization and next steps.

• Monitor and guide Eve AI utilization to ensure effective demand preparation and case presentation.

Monthly Reviews & Reporting

• Conduct monthly reviews of:

  • New intakes

  • Client communication reports

  • High-value cases to ensure optimal case strategy and work-up

  • Government claim cases to confirm deadlines, compliance, and completeness

Case Work-Up Quality Control

Ensure each new and active case includes:

• Initial client call completed

• Treatment plan established with first appointment noted

• Timely and consistent client communication

• Investigations completed or properly tasked

• Medical records and billing requests assigned and tracked

• Prior records requested when applicable

• Critical case information summarized and pinned at the top of the file

• Clear understanding of the best-case strategy for that specific matter

Litigation Transition & Oversight

• Review cases pending litigation to ensure no critical elements are missing prior to transfer.

• Audit litigation-bound files for:

  • Complete medical records and billing

  • Proper lien identification and documentation

  • Policy information accuracy

• Assist with reviewing complaints after drafting is completed by Celina to ensure factual accuracy, all defendants are listed, and completeness.

• Conduct monthly reviews of litigation-treating cases to ensure:

  • Clients continue receiving appropriate care

  • No gaps exist in case management

  • Ongoing treatment is properly documented

Medical Records & Liens Management

• Ensure Case Assistants obtain imaging films when requesting MRI reports.

• Confirm all liens (medical, Medicare, Medi-Cal, ERISA, etc.) are identified, requested, and properly documented in the file.

• Review medical records and MRI findings to:

  • Educate Case Managers and Assistants

  • Provide case examples

  • Strengthen issue spotting and valuation skills

Team Leadership, Training & Development

• Serve as a mentor and resource to Case Managers and Case Assistants.

• Work collaboratively with leadership to:

  • Build a structured onboarding and training program for Case Managers and Case Assistants

  • Develop continuing education materials and case-based training sessions

• Conduct team meetings to:

  • Reinforce firm policies and procedures

  • Address workflow issues

  • Share best practices and lessons learned

• Participate in performance reviews, providing feedback, coaching, and growth plans.

• Help nurture and expand the team’s skill sets to ensure consistent excellence in client care.

• Strong leadership and mentorship skills

• Exceptional attention to detail and organization

• Deep understanding of personal injury case work-up and medical documentation

• Proficiency in legal technology platforms

• Ability to teach, coach, and elevate team performance

• High emotional intelligence and client-centered mindset

At Fiore Legal, we’re more than just a personal injury law firm—we’re a team that genuinely cares about clients and each other. We work hard and maintain high standards to provide the best possible service, but we also value a supportive, balanced work environment. Our team members enjoy a culture of collaboration, where growth is encouraged and a wealth of resources is available to help you succeed. If you’re looking to make an impact, grow professionally, and enjoy your career, Fiore Legal could be the perfect fit for you.