Medical Index jobs

About Our Firm

We are a fast-paced U.S.-based law firm dedicated to providing our clients with exceptional legal representation and compassionate service. We operate in a modern, cloud-based Mac environment.

We are looking for a reliable, highly articulate, and detail-oriented Virtual Legal Intake Specialist to handle our incoming phone lines and administrative tasks during our afternoon peak hours. This is a permanent, long-term part-time position designed for an independent professional who thrives in a structured, high-accountability environment.

Shift Schedule

• Days: Monday through Friday (fixed schedule)
• U.S. Time: 1:00 PM to 5:00 PM Pacific Time
• Your Local Time (Manila): 4:00 AM to 8:00 AM during U.S. Daylight Saving Time / 5:00 AM to 9:00 AM during U.S. Standard Time
• Hours: 20 hours per week

Perfect for early risers who want to avoid exhausting overnight graveyard shifts!

Base Pay & Performance Milestones

• Base Rate: $5.00 - $6.00 USD per hour, depending on qualifications and experience.

Attendance, Holidays, & Paid Leave Policy

• U.S. Holidays (Unpaid): The position is off (unpaid) on the six major U.S. federal holidays when our physical office is closed: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas. Local Philippine holidays are considered regular operational workdays.
• Sick Leave Accrual: Following a successful 90-day probationary period, you will accrue one paid sick day (four hours of leave at $6.00 per hour) for every two months of continuous service, capped at five days (20 hours) per calendar year.

Core Responsibilities (Intake & Administrative Support)

End-to-End Legal Intake & Phone Handling

• Live Phone Handling & Lead Screening (Google Voice): Warmly and professionally answer inbound calls and text messages via Google Voice in your web browser. Use our guided intake script to gather accurate details about potential cases, including dates, facts, contact information, and opposing party names, while demonstrating empathy and active listening.
• Lead Scheduling & Calendar Management: Schedule qualified leads for consultations on our attorneys' calendars. Ensure time zones are calculated accurately and confirmation invitations are sent.
• Consultation Payment Processing: Safely and accurately process consultation fees over the phone using our legal payment gateway before confirming appointments.
• Digital Form Distribution & E-Signature Tracking: Email intake forms, medical release authorizations, and retainer or fee agreements to prospective clients through electronic signature platforms. Follow up on unsigned agreements before the end of the shift.

Legal Administration, Drafting, & File Management

During periods with fewer incoming calls:

• Legal Software Management (Bill4Time): Enter client information, call notes, case details, and financial transactions into Bill4Time. Accurately log administrative tasks using the firm's internal timer system.
• Legal Document Drafting: Use the firm's established templates to prepare routine legal documents, including client welcome packages, fee agreements, representation letters, declination letters (Notices of Non-Engagement), and standard records requests.
• Records Tracking & Requests: Draft, send, and follow up on requests for external documentation, such as medical records, police accident reports, billing statements, and insurance verification files.
• Inbox & Email Management: Monitor the firm's general intake inbox, screen incoming emails, flag urgent messages for the legal team, filter spam, and respond to basic scheduling or status inquiries using approved templates.
• Digital File Management & Organization: Maintain organized electronic client folders. Rename uploaded PDFs and photos according to the firm's file-naming conventions and properly index documents in the cloud filing system.

Technical & Professional Requirements

• Flawless Verbal English: Exceptional spoken English with a clear, neutral, and highly professional telephone presence.
• Software & OS Familiarity: Strong working knowledge of Google Workspace, including Google Voice, Gmail, and Google Docs. Prior hands-on experience with Bill4Time is a significant advantage. Must be comfortable working with a team that operates entirely within a Mac ecosystem.
• Strict Attention to Detail: Ability to enter information accurately, avoid typographical errors and omissions, and follow every required procedure consistently.
• Reliable Home Office Setup:
• A macOS device, as the office runs on an Apple Ecosystem.
• Reliable, hardwired internet connection with a minimum speed of 25 Mbps download and 10 Mbps upload.
• A designated, quiet home office completely free from background noise, including traffic, roosters, and household noise.
• A high-quality USB headset with noise-canceling capabilities.

How to Apply (Read Carefully)

To help us assess your communication skills, technical readiness, and attention to detail, applications must include all four of the following items:

• Updated Resume/CV highlighting relevant administrative, legal support, and customer service experience.
• Screenshot of your latest internet speed test showing download and upload speeds.
• Updated NBI Clearance.
• A 1-to-2-minute Vocaroo audio recording introducing yourself, highlighting your experience with legal software and phone handling, and explaining why you are a great fit for this 20-hour-per-week role.

Pay: Php300.00 - Php360.00 per hour

Expected hours: 20.0 per week

Application Question(s):

• Please paste your Vocaroo recording link here:
• Do you have an Apple device? (Required) If not, are you willing to obtain one?

Experience:

• Customer service: 1 year (Preferred)
• Legal administrative: 1 year (Preferred)

Work Location: Remote