REPORTS TO
Head of Personal Injury & Human Resources
ROLE SUMMARY
At BrainStim, we combine advanced non-invasive neuromodulation with ethical, patient-centered care. BrainStim Centers is seeking a Personal Injury Case Operations Manager to support personal injury matters from the medical side of the organization, with a focus on case evaluation, intake review, and continuous assessment of case health, alongside hands-on operational involvement throughout the patient and case lifecycle.
This position is predominantly remote and must be California-based.
PRIMARY RESPONSIBILITY: CASE EVALUATION & INTAKE REVIEW
· Review prospective personal injury cases for appropriateness, case viability, and overall fit
· Identify risk indicators that may impact treatment progression, documentation, billing, or professional relationships
· Prioritize cases and follow-up actions based on urgency, complexity, and risk profile
· Communicate intake outcomes and next steps clearly with internal teams and referring law firm staff
· Maintain accountability for decisions and downstream case flow
CASE OPERATIONS & PROCESS MANAGEMENT
· Maintain hands-on involvement in the operational flow of PI patient treatment
· Monitor case progression from intake through treatment completion
· Schedule patients and coordinate care with clinical teams and case managers
· Track documentation, authorization status, and treatment adherence
· Identify gaps, delays, or breakdowns in process and take appropriate corrective action
· Provide consistent reporting on case status and operational metrics to management
COMMUNICATION & COORDINATION
· Serve as a primary point of contact for case-related communication with law firm staff
· Maintain warm, professional, and time-sensitive communication with patients, case managers, and internal teams
· Navigate difficult or high-pressure conversations with composure and clarity
· Explain medical and process-related concepts clearly to non-clinical stakeholders
· De-escalate tense situations while maintaining clear expectations and follow-through
DOCUMENTATION, BILLING & LEGAL PROCESS SUPPORT
· Support subpoena, records, and documentation processes related to PI cases
· Create invoices and collaborate with internal teams on billing workflows
· Ensure records are accurate, complete, and aligned with case requirements
· Maintain organized, compliant documentation throughout the case lifecycle
REPORTING & OPERATIONAL INSIGHT
· Monitor trends in case health, documentation quality, and workflow performance
· Advise management on operational gaps and optimization opportunities
· Support implementation of new processes or operational initiatives as needed
SCOPE & ROLE PARAMETERS
· Functions within established clinical, legal, and operational standards
· Exercises evaluative judgment related to case readiness and risk indicators
· Does not provide legal advice or clinical care
· Does not supervise staff
REQUIRED QUALIFICATIONS
· 5–7+ years of experience in personal injury operations, medical-legal coordination, or legal operations
· Demonstrated experience managing complex, multi-step case processes
· Strong understanding of PI workflows and law firm coordination
· Strong analytical skills with measured, consistent attention to detail
· Excellent written and verbal communication skills
· Ability to manage time-sensitive priorities and competing demands
· Proficiency with technology and software, including Excel
· Aptitude for understanding medical, neurological, and psychiatric terminology
· Self-directed, reliable, and receptive to direction
EDUCATION
· Bachelor’s degree required (Healthcare, legal studies, science, communications, or related fields preferred)
WORK ENVIRONMENT
· Predominantly remote
· Occasional in-office meetings or training in California
· Prolonged computer and desk work