Legal Administrative Assistant- Medical Expert Witness Practice

Job Description

Job Description

We are a private medical practice in Beverly Hills, California, with a robust physician expert‑witness practice supporting law firms complex civil litigation matters. You will provide high‑level administrative support to a physician who specializes in expert‑witness testimony, serving as the central hub for all med‑legal case activity from initial inquiry through invoicing and travel for court appearances.

For the first 2-6 weeks, this position requires in‑person work at our Beverly Hills office for training, onboarding, and close collaboration with the physician‑expert and existing staff. After successful completion of training and demonstration of the ability to work independently, there may be an opportunity for a hybrid or primarily remote schedule, depending on practice needs and performance.

Key responsibilities:

• Serve as the first point of contact for all med‑legal/expert‑witness calls and email inquiries from attorneys, case managers, and vendors; screen, route, and track inquiries.
• Manage and maintain the physician‑expert’s schedule, including meetings, IMEs, record‑review time, depositions, and court appearances.
• Manage calendars and coordinate across multiple time zones to schedule meetings, depositions, and court dates with attorneys, staff, and court personnel.
• Organize and maintain case files, evidence, exhibits, and medical records in both electronic and physical formats.
• Use practice/case‑management software to track matters; experience with Clio is strongly preferred.
• Coordinate with attorneys, paralegals, witnesses, and other experts to arrange case‑related activities and ensure all parties have the necessary information and documentation.
• Perform conflict checks for new matters using established criteria and maintain accurate logs of accepted and declined cases.
• Prepare, format, and update standard documents such as CVs, fee schedules, engagement letters, and reports for counsel.
• Arrange travel related to legal cases, including flights, hotels, and ground transportation for out‑of‑area depositions, IMEs, and court appearances.
• Ensure all itineraries, case materials, and testimony‑related documents are organized and available to the physician well in advance of travel and court dates.
• Track the physician’s time for record review, preparation, IMEs, testimony, and travel; prepare and send invoices in accordance with fee schedules and retainer agreements.
• Monitor accounts receivable for med‑legal matters, follow up on past‑due invoices, and coordinate retainer payments and replenishments with law firms.

Qualifications

• Prior experience in a law firm, litigation practice, med‑legal office, or similar environment (e.g., legal assistant, litigation secretary, case manager, or IME coordinator) is required.
• Strong proficiency in calendar and email platforms (e.g., Outlook, Google Workspace); experience with Clio or similar legal/practice‑management and billing software is strongly preferred.
• Excellent written and verbal communication skills, with a professional and confident phone manner when interacting with attorneys, staff, and court personnel.
• Ability to maintain strict confidentiality and handle sensitive medical and legal information with discretion.
• Ability to work on‑site in Beverly Hills for the first 2-6 weeks of training and onboarding, with potential for hybrid/remote work thereafter depending on performance and practice needs.

This can be a full-time or part-time role. Please state your preference and availability.