FRONT DESK JOB DESCRIPTION

  • Greet CL’s coming in & always ask for their name / to write it down so you can look their file up on FV.
  • Always ask if a team member is busy or not before transferring calls.

    • Nef will not see CL’s throughout the day unless he specifically calls them to come in. When CL’s come in & ask for him let them know he’s in a meeting & that you’ll pass a message but that their case manager can help them out.

    • When adjusters call with an offer amount always update it on FV.

    • Leave your outlook, Gmail, open on your desktop at all the time

    • First thing in the morning, check all the faxes we received after 5pm on your outlook and upload them to FV +@the case manager on every fax that comes in

    • If we received invoices, try to pay them immediately and upload them to fv at the expense folder, +@case manager and let them know the invoice has been paid

    • If for any reason you couldn’t make a payment for the invoice, make sure to note it down on fv that you couldn’t pay and let the case manager know

    • Check the Gmail every 20 minute to see it we received more records

    • Upload the records immediately and notify the case manager on fv

    • If we received records by mail, make sure to prioritize medical records, total loss documents and any documents that need response form the case manager. Notify the case manager immediately

    • Check smart request portal and chart swap 2,3 times day. Sometimes, we don’t get a notification on Gmail for every record that we receive and for every record that has been rejected.

    • Make sure to let the case manager know when records get rejected +@case manager

    • Make sure to pay the smart request portal and chart swap invoices

    • Go over the faxes, Gmail, smart request portal, chart swap.  Check every 2 hours to make sure you didn’t miss any documents throughout the day

    • Going to deposit checks / purchasing stamps or office supplies if needed

    • Sending out Starbucks birthday cards to clients

    • Sending out mail to providers / CL’s

    • Mail: Open and review a mail. If the mail is from an insurance company, court, defense counsel, or related to the case, scan  and upload it to Filevine. If it is important, please notify the attorney or case manager.

    • Settlement Check: (1) Please scan and email it to Nef and Nancy; (2) Upload the check to the trust account folder; (3) Note it in the trust account; and  (4) Deposit  it into trust bank account.

 

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LAW FIRM ACRONYMS

1P – First Party Insurance

3P – Third Party Insurance

PI – Personal Injury

Rec – Records

Med – Medical

PIP – Personal Injury Protection – it is a first party insurance coverage that a client would pay for as part of their policy that helps cover up front medical expenses.

Req. – Request

CL – Client

TL – Total Loss

PD – Property Damage

PR – Police Report

Dec Page – Declarations page (Insurance policy coverage breakdown)

LOR – Letter of Representation

LOP – Letter of Protection

ER – Emergency Room

BI – Bodily Injury

MVA – Motor Vehicle Accident

WSP – Washington State Patrol

DL – Drivers License

INV – Invoice

WLA – Wage Loss Authorization

PC – Potential Client

PT – Physical Therapy

F/P – Follow Up

TBI – Traumatic Brain Injury

SOL – Staute of Limitations

Subro – Subrogation

UIM/UM – Underinsured or Uninsured Motorist Coverage

LSVI – Low Speed Vehicle Incident

CPT Codes – Current Procedural Terminology (for medical provider serv ices)

WLA – Wage Loss Authorization

H&R – Hit and Run

EUO – Examination under oath

GAL – Guardian Ad Litum (for minors)

CS – Chart Swap

LOA – Letter of Acknowledgement

HI – Health Insurance

EOD – End of Day

EXT – Extension

Re – Regarding

VM – Voicemail

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