Legal Assistant / Administrative Specialist I

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Legal Assistant / Administrative Specialist I
Duties: Responsible for assisting several attorneys in the Office with all aspects of defending medical malpractice and other litigation arising out of the University Health Science Center's operations, and also assists the attorneys in other legal work for the University. Drafts routine correspondence, standard form pleadings, discovery requests/responses, motions, memoranda of law, court exhibits, settlement documents, orders, and other litigation documents effectively and efficiently for attorney review and approval. Prepares documents according to instructions, in accordance with court rules, and with proper citations; Carefully proofreads documents and ensures that they are free of typographical errors. Collects, compiles, copies, and indexes documents and records effectively and efficiently; manages litigation documents effectively and efficiently. Includes preparing and sending authorization for release of medical information to Claimants' counsel, and forwarding signed releases to treating hospitals and facilities to obtain medical records. Accurately and thoroughly summarizes documents, records, and/or depositions. Timely and properly profiles and saves documents in NetDocs. Sorts and distributes incoming matters in a timely manner, bringing any high priority matters to the attorney’s attention; properly addresses, copies, and sends outgoing correspondence and enclosures. Accurately maintains calendar, including (if applicable) noting all court appearances, depositions, and litigation deadlines; monitors deadlines effectively. Opens files and keeps filing current; keeps pleading indexes up-to-date, and closes litigation files timely and properly. Oversees process for responding to and maintaining records of credentialing requests for residents. This task involves verification dates of employment with Graduate Medical Education (GME), maintaining and searching a database for residents' involvement in past claims, and preparation of letters.
Reviews pre-suit notices, determines the status of residents involved in new Circuit Court and Tennessee Claims Commission (TCC) claims and sends correspondence to residents to notify them of the pending claim and expected legal proceedings. Arranges depositions, meetings, reserves appropriate meeting room, and informs parties of date, time, location, and purpose of meeting; prepares necessary materials. Arranges for court reporters when required. Communicates with residents (and former residents) and other attorneys involved claims against the State to arrange depositions, including forwarding medical records for review before deposition, and scheduling pre-deposition meetings for University attorneys to prepare residents for deposition. Answers telephones promptly and courteously; takes accurate and complete messages and delivers them promptly; handles difficult callers calmly; and professionally screen calls/visitors effectively in accordance with attorneys' requests. Makes travel arrangements in accordance with University policy; timely and properly handles travel reimbursements. Cross-trained to process invoices for payment according to University Fiscal Policy and Department guidelines.

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