Personal-injury firms are among the heaviest users of virtual legal assistants, because so much PI work is repeatable: chasing medical records, tracking treatment, assembling demand packages and keeping clients informed. This guide sets out a PI assistant's workflow and what it costs.
The PI case lifecycle and where an assistant fits
| Stage | Assistant tasks | Attorney/paralegal decides |
|---|---|---|
| Intake | Screening calls, conflict-check names, booking, document checklist, engagement-letter chasing | Case acceptance |
| Treatment | Treatment log, monthly client check-ins, provider list, mileage and out-of-pocket logs | Treatment-related advice (none from the assistant) |
| Records and bills | HIPAA authorisations, records and bills requests, follow-up at set intervals, organising what arrives | Which records are needed |
| Demand | Assembling the medical chronology and bills summary from templates; compiling exhibits | Valuation and the demand letter's substance |
| Negotiation | Logging offers and correspondence; client update calls with the attorney's script | Strategy and settlement advice |
| Settlement | Lien and balance letters from templates; disbursement paperwork prep | Lien negotiation, final numbers |
The records-request loop
This one task justifies many PI hires. A simple, reliable loop: 1. Request goes out the day the authorisation is signed. 2. Log the date, provider and method. 3. Follow up at day 14 and day 28; escalate at day 35. 4. Record receipt, check completeness against the treatment log, file to the matter. 5. Weekly report: outstanding requests by age.
Client updates
PI clients call most during long treatment periods. A monthly proactive check-in ("Nothing new on our side, which is normal while you're treating. Any new providers or bills?") cuts inbound status calls and catches new treatment early.
Who to hire through, and the cost
Published prices on 11 November 2026, full-time (40 hours a week):
| Provider | Role | Monthly |
|---|---|---|
| HireParalegals | Legal assistant, entry–senior | $1,387–$2,773 ($8–$16/hour) |
| Virtual Legal Assistants | Legal assistant | from $1,387 ($8/hour) |
| Legal Soft | Legal assistant | $1,733 ($10/hour, full-time) |
| VirtualStaffing.com | Legal assistant / Document collector / Demand writer | $2,227 / $2,227 / $2,997 |
| Get Staffed Up | Legal assistant | $2,545 (+$200 English/Spanish) |
VirtualStaffing.com is the only provider we found with PI-specific roles priced separately (Document Collector, Demand Writer, Lien Negotiator). HireParalegals highlights personal-injury firms among its clients and recruits mostly bilingual candidates, which matters given how many PI clients prefer Spanish.
Part-time to start?
A solo or two-attorney PI firm can start with 20 hours a week (about $693/month at $8/hour at HireParalegals or Virtual Legal Assistants), handing over the records loop and client check-ins first, then expand.
Boundaries
An assistant must never advise a client on treatment, value a case, discuss settlement numbers on their own, or contact a represented opposing party. Write these into the role description and the scripts. This is general information, not legal advice.
Our top picks
- HireParalegals — From $8/hour
- Virtual Legal Assistants — From $8/hour
- VirtualStaffing.com — From $2,227/month