Paralegal or Case Manager? Understanding the Right Role for Your Law Firm

As your firm grows, it’s common to face the case manager vs. paralegal question. Both roles are essential to keeping cases organized and clients informed, but they serve very different functions. Understanding those differences can help you make smarter hiring decisions and build a more efficient team.

So what’s the difference between case managers and paralegals—and which one does your firm need? In this post, we’ll break down the core responsibilities of paralegals and case managers, highlight the key differences between the two roles, and help you determine which position (if not both) is best suited to your firm’s needs. Whether you’re handling a high volume of client communications or navigating complex litigation, understanding these roles will help you build a more efficient, better-aligned legal team.

Understanding the roles of case managers and paralegals

Let’s start by breaking down the definitions and primary responsibilities for both case managers and paralegals.

Case managers

Case managers handle the administrative and logistical aspects of a litigation case, and are common in high-volume areas of law involving lots of client contact, like personal injury and family law. They typically serve as a point of communication with the client, medical providers, and insurance companies. Some typical case manager tasks include:

• Interviewing the client to gather information about their case (sometimes as part of initial client intake)
• Obtaining client information held by third parties, including medical records, employment records, and health insurance information
• Scheduling and coordinating client meetings
• Arranging for medical liens for the client’s healthcare providers
• Keeping the client updated on case status
• Assisting lawyers with settlement efforts, including helping to draft settlement demands and negotiating with insurance companies

A case manager typically doesn’t have legal training. Common backgrounds for case managers include social work, customer service, administration, and healthcare.

Paralegals

A paralegal can perform specific legal tasks under the direction and guidance of a lawyer, and are particularly common in litigation practice areas. This role requires extensive knowledge of legal procedures and court systems.

Some common paralegal responsibilities include:

• Drafting legal documents, including complaints and motions
• Scheduling legal proceedings, such as depositions and hearings
• Tracking legal deadlines
• Drafting written discovery responses and discovery put forward to the opposing party
• Preparing clients and witnesses for depositions
• Locating and interviewing witnesses
• Assisting with trial preparation, including trial exhibits
• Gathering key information from clients and expert witnesses
• Conducting legal research, under a lawyer’s guidance

Although paralegals are not officially regulated in any state besides California, they typically have some level of legal education. Paralegals often complete certification programs or hold college degrees in paralegal studies. 

Case manager vs. paralegal: Key differences

The comparison table below highlights some key distinctions between case managers and paralegals.

When do law firms need both a case manager and a paralegal?

In many firms, especially those handling complex or high-volume caseloads, a case manager and a paralegal aren’t mutually exclusive—they’re a powerful legal support staff team. These roles complement each other by covering different, equally essential parts of the legal workflow.

For busy litigation firms, the paralegal can assist lawyers with activities directly related to court proceedings—court filings, legal processes such as discovery, and even legal research. Meanwhile, the case manager can handle workflow, logistics, and dealing with third parties like medical providers and insurance companies.

A law firm is likely to need both roles because their training and duties differ. Most case managers don’t have the legal qualifications or know-how to deal with court filings or legal proceedings, as a paralegal would. On the other hand, paralegals may not have the skills or bandwidth to handle all the administrative and logistical duties of a case manager.

Which role is right for your firm’s needs?

Ultimately, a firm’s decision to bring on a paralegal vs. a case manager will come down to their specific needs (including practice area, caseload, team size, and budget). 

For example, suppose you’re a solo personal injury lawyer drowning in client communications and medical records. In this case, a case manager might bring more immediate relief than a paralegal. 

On the other hand, perhaps you have a small firm where the lawyers can handle the logistics and workflow of their own cases, yet are overwhelmed with court filings. In this case, a paralegal might be a better fit.

How Clio supports both roles

Clio’s suite of tools supports the day-to-day responsibilities of both case managers and paralegals—helping your entire team work more efficiently.

Paralegals can rely on Clio Manage for robust case management features, including customizable document templates, task tracking, and legal calendar tools that integrate with court rules to keep deadlines on track.

Case managers, on the other hand, benefit from Clio Grow’s client intake tools. These features help streamline the onboarding process with online intake forms, lead tracking, and communication logs that make it easy to keep prospective clients moving through the pipeline.

Both roles can also collaborate with firm clients through Clio for Clients, a secure client portal that simplifies communication. Case managers can use it to schedule meetings and share updates, while paralegals can send documents for review or signature—without the need for back-and-forth emails.

Compliance and ethical boundaries

Remember: while paralegals and case managers play vital roles in law firms, they are subject to different rules and ethical boundaries than lawyers. Namely, paralegals and case managers must generally work under the supervision of lawyers and, in most jurisdictions, are not allowed to perform many tasks performed by lawyers (like providing legal advice or appearing in court). 

Similarly, case managers may not be able to perform duties typically performed by paralegals, like conducting legal research. 

Not sure whether a paralegal or case manager is allowed to perform certain tasks in your law firm? Check in with your governing bar association for further guidance. 

Final thoughts on paralegals vs. case managers

The paralegal vs. case manager question could be difficult for your firm to tackle, but these guidelines can help. Begin with a solid understanding of these two roles and their main responsibilities, then compare to the needs of your practice. No matter what your firm’s situation, the right legal professional in one of these positions can improve team performance, client service, and firm efficiency.

Remember the ethical and compliance considerations for both case managers and paralegals. When you also make use of legal technology that enhances performance for both of these roles, you will be on your way to an even more thriving practice.