About This Automation
Claims support and coordination involves receiving claim notifications, extracting data, locating documents, and routing claims to adjusters. Manual handling creates delays, data entry errors, and duplicate work across multiple systems.
Automation reads incoming claims, extracts structured data, retrieves supporting documents, and creates case records automatically. Status updates flow to clients and insurers on schedule, reducing processing time from hours to minutes.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new claim notification arrives in the inbox or is submitted via the client portal. The automation platform detects the email and extracts the sender, subject, and body.
The automation reads the email body and extracts structured data: policyholder name, claim amount, date of loss, claim type, and insurer name. It flags missing or unclear fields.
The automation downloads attachments from the email and queries cloud storage (Google Drive, OneDrive) for related documents using claim number or policyholder name as the search key.
A new case record is created with all extracted claim details, linked documents, and insurer contact information. The record is tagged by claim type and insurer.
The automation assigns the case to the appropriate adjuster based on claim type and current workload, and sends a notification with a link to the case.
An automated email is sent to the client confirming receipt of the claim, providing a reference number, and setting expectations for next steps and timeline.
Claim details and documents are sent to the insurer via email or API, formatted according to insurer requirements, with a summary of what was submitted.
A row is added to the master tracking spreadsheet with claim ID, status, dates, and next action, pulling data directly case record.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
HubSpot
Google Sheets
Slack
Adobe AcrobatWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
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