How many claims does your company receive from clients in a typical day? Dozens? Hundreds? It’s a lot to keep track of, especially if your insurance company runs mostly on traditional processes. In order to process claims, you require a lot of data about your client and the policy event whenever they file a claim.

Do you handle it the traditional way by communicating with clients, brokers, and adjusters back and forth over the phone, sending documents via postage or fax? It takes time and some overhead spending to deal with these outdated processes, ones that can be handled much more efficiently in a digital space. 

Document management software can make the claims process much easier and faster so you have more bandwidth to take on more client claims while still delivering the same quality of service. It does this by streamlining your document processes. You’ll be able to share and receive essential documents much faster and safer through secure file-sharing. Automated workflows can be set up to keep those documents moving throughout the claims processes so they end up exactly where they need to be with all the right signatures.

Secure File-Sharing

When you work with a client to process a claim for an incident, you’ll likely need as much information about the policy event as possible. Photographs, estimates, invoices, etc. To get these from the client or broker and into your system as fast and secure as possible, a secure file-sharing portal that’s built into the document management system allows you to send a request to the client via email. Using this, they will be able to directly upload files to your system, in the exact location you need them, all through an encrypted connection. 

Likewise, you can share documents with clients through the file-sharing feature. If there’s an important document for their eyes only that needs a signature, you can securely share it with them so they can sign it and send it back. 

This process is obviously much faster and more convenient than sharing documents via postage or fax, and it’s exceptionally more secure than using email attachments.


Different companies have different review processes for claims, depending on the type of claim and the type of insurance involved. A claim needs to be reviewed by multiple people before it’s given final approval and compensation is distributed.

Get claims processed faster with automated workflows. With document management, you can set up a series of rules that dictate what happens to a document when certain conditions are met. For example, you can set up simple claims processing workflow by sending a document through to the right people for approval. If it’s approved, it goes on to accounting for payment. If it’s rejected, it goes back to the adjuster or another party for further review. 

You can even delineate workflows using key information like the estimate amounts. Small amounts go through a simple workflow, while large amounts go through a workflow with more scrutiny and approvals required. When a document is scanned into the system, Zonal OCR uses a template to identify the text on documents and create a profile of metadata. The system uses profile information of the document to identify the amount of the estimate and set on the right path.

Do away with efficient and time-consuming manual processes. Claims processing can get done much faster thanks to automation tools, resulting in more satisfied clients. 

To see how Rubex by eFileCabinet can streamline your insurance claims process, click here to see it in action in a live demo.