As an independent claims adjuster, your role is essential in the insurance industry, ensuring that claims are handled efficiently, accurately, and with care. However, the nature of the job—managing multiple claims, traveling to various locations, and dealing with high-pressure situations—can sometimes make it difficult to maintain peak productivity. To succeed in this fast-paced environment, it’s imperative to optimize your workflow and time management.
At Primeco Claims Group, we’ve seen firsthand how productive adjusters can significantly impact the claims process. We share some practical tips to help independent claims adjusters improve their productivity.
1. Embrace the Foundations
The first and most important advice we can give is to master the foundations. So many new adjusters want to learn the basics and then rush off to highly specialized and technical concepts. You will be far more useful, if you know the claims process, policy
standards, and construction principles forwards and backwards. Spend time mastering these fundamentals.
Key Concepts to Consider:
· Know the Claims Process: Learn the claims process from beginning to end. Know exactly where you fit into the steps and what your purpose is within it.
· Learn about Policies: An adjuster should be able to identify the type of policy based on the coverages. They need to be extremely familiar with the different parts of the policy and the common language underwriters use. Don’t forget to check for exclusions!
· Understand Basic Construction Principles: Understanding basic construction principles will greatly aid in the time you spend inspecting and estimating. Too many times adjusters write for replacement when it could have been a basic repair, costing the insurance company more than is required in the policy.
By becoming proficient in these concepts and practicing them in your daily workflow, you can minimize time-consuming processes and spend more time on high-priority tasks like correctly assessing damages and writing reports that desk adjusters look forward to reading.
2. Master Time Management
One of the biggest challenges independent adjusters face is balancing multiple claims and meeting deadlines. Effective time management is the KEY to optimizing your productivity.
Time Management Tips:
· Prioritize Tasks: Start each day by listing your top-priority claims or tasks that need immediate attention. Focus on these tasks first to ensure the most critical work is completed.
· Create a Schedule: Block out time for specific tasks, such as travel, inspections, and documentation. Sticking to a daily schedule helps ensure that no aspect of your workload is neglected.
· Use Time-Tracking Tools: Apps like Toggl or RescueTime can help you track how long you spend on different tasks, allowing you to identify areas where you can be more efficient.
Being deliberate with how you spend your time will help you handle a higher volume of claims without sacrificing the quality of your work.
3. Stay Organized with Documentation
As an independent adjuster, clear and organized documentation is vital. If you’ve ever been in the Primeco office then you’ve heard our CEO, Denise Whitman say, “Document, Document, Document!”. Whether it’s photos, estimates, or notes from
inspections, managing your documentation effectively will save you time and reduce stress when preparing reports or communicating with insurance companies.
Tips for Staying Organized:
· Standardize Your Filing System: Use consistent naming conventions and folders for each claim. This makes it easier to find files and documents when you need them. Always take note of the naming convention required by the IA firm or carrier you are representing.
· Go Paperless: Digital files are easier to organize, store, and access than paper documents. Ensure all your documents are scanned and saved in the cloud or your claims management software.
· Regularly Back-Up Files: Use cloud-based storage systems like Google Drive, Dropbox, or OneDrive to back up all important documents. This not only keeps your files secure but also ensures you can access them from any location.
A well-organized documentation process will save you valuable time and ensure you’re prepared for any follow-up questions from the desk adjuster or the insureds.
4. Maximize On-Site Efficiency
Maximizing your time during inspections can improve your productivity and help you complete more claims in less time.
How to Maximize On-Site Efficiency:
· Prepare in Advance: Before heading to the site, review the details of the claim and create a checklist of items to inspect. This ensures you don’t miss anything and can make the most of your time on-site.
· Take Clear, Detailed Photos: Document the damage thoroughly with multiple angles and close-ups. Clear images save time later when you’re reviewing the claim, as you won’t need to return for additional photos. Primeco’s President, Mitch Whitman teaches in his Documentation’s Class the process of taking photos in the same order at every inspection – and to always take photos of the roof, whether you think you need it or not.
· Use Voice-to-Text: Many smartphones offer voice-to-text capabilities. Use this feature to take notes while on-site, allowing you to capture more information quickly.
By being prepared and working efficiently on-site, you can reduce the time spent on rework or follow-up visits, allowing you to complete more claims in less time.
5. Communicate Clearly and Proactively
Strong communication is essential for productivity. Whether you’re communicating directly with the carrier, the IA firm that sent you, or the insured (and their representatives) keeping everyone informed can reduce delays and ensure claims are processed smoothly.
Communication Best Practices:
· Set Clear Expectations: When you begin working on a claim, communicate timelines, next steps, and any additional information needed from the policyholder or insurer. Setting expectations upfront helps prevent unnecessary back-and-forth.
· Respond Promptly: Make it a habit to respond to emails and calls in a timely manner. Quick responses help move the claims process along faster and demonstrate to all parties that you’re on top of tasks.
· Use Templates: Create email templates for routine communication, such as status updates or request forms. This allows you to respond more efficiently without sacrificing professionalism.
Effective communication will help keep claims moving forward and build stronger relationships with the insurance companies you work with.
6. Continuously Improve Your Skills
The insurance industry is constantly evolving, and as an independent adjuster, keeping up with new trends and technologies is key to maintaining a competitive edge.
Tips for Continuous Improvement:
· Attend Training and Certification Programs: Whether it’s learning how to use the latest claims software, earning an AIC, or simply maintaining knowledge on the latest restoration and repair concepts, continued education will help you stay relevant in the field.
· Stay Informed: Read industry blogs, attend webinars, and stay connected with professional organizations to keep up to date on best practices and industry changes.
· Seek Feedback: Ask insurers or colleagues for feedback on your performance. Understanding where you can improve will help you refine your processes and become more productive. Accept feedback willingly and humbly, no matter how critical.
By investing in your professional growth, you’ll enhance your skills, stay ahead of industry changes, and become a more efficient adjuster.
Productivity as an independent claims adjuster is more than just working harder—it’s about working smarter. By embracing the foundations of claims and construction, mastering time management, staying organized, and continually improving your skills, you can optimize your workflow and provide excellent service to the insurance companies you work with.
Primeco Claims Group values the role that independent adjusters play in ensuring accurate and timely claims handling. By following these tips, you will not only boost your productivity but also contribute to the success of the claims process and the satisfaction of both insurers and policyholders.
