It's common for adjusters to spend several hours creating, quality checking, and approving a single notice. Multiply that time investment across 10-12 notices per adjuster per week, and the inefficiencies add up quickly.
If the time commitment wasn't impactful enough, there's also the risk of human error. As adjusters find themselves stuck in a perpetual cycle of manual data transfers and fragmented review processes, the chances of using the wrong policy language or formatting increase exponentially.
Fortunately, AI-powered solutions (like Kyber) are poised to break this cycle by automating these bandwidth-draining tasks. In this article, we'll break down the shortcomings of manual notice drafting and how the aforementioned solutions can maximize the efficiency of your claims teams.
Why Manual Notice Drafting is Slowing Your Claims Teams Down
Today's claims process is manual and fragmented, with each claim passing through multiple steps and people before reaching the policyholder. When you break down each step involved, it becomes clear how the process results in delayed communications and costly errors.
The typical notice drafting process involves:
- Drafting
- Review claim facts and determine notice requirements
- Search for the right template (or manually piece one together)
- Analyze policy documents to extract the correct language
- Fill in policyholder and claim details
- Attach supporting documents and format the notice for readability
- Review & Approval
- No structured approval workflow, leading to unnecessary churn
- Multiple reviews across teams, adding delays and complexity
- No clear audit trail — tracking edits and approvals is time-consuming
- Final approval can take days, further slowing down claims resolution
Let's break down why these steps are slowing your claims teams down.
Even Templated Notices Can Take Hours to Create
With hundreds of templates to sift through, adjusters often expend valuable time simply selecting the right one, let alone modifying it for a specific case.
Take Harbor Claims, a leading Florida-based third-party administrator, as an example. Its team relied on a rich library of 185+ templates when drafting notices for policyholders. The problem? Even locating the right template became far too time-consuming for its claims team. And finding the right template was just the first of many complicated and time-consuming steps.
Bonus read: Learn how Harbor Claims cut time spent drafting claim notices by 50% with Kyber
Usually, each template has multiple versions, and keeping teams up to date with the most up-to-date versions is difficult to enforce and manage. That's because templates are often scattered across shared drives, emails, and local folders. Adjusters may unknowingly use outdated templates, leading to inconsistencies, compliance risks, and delays in claims processing.
Templates also do little to eliminate looming compliance risks. While basic communication details (such as the purpose of the letter) can be standardized without fail, variable policy language remains susceptible to human error. After all, adjusters have to read hundreds of pages of policy language and select the exact right clauses that match the unique exact circumstance for each case. A single misplaced clause, missing disclosure, or outdated regulatory reference can result in reputational damage and hefty fines.
The bottom line? Templates only address one step in the notice drafting process, and that's if you have a well-organized template library to start with. Even after that, managing a template library is a resource drain as it takes valuable time away from claims operations.
Review and Editing Processes are Often Siloed
Before a notice reaches a policyholder, it must go through multiple layers of review. An adjuster drafts it, a senior adjuster refines the language, and a claims manager provides the final signoff. This isn't just about catching typos; it's about ensuring clarity, accuracy, and compliance. Regulatory requirements are tricky, and even a small formatting error (like using the wrong font size) could cause issues in certain states.
But getting a notice approved is often its own bottleneck. Review-related tasks are scattered across emails, meeting notes, and disconnected systems, making it hard to track updates and finalize documents efficiently. Key stakeholders may not have immediate access to time-sensitive notices, further delaying approvals.
Despite having customer communication management (CCM) systems, many teams find them lacking. Disjointed workflows and missing functionality make it difficult for reviewers to trust that the final document is fully compliant, leading to time-consuming manual checks and frustrating back-and-forths.
Manual Notice Drafting Lacks Traceability
Tracking and auditing claim notices can feel frustratingly pointless when documents are scattered across disconnected folders and systems. Without a centralized record, auditing becomes a time-intensive and often inconclusive process. Compliance teams are left piecing together incomplete information, chasing down missing details, and playing detective instead of focusing on more strategic tasks.
This lack of visibility is especially problematic when errors arise. If a mistake is discovered in a notice, tracking who created it, who reviewed it, and what changes were made can take hours, if the information is available at all. Without a clear audit trail, compliance teams struggle to verify accuracy and ensure regulatory alignment, leading to unnecessary delays and risk exposure.
Why AI-Powered Notice Drafting is Revolutionizing Claims Processing
So, how can your organization break free from these tedious and time-consuming workflows? The answer lies in smarter automation.
Solutions like Kyber help insurers streamline workflows, eliminate costly errors, and get notices out the door faster by reducing manual input, ensuring compliance, and simplifying collaboration. Instead of sifting through templates and navigating compliance concerns, adjusters and legal teams can focus on reducing claims cycle times and keeping policyholders happy.
How Automated Notice Drafting Works
The automated notice drafting process can be broken down into six straightforward steps.
- Extract key details from claims systems: Solutions like Kyber integrate directly with your claims management system, pulling relevant case details, such as policyholder information, claim type, and status.
- Auto-draft clear, policy-ready notices: Adjusters don't need to be expert writers to generate a well-structured notice. Kyber takes claims notes and decision inputs and drafts a complete narrative, ensuring clarity, accuracy, and professionalism.
- Intelligently extract and apply the right policy language: Instead of adjusters manually searching through policy documents, Kyber analyzes the claim decision, scans the policy, and pulls in the exact language needed, aligning notices with coverage terms and regulatory requirements.
- Ensure compliance with state-specific requirements: Kyber automatically applies the correct jurisdictional language based on the claim's location, ensuring that every notice includes the necessary state-mandated clauses.
- Refine notices for clarity, tone, and accuracy: Kyber helps adjust tone for readability, simplify complex legal phrasing, and ensure notices are concise and easy to understand.
Bonus read: Learn how Kyber's AI Copilot helps adjusters craft clearer, more effective notices.
- Collaborate in real-time for faster approvals: Teams can review, edit, and approve documents in real time, reducing back-and-forth emails and disconnected workflows.
As we can see, solutions like Kyber aren't overhauling your notice drafting workflow; they're simply making it far more efficient. Don't just take our word for it, take Branch Insurance as an example. By eliminating manual data entry and streamlining notice generation, they cut drafting time by 65%, allowing adjusters to focus on claims resolution instead of paperwork.
Modernize Your Claims Workflow with Kyber
Most communication management tools weren't built with claims teams in mind. They're clunky, rigid, and lack the intelligence to truly streamline notice generation. That's where Kyber is different.
Kyber simplifies the entire notice drafting process, from creating policy-compliant templates to streamlining reviews and ensuring every notice is accurate and audit-ready. Instead of spending hours on manual formatting and approvals, adjusters can generate, refine, and send claim notices in minutes.
Leading insurers are already seeing the impact:
- 85% reduction in notice drafting times
- 60% reduction in review times
- 3x faster outreach to policyholders
Ready to transform your claims workflow? Kyber helps your team work faster, stay compliant, and improve the policyholder experience, without the bottlenecks.
Book a demo today and see how Kyber can help your team deliver faster, more accurate service to policyholders.
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