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Six Easy Ways To Handle Insurance Mail And Claims


Six Easy Ways To Handle Insurance Incoming Mail and Claims Communications

How to Handle Insurance mail and claims comes with six easy steps. Workers Comp premium audit and other insurance mail along with claims info handling can be a daunting task for an owner. In my last post, I gave a few examples of how misdirected insurance mail can cost an employer dearly.

Vector Graphic of Two hands With Letter Icons Handle Insurance Mail And Claims
(c) 123rf.com

There are six easy ways to avoid misplacing or misfiling insurance communications:

  1. Ask for everything on paper. I know this sounds archaic. How many of us have found important emails in our spam box? Even if you do receive some of your insurance info by email, always print it. You may have to refer to it 10+ years from now.
  2. Designate a non-owner to receive mail, handle insurance adjuster communications. Business owners are much too busy to handle the tedious minutia of all the paper flows. Make sure this trusted person knows the names and addresses of your agent, and other important insurance addresses.
  3. Make sure that all parties insurance premium auditors, agents, adjusters, and all insurance personnel know the contact person’s address. Adding the person as an “in care of” on all insurance policies and claims info to make sure your designated person receives the mail directly.
  4. Provide your designated person with diary dates for insurance renewals, premium audits, and any other important dates so they can expect the insurance communications. This will eliminate any unexpected surprises.

    Picture Business People Working Handle Insurance in Office
  5. Have your designated person sit in on all insurance meetings including premium audits, renewals, and any other type of meeting with your carrier or agent. An informed insurance contact may end up saving your company thousands in the long term.
  6. If this person leaves your company, send a letter to the carrier, agent, and claims office informing them of the new designated person. This will save many headaches later.

I know these may sound simpleton or old fashioned. There was a major soft drink bottler that had an administrative assistant leave suit papers on their desk. This caused a default judgment in the millions against the bottler.

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James J Moore - Workers Comp Expert

Raleigh, NC, United States

About The Author...

James founded a Workers’ Compensation consulting firm, J&L Risk Management Consultants, Inc. in 1996. J&L’s mission is to reduce our clients’ Workers Compensation premiums by using time-tested techniques. J&L’s claims, premium, reserve and Experience Mod reviews have saved employers over $9.8 million in earned premiums over the last three years. J&L has saved numerous companies from bankruptcy proceedings as a result of insurance overpayments.

James has over 27 years of experience in insurance claims, audit, and underwriting, specializing in Workers’ Compensation. He has supervised, and managed the administration of Workers’ Compensation claims, and underwriting in over 45 states. His professional experience includes being the Director of Risk Management for the North Carolina School Boards Association. He created a very successful Workers’ Compensation Injury Rehabilitation Unit for school personnel.

James’s educational background, which centered on computer technology, culminated in earning a Masters of Business Administration (MBA); an Associate in Claims designation (AIC); and an Associate in Risk Management designation (ARM). He is a Chartered Financial Consultant (ChFC) and a licensed financial advisor. The NC Department of Insurance has certified him as an insurance instructor. He also possesses a Bachelors’ Degree in Actuarial Science.

LexisNexis has twice recognized his blog as one of the Top 25 Blogs on Workers’ Compensation. J&L has been listed in AM Best’s Preferred Providers Directory for Insurance Experts – Workers Compensation for over eight years. He recently won the prestigious Baucom Shine Lifetime Achievement Award for his volunteer contributions to the area of risk management and safety. James was recently named as an instructor for the prestigious Insurance Academy.

James is on the Board of Directors and Treasurer of the North Carolina Mid-State Safety Council. He has published two manuals on Workers’ Compensation and three different claims processing manuals. He has also written and has been quoted in numerous articles on reducing Workers’ Compensation costs for public and private employers. James publishes a weekly newsletter with 7,000 readers.

He currently possess press credentials and am invited to various national Workers Compensation conferences as a reporter.

James’s articles or interviews on Workers’ Compensation have appeared in the following publications or websites:

  • Risk and Insurance Management Society (RIMS)
  • Entrepreneur Magazine
  • Bloomberg Business News
  • WorkCompCentral.com
  • Claims Magazine
  • Risk & Insurance Magazine
  • Insurance Journal
  • Workers Compensation.com
  • LinkedIn, Twitter, Facebook and other social media sites
  • Various trade publications


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