Streamline Regulatory Response: AI-Powered Compilation of Document Requests From State DOIs for Property & Homeowners, Auto, and Commercial Auto — Built for the Claims Data Manager

When a Department of Insurance (DOI) data call lands on your desk, the clock starts. As a Claims Data Manager, you’re responsible for assembling complete, audit-ready responses pulled from thousands of pages across Property & Homeowners, Auto, and Commercial Auto claim files — each with different structures, attachments, and data quality. The challenge is real: tight deadlines, jurisdictional nuance, and documentation scattered across systems and PDFs. This is exactly where Nomad Data’s Doc Chat solution changes the game.

Doc Chat by Nomad Data is an AI-powered suite of document agents that rapidly ingests entire claim files — from DOI data call requests and loss run reports to policy records, FNOL forms, ISO claim reports, police crash reports, medical bills, and repair estimates — and instantly extracts the specific facts DOIs request. Instead of manually combing through PDFs for coverage limits, dates of loss, cause of loss, reserve/paid breakdowns, subrogation recovery, or litigation posture, you can ask Doc Chat in plain language and receive source-cited answers in minutes. For teams searching how to “Automate DOI data call insurance,” “AI pull data for insurance regulatory request,” or “Quickly respond to insurance DOI document requests,” Doc Chat delivers accuracy, speed, and defensibility that outpaces manual methods by orders of magnitude.

The Regulatory Reality for a Claims Data Manager in Property & Homeowners, Auto, and Commercial Auto

State DOIs expect timely, complete, and internally consistent answers across diverse lines. A Property catastrophe data call might require granular breakouts of catastrophe-coded (CAT) claims, Additional Living Expense (ALE) payments, cause-of-loss codes (wind, hail, fire), and documentation proving coverage determinations. Auto and Commercial Auto regulators often ask for bodily injury severity bands, PIP/MedPay details, total loss workflows, salvage/subrogation recovery, time-to-first payment metrics, first contact SLAs, and litigation markers on both personal and fleet risks. Commercial Auto adds complexities like MVR pulls, FMCSA filings, scheduled vehicle changes, driver rosters, and endorsements unique to fleet programs.

Across these lines of business, the Claims Data Manager must reconcile fields that often exist in two places at once: in the claims system and buried across unstructured documents. Consider a single file spanning FNOL, declarations pages, endorsements, reservation of rights letters, denial letters, medical reports, HCFA/CMS-1500 and UB-04 forms, demand packages, EUOs, deposition transcripts, independent medical exams (IME), repair estimates, appraisal supplements, photo inspections, police crash reports, fire department reports, contractor invoices, and subrogation letters. Every DOI question — from policy limits and deductibles to dates of service, adjuster notes, and check registers — must be correct, complete, and traceable.

The nuance doesn’t stop at files. DOI templates differ by state and by request. Some require a CSV with a precise schema, others a workbook with separate tabs for Claim-Level, Payment-Level, and Litigation-Level detail. Still others ask for page-level references and proof of underlying documentation. And in all cases, regulators expect defensible answers that can stand up to a market conduct exam.

How DOI Data Calls Are Handled Manually Today

Most carriers still approach DOI data calls through a repeatable but painful patchwork of people, spreadsheets, ad hoc queries, and email follow-ups. Even at organizations with mature claim systems, the critical data lives across PDFs and mixed-format attachments. The result is a labor-intensive sprint that drags teams away from strategic work, invites inconsistency, and increases the risk of fines for late or incomplete responses.

Typical manual workflow:

Compliance or the Claims Data Manager circulates the DOI data call request and its field definitions across claims, IT, SIU, and legal.
Analysts export base claim data (e.g., claim number, DOI, date of loss, loss cause, state of venue, coverage type) from the claim system of record.
Adjusters or analysts manually review documents in each claim file (PDFs, emails, images) to confirm or complete fields: coverage limits/deductibles, ALE details, PIP/MedPay breakdowns, bodily injury severity, dates of first and final payments, litigation status, subrogation and salvage, reserve movements, and total loss valuation details.
Teams reconcile conflicting values (e.g., reserve snapshots vs. paid-to-date on loss run reports) and try to ensure everything ties to the policy record, declarations, and endorsements that were in-force on date of loss.
Data engineers write ad hoc SQL or build temporary ETL jobs to assemble a one-off extract in the exact DOI template format.
Compliance verifies samples manually, often asking for page references and copies of source documents for audit.

Manual pitfalls:

Cycle-time drag: Multi-week response windows get consumed by document hunting and re-work.
Inconsistency: Different analysts interpret ambiguous notes differently; outputs vary by desk.
Gaps and re-asks: Missing dates, limits, or codes trigger DOI follow-ups and reputational risk.
Surge risk: Catastrophe or multi-state requests overwhelm even seasoned teams.
High cost: Overtime, consultants, and diverted SMEs inflate the true expense of compliance.

How Doc Chat Automates DOI Response for Property & Homeowners, Auto, and Commercial Auto

Doc Chat transforms DOI response from a document chase into a fast, reliable, and defensible operation. It ingests your DOI data call request and automatically maps it to the information scattered across your structured systems and unstructured claim files. The system processes entire claim file bundles — whether that’s a 1,000-page Property fire loss with ALE, a 6,500-page bodily injury Auto claim, or a Commercial Auto fleet claim with complex endorsements — and returns the fields the DOI needs, complete with page-level citations.

What happens behind the scenes:

1) Understands the request
Doc Chat reads and interprets the DOI’s schema, definitions, and instructions (e.g., “first payment date” vs. “first indemnity payment,” jurisdiction rules for PIP vs. MedPay, or how to classify catastrophe-coded claims). It configures a preset to normalize outputs by state and request type.

2) Ingests everything
It securely ingests entire claim files and related artifacts: FNOL, ACORD forms, ISO claim reports, loss run reports, policy records, declarations pages, endorsements, correspondence, medical invoices (HCFA/CMS-1500, UB-04, EOBs), demand letters, police crash reports, repair estimates, appraisals, salvage receipts, subrogation notices, litigation pleadings, and deposition transcripts.

3) Extracts and cross-checks
Doc Chat finds and verifies the requested fields, including: date of loss, cause of loss, coverage type, policy limits and deductibles, ALE breakdown, bodily injury severity indicators, treatment dates and amounts, PIP/MedPay splits, indemnity vs. expense paid, reserve trajectory, first contact and first payment dates, litigation status, settlement amounts, salvage/subrogation recovery, total loss valuation details, and state-specific compliance timestamps. It cross-checks documents against system data and flags inconsistencies.

4) Real-time Q&A and auditability
You can ask: “List all Commercial Auto BI claims over $50k indemnity with litigation in Florida, and cite the pages.” Doc Chat provides instant answers with links to the exact source pages for verification. This mirrors the transparent, page-level explainability highlighted in Great American Insurance Group’s AI transformation.

5) Output in the DOI’s template
Doc Chat exports results into the regulator’s requested format — CSV, XLSX with multiple tabs, or JSON — using the precise field names, order, and validations. If a field is missing, it flags the gap and can generate a “Missing Information” appendix with specific document requests by claim.

Business Impact: Time, Cost, Accuracy, and Compliance

Doc Chat unlocks measurable gains at each stage of the DOI response process. The product’s ability to ingest and analyze massive document volumes with consistency is not theoretical; Nomad routinely processes at speeds approaching hundreds of thousands of pages per minute, and transforms weeks of manual review into minutes. See the transformation detailed in The End of Medical File Review Bottlenecks and Reimagining Claims Processing Through AI Transformation.

Expected outcomes for a Claims Data Manager:

Time savings: Multi-week DOI pulls shrink to same-day or same-hour turnaround, even for CAT-driven surges. A 10,000-page mixed Property/Auto batch that once consumed an entire team can be summarized and extracted in minutes.
Cost reduction: Slash overtime, avoid external consultants for “all-hands” data calls, and redeploy analysts to higher-value analytics.
Accuracy and consistency: AI reads every page with unfailing attention, normalizes field definitions, and provides page-level citations to withstand audits.
Scalability: No incremental headcount for spikes or multi-jurisdiction requests; process surges without sacrificing quality.
Compliance risk reduction: Eliminate late or incomplete filings and reduce DOI re-asks with comprehensive, source-backed submissions.

Why Nomad Data and Doc Chat Are the Best Fit for DOI Responses

AI for regulatory response is only as good as its ability to understand nuance, capture institutional knowledge, and deliver defensible outputs. Nomad’s advantage isn’t just technology — it’s the Nomad Process: we train Doc Chat on your playbooks, field definitions, and DOI templates so that the solution mirrors your team’s standards from day one. This is the core lesson from our post, Beyond Extraction: Why Document Scraping Isn’t Just Web Scraping for PDFs — DOI response requires inference and judgment, not just field scraping.

Key differentiators Claims Data Managers value:

White-glove implementation, 1–2 weeks: Nomad’s team sets up presets for your most common DOI schemas, configures outputs, and integrates with your claim system and DMS via modern APIs. You see value in days, not quarters.

Purpose-built for insurance complexity: Doc Chat reliably surfaces exclusions, endorsements, coverage triggers, and jurisdictional nuances hidden in dense, multi-version policy documents — crucial for validating coverage positions in DOI responses.

Real-time Q&A across entire files: Ask for BI severity bands, count of litigated claims by venue, or first payment date windows and get instant answers with page citations — a must-have for compliance validation.

Security and trust: SOC 2 Type II posture, document-level traceability, and clear provenance of every field extracted. No training on your data unless you explicitly opt in.

Proven at scale: As highlighted in our GAIG case study, teams cut document review from days to moments while increasing confidence and defensibility.

Built for High-Intent DOI Use Cases

“Automate DOI data call insurance”: Catastrophe Property Data Calls

After hail, wildfire, or hurricane events, DOIs often require rapid submission of claim counts, cause-of-loss distributions, ALE details, and payment timelines with proof. Doc Chat consolidates CAT-coded claims, extracts ALE line items from invoices and adjuster notes, ties payments to specific coverage parts, and outputs state-specific templates.

“AI pull data for insurance regulatory request”: Auto and PIP/MedPay

For Auto personal injury claims, Doc Chat reads medical bills (HCFA/CMS-1500, UB-04, EOBs), demand letters, and adjuster notes to confirm treatment start dates, paid vs. denied, PIP/MedPay splits, and litigation status. It aligns amounts with policy limits/deductibles from declarations and endorsements — critical when DOIs request claim-level detail with healthcare billing references.

“Quickly respond to insurance DOI document requests”: Commercial Auto Fleets

Commercial Auto requests frequently include driver MVR checks, scheduled vehicle changes, endorsements, claim severities by class, and salvage/subrogation outcomes. Doc Chat maps these across policy records, schedules, and claim files, then delivers regulator-ready extracts with the right granularity and sourcing.

What Doc Chat Extracts for DOI Data Calls — By Line of Business

Property & Homeowners

Fields typically required and produced by Doc Chat:

Claim identifiers, policy numbers, policy term, state of risk, catastrophe code
Date of loss, reported date, first contact, first payment
Cause of loss (wind/hail/fire/water/freeze), sub-perils
Coverage parts, limits, deductibles; endorsements/exclusions relevant to loss
ALE details (start/end, categories, amounts, receipts)
Indemnity vs. expense paid, current and historical reserves
Contractor invoices, depreciation, recoverable depreciation, holdbacks
Litigation status, settlement amounts, attorney involvement
Subrogation potential and recovery; salvage proceeds

Auto

Bodily injury severity, ICD/CPT references when provided, treatment dates
PIP/MedPay breakdowns, denials and EOB reasoning
Total loss details, valuation reports, tax/title/fees, salvage sale
Liability acceptance date, comparative negligence, police report references
Timeline metrics (first contact, first payment, total cycle time)
Attorney representation, demand letters, arbitration outcomes

Commercial Auto

Fleet schedule changes, driver roster checks, endorsement history
FMCSA or DOT references, MVR dates and outcomes
Loss cause distributions by vehicle class/type
Litigation metrics by venue, counsel, and severity band
Salvage/subrogation recoveries, rental/LOU payments

From Days to Minutes: A Walkthrough of Automated DOI Response

Let’s trace a typical multi-state DOI request that spans Property, Auto, and Commercial Auto:

Step 1 — Load the request: Drag and drop the DOI’s PDF instructions and template into Doc Chat. The system creates a tailored preset and validates field definitions.

Step 2 — Ingest source materials: Upload claim bundles or connect to your DMS and claims system. Doc Chat consumes all related documents and prior loss run reports, policy records, and any ISO reports attached.

Step 3 — Ask and refine: Use plain-language prompts: “Provide the DOI Property tab with CAT-coded claims, include ALE, and cite sources.” “Add an Auto tab with BI severity and PIP/MedPay splits.” “Include Commercial Auto litigation counts and salvage recoveries by state.”

Step 4 — Review and export: Validate sample records with one-click links to source pages. Export into the DOI’s exact XLSX or CSV with tabs and field validations fully intact.

Step 5 — Close the loop: If gaps exist, Doc Chat generates a “Missing Information” sheet with the requested documents by claim (e.g., “missing declarations endorsement effective prior to DOL”), so you can request only what is truly necessary.

Accuracy and Defensibility: Page-Level Explainability

Every datum Doc Chat outputs is backed by page-level citations. For market conduct exams, this is crucial: compliance, legal, and regulators can see the exact page that supports each field, dramatically reducing follow-up questions. The approach mirrors the demonstration of source traceability discussed in the GAIG webinar, where adjusters trust the system because facts are verifiable instantly.

Handling Volume and Complexity at Scale

Carriers often underestimate just how many pages a single DOI response can touch. A bodily injury claim with surveillance, IME reports, and legal proceedings can run to thousands of pages; a Property fire loss can span multiple estimate revisions, contractor invoices, and ALE receipts; a Commercial Auto loss may have multiple insured units, drivers, endorsements, and venues. Doc Chat is engineered for exactly this: high-volume, heterogeneous documents with embedded nuance and inference — the difference emphasized in Beyond Extraction.

Security, Governance, and Compliance Readiness

Regulatory response involves sensitive PII/PHI and legal documents. Nomad Data maintains a robust security posture, including SOC 2 Type II controls, and supports strict data governance: role-based access, encryption at rest/in transit, audit trails for every extraction, and environment configurations that align with your privacy requirements. As discussed in AI’s Untapped Goldmine, enterprise-grade AI can operate within mature compliance frameworks while delivering dramatic gains in throughput and reliability.

How We Implement in 1–2 Weeks

Doc Chat’s value shows up fast. Our white-glove team configures presets for your most common DOI schemas, maps fields to your claim system and DMS, and calibrates the extraction logic using your prior submissions and playbooks. We start with a drag-and-drop pilot — zero integration required — and expand to API integrations once you see value. Typical phases:

Discovery (Days 1–3): Review sample DOI requests, recent submissions, and internal guidance; gather a list of document types and source systems.
Preset build (Days 3–7): Configure state-specific templates, field definitions, validations, and output formats; define gap-detection rules.
Pilot (Days 7–10): Run historical DOI requests through Doc Chat; compare outputs to prior submissions; confirm accuracy and citations.
Integrate (Optional, Days 10–14): Connect to claim system/DMS; automate document intake and scheduled exports.

Feature Highlights for the Claims Data Manager

Doc Chat is purpose-built for the document realities of Property & Homeowners, Auto, and Commercial Auto. Key capabilities include:

End-to-end ingestion: Entire claim files, email threads, PDFs, images, spreadsheets, and system exports.
Dynamic field mapping: Interpret DOI schema and align to your internal field definitions.
Normalization and de-duplication: Resolve conflicts between loss runs, adjuster notes, and payment ledgers.
Real-time Q&A: Ask complex questions across the file and get instant answers with citations.
Template-aware exports: Output exactly to DOI formats, including multi-tab workbooks and validations.
Gap and exception reporting: Automatically identify missing documents/fields and generate targeted request lists.
Audit trail: Preserve chain-of-custody and page-level provenance for every value shared.

Common Questions from Claims Data Leaders

How does Doc Chat adapt to different state DOI templates?
We build reusable presets per state and request type. The AI reads instructions and populates fields accordingly, with versioning for template changes.

Can it separate indemnity vs. expense paid and track reserve movements?
Yes. Doc Chat extracts payment line items and reserve snapshots from ledgers and notes, aligns them to the DOI’s requested categories, and validates against loss run reports.

What about coverage position validation?
Doc Chat locates declarations, endorsements, and coverage letters, then links determinations and payments to relevant coverage parts and exclusions — vital for Property losses and Commercial Auto endorsements.

Can we pilot without integrating?
Yes. Start with a drag-and-drop pilot using a recent DOI request. Many teams move to full integration after seeing same-day results.

How do you ensure data privacy?
We operate under enterprise-grade security controls. Your data is not used to train foundation models unless you explicitly opt in. Access is role-based and fully auditable.

Illustrative Scenario: Multi-State DOI Request Under Tight Deadline

A Claims Data Manager receives a multi-state request covering Property wind/hail claims and Auto bodily injury claims over the last 24 months, with a five-business-day deadline. Doc Chat ingests the request and your claim files:

For Property, it extracts date of loss, cause (wind/hail), ALE categories and amounts, depreciation and holdback, contractor invoices, and litigation status. It flags several claims missing signed proofs of loss and generates targeted follow-up requests.
For Auto, it parses medical billing and demand packages to produce PIP/MedPay splits, treatment dates, BI severity bands, and settlement amounts. It cross-references police crash reports to confirm jurisdiction and liability determinations.
For Commercial Auto, it aligns driver/MVR checks to loss dates, confirms the relevant endorsements were active, and extracts salvage/subrogation outcomes for fleet units.

Within hours, the team exports a complete, source-cited workbook that meets each state’s template — no all-hands scramble, no weekend overtime.

Beyond DOI: A Foundation for Continuous Compliance and Insight

Once Doc Chat is active for DOI response, it becomes a force multiplier across claims operations. The same AI agents drive:

Automated completeness checks at FNOL and pre-adjudication
Fraud detection by surfacing anomalies in medical chronology, repair estimates, or claimant narratives
Policy audits to surface exposures in endorsements and exclusions portfolio-wide
Litigation support with rapid discovery review and case summarization

These extensions compound the initial ROI. As described in AI for Insurance: Real-World Use Cases, insurers that deploy AI to document-heavy workflows see lower loss-adjustment expense, faster cycle times, and stronger compliance posture.

Why “Automate DOI data call insurance” Starts with the Right Partner

Carriers often try generic document extraction before realizing DOI response is less about fields and more about inference plus proof. Doc Chat was built for the messy middle — reconciling systems and documents, normalizing varying definitions, and defending every output with citations. If your mandate is to “AI pull data for insurance regulatory request” or “Quickly respond to insurance DOI document requests,” Doc Chat delivers a tailored, defensible solution, not a one-size-fits-none toolkit.

Get Started

You can be live in 1–2 weeks. Start with a recent DOI request, upload a small batch of Property, Auto, and Commercial Auto files, and watch Doc Chat return a regulator-ready extract with page citations — in minutes. From there, we’ll connect your claim system and DMS, configure scheduled runs, and train your team to ask better questions and move faster with confidence.

Ready to compress weeks of manual effort into minutes — and respond to any DOI with confidence? Learn more at Doc Chat for Insurance.