Streamlining Reinsurance Claims Submission: Quickly Extracting Support Docs for Proof of Loss

Reinsurance claims are uniquely documentation-heavy. When a catastrophe event or complex casualty matter pushes ceded losses above attachment, the Reinsurance Claims Handler must assemble a bulletproof proof‑of‑loss package that satisfies treaty or facultative certificate requirements, audit scrutiny, and tight timelines. The challenge: the supporting evidence lives across massive claim files, policy folders, and email chains—often scattered among Proof of Loss Forms, Adjustment Reports, Loss Notices, and Correspondence Files. Manually finding, validating, and packaging every required document can take days per recovery and stall cash flow.

Doc Chat by Nomad Data solves this head-on. Doc Chat is a suite of AI‑powered agents designed for insurance and reinsurance workflows that can read entire claim files—thousands of pages—in minutes, then identify, extract, and assemble the exact supporting documents needed for reinsurance recoveries and proof‑of‑loss submissions. Whether you need “AI for extracting proof of loss documents,” complete reinsurance claim submission automation, or simply a faster way to find supporting docs for reinsurance recoveries, Doc Chat delivers page‑level accuracy with instant explainability. Learn more on our product page: Doc Chat for Insurance.

Why proof‑of‑loss package assembly is so hard in reinsurance

Reinsurance claims blend the complexity of coverage interpretation with the rigor of external audit. For a Reinsurance Claims Handler, the nuances far exceed conventional claims workflows:

• Treaty variability. Every reinsurance treaty—quota share, surplus, excess of loss (XOL), aggregate stop loss—defines different notice requirements, documentation standards, and timing for proof of loss and payment. Facultative certificates add their own bespoke clauses.
• Trigger ambiguity. Determining when attachment is reached requires reconciling ultimate net loss, deductibles, catastrophe event coding, occurrence definitions, hours clauses, and aggregation rules—then proving it with evidence.
• Evidence scattered across systems. What reinsurers deem “required” can span Proof of Loss Forms, Adjustment Reports, Loss Notices, Correspondence Files, reserve change memos, payment registers, bordereaux, settlement agreements, engineering reports, legal invoices, and coverage analyses.
• Claims cooperation/control clauses. Some treaties require early notice, reinsurer participation, or pre‑approval of certain expenses or strategies. Demonstrating compliance means showing timelines and correspondence trails.
• Audit readiness and defensibility. Reinsurers (and auditors) expect traceability: every value on the proof of loss must link back to a page, a report, or a ledger line, with clear dates of service, reserve movements, and payment authorizations.
• Language and formatting inconsistency. Complex losses may include medical records, expert reports, and legal correspondence from multiple parties, regions, and formats—scanned PDFs, spreadsheets, emails, and e‑billing exports.
• Multi‑event and multi‑policy coordination. Large events require alignment of occurrence definitions, event numbers, and aggregation across many underlying policies and claim files to justify ceded amounts and avoid double counting.

All of this culminates in a high‑stakes, deadline‑driven compilation exercise where missing one Adjustment Report or misplacing a date in a Loss Notice can delay recoveries or trigger disputes. For carriers, TPAs, and retrocessionaires alike, the margin for error is thin.

How reinsurance claim supporting documentation is handled manually today

Most organizations still rely on manual effort to pull together proof‑of‑loss packages for reinsurance and retro recoveries. For a Reinsurance Claims Handler, the typical workflow looks like this:

1. Intake and scoping. Identify treaties/fac certs that may respond, then read their documentation clauses, timing, and proof‑of‑loss requirements.
2. Hunt for documents. Search file shares, claim systems, email archives, and SharePoint/Box to locate the latest versions of Proof of Loss Forms, Loss Notices, Adjustment Reports, and Correspondence Files, plus payment registers, reserve histories, invoices, and reports.
3. Reconcile facts and figures. Build a working spreadsheet to match reserves to payments, tie invoices to approvals, and align expenses with coverage periods and occurrence/event IDs.
4. Validate treaty triggers. Read coverage and endorsement language; verify attachment points, hours clauses, and occurrence definitions; determine what costs qualify as ultimate net loss.
5. Evidence linkage. Copy/paste excerpted pages or screenshots of key documents into a draft proof‑of‑loss index, then annotate with page numbers and citations.
6. Completeness checks. Compare your package to the treaty’s documentation list and the reinsurer’s guidelines; email internal stakeholders for missing items; wait; iterate.
7. Version control. Reconcile new medical bills, expert updates, and settlement changes with last week’s draft. Repeat until stable enough to submit.
8. Submission and follow‑ups. Send to reinsurers; respond to questions, addenda requests, and audit lists; re‑validate figures; update the package; resubmit.

This process can easily consume 12–20 hours per recovery for moderate files and much longer for complex, multi‑occurrence events. Every new document drop restarts portions of the cycle. The result: delayed cash flow, higher loss‑adjustment expense, and avoidable friction with reinsurers.

AI for extracting proof of loss documents: From days to minutes

Nomad Data’s Doc Chat replaces manual hunting and piecemeal validation with end‑to‑end automation designed for reinsurance evidence assembly. It ingests entire claim files and treaty folders—no manual sorting—then finds and packages what the reinsurer expects.

Here’s how it works:

• Massive ingestion at speed. Doc Chat reads entire claim files, policy folders, and correspondence threads—thousands of pages at once. It has processed approximately 250,000 pages per minute in production settings, enabling real “read it all” diligence rather than sampling.
• Document understanding, not just OCR. Using advanced document intelligence, Doc Chat classifies content by concept, not just keywords. It recognizes a Loss Notice wherever it appears, extracts its dates and insured details, and ties them to the correct occurrence.
• Treaty‑specific checklists. We configure Doc Chat with clause‑driven checklists that reflect your treaties and fac certificates. The system maps each required item (e.g., signed Proof of Loss Form, third‑party Adjustment Report, payment ledger, expert invoices) to the pages that satisfy it.
• Auto‑assembly of a submission index. Doc Chat drafts a proof‑of‑loss index that lists each requirement, links to the page(s) that satisfy it, and flags gaps for follow‑up—turning unknowns into an actionable to‑do list.
• Cross‑checks and reconciliation. It reconciles totals across payment registers, reserve histories, and invoices; validates dates of loss and notice; and surfaces inconsistencies that might prompt reinsurer questions.
• Real‑time Q&A. Ask, “List all payments applied to this occurrence and cite sources,” or “Show pages confirming event coding and hours clause.” Doc Chat answers instantly with page‑level citations.
• Alerts for missing or stale items. The agent identifies what’s missing (e.g., signed Proof of Loss Form, latest Adjustment Report, coverage endorsement) and who likely has it based on Correspondence Files, drafting outbound requests automatically if desired.

Crucially, every answer is linked to a page and paragraph—giving you the defensibility reinsurers expect and the speed claims teams need. See how this level of explainability transformed a major carrier’s complex claims workflow in our case study: Reimagining Insurance Claims Management.

Reinsurance claim submission automation: A day‑in‑the‑life example

Imagine a CAT XOL treaty with a 72‑hour hours clause. The ceded file includes multiple bodily injury claims, property schedules, expert reports, and invoices—over 8,000 pages across emails and PDFs. The Reinsurance Claims Handler drops the folder into Doc Chat and asks:

• “Identify the occurrence window and all documents that evidence aggregation under the 72‑hour clause.”
• “Create a draft proof‑of‑loss index for the CAT treaty, citing pages that support each requirement.”
• “List all payments and reserves by occurrence and show supporting pages from the ledger.”
• “Flag missing documents likely to be requested by reinsurers and suggest who to contact.”

Within minutes, Doc Chat produces an index with links to the exact pages, a reconciliation worksheet, and a gap list with suggested follow‑ups. What took days to assemble is now review‑ready before lunch.

What Doc Chat does differently (and why it matters for reinsurance)

Generic OCR or RPA tools falter when the answer isn’t in a neat form field. Reinsurance documentation lives in unstructured text: an adjuster’s note confirming claim‑control compliance, a line item in a ledger proving a deductible application, a sentence in a Correspondence File acknowledging timely notice. With Doc Chat, you’re not scraping fields—you’re surfacing evidence. As we explain in Beyond Extraction: Why Document Scraping Isn’t Just Web Scraping for PDFs, the real value is teaching machines to infer like your best human experts.

Doc Chat’s insurance‑specific agents are trained to:

• Understand treaty language and endorsements. Identify claims cooperation/control clauses, hours clauses, occurrence definitions, and exclusions that shape what must be evidenced.
• Normalize messy data. Align vendor invoices, e‑billing exports, and payment ledgers into a clean reconciliation view without manual spreadsheet surgery.
• Spot red flags. Surface inconsistencies—e.g., a payment coded to the wrong occurrence, a late notice risk—in time to resolve internally rather than via reinsurer queries.
• Create standardized outputs. Generate repeatable, white‑labeled proof‑of‑loss indices and cover letters aligned to your templates and reinsurer expectations.

The business impact for Reinsurance Claims Handlers

When you replace manual collation with AI‑assisted, treaty‑aware automation, the results compound quickly across a reinsurance portfolio:

Cycle time and cash flow

• Reduce proof‑of‑loss assembly from days to minutes. In live environments, complex document sets of 10,000–15,000 pages have been summarized in 30–90 seconds, enabling near‑real‑time evidence compilation. See: The End of Medical File Review Bottlenecks.
• Accelerate recoveries by weeks through earlier submission and fewer reinsurer follow‑ups.

Cost and capacity

• Slash the hours spent per recovery on document location, validation, and indexing.
• Absorb catastrophe surges without adding headcount—Doc Chat scales to entire event portfolios instantly.
• Automation of “document‑as‑data entry” frequently delivers 30–200% ROI in year one, with some businesses seeing a 240% average ROI and sub‑9‑month payback. Learn more: AI’s Untapped Goldmine: Automating Data Entry.

Accuracy and defensibility

• Maintain consistent accuracy at any page count—AI doesn’t tire or miss small contradictions deep in files.
• Provide page‑level citations for every figure, supporting regulator and reinsurer audits with transparent audit trails.
• Reduce disputes and claim leakage by ensuring every requirement is evidenced before submission.

Employee experience

• Free Reinsurance Claims Handlers from repetitive hunting, so they can focus on negotiation, strategy, and complex interpretation.
• Lower burnout and turnover while elevating the role toward higher‑value decisioning.

What supporting documents can Doc Chat find and package automatically?

With Doc Chat, reinsurance evidence assembly becomes a predictable, repeatable process. The system can locate, extract, and assemble the following (and more) from across your claim and policy repositories:

• Proof of Loss Forms (signed and dated) and draft POF cover letters
• Adjustment Reports from independent adjusters, TPAs, or internal teams
• Loss Notices and acknowledgment letters showing timely notice
• Correspondence Files evidencing claims cooperation/control clause compliance
• Payment registers, reserve histories, and ledger extracts with page citations
• Expert and vendor invoices, medical bills, and e‑billing exports
• Coverage analyses, endorsements, and treaty/fac cert clauses relevant to attachment
• Settlement agreements, release documents, and subrogation/salvage evidence
• Event coding and aggregation support (occurrence IDs, hours clause proof)
• Bordereaux and roll‑ups for multi‑risk or portfolio recoveries

For teams searching “streamline proof of loss package assembly AI,” this checklist becomes the blueprint for repeatable, audit‑ready submissions.

Real‑time Q&A for reinsurance recoveries

Doc Chat’s Q&A interface turns your entire claim file into an interactive knowledge base. Examples:

• “Summarize the timeline from notice of loss to first payment, with citations.”
• “List every document that references the occurrence start and end time.”
• “Show the page proving the reinsurer was offered participation at mediation.”
• “Extract all references to ex gratia payments and identify if they were excluded under the treaty.”

Each answer includes page links back to the source. This is the same page‑level explainability that helped Great American Insurance Group transform complex claims work—read the story: GAIG Accelerates Complex Claims with AI.

Why Nomad Data’s Doc Chat is the best fit for reinsurance claims

Doc Chat was purpose‑built for insurance and reinsurance document complexity. Core differentiators:

• Volume at scale. Ingest entire claim files, policy folders, and correspondence threads—thousands of pages—without straining your team.
• Depth of understanding. Extracts exclusions, endorsements, and trigger language buried inside dense treaty and certificate wording, ensuring precise attachment and compliance decisions.
• The Nomad Process. We train Doc Chat on your treaties, checklists, and style guides so outputs match your reinsurance submission standards.
• Real‑time Q&A. Ask for reconciliations, lists of missing docs, or supporting citations and get answers instantly.
• Thorough and complete. Surfaces every reference to coverage, liability, damages, and expenses that affect ultimate net loss—so nothing slips through.
• Security and governance. Enterprise controls, SOC 2 Type 2 practices, and page‑level traceability support regulators, reinsurers, and internal audit.

Equally important is the white‑glove service and speed to value. Most teams go live in 1–2 weeks with a tailored configuration—no data science staffing required. As we outline in Reimagining Claims Processing Through AI Transformation, a “show‑don’t‑tell” onboarding with your real files builds internal trust quickly and demonstrates immediate ROI.

Implementation: a 1–2 week launch plan for Reinsurance Claims Handlers

Doc Chat deployments are fast and minimally disruptive—critical when you’re in the middle of live reinsurance submissions.

Week 1: Align on treaty‑specific evidence and outputs

• Discovery and scoping. Review your top treaties/fac certs, common reinsurer requests, and existing proof‑of‑loss templates.
• Checklist encoding. Convert your requirements into Doc Chat’s checklists (e.g., POF signatures, Adjustment Reports, Loss Notices, payment ledgers, occurrence proof, cooperation evidence).
• Sample claims upload. Drag/drop a few representative files; we configure Q&A prompts, required fields, and output formats.

Week 2: Pilot, refine, and expand

• Hands‑on pilot. Your Reinsurance Claims Handlers use Doc Chat on live claims; we track output quality and iterate checklists.
• Integration. Optional API or SFTP links to your claim system, DMS, or vendor portals; or keep drag/drop if you prefer.
• Go‑live and enablement. Short training, playbooks, and governance checks; roll out to more treaties and event portfolios.

Because the platform works from your documents, not black‑box external data, adoption is straightforward—and your team remains in control of final determinations.

Governance, compliance, and audit‑readiness

Reinsurance recoveries often face intense scrutiny. Doc Chat supports defensible operations:

• Page‑level citations. Every number and conclusion links to the exact page and paragraph in the file.
• Standardized outputs. Consistent proof‑of‑loss indices and cover letters reduce variability across handlers and desks.
• Change logs and trails. Time‑stamped histories of document versions and Q&A improve audit resilience.
• Human‑in‑the‑loop. AI drafts and organizes; your team approves and submits—consistent with best practices for AI oversight.

The result is fewer back‑and‑forth cycles with reinsurers, smoother audits, and higher confidence across claims, legal, and finance.

Expanded use cases across Reinsurance and Claims

While proof‑of‑loss assembly is the immediate win, Doc Chat also helps across the reinsurance lifecycle:

• Proactive treaty monitoring. Scan certificates and endorsements to flag documentation obligations that affect future recoveries.
• Portfolio event triage. Rapidly group claims by occurrence, reconcile hours clauses, and build event‑level evidence packages.
• Retrocession support. Re‑use the same evidence pack to support retro recoveries with clean, traceable documentation.
• Litigation support. When disputes arise, produce page‑linked compilations for counsel, equipped with timelines and citations.

These extensions compound the value of automation and make “reinsurance claim submission automation” a reality across your operation.

Frequently asked questions (FAQ)

Can Doc Chat really find everything a reinsurer expects?

Doc Chat uses your treaty‑specific checklists combined with AI agents trained on insurance documents to locate, extract, and package the expected evidence. It reliably finds Proof of Loss Forms, Adjustment Reports, Loss Notices, Correspondence Files, ledgers, invoices, endorsements, and more—and highlights what’s missing.

How does Doc Chat handle inconsistent formats?

Our approach isn’t template‑bound. As discussed in Beyond Extraction, Doc Chat makes inferences across unstructured pages, linking concepts (e.g., occurrence dates, payment approvals) wherever they appear—even inside email chains or scanned PDFs.

What about data security and compliance?

Nomad Data operates with enterprise security controls, including SOC 2 Type 2 practices. Outputs are fully traceable with page citations, supporting internal audit, reinsurer audits, and regulator reviews. You maintain control; we provide the tools and guardrails.

How fast can we go live?

Typical implementations take 1–2 weeks. Many clients start with drag‑and‑drop pilots on day one and add light integrations later.

Does Doc Chat replace adjusters or handlers?

No. It eliminates repetitive document work so Reinsurance Claims Handlers can focus on strategy, negotiation, and judgment. Think of Doc Chat as a tireless, highly accurate junior analyst that never loses the thread.

Putting it all together: Streamline proof of loss package assembly with AI

If you’re searching for “AI for extracting proof of loss documents,” a better way to “find supporting docs for reinsurance recoveries,” or full “reinsurance claim submission automation,” Doc Chat delivers a purpose‑built answer. It reads everything, assembles what matters, flags what’s missing, and backs it all with page‑level proof. The result is faster recoveries, lower LAE, and stronger reinsurer relationships—without hiring a small army to wrangle documents during CAT season.

Ready to see it with your own files? Explore Doc Chat for Insurance and watch a three‑month documentation bottleneck turn into a 30‑minute task.