Streamlining Reinsurance Claims Submission: Quickly Extracting Support Docs for Proof of Loss – A Field Guide for the Operations Manager

When a large loss hits, reinsurance recoveries become a race against time. Operations Managers in Reinsurance and Claims must assemble airtight Proof of Loss (PoL) packages—from Proof of Loss Forms and Adjustment Reports to Loss Notices and Correspondence Files—without missing a single supporting page. The challenge is that the required materials are scattered across massive claim files, multiple systems, and lengthy email threads. Every hour lost to manual searching delays recoveries and jeopardizes compliance with notice and submission obligations.

Nomad Data’s Doc Chat was built to remove this bottleneck. Doc Chat is a suite of AI-powered document agents that ingest full claim files—thousands of pages at a time—then instantly identify, extract, and organize the exact supporting documentation required for reinsurance claims. From automating checklists for PoL to creating page-linked indexes, Doc Chat makes reinsurance claim submission automation practical and fast. Learn how Operations Managers can deploy Doc Chat for Insurance to accelerate recoveries, reduce leakage, and give adjusters and analysts their time back.

The Unique Pressure on Reinsurance & Claims Operations Managers

In reinsurance, the burden of proof is exacting. Cedents must demonstrate that payments and expenses are covered under applicable treaties or facultative certificates, align losses to events or occurrences, allocate indemnity and ALAE correctly, and provide impeccable documentation to support recoveries. As the Operations Manager overseeing Reinsurance and Claims workflows, you’re responsible for standardizing the Proof of Loss package and ensuring every submission is complete, timely, and defensible.

That means coordinating upstream teams (front-line adjusters, claim specialists, coverage counsel) and downstream stakeholders (accounting, reinsurance billers, reinsurers/brokers). It also means reviewing and organizing evidence across complex documentation including:

• Proof of Loss Forms and executed declarations
• Adjustment Reports (field adjuster notes, large loss reports, cause and origin, valuation analyses)
• Loss Notices and FNOL documents
• Correspondence Files (emails to/from reinsurers and brokers, reservation-of-rights letters, coverage position letters)
• Policy declarations, endorsements, and treaty language (occurrence definitions, exclusions, notice and proof requirements)
• Payment registers, check images, ALAE/ULAE allocations, salvage/subrogation recoveries
• Expert reports, IME summaries, medical bills, legal invoices (LEDES), pleadings, settlement agreements
• Claim bordereaux, reinsurance billing packets, and event-level summaries

On peak events—catastrophe losses, complex bodily injury claims, or long-tail casualty matters—the documentation can swell to more than 10,000 pages. Even well-staffed teams struggle to find supporting docs for reinsurance recoveries before submission deadlines. Without firm controls, Operations Managers face delayed cash, disputed recoveries, and compliance risk.

How the Process Is Still Handled Manually Today

Despite modern claims systems, assembling a Proof of Loss package is frequently a manual scavenger hunt. Teams pull materials from shared drives, claim systems, adjuster emails, broker portals, and ad hoc tracking files. What looks simple on a checklist often takes days in practice. A typical manual process might look like this:

• Locate the latest Proof of Loss Form template, verify fields, and reconcile amounts with payment registers and reserves.
• Search for the governing treaty or facultative certificate and cross-check occurrence definitions, retentions, limits, notice requirements, and proof-of-loss timelines.
• Comb through the claim file to find the Adjustment Reports, valuation updates, cause and origin documentation, and photos—often across multiple versions.
• Open email archives or Correspondence Files to retrieve broker communications, reinsurer requests, and tracking notes about required supporting docs.
• Extract the relevant Loss Notices, FNOL, and early coverage letters to establish timeliness and compliance with conditions precedent.
• Export payment details, ALAE splits, and check images from finance systems; reconcile against the claim system to prove indemnity/expense allocation and any salvage/subrogation offsets.
• Copy expert reports, legal invoices, deposition transcripts, and settlement agreements, then redact or annotate as needed.
• Build a submission index, convert files to a standard format, rename documents consistently, and upload to broker/reinsurer portals.

Every manual touchpoint is a chance to miss a document, mismatch a date, or overlook an exclusion or endorsement. Worse, rework is common: a reinsurer requests an additional page, a missing endorsement, or a clarification on ALAE treatment—and the clock restarts. All of this translates into higher loss-adjustment expense, slower recoveries, and unnecessary friction with trading partners.

The Cost of Manual Assembly: Delays, Leakage, and Compliance Risk

Manual Proof of Loss assembly isn’t just slow—it’s risky. When document sets are incomplete or inconsistent with treaty terms, reinsurers ask questions. Questions cause delays. Delays push recoveries into the next quarter. And at scale, a few missing pages across dozens of files can become millions in working capital locked in limbo.

Common failure modes for Operations Managers include:

Missed deadlines and conditions precedent. Treaties and facultative certificates often require notice within a defined window and a PoL with specified exhibits. If the file does not show timeliness or completeness, reinsurers may reserve rights or deny.

Allocation and documentation mismatches. Indemnity and ALAE allocations must map to treaty terms (e.g., pro rata for quota share, allocated by occurrence for XoL). If you cannot clearly support expense treatment or occurrence grouping, the recovery is at risk.

Inconsistent evidence across versions. A field adjuster’s early report might conflict with the final valuation. Medical notes and expert reports may evolve. Without full-context review, contradictions go unnoticed, weakening the submission.

Audit exposure and reputational strain. Brokers and reinsurers expect defensible submissions with reliable page-level citations. When documentation is scattered or incomplete, relationships suffer and audits become painful.

AI for Extracting Proof of Loss Documents: How Doc Chat Automates the Process

Doc Chat replaces the scavenger hunt with intelligent automation. Purpose-built for insurance and claims, Doc Chat ingests entire claim files (and even entire books of claims), then applies your rules to assemble the exact Proof of Loss package your reinsurers expect—complete, consistent, and explained with page-linked citations.

Rather than simply “reading PDFs,” Doc Chat performs advanced document understanding and inference across policies, treaties, medical records, expert reports, and finance exports. As highlighted in Nomad’s post “Beyond Extraction: Why Document Scraping Isn’t Just Web Scraping for PDFs”, the challenge isn’t locating fields—it’s applying institutional rules across inconsistent documents to create the output reinsurers require. Doc Chat is engineered for that exact problem.

What Doc Chat Does Out of the Box

• Ingests full claim files at scale. Thousands of pages—Proof of Loss Forms, Adjustment Reports, Loss Notices, Correspondence Files, coverage letters, endorsements, payment logs—are processed in minutes rather than days.
• Finds and validates supporting documents automatically. The system identifies the exact pages required to support indemnity and ALAE, then confirms consistency with treaties or facultative certificates.
• Builds a PoL-ready index with citations. Every assertion in the submission links to the source page. Oversight teams and reinsurers can click through to verify instantly.
• Answers plain-language questions in real time. Ask, “List all indemnity payments with dates and check numbers,” or “Show the endorsement that modifies occurrence definition,” and Doc Chat responds with extracted facts and citations.
• Normalizes and standardizes outputs. Create uniform PoL packages across lines of business and claim types, enforcing your preferred naming conventions and templates.

This is not theory. As documented in Nomad’s webinar recap with Great American Insurance Group—“Reimagining Insurance Claims Management: GAIG Accelerates Complex Claims with AI”—adjusters used Doc Chat to find answers in thousand-page PDFs “instantly,” transforming cycle times and trust in the underlying evidence.

From Requirements to Submission: A Clickable, Defensible Package

For Operations Managers tasked with reinsurance claim submission automation, Doc Chat enforces a repeatable, audit-ready process:

1) Map treaty and facultative requirements to a standard checklist. We encode your PoL requirements by treaty/program: notice language, occurrence/aggregation rules, expense treatment, necessary exhibits, and any broker-specific preferences.

2) Ingest the full file and auto-classify document types. Proof of Loss Forms, Adjustment Reports, Loss Notices, Correspondence Files, policy decs, endorsements, payments, expert reports—Doc Chat recognizes, tags, and organizes each component.

3) Extract facts and reconcile amounts. The system collates indemnity and ALAE with dates, descriptions, check numbers, and GL postings; identifies salvage/subrogation; and reconciles totals against the PoL form.

4) Validate coverage linkage. Doc Chat surfaces applicable endorsements, exclusions, and triggers; highlights references to occurrence or event IDs; and ensures submission language aligns with treaty terms.

5) Compile a PoL index with page-linked citations. Each required exhibit is collected, deduplicated, and ordered. Every line item is backed by a source page. Reinsurers can verify in one click.

6) Package and export. Generate a single consolidated submission with table of contents, or export structured data to your reinsurance billing format or spreadsheet for broker portals.

The result is a complete, consistent Proof of Loss package assembled in minutes. No swivel-chairing between systems. No all-hands scrambles before quarter-end. Just reliable, repeatable, automated outcomes.

“Find Supporting Docs for Reinsurance Recoveries” at Any Scale

Operations Managers rarely have just one file. Cat events, latent injury portfolios, or a series of high-severity claims can spike volume overnight. Doc Chat’s advantage is scale. It doesn’t slow down as the pages pile up. As explored in “The End of Medical File Review Bottlenecks”, Nomad’s platform processes hundreds of thousands of pages per minute, with consistent accuracy from page 1 to page 10,000.

That consistency matters when the same PoL requirement must be met across dozens of claims. With Doc Chat, you can create a “PoL preset” for a specific program and apply it across all relevant files. The output is standardized and defensible—even if the source documents vary wildly.

What Doc Chat Automates Specifically for the PoL Package

• Document discovery and gap analysis. Doc Chat inventories the file, identifies missing Proof of Loss Forms, missing endorsements, or absent payment exhibits, and produces a “missing items” report for quick follow-up.
• Occurrence and aggregation checks. The agent surfaces all references to event IDs, occurrence descriptors, and causation across Correspondence Files and Adjustment Reports to support occurrence grouping under treaty terms.
• ALAE/ULAE handling. Doc Chat separates legal bills, expert invoices, adjuster time entries, and internal expenses; applies your rules for allocation; and links each entry to a treaty-compliant narrative.
• Coverage and trigger language extraction. The system flags exclusions, sublimits, and endorsements that may affect recoverability, placing the exact language next to your submission narrative.
• Payment register reconciliation. It aligns payments, voids, and reissues with check numbers, dates, and memos; reconciles totals to the PoL; and highlights discrepancies before the reinsurer does.
• Correspondence evidence. All broker/reinsurer communications that establish notice, agreement on treatment, or acceptance of information are organized with citations.

In effect, Doc Chat becomes your streamline proof of loss package assembly AI—from discovery to export—so your team can focus on negotiation and strategy rather than on document wrangling.

Business Impact for the Operations Manager: Time, Cost, Accuracy, and Cash

Doc Chat’s impact is measurable and immediate for Reinsurance and Claims Operations Managers:

1) Cycle time reduction. What previously took days of manual assembly now completes in minutes. In Nomad’s client experience (see the GAIG story), finding facts in thousand-page files happens “instantly,” collapsing turnaround and accelerating reinsurance cash flow.

2) Lower loss-adjustment expense. Every hour of adjuster or analyst time shifted from manual searching to review and decision-making reduces expense. Automation also smooths peak workloads, containing overtime and contractor costs.

3) Fewer disputes, stronger recoveries. Page-level citations and consistent narratives limit back-and-forth with brokers and reinsurers. Clear evidence and standardized allocations improve acceptance rates and shorten the path to cash.

4) Better compliance and audit readiness. With fully documented sources and audit trails, you can demonstrate timely notice, completeness, and adherence to treaty terms—defensible outcomes that regulators, reinsurers, and internal audit all appreciate.

5) Team satisfaction and retention. Adjusters and analysts spend less time copying, pasting, and scrolling. As Nomad outlines in “AI’s Untapped Goldmine: Automating Data Entry”, removing routine data extraction lifts morale and unlocks higher-value work.

Why Nomad Data Is the Best Partner for Reinsurance Proof of Loss Automation

Nomad Data’s Doc Chat is not a generic summarizer. It is an insurance-trained set of agents tailored to your policies, treaties, and workflows. Here’s why Operations Managers choose Nomad:

Built for complexity. Doc Chat surfaces exclusions, endorsements, triggers, and coverage nuances hidden in dense, inconsistent policy and treaty language. It was purpose-built to handle the exact problems that derail PoL packages.

Personalized to your playbooks. Through “The Nomad Process,” we train Doc Chat on your templates, allocation rules, and exhibit requirements. Outputs are customized to your formats, ensuring consistency across your team.

Real-time Q&A with citations. Ask questions like, “Where does the endorsement modify the deductible for this occurrence?” The system answers and cites the page—no guesswork.

White-glove service and rapid implementation. Most organizations go live in 1–2 weeks with Nomad’s hands-on approach. We configure presets, import sample files, and iterate with your Operations Manager and Claims/Reinsurance leads.

Enterprise-grade security. Nomad maintains robust security practices and provides clear document-level traceability so every answer can be independently verified. This defensibility is crucial in claims and reinsurance.

For a deeper view on how Doc Chat transforms insurance work beyond simple summaries, see “Reimagining Claims Processing Through AI Transformation” and “AI for Insurance: Real-World AI Use Cases Driving Transformation.”

Use Cases Tailored to Reinsurance Programs

1) Catastrophe Quota Share PoL Assembly

A hurricane generates hundreds of property claims ceded under a quota share. The Operations Manager must produce a consolidated PoL that:

• Confirms timely notice per treaty language
• Shows all indemnity payments and ALAE by policy and date
• References event IDs and PCS codes where relevant
• Applies the treaty’s expense-sharing methodology
• Indexes all supporting exhibits with page citations

Doc Chat ingests all claim files, extracts the payment and expense data, and maps them to the treaty’s logic. It compiles Proof of Loss Forms, the latest Adjustment Reports, Loss Notices, and Correspondence Files, then creates a consolidated index linking every total to a page in the file. The result is a broker-ready submission assembled in hours, not weeks.

2) Excess-of-Loss (XoL) Single-Occurrence Casualty Claim

A large casualty loss pierces the retention, triggering XoL. The Operations Manager needs to demonstrate that the payments belong to a single occurrence and that ALAE allocation aligns with treaty terms. Doc Chat scans entire legal and expert files for consistent causation and occurrence descriptors, pulls the relevant settlement agreement language, and references policy endorsements that affect limits or deductibles. It then reconciles payment registers with the PoL form and creates a submission narrative with pinpoint citations. Back-and-forth with reinsurers drops dramatically because every assertion is verifiable.

3) Facultative Certificate Recovery

For a facultative placement with unique wording, Doc Chat identifies the fac certificate, extracts key coverage language, highlights any endorsements, and links them to the loss facts, payments, and expert reports. It ensures that the PoL package reflects the specific obligations and evidentiary standards of the certificate, reducing the risk of denial due to documentation gaps or mismatched language.

Answering the Common Questions from Operations Managers

“How accurate is the AI when identifying the right exhibits?” Accuracy stays high even on very long files because Doc Chat reads with the same rigor on page 1,500 as on page 1. As discussed in our client stories and posts, machines don’t fatigue or lose focus on large packages—and every answer includes a source link for verification.

“Will it hallucinate or fabricate documents?” Doc Chat is designed to extract and corroborate information from your documents. For tasks like PoL assembly that require specific evidence, hallucinations are rare because outputs are grounded in source pages and accompanied by citations. See AI’s Untapped Goldmine for more on why structured extraction is especially reliable.

“Can it work with my systems without a months-long integration?” Yes. Teams often start with secure drag-and-drop to prove value within days, then connect Doc Chat to claims and reinsurance platforms via APIs. Typical integrations complete in 1–2 weeks, not months.

“Can Doc Chat standardize outputs for different treaties?” Absolutely. We create presets—customized output formats—for treaties, programs, or brokers. Your staff picks the applicable preset, and Doc Chat assembles the PoL accordingly.

“How does Doc Chat handle sensitive data?” Security and auditability are core. Every output includes traceability to the source document and page. IT and compliance teams can review comprehensive logs and retain full control over data handling.

How Doc Chat Works Day-to-Day for a Reinsurance & Claims Operations Manager

Once Doc Chat is configured to your playbooks, the daily experience becomes predictable and efficient:

1) Intake and triage. New large-loss files land in a monitored folder or are uploaded directly. Doc Chat classifies each document, detects duplicates, and flags missing required items for PoL.

2) Checklist assembly. The Operations Manager selects the relevant treaty preset (e.g., Property QS, Casualty XoL, Facultative) and initiates PoL assembly. Doc Chat builds the required exhibit list and fills it with page-cited content.

3) Reconciliation and validation. The system reconciles indemnity and ALAE totals to the PoL, highlights discrepancies, and pairs every figure with a source document. A coverage check pulls in any relevant endorsement or exclusion language.

4) Review and finalize. Analysts review the output with linked citations, ask clarifying questions in plain English, and export to the required broker/reinsurer format. If a reinsurer requests an additional exhibit, the analyst asks Doc Chat to retrieve it and add it to the index.

5) Continuous improvement. Team feedback (e.g., “include post-loss photos at the end of the packet” or “attach the latest reserve change memo”) is folded into presets, improving quality and consistency over time.

Quantifying the Gains

Operations Managers are judged on predictability, speed, quality, and control. Doc Chat directly moves the needle on all four:

Predictability. Standardized presets mean PoL packages look the same across desks and months. New hires follow the same path as veterans, reducing variance and onboarding time.

Speed. Instead of spending hours hunting for an endorsement or a proof page for a $1.2M ALAE total, the answer appears in seconds with a page link. Cycle times compress, quarter-end crunches smooth out, and recoveries arrive faster.

Quality. The machine never skips pages. It surfaces contradictions and anomalies that humans routinely miss on page 800 of 1,200. That thoroughness supports stronger submissions and fewer disputes.

Control. Page-level citations, complete audit trails, and clear change management make audits—and reinsurer queries—straightforward. You know exactly what was submitted and why.

Implementation in 1–2 Weeks with White-Glove Support

Nomad’s implementation is fast and collaborative. We begin with your Operations Manager, reinsurance claims leads, and a handful of representative files. Together we:

• Capture your submission rules: per-treaty PoL requirements, allocation rules, and exhibit preferences
• Define presets: Property QS, Casualty XoL, and any facultative variations
• Test with real files: Iterate on outputs until they match your gold standard
• Deploy to a pilot group: Analysts begin assembling PoL packages within days
• Integrate APIs: Connect to document repositories and claims/reinsurance platforms, typically in 1–2 weeks

Training focuses on how to ask the right questions, validate with citations, and finalize submissions. Because Doc Chat’s outputs are transparent, handlers and reviewers gain trust quickly—mirroring what GAIG experienced in their real-world evaluation.

Risk, Compliance, and Defensibility—Baked In

Reinsurance submissions must withstand scrutiny from auditors, reinsurers, and regulators. Doc Chat’s design choices—page-linked citations, full-document ingestion, and standardized outputs—give Operations Managers the defensibility they need. It also institutionalizes best practices, capturing the “unwritten rules” of your most experienced professionals, a theme explored in Beyond Extraction. With Doc Chat, tacit knowledge becomes repeatable process.

Where to Start: Three High-ROI Pilots

To demonstrate value fast, Operations Managers often start with one of these pilots:

1) High-severity casualty claims crossing retention (XoL). Use Doc Chat to assemble PoL, verify occurrence alignment, extract key endorsements, and reconcile ALAE. Measure time saved and dispute reduction.

2) Catastrophe quota-share batch. Apply a preset to a portfolio of property losses from a single event; produce standardized, page-cited PoL packages and track cycle time from ingestion to submission.

3) Facultative placements with bespoke wording. Validate the concept on a few files where unique language has traditionally required extra attention. Document the reduction in rework and clarifications.

Naturally Ranking for Your Key Searches

This article was written for the Operations Manager looking for pragmatic solutions and aims to answer the searches we hear most often from reinsurance and claims leaders: “AI for extracting proof of loss documents,” “reinsurance claim submission automation,” “find supporting docs for reinsurance recoveries,” and “streamline proof of loss package assembly AI.” If your team types any of those into an AI assistant, they should discover that Doc Chat by Nomad Data is built precisely for this problem and is ready to implement in 1–2 weeks.

Take the Next Step

Your reinsurers want completeness, clarity, and citations. Your team wants speed and sanity. Your CFO wants cash in the door. Doc Chat delivers all three. See how Doc Chat for Insurance assembles Proof of Loss packages in minutes, not days—so you can close the loop on recoveries and move on to the next file with confidence.