Insurance Claim Management System

Insurance claim processing managed through email, manual task assignment, and disconnected spreadsheets is slow, inconsistent, and difficult to audit. Policyholders submit claims in different formats. Adjusters receive assignments informally. Status updates depend on someone remembering to communicate them. Finance teams are notified late. And when a claim needs to be reviewed or disputed, assembling the full record of what happened and when requires significant manual effort.

The Insurance Claim Management System for SharePoint, built with Infowise Ultimate Forms, automates the entire claim lifecycle — from initial submission through adjuster assignment, assessment, approval, and payment processing — with dynamic status updates, automated task creation, and real-time notifications keeping every team informed and moving without manual coordination.

How it works

Claim submission

Policyholders submit claims through a structured Ultimate Forms form in SharePoint, capturing all the information needed to initiate processing — policy details, incident description, claim type, supporting documentation, and contact information. The structured submission format ensures that every claim arrives with the same level of detail, enabling the claims team to begin assessment without follow-up for missing information. Submission automatically triggers the downstream workflow.

Adjuster assignment

Once a claim is submitted, it is assigned to the appropriate adjuster — either manually by the claims manager or automatically based on claim type or workload rules configured in Ultimate Forms Actions. The assigned adjuster receives an automated notification with a direct link to the claim record, giving them immediate access to all submission details, supporting documents, and assessment requirements without a separate briefing.

Assessment and automatic status updates

Adjusters evaluate the claim directly within the SharePoint record, recording their findings and assessment outcome. As the adjuster progresses through the assessment, Ultimate Forms Actions update the claim status automatically — moving the record from Submitted to Under Assessment to Assessed — without requiring manual status changes. Each status transition is timestamped and visible in the claim record, providing a complete chronological account of how the claim was handled.

Task creation and notifications

At each stage of the claim lifecycle, the system generates tasks for the teams that need to act — adjusters, approvers, and finance — using Ultimate Forms Actions and Alerts. Tasks are linked directly to the parent claim record through Associated Items, ensuring that every task is traceable to the specific claim it relates to. Real-time notifications inform the relevant team members of pending approvals, required actions, and approaching deadlines without any manual communication.

Approval and payment processing

Once the assessment is complete and the claim is approved, the finance team receives an automated notification to initiate payment processing. The approval decision, along with all assessment findings and supporting documentation, is stored within the same claim record — giving finance the full context they need to process the payment accurately and providing a complete, auditable record of the end-to-end claim lifecycle.

Role-based access control

Column-level and item-level permissions ensure that only authorized users can view or modify specific sections of each claim record. Policyholders, adjusters, managers, and finance teams each see and interact with only the information relevant to their role — protecting sensitive claim data while enabling the structured collaboration the process requires.

What you get

• A structured claim submission form capturing policy details, incident description, claim type, and supporting documentation
• Adjuster assignment with automated notification and direct access to the full claim record
• Automatic status updates at each stage of the assessment and approval lifecycle using Ultimate Forms Actions
• Dynamic task creation for adjusters, approvers, and finance teams linked to each claim via Associated Items
• Real-time alerts for claim updates, pending approvals, required actions, and approaching deadlines
• Finance team notification on approval for timely payment processing
• Role-based access control restricting claim data to authorized users at each stage
• A complete, auditable claim record from submission to payment stored in a standard SharePoint list
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Insurance Claim Management System is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All claim records, assessment findings, task data, and payment documentation stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.