Insurance firms often drown their staff with paperwork, while claim adjusters can’t keep their heads above the water. Fortunately, insurance companies have several options to help tackle the problem, the foremost of which is transcription. Insurance transcription companies like Ditto Transcripts can help adjusters with daily documentation, leaving more time to do their primary tasks.
Here’s how we can help.
In this article, you’ll learn how:
- Adjusters can record observations on-site, which is especially crucial during high-volume periods like natural disasters.
- Professional transcriptionists who understand insurance terminology can convert the recordings into accurate documents that can be used in courts.
- Transcription services can help improve overall claims processing by converting audio recordings into searchable text documents, streamlining the claims process.
What is Insurance Transcription?
Today, it’s entirely normal for insurance professionals to use their phones to voice record their findings on the go. It’s faster than writing, less cumbersome than lugging a pen and notebook around, and you can do it real-time without taking your eyes off the property.
For example, a claims adjuster may walk through a home damaged by a storm and record their observations using their phone, with either video or audio. Or, sometimes, an extensive back-and-forth bickering over the phone takes place between a medical billing office and an insurance provider.
Either way, someone has to convert those recordings to text documents (or transcribe them).
Since adjusters did all of this to save time, it wouldn’t make sense if they have to sit in front of a computer for hours to transcribe their recordings. So, they enlist the help of professional transcription companies.
Challenges Without Insurance Transcription
Insurance firms have different ways of dealing with recordings, so the challenges will vary. However, in my experience, firms that don’t use insurance transcription face significant ad avoidable challenges.
| Challenge | Potential Impact |
| Time Drain on Adjusters | Hours wasted typing up recorded notes instead of handling new cases. |
| Missing Critical Details | Important information gets lost from audio recordings. |
| Documentation Bottlenecks | Audio files pile up and cause delays in claims processing. |
| Compliance Risks | Poor documentation exposes companies to legal issues. |
| Difficult Information Retrieval | Can’t easily search through audio files for specific details. |
| Communication Gaps | Departments can’t easily share information from audio recordings. |
| Inconsistent Record Keeping | Each person documents differently, leading to confusion. |
| Storage Management | Audio files consume more space and are harder to organize. |
How Can Insurance Transcription Help Adjusters?
Insurance transcription helps adjusters in countless ways. Here’s the most common and significant ones:
Faster Documentation
In a real estate setting, with completed recordings, insurance professionals can document their findings while walking through properties. This means they can finish the documentation much quicker.
The transcriptionist will convert these recordings into written text, and the claims adjuster can use them for detailed reports. It takes hours of desk work and several minutes of recording. It may not be very significant during slow periods.
However, it’s a different story during storms or major disasters. Adjusters need to handle multiple claims quickly, so they need all the energy-boosting they can find.
Observation Accuracy
With conventional handwritten notes or manual documentation, many details can be missed, which is not ideal for anyone. On-site voice recordings allow claim adjusters to capture everything in detail.
For instance, they can immediately record what they see if they’ve spotted watermarks or hidden structural issues.
Fresh or new recordings catch subtle details that might slip away from our thoughts after a long day of inspections or field activities, which can also be true in other industries. Once transcribed, those recordings become detailed documentation that provides clear evidence of property conditions precisely as the adjuster observes them. And, as we all know, accuracy is critical for the claims department’s decision-making.
Improved Productivity
Adjusters need to carefully examine properties, so they need their hands to measure damage quickly and accurately. With voice recording, adjusters can work naturally – they can simply describe what they see while doing their job.
Also, with voice, adjusters can quickly move through the properties without the need to document everything they see. When checking a vehicle’s damage, they can walk around freely to check for angles or measurements—no need to stop to jot everything down.
This approach often results in more accurate documentation, and the resulting transcripts that capture everything clearly can help the claims department see a better picture of what the adjuster covered.
Professional Communication
High-quality reports are more critical than most people know about insurance. It can be an all-or-nothing moment for the firm, the adjuster, the policyholder, or anyone involved.
However, if the adjusters record their findings clearly or take a video with a clear description, transcriptionists specializing in the field can help convert those recordings into a well-organized document that makes sense. Claims processors don’t waste time listening to long recordings, so a highly accurate transcript is necessary.
With this streamlined flow of information, claims can move much more quickly, which, in turn, benefits both the insurance company and the claimant waiting for answers.
Legal Protection
Records written with absolute accuracy can protect everyone involved in the insurance claims. I learned this long ago, except not in insurance but with an actual legal case. A “good transcript” must detail every observation or conversation to create solid evidence in case of a lawsuit (or even with a minor discrepancy).
Suppose questions came up months later about a specific claim. The documents can provide clear answers as they can be presented as legal evidence to the courts, as long as they are created and certified by a U.S.-based transcription provider (for U.S. courts).
Insurance firms can use these transcripts to prove that they handled the claim fairly (if they did), and property owners also benefit from having documentation or recorded statements of their claims.
How Transcription Services Help Insurance Firms
Insurance transcription can help adjusters in many ways, and recording throughout the insurance claim process is a good way to understand what your customers want (as long as the recording follows state and federal laws). However, listening to conversations for hours on end is not efficient or cheap.
That’s why enlisting the help of professional insurance transcription services like Ditto Transcripts is your best option.
With transcripts, your insurance company can maximize data collection, improve recordings, and analyze trends from a business and customer service standpoint, further helping with your goal of making your clients understand the insurance claims process better.
Why Choose Ditto to Handle Your Transcription Needs?
Choosing Ditto Transcripts means you’ll have the best, most affordable, and most accurate service provider in the market. Our services come with the following benefits:
Accuracy
We don’t just claim it; we guarantee 99% accuracy in every transcription project. All you have to do is focus on creating valuable recordings and we’ll transcribe them flawlessly.
Human Expertise
Our team doesn’t rely on machine learning. We have experienced transcriptionists who understand the subtlety of multiple speakers, jargon, or niche terms. We’ll create transcripts that reflect the natural flow of your conversation.
Price and Turnaround Time
We understand your time is money, so we ensure your transcripts are delivered within the agreed-upon timeframe. You can also choose the turnaround time according to your needs and budget.
Security
Recordings aren’t created equal; we understand that some may contain sensitive customer data. For that reason, Ditto Transcripts is HIPAA, CJIS, and FINRA compliant. You can sleep well at night knowing that we secure the confidentiality of your content.
Affordability
We acknowledge that recordings can be highly valuable for insurance companies and that transcribing them can be costly. So, we offer high-quality transcription services that won’t break the bank. We have options to fit any budget without sacrificing quality.
24/7 Customer Service
Humans run our customer service process, not chatbots. We take the time to understand your requirements and will gladly assist you with technicalities or answer any questions for a streamlined customer experience.
Customizability
Our transcription services aren’t just about accuracy and meeting the client’s requirements. Do you need a verbatim transcript that captures every “um” and “uh”? Or do you need a polished version for a blog post? We can modify the transcript to meet your needs and ensure you get exactly what you need to reach your goals.
Maximize The Ways Transcription Can Help Adjusters With Ditto
Ditto is the most trusted transcription service provider in the insurance industry. Our services come with accuracy and quality guarantees that will keep you coming back for more.
Not convinced? Take us for a test drive, sign up for our commitment-free trial, and experience the difference.
Ditto Transcripts is a Denver, Colorado-based transcription company that provides fast, accurate, and affordable transcription services for businesses of all sizes. Call (720) 287-3710 today for a free quote, and ask about our free five-day trial.