Skip to content
Claims & policy agent

First notice of loss intake

Every first notice of loss read, matched to its policy and set up as a claim file with the right adjuster. Anything that raises a coverage question goes to a person.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for First notice of loss intake: four items, three done, and one (Date query) waiting for the claims supervisor, who is asked: Loss dated two days before the policy started. Send for a coverage review?
How it works

Email, portal or phone: one queue. An adjuster gets a ready file.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for First notice of loss intake, in 5 steps. It starts with “A notice of loss lands” and ends with “Claim file open, assigned”. Each step lists what automation, the agent and your team do there.
First notice of loss intakeA typical run
Starts withA notice of loss landsThe broker emails it for Marlow Dental: burst pipe, office flooded, six photos attached.
Automation: Pulls the broker’s emails, portal forms and the answering service’s call notes into one intake queue as they arrive.
The agent: Reads the broker’s note and the six photos: a burst pipe, the office floor under water, loss dated Sep 12.
~67h/mo

Step 1 of 5Read the notice

  • Automation

    Pulls the broker’s emails, portal forms and the answering service’s call notes into one intake queue as they arrive.

    A notice is a notice whether it came by email, portal or phone. Collecting them in one queue is routine.

  • The agent

    Reads the broker’s note and the six photos: a burst pipe, the office floor under water, loss dated Sep 12.

    One broker writes “escape of water”, a caller says “the pipe went”. Both are the same loss.

Reads
  • Shared inbox
  • Claims portal
Writes
  • Claims system

~67 hours a month back

Where teams differChannels are a choice: broker only, or straight from the insured, even by text.

The agent: Matches “Marlow Dental, Bayview office” to BOP 44-1187, though the policy is written to Marlow Dental Group LLC.
Automation: Brings the policy period, the form, its endorsements and whether the premium is paid onto the notice.
~30h/mo

Step 2 of 5Find the policy

  • The agent

    Matches “Marlow Dental, Bayview office” to BOP 44-1187, though the policy is written to Marlow Dental Group LLC.

    Notices use the name people know, not the legal entity on the policy. A lookup by name misses a lot of them.

  • Automation

    Brings the policy period, the form, its endorsements and whether the premium is paid onto the notice.

    Once the policy number is known, its dates and form are fields to fetch.

Reads
  • Policy system
Writes
  • Claims system

~30 hours a month back

Automation: Compares Sep 12, the date of loss, with a policy that started Sep 14, and marks the notice with a date query.
The agent: Finds the form’s wording on sudden discharge of water and notes it on the file for the adjuster. It doesn’t decide if it applies.
~20h/mo

Step 3 of 5Check dates and form

  • Automation

    Compares Sep 12, the date of loss, with a policy that started Sep 14, and marks the notice with a date query.

    Sep 12 falls before Sep 14. The dates raise the query, not anyone’s opinion.

  • The agent

    Finds the form’s wording on sudden discharge of water and notes it on the file for the adjuster. It doesn’t decide if it applies.

    The form says “sudden and accidental discharge”, not “burst pipe”. Whether it applies is the adjuster’s call.

Reads
  • Policy system
Writes
  • Claims system

~20 hours a month back

Where teams differStricter desks flag late-reported notices too, not just losses that fall outside the term.

IfYour team: Checks whether Sep 12 is a slip in the broker’s note or the real date, then clears it or sends the notice for a coverage review.
~6h/mo

Step 4 of 5Answer the date query

  • Your teamIf the dates don’t line up

    Checks whether Sep 12 is a slip in the broker’s note or the real date, then clears it or sends the notice for a coverage review.

    A loss before the policy began is a coverage question. It belongs to someone who can stand behind the answer.

Reads
  • Claims system
Writes
  • Claims system

~6 hours a month back

Automation: Opens CLM-20817 and assigns it to Leah, the property adjuster for that region, by your rules for line, region and size.
The agent: Gives the broker the claim number, says Leah has it, and asks the insured to keep damaged equipment and receipts.
~22h/mo

Step 5 of 5Assign and reply

  • Automation

    Opens CLM-20817 and assigns it to Leah, the property adjuster for that region, by your rules for line, region and size.

    Line, region and loss size decide the desk. Those are your rules, written down once.

  • The agent

    Gives the broker the claim number, says Leah has it, and asks the insured to keep damaged equipment and receipts.

    The reply has to say who has the claim without reading like a promise that it’s covered.

Reads
  • Claims system
Writes
  • Claims system
  • Shared inbox

~22 hours a month back

Ends withClaim file open, assignedOpen in the claims system with the notice, photos and policy attached, and the broker told who has it.
Total~145h/mo

What changes

Notices from email, portal and phone land in one queue. Adjusters open a file with the policy and photos in it. A loss date outside the term goes to a supervisor.

  • 4steps automated
  • 4steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~145 hours a month back

$73,100 a year in time

For a regional carrier logging about 400 new claims a month, at $42 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never decides whether a loss is covered

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentNotices from email, phone notes and your portal, claim files into your claims system.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour assignment rules by line, region and size, and what counts as a coverage query.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe claims supervisor for coverage questions, senior adjusters for large losses.

  4. Your channels

    Where your team hears from it.

    For this agentAn acknowledgement to the insured or broker by email, Slack or Teams for your desk.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA claim file with the notice, policy and photos attached, and an adjuster assigned.

Chasing claim documents and answering certificate requests are their own agents in this catalog. Reserves and coverage decisions stay with your adjusters.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your claims intake team and adjusters.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past first notices of loss, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real first notices of loss.
The number we agree

Hours from a notice arriving to an adjuster being assigned. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, three months of first notices and how they were assigned, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and three months of first notices and how they were assigned.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past first notices of loss.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

What if the notice comes in by phone?
It works from the call notes your team or answering service already takes, and asks the caller back for anything missing.
Does it tell the insured the claim is covered?
No. It acknowledges the notice and says who is handling it. Coverage is always your adjuster’s call.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the hours from a notice arriving to an adjuster being assigned. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want every new claim with an adjuster the same day?

Tell us how your team handles first notices of loss today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Insurance
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
See the service
Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent