Process - Vanguard Claims Administration, Inc.

From accurate claims processing to honest billing — and beyond.

Our process begins by building trusting relationships. Every day we work to deliver on our promise to be fair, efficient and professional. And you’ll see it in our accountability, our customized reports and our quick check issuance. Here’s what you can expect when you work with us — from the first call to the closed claim:

Initial Report Intake

We work the way you prefer to work.

You may choose to handle first notice receipt of claims and forward them to Vanguard’s First Report Unit. Or, we may receive initial losses via email, fax, mail or phone directly from your retail agents. We’ll establish the claim the same day or by noon the next business day if received after 3pm.

If necessary, an independent adjuster will be assigned to the claim and their contact information will be provided to the insured in an introduction letter. At the same time, an acknowledgement letter will be sent to the client. So you and the insured know exactly who to contact throughout the claims management process.

As with all of our services, customization is available and additional recipients may be copied on either letter. And, Vanguard’s FileTrac Claims Management Program makes all claims data immediately available for any reporting you require.

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Claims Management

Regular communication. Really fast resolution.

Each loss is thoroughly reviewed by one of Vanguard’s knowledgeable supervisors to ensure that a qualified independent adjuster is selected and an appropriate Vanguard examiner is assigned.

With assistance from a supervisor, the new assignment is evaluated to ensure that proper coverage is in place. If coverage issues are identified, the file is immediately documented and the appropriate parties are notified.

With rigid diary control and active communication with the independent adjuster, our examiners ensure timely and efficient administration of all program claims. Our FileTrac Claims Management System also enables you to access status reports and additional information anytime. Because we understand that timely claims are just as important as accurate ones.

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Litigation Management

On-staff attorneys. On point management.

When handling litigated files, we believe that managing the attorney’s actions is the key to proper administration. Because many of our examiners are bar–certified attorneys, Vanguard is able to provide unsurpassed management of litigated files resulting in better settlements and lowered legal costs. When you put our expertise to work, we work hard. And you see the results.

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Financial Administration

We support our support staff.

While other companies may shortchange their support staff, we invest in ours. We add experienced financial administrators even before we need them to ensure that receipt and check issuance runs smoothly and quickly for all programs.

Our skilled financial team is responsible for generating monthly bordereaux, collecting loss funds, parsing incoming wires, issuing settlement and expense checks and providing financial managerial reports for all of our clients. If you have a question about funding or check issuance, our team is always available to provide helpful answers and timely information. It’s how we deliver on our commitment to you. Every day.

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Report Generation

Information right away, exactly the way you want it.

Vanguard uses advanced technology to deliver completely customized reports that are available to customers at anytime. All data entered into our FileTrac Claims Management System can be generated into a customized report meeting your exact specifications.

Whether you’re meeting management information (MI) data requirements or monitoring loss runs, you can request a specific report or gain access to our system and run reports as needed. That means you can have complete confidence in your reports without having to invest in a system or the staff to manage it. You’re welcome.

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Loss/Expense Check Issuance

Promises kept through prompt payment.

By issuing checks quickly and efficiently, we demonstrate our value to your program daily. In fact, once a Vanguard examiner receives a signed proof of loss, a payment voucher is forwarded to the financial department in just a few hours. They, in turn, act within hours to process the payment. Because vouchers are fully electronic and redundantly verified, we confidently provided fast and accurate payment for all program claims. That makes us (and you) very reliable partners.

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Subrogation and Salvage Programs

Perfectly customized to your program.

Our team stands ready to assist our clients in customizing a recovery protocol that suits your program’s unique requirements. Our skilled team is able to administer the identification and recovery internally or we’ll follow your instructions to utilize specific vendors, including attorneys, subrogation recovery services or other parties to fully or partially handle recovery efforts. Whether we do some of the work or all of the work, you can bet it’s always done right.

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