Managing claims-related emails, forms, and other documents can be a challenge, especially when claims data and files are spread across multiple systems. That challenge only grows when claims result in litigation. Not only is there additional documentation, but there is also the need to share that information with the legal department and other parties involved in each case.
In “Laying the foundation for a strategic approach to claims management,” we examine how an integrated claims management functionality of a cloud-based RMIS like Origami Risk can help reduce the strain of tracking claims data and documentation. Consolidating all of an organization’s claims data and related files in a single system not only eases access but can also standardize and streamline workflow processes. The subsequent analysis performed contributes to informed decision making and improved claim outcomes.
Risk managers and claims professionals can add to the value of their RMIS by extending usage to an organization’s legal staff. In this post, we look at five benefits of using a cloud-based RMIS to manage litigation information related to claims and incidents, as well as contracts, research, and other legal matters handled on a daily basis.
Five benefits of using a cloud-based RMIS for matter management
1. Centralize storage of claims and matter data and documentation
As the PropertyCasualty360 article “8 Best Practices for Claims Litigation Management” points out, when it comes to documentation and case information, “the better organized you are, the easier litigation is to manage.”
It makes sense that the system in which claim, location, policy, employee, related contact, and other details are stored also be used for consolidating documentation tied to claims litigation. Rather than switching between multiple systems, access to all of the key data elements, notes, emails, and attachments related to litigation on a claim record is simplified. For example, when a claim is marked, a section with litigation details is available on the claims page to any user with the appropriate security permission.
In Origami Risk, members of the legal team also have the ability to track litigation apart from a claim record. Any matter entered in the matter management module can be linked to a claim, or, if necessary, can stand alone as its own record. And if third-party matter management software is already being used to handle legal documents and billing, flexible integration capabilities allow data to be exchanged between the systems, eliminating the silos of data and ensuring that everyone is on the same page.
2. Ensure role-specific claim and matter security
Security settings in a cloud-based RMIS ensure that only designated users can access PII and other sensitive HR, claim, and financial data. The same holds true for data and documents involving legal matters. Flexible security setting tools allow system administrators to define permissions based on the processes or needs of an organization with different levels of access applied by coverage line, location, or other sets of criteria. This can include granular privileges based on specific fields, financial buckets, and note categories.
3. Standardize processes and enhance cross-department coordination while reducing time spent on manual, administrative tasks
A cloud-based RMIS can also be used to eliminate the challenges that come with case coordination and keeping stakeholders on multiple teams up-to-date. Users can merge information directly from claims and legal matter records into the mapped fields of forms stored in the system. Tasks and calendars can be easily created, assigned, and shared. Notes and email conversation threads are stored directly on claim or matter records, doing away with the need to search through stacks of paper or email inboxes. This ensures that nothing slips through the cracks.
Additionally, using automated workflow tools frees staff from repetitive, time-consuming activities, standardizes procedures, and increases efficiency. By defining custom rules in Origami Risk, alerts, tasks, emails, notes, etc. are automatically generated and sent/assigned when data in fields change or specific data elements are entered.
4. Improve sharing of information with outside counsel, plaintiff attorneys, and third-party auditors
To improve collaboration with parties to the case without adding to the number of manual steps that must be repeated by legal team staff, a cloud-based RMIS provides the ability to share a single record in the system with anyone outside the organization via a unique URL.
Based on an organization’s security settings, system access in Origami Risk can be granted only to designated people, allowing cases or documents to be viewed via an online portal or by clicking a link delivered in email (or SMS text). For enhanced privacy, an expiration date can be specified that requires recipients to request a new link if continued access is required.
5. Apply analytics to inform how cases are assigned
Centralized claims and matter data can be put to use in tracking the success of the firms or individual attorneys with whom an organization works. In “Getting Ahead of Workers’ Comp Litigation Using Advanced Analytics,” Origami Risk’s Sam Gabal explains how this allows for a more analytical approach to case distribution based on the correlation of “win-loss ratios with any of the various loss factors tracked in your RMIS, including: cause, nature of the accident; location or region; and the complexity of the case, such as whether it involved comorbidities, obesity, opioid use or other pain medications or other complicating factors.”
For risk and claims managers looking to add to the value of their RMIS investment, opening up the system for use by their organization’s legal team is well-worth exploring. The five benefits listed above only scratch the surface of how an organization can take advantage of the flexibility of a cloud-based RMIS like Origami Risk. To discuss the potential for putting these and other solutions to work for your organization, contact us.
See how the legal team at Holiday Retirement worked with Origami Risk to streamline a critical process, improve document tracking, and add the ability to report on cases, legal costs, and trends across the organization.