Insurance File Handler

Rate depends on experience

Remote Full-Time

We’re looking for an organized and detail-oriented Insurance File Handler to assist with claim tracking, client communication, carrier follow-ups, and file management.

Key Responsibilities

Insurance Carrier Communication (Phone & Email)

Contact insurance carriers to:

File or verify claims

Confirm adjuster assignments and contact details

Request status updates and documentation confirmations

Follow up on pending items, supplements, or approvals

Coordinate adjuster appointments

Maintain accurate logs of all carrier communication

Respond to carrier requests promptly and professionally

Full Claim File Management

Manage the administrative lifecycle of each claim:

Create and organize new claim files in the CRM

Upload and maintain documents, photos, estimates, and notes

Track claim status from start to finish

Ensure no claim goes inactive without follow-up

Keep documentation up to date for internal teams

Escalate issues when needed

Client Communication & Support

Provide weekly updates via phone, text, or email

Use approved scripts to answer basic client questions

Explain general claim process steps

Request missing documents or signatures

Notify clients of upcoming adjuster meetings and file updates

Handle follow-up calls and appointment scheduling

Ensure clients feel informed and supported throughout the process

Adjuster Meeting Coordination

Schedule adjuster appointments

Communicate details to clients and the internal team

Confirm times and expectations

Record meeting outcomes and updates

Supplement & Documentation Support

Collect documents needed for supplemental submissions

Send paperwork to carriers, adjusters, or partners

Track all supplement follow-ups

Maintain proper logs and documentation

Production & Billing Support (Admin Tasks Only)

Ensure production team receives approved documentation

Verify documents match job requirements

Assist accounting with:

Depreciation details

Deductible amounts

Approved line items

Final billing documents

Confirm all required documents are complete and organized

Tasks the VA Will Not Perform

(Helps avoid compliance and job-posting flags)

Negotiating estimates or interpreting Xactimate

Making claim or coverage decisions

Providing construction or technical explanations

Discussing pricing outside of approved information

Acting as a licensed adjuster or contractor

Performing any on-site work

Experience & Proficiency

Strong English communication skills (phone & written)

Experience managing insurance or administrative claim workflows

Excellent organization and ability to manage multiple active files

Strong attention to detail

Able to follow structured SOPs and escalate when needed

Comfortable with high-volume calls

Customer-service oriented