Bob McCloskey Insurance Automates Intake for 30,000 Claims a Month with AI
How a claims administrator replaced manual document handling with an intelligent, scalable intake workflow
ABOUT BOB MCCLOSKEY INSURANCE
Bob McCloskey Insurance (BMI) is a leader in student and sports accident insurance. The firm provides insurance programs for the education sector, including colleges and universities and public and private K-12 schools. It also serves camps, youth and adult sports leagues, churches, national associations, and non-profit organizations.
BMI places coverage for more than 500 colleges and universities and over 2,000 secondary schools. Through its affiliate, BMI Benefits, the company also administers and pays claims, backed by more than three decades of experience in special risk accident claims.
THE CHALLENGE
BMI receives about 30,000 claims every month in a wide range of formats. Before an examiner could begin adjudicating a claim, someone had to handle it manually: look up and key in data, batch it, scan it, and route it.
Until recently, BMI’s claims staff did all of that by hand. Team members opened each claim, identified the claimant and program, keyed in the key data, and routed it to the right examiner. The process worked, but it had real limits:
Volume growth meant headcount growth. As BMI added schools, leagues, and programs, the only way to keep up was to add people.
Manual entry introduced errors. Retyping dates, amounts, and claimant details across thousands of claims led to mistakes and rework.
Skilled staff were stuck on data entry. Experienced claims professionals spent much of their day preparing claims instead of serving clients.
Turnaround depended on backlog. During busy periods, such as the start of the school year, fall sports, and new customer onboarding, claims waited in a queue before an examiner could work them.
BMI needed a way to prepare and route claims at scale, with consistent accuracy, without building a larger intake team.
THE SOLUTION
Liventus designed and built an automated document intelligence pipeline on Microsoft Azure AI. It takes claims from arrival to structured, examiner-ready data with minimal human handling. The solution includes:
Automated intake. Incoming claims and supporting documentation are batched and read automatically.
Intelligent identification and classification. The system identifies each document type across a wide range of layouts.
Data extraction. Azure AI Document Intelligence pulls the fields BMI’s claims team needs, including claimant and provider information, dates of injury and service, and billed charges.
Validation and exception handling. Business rules check the extracted data for completeness and accuracy. Claims that fall below confidence thresholds are flagged for quick human review instead of entering the workflow with bad data.
Routing and integration. Clean, validated data flows directly into BMI’s claims system, and each claim is routed to the assigned examiner.
The pipeline was built to scale. Volume can grow without adding intake staff, and new document formats can be added as BMI’s business expands.
THE RESULTS
BMI now handles intake for 30,000 claims a month automatically, so examiners can start adjudicating sooner.
30,000 claims per month prepared and routed through an automated workflow
98% of claims ready for an examiner with no manual intervention
2,500 hours per month of manual data entry eliminated
Turnaround reduced from days to minutes, eliminating the backlog
Improved data accuracy through automated extraction and validation
Claims staff refocused on higher-value work rather than data entry
The result is a claims operation that can grow with BMI’s business, delivers more consistent data, and gives its people time back for the work that matters most to the schools, leagues, and organizations it serves.
“The AI solution Liventus implemented has significantly reduced the time our team spent preparing and processing claims and has eliminated our entire backlog. We are now well positioned to grow and take on additional customers without adding staff.”
Matt Deeb
VP of Sales & Operations, Bob McCloskey Insurance
Liventus helps organizations in insurance, financial services, and other document-heavy industries move from manual processes to automated, intelligent workflows. If your team is still keying in data by hand, let’s talk about what automation could look like for you.