Do you have a property claim? If so, get that claim reported. Are you not sure if you have a property claim? If so, call Alison Hanna at 800.437.8830, ext. 3250 or visit www.InsuranceBoard.org for instructions or answers to your questions.
Once you have reported a claim, you may want to know what to expect. Here’s the process:
After you report a claim your adjuster contacts you within 24-48 hours (this will be your primary point person)
The Insurance Board sends you an expectation sheet to help you better understand the process
The adjuster sets up an appointment to review the damages and will discuss the coverages and give you a task list (keep ALL invoices, bills and receipts)
The adjuster will communicate to you the status of your claim periodically
The IB serves as your advocate should you experience any delays or concerns
Now that you know the process, you may want to know what you can do to keep the process moving along. Here’s what you can do: contain, document, clean, and repair.
The first action is to contain the damage. If we take, for example, a water leak; the damage can be stopped and contained by shutting off the water source or stopping the leak temporarily. Just remember when doing this you want to contain the damage to one area. Please remember to use caution when doing so; if containment means putting you or your staff/volunteers in a harmful situation do not proceed.
Now that you have contained the area, take photos and keep an inventory of items destroyed or stolen to document the damage. Documenting the loss is important because once you start clean-up you will no longer have a visual record showing proof of the original damage, or of the items destroyed or taken. Documenting your loss is your contractual obligation, and it provides a starting foundation for adjusters.
Done and done. Now to start the clean up. Cleaning is essential because it allows you to review the extent of the damage, eliminate any hazardous conditions, and salvage any property. Just remember if the condition of the property is hazardous, it is best to call the professionals.
Lastly, you are now ready to start the repairs. You are required to take all reasonable steps to protect the property from further damage right away. If emergency and temporary repairs are necessary, keep a record of all expenses. After the adjuster calls you and inspects the damage, s/he will provide instructions about completing the permanent repairs. It is a good idea to find a contractor you trust as soon as possible. Contrary to what most believe, the adjuster will not require you to use a specific contractor; it is entirely your choice. However, the cost for that contractor must be reasonable in order for the policy to pay the full expense. The adjuster will usually withhold part of the full replacement cost until the repairs are finished. This is to validate the actual cost of the repairs and to ensure the money is properly used to repair what was damaged.
Now that you know your role in a claim, make sure you have an action plan and assigned duties. An action plan will enable you to keep in control, and to make sure nothing is overlooked during a claim.
