Overview
The Third-Party Adjuster section on the New Claim form is used when an outside adjusting firm or independent adjuster handles part or all of the claim on behalf of your organization. These fields track who the third-party adjuster is, their own file reference number, key assignment dates, and report submission dates.
Field Reference
Third-Party Adjuster — Select the third-party adjuster from the dropdown. This list is populated from the claim's Claim Contacts. If the third-party adjuster does not appear in the dropdown, you must first add them as a contact on the claim before they can be selected here.
Third-Party Adj File # — Enter the file number or reference number that the third-party adjusting firm uses to track this claim in their own system. This cross-reference makes it easier to communicate with the outside firm and reconcile records between systems.
Third-Party Adj Assigned Date — Enter the date the claim was formally assigned to the third-party adjuster. This date is used for tracking turnaround time and service-level compliance.
Add New STATUS REPORT Date — Click this link to add a date entry for each status report received from the third-party adjuster. You can add multiple status report dates to create a chronological log of when the outside firm submitted progress updates. This helps you monitor whether the third party is meeting their contractual reporting cadence.
FINAL REPORT Date — Enter the date the third-party adjuster submitted their final report. This marks the completion of the third party's involvement in the claim and is used in turnaround-time calculations.
When to Use This Section
Use the Third-Party Adjuster fields whenever your organization outsources part of the claim handling to an independent adjuster, a catastrophe team, or another adjusting firm. Common scenarios include catastrophe surge (when your in-house adjusters are at capacity), specialty claims requiring expertise outside your team (for example, marine or aviation), and claims in geographic areas where you do not have local adjusters.
If the claim is handled entirely by your in-house team, you can leave this section empty.
Tips
Make sure the third-party adjuster is added as a Claim Contact before attempting to select them from the dropdown. The dropdown only shows contacts already associated with the claim.
Recording each status report date as it arrives creates an audit trail that you can reference during quality reviews or disputes about reporting timeliness.
The Third-Party Adj File # is especially useful during phone calls and email exchanges with the outside firm — it lets both parties quickly locate the same claim in their respective systems.
If the third-party adjuster is replaced mid-claim, update the dropdown to the new adjuster and note the change in the claim's Quick Notes for audit purposes.
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