INSURANCE AND DOCUMENT AUTOMATION
HOTDOCS.COM
ABOUT HOTDOCS AND ABACUSNEXT
HotDocs pioneered document automation technology more than 30 years ago and is now the global
market leader. We’ve spent decades fine-tuning our technology and today provide solutions to property
& casualty, large commercial (or speciality) and life insurance companies, including 8 of the top 15
insurance companies in the world.
The company was acquired in 2017 by AbacusNext, the largest Technology-as-a-Service (TaaS) provider
for professional services, creating the most compelling products and services portfolio in the industry.
AbacusNext is headquarted in San Diego, CA with offices and data centres located in the UK and Canada.
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HOTDOCS FOR INSURANCE
WHAT IS DOCUMENT AUTOMATION?
In the simplest terms, document automation (also known as document assembly) is technology that enables the
transformation of frequently used documents or forms into dynamic templates. These templates can then be used to
easily generate documents via intuitive and responsive interviews.
Create operational efficiencies and control your documents by removing manual processes including cutting and
pasting, finding and replacing, and lengthy review processes.
HOW CAN WE IMPROVE INSURANCE POLICY AND CLAIMS DOCUMENT
PRODUCTION?
Incorporating our leading document automation solutions within policy documents and contractual document
production gives insurance organizations greater control and increased efficiency during their document production
and template approval processes. Automating the assembly of insurance documents makes it possible to:
Improve productivity by speeding up the document creation process by automating repetitive work
Improve job satisfaction among staff by allowing them to focus on more productive work
Ensure faster turnaround times for approvals and document packages
Integrate with leading CRMs or claims processing systems to streamline workflows
Delegate compliant document production to business introducers
Get it right first time - eliminate human errors that can creep into manual processes while
reducing wasted time and associated costs
Protect against legal issues stemming from inaccurate, non-compliant content
Ensure global standardization by centralising all aspects of template creation
Improve document quality
INCREASE EFFICIENCY & IMPROVE CUSTOMER SERVICE
MITIGATE RISK, INCREASE QUALITY & REDUCE COSTS
ENHANCE COMPLIANCE
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Adhere to approved business rules set by internal or industry authorities
Built-in intelligence to document templates to ensure all required T&C’s are available
Enable template version control to ensure all users or systems that produce documents use the
latest, most compliant version of your document template
Promotes standardization ensuring that all assembled documents comply with internal brand
guidelines
HOTDOCS FOR INSURANCE
TYPES OF DOCUMENTS
HotDocs allows firms to automate the generation of lengthy
and complex policy documents – anything from standard
endorsements to claims litigation documentation. Not only can
HotDocs dramatically reduce the time it takes to generate
documents, HotDocs will also improve the quality of your policy
documents by reducing the likelihood of human error. With
HotDocs, insurance organizations can automate many types of
documents and agreements including:
MEDICAL
RECORDS
THE CONNECTED EXPERIENCE VIA ENTERPRISE APIs
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HOTDOCS FOR INSURANCE
In addition to offering document automation out-of-the-box, the
powerful HotDocs APIs (application programming interfaces)
facilitate integrations with other key line of business systems.
These integrations allow for the realization of even greater value
by allowing others systems to generate documents automatically,
pull data into the document assembly process, or allow users to
save documents into their preferred document management
systems.
Enhanced APIs allow simple porting between on-premise and
Abacus Private Cloud (APC) deployments of HotDocs. An
enhanced template management utility, the HotDocs Advance,
comes complete with version control, forward publishing, group
collaboration, and integration with HotDocs Author.
AMENDMENTS LOSS ADJUSTER
DOCUMENTATION
LIFE AND
ANNUITY
DOCUMENTS
ENDORSEMENTS
POLICY
RIDERS
CLAIMS AND
LITIGATION
DOCUMENTS
DECLARATION
PAGES
NOTIFICATION
LETTERS
POLICY
DOCUMENTATION
POLICY
QUOTES
RENEWAL
LETTERS
COVER
NOTES
A leading national auto, property and casualty insurer has more than
50,000 employees and a network of law offices located in almost every
jurisdiction in the United States. These offices (referred to as in-house or
“captive” counsel) function as regular independent law firms; however,
their clients are limited to those insured by the head company. Law office
sizes range from a handful of attorneys and support staff in the small
offices to over 150employees in the largest office.
In early 2010, the insurance company began searching for a new method
to replace their legacy document assembly, automation and generation
system. This system, which was custom-built by internal IT staff, was
relied upon by those in the law offices to create professional, accurate,
custom documents for litigation practice. Virtually all documents
needed, including pleadings, motions, answers and crossclaims, were
automated to reduce the time and effort required of staff and increase
the quality, consistency and accuracy of the documentation.
The company’s decision to move off the legacy system was predicated, in
part, on adesire to move away from the custom-built Visual Basic (VB)
programming. They desired a more standardized approach, which would
reduce the amount of internal programming, development and
troubleshooting required to maintain the program. The company
recognised there were options available to address document assembly
and automation that would replace all the functionality of the old
program, but at a fraction of the internal resources. Of those available
options, HotDocs was determined to be the best one.
Once a decision was made to use HotDocs, the company’s law office
central support staff contracted with HotDocs Technical Services to
provide support in replacing the legacy document automation system.
HotDocs assisted the company’s staff in setting up the back-end servers
and training a select group of support personnel in the template creation
process.
When a law office staff member wants to generate a new document, he
or she goes to the HotDocs Document Portal and selects the appropriate
document. In the background, HotDocs pulls data from the company’s
case management system, which pre-populates the document with some
of the information needed. The staff member then answers questions in
a HotDocs interview. When finished, he or she simply clicks a button to
generate the finished document in Microsoft Word.
All of the insurance company’s law offices have now been fully deployed
with HotDocs.
This implementation of HotDocs is one of the largest in the United
States, consisting of more than 20,000 templates and a user population
dispersed all across the country.
CASE STUDY
HOW HOTDOCS HAS HELPED CURRENT USERS
HOTDOCS.COM
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Saved thousands
of pounds each
time a document is
created
Saved over
125,000 work
hours per year
Helped generate
more than half a
million documents
per year
HOTDOCS FOR INSURANCE
HOTDOCS AUTHOR
HotDocs Author is our latest product that gives you the ability to transform documents into powerful templates. HotDocs
templates save time, money and yield better quality documents than the outdated cut-and-paste/search-and-replace methods.
For text-based documents, HotDocs Author works inside your word processor. HotDocs Author utilises an easy to use
select-and-click approach to inserting variables and embedding business logic into logic documents.
HOTDOCS ADVANCE
HotDocs Advance is an enterprise-grade, browser-based document automation solution that makes it easier than ever to
implement HotDocs, regardless of an organisation's size. HotDocs Advance can be deployed on Cloud, Abacus Private Cloud, or
On-Premise.
DOCUMENT
TEMPLATE
DOCUMENT
TEMPLATE
DOCUMENT
TEMPLATE
DOCUMENT
TEMPLATE
UPLOAD
TEMPLATE
CONTROL ACCESS
PERMISSIONS
COMPLETE
INTERVIEW
DOWNLOAD
DOCUMENT
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HOTDOCS FOR INSURANCE
ADMINISTRATIVE EXPERIENCE
Administrative tools
Powerful tools for administering IT, integrations, users, publishing,
templates, and file management.
Cloud, Abacus Private Cloud and On-Premise solutions
Flexible options enable browser-based document generation both
online and offline.
Integrations
Robust, secure, Service Oriented Architecture and industry-standard
APIs enable simplified integrations with business applications such as
BPM, CRM, DMS, ECM, database, and e-signature technologies
Template and file management
APIs support enhanced management of templates, work items, answer
data, document generation, and completed documents. File repository
available in cloud, Abacus Private Cloud, or on-premise.
Seamless integration between Author and Advance
Identical behaviour, functionality, and support for both desktop and
browser-based interviews.
User management
Ability to efficiently manage end-users, groups, and permissions via
built in user system and Active Directory.
Security
Cloud API security based on industry standards.
Muti-tenant support
Easily deploy HotDocs via multi-tenanted solutions or partner
infrastructure.
Scalability
Flexible, proven, and scalable architecture that meets the needs of any
organization – regardless of size.
END-USER EXPERIENCE
Browser-based template interviews
Supports document generation on a variety of devices (PC, MAC,
tablets).
Work items
End-users can more efficiently manage completed documents and
answer files associated with each of their clients.
Full API suite
Enhanced APIs provide increased options for viewing, creating, and
editing work items, documents, and data.
High performance
Users can expect only the best performance with the platform
optimizations.
TEMPLATE AUTHORING EXPERIENCE
Simple, intuitive template creation
New authoring interface design makes it easier to handle even the
most complex documents or document packages. Editing tools are
easier to discover and learn. Field editor wizard guides template
designers through each step of the authoring process.
Collaborative template development
Multiple template authors can easily coordinate their template design
efforts.
Automatic error alerts
Template and scripting error alerts are displayed immediately during
the template creation process to help authors identify mistakes prior
to testing or publishing.
Powerful, local test assembly
Template functionality testing is available without the need for server
upload or internet connectivity. Local tests conducted by the template
author utilise the same interview code as those assembly sessions
conducted in Advance. PDF post-assembly tests operate in a similar
fashion. This functionality provides for more accurate interview
testing.
Condensed field view
Hide HotDocs field text in Microsoft Word templates for a simplified
template overview.
File conflict analysis
Files in the template library are continuously analysed in the
background during template development to help identify conflicts
between templates and files.
Simplified publishing and performance
The streamlined uploading and publishing process required to package
a template is done automatically in the background providing for a
faster publishing process. HotDocs Author is used to directly upload
and manage published templates in Advance.
Increased language support
Documents and interviews support nearly any language or localization
requirement.
HOTDOCS ADVANCE FEATURES
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HOTDOCS FOR INSURANCE
For additional information, visit our website abacusnext.com
UNITED KINGDOM
AbacusNext International
14 South Charlotte Street
Edinburgh
EH6 7BX
NORTH AMERICA
AbacusNext HQ
4850 Eastgate Mall
San Diego, CA
92121
