See how ARDEM helped a growing health insurance broker reduce application processing effort from 30-40 minutes to 5-10 minutes across 200-300 daily applications and 10-15 provider-specific workflows.
MANAGED HEALTH INSURANCE APPLICATION PROCESSING CASE STUDY
Reducing Health Insurance Application Processing Effort to 5-10 Minutes Through a Managed Workflow and Automation
200-300/day
Applications
10-15
Provider workflows
30-40 -> 5-10 min
Effort per application
20-30% + 30-40%
Managed + automation cost reduction
Overview
A rapidly growing health insurance broker needed a more scalable way to prepare provider-specific applications using information collected by customer service representatives. Different insurer forms, repeated data transfer, a second-person completeness review, and growing daily volume made the manual model expensive and difficult to scale.
The Challenge
The same applicant information had to be placed correctly across 10-15 provider-specific application formats, each with its own structure and processing requirements.
At 30-40 minutes of effort per application across 200-300 daily applications, the workflow consumed substantial operating capacity while still requiring a separate completeness review before submission.
The ARDEM Solution
ARDEM created a managed application processing workflow around provider-specific work instructions, standardized data mapping, form completion, digitized manual steps, capture technology, RPA for repeatable rule-based edits, and human quality review.
The operating model reduced repetitive handling while preserving provider-specific requirements and application readiness before submission.
Download the Full
Insurance Application Processing
Case Study
Insurance Application Processing
Case Study
For COOs, VP Operations leaders, insurance operations executives, CFOs, Controllers, quality leaders, and shared services teams managing high-volume application preparation.
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Why ARDEM
Work instructions defined how applicant data should be handled for each insurer form.
Applicant responses were placed into the correct fields on provider-specific applications.
Selected activities, including signature insertion, were digitized to reduce repetitive handling.
Repeatable rule-based edits and direct mapping were automated where appropriate.
Applications were checked for required information and correct completion before submission.
Standardized execution created a foundation for further process and automation gains.Managed Workflow Diagram
The Results
ARDEM reduced application processing effort from 30-40 minutes to 5-10 minutes per application while supporting 200-300 daily applications across 10-15 provider workflows. The managed model delivered a 20-30% cost reduction, and capture and RPA automation produced an additional 30-40% cost reduction for the automated portions of the workflow. Standardized work instructions, data mapping, digitized steps, automation, and human review also strengthened submission readiness.
The 30-40 Minutes Per Application Was Only the Visible Problem
The Larger Risk Was Scaling Volume Without Standardizing 10-15 Provider Workflows
The broker did not only need faster form entry. It needed applicant information placed correctly across multiple insurer-specific forms with different layouts, rules, and submission requirements.
Adding more processors would expand the same manual model, while automation without standardized provider rules and quality gates could simply move errors faster.
The workflow needed one operating model that connected intake, provider instructions, data mapping, digitized steps, automation, and human review.
ARDEM created a managed health insurance application workflow around provider-specific work instructions, structured data mapping, digitized manual steps, capture technology, RPA, and human quality review. Processing effort fell from 30-40 minutes to 5-10 minutes per application while supporting 200-300 applications per day.
1
Applicant Information Intake
Received the information collected by customer service representatives.
2
Provider-Specific Instructions
Applied standardized rules for each insurer form and application type.
3
Data Mapping and Completion
Placed applicant responses into the correct provider-specific fields.
4
Digitized Manual Steps
Digitized selected repetitive activities, including signature insertion.
5
Capture and RPA Automation
Automated repeatable rule-based edits and direct mapping where applicable.
6
Human Quality Review
Checked required information and correct completion before submission.
What You’ll See in the Full PDF
The full case study explains:
- How provider-specific work instructions reduced variation across 10-15 insurer forms
- How applicant information was mapped into the correct fields before submission
- Which repetitive manual steps were digitized
- Where capture and RPA automation were applied
- Why human quality review remained part of the operating model
- How processing effort fell from 30-40 minutes to 5-10 minutes per application
Where Is Your Insurance Application Workflow Losing Time?
Download the case study to see how a managed workflow can standardize provider rules, reduce repetitive effort, apply automation safely, and preserve quality before submission.