5 Signs Your Adjusters Are at Capacity: Insurance Claims Outsourcing

Here are the five signs it’s time to consider insurance claims outsourcing, plus best practices for choosing a partner and offloading high-volume claims.

1. Slower Resolution Times

A growing backlog or rising average resolution time signals trouble. These delays hurt efficiency, frustrate policyholders, and increase costs. They also increase the chance of error, oversight, and regulatory noncompliance. When claims linger unresolved, it creates downstream delays for policy renewals, payment disbursements, and even legal processes, further compounding the issue.

Insurance claims outsourcing provides fast relief. External teams can handle routine tasks during peak seasons or after major events, helping your staff focus on complex work. This support allows adjusters to dedicate more time to investigative processes and sensitive customer cases, improving both quality and accuracy. By balancing internal and external resources, you can maintain service quality even during unexpected volume spikes. Ultimately, outsourcing creates a safeguard against the volatility of seasonal demand and catastrophic events.

2. Missed SLAs and Deadlines

Missing service-level agreements or regulatory deadlines creates risk. Agencies do not allow volume surges as excuses, and noncompliance can lead to fines, audit findings, or reputational harm. Even a single missed deadline can create a ripple effect of delays, eroding trust with customers and partners.

When your team struggles to meet expectations, insurance claims outsourcing offers reliable surge capacity. It helps maintain compliance and performance without sacrificing quality. The right outsourcing partner will track deadlines closely and provide documentation that reinforces your accountability. By leaning on partners who specialize in rapid deployment and time-sensitive claims handling, you avoid scrambling to catch up and instead create a buffer that keeps your operations running smoothly.

3. Rising Turnover

Overworked adjusters burn out quickly. Losing experienced staff disrupts operations and lowers morale. You may notice more sick days, increased overtime, or declining performance before team members resign. This creates knowledge gaps, reduces team continuity, and affects long-term operational stability.

Insurance claims outsourcing relieves pressure. Your core team can focus on meaningful work, improving satisfaction and retention. It also supports better onboarding for new hires by reducing the immediate workload burden. When turnover is high, outsourcing helps you stabilize performance while giving new employees the space and time to ramp up properly without compromising claim accuracy or timelines.

4. Dropping Satisfaction Scores

Customer satisfaction drops when claims are delayed or mishandled. This impacts your reputation and bottom line. Poor reviews and churn can follow, especially in a competitive insurance environment. Customers who feel ignored or confused during the claims process are less likely to renew policies or refer others.

Insurance claims outsourcing ensures consistency even during peak periods. Customers receive prompt, clear communication and timely resolutions. An overflow partner trained on your workflows can mirror your internal team’s approach to customer care. With faster turnaround and proactive engagement, you can significantly improve policyholder experience and rebuild trust with dissatisfied clients.

5. Frequent Volume Spikes

Unexpected surges in claims can overwhelm teams. Seasonal trends, catastrophes, or system changes all contribute. When your team is constantly playing catch-up, quality declines. This reactive posture can damage your brand’s reputation and reduce your ability to retain top talent.

Having an overflow partner ready means no scrambling. Outsourcing offers on-demand scalability and protects your team from burnout. Claims get processed on time, regardless of the spike. This approach gives you breathing room to plan ahead, strengthen internal systems, and train your team for long-term success.

If you recognize any of the signs above, partner with GGA solutions to outsource your claims before it’s too late.

Our Claims Overflow Services

Choosing the Right Partner

A strong outsourcing partner should have a deep understanding of the insurance industry and the flexibility to scale with your needs. They must be capable of meeting compliance and service-level standards, seamlessly integrating with your existing systems, and providing transparent reporting along with real-time communication. The right partner becomes an extension of your team, helping to maintain quality and trust. When evaluating providers, look for proven experience across various claim types and adjuster specialties.

What to Outsource

High-volume, low-complexity claims are often the most time-consuming, even if they are not the most complicated. These typically include tasks such as windshield or glass repairs, low-severity property damage, short-term disability cases, catastrophe claim overflow, and simple medical reimbursements. When your internal team is bogged down by these repetitive but essential functions, it limits their ability to focus on complex, high-touch claims that require deeper analysis and customer engagement.

By outsourcing these specific claim types, organizations can streamline internal workflows and ensure that each claim is handled with the appropriate level of care and attention. This targeted approach helps reduce processing bottlenecks, lowers administrative burden, and ensures that policyholders receive timely responses regardless of the claim complexity. Outsourcing allows your team to do what they do best while supporting overall operational efficiency.

Data-Driven Decisions

Use reporting tools to track resolution times, adjuster workloads, and customer feedback. Monitor your SLAs, aging reports, and backlog to anticipate capacity problems before they disrupt service.

This data provides a clear picture of where support is needed most. With the right insights, you can create an outsourcing strategy that aligns with your team’s goals.

Dispelling Myths

Outsourcing isn’t just for large insurers. Mid-size carriers benefit, too. You don’t lose control with the right partner. And it’s often more cost-effective than overloading your team.

Top outsourcing providers operate with full transparency. You can monitor progress, receive regular updates, and stay in control of every file. When chosen strategically, outsourcing is a smart, proactive investment in long-term performance.

Scale Smarter With GGA Solutions

GGA Solutions offers support for overflow and end-to-end claims. With proven results and seamless integration, we help you maintain performance under pressure. Contact us to plan ahead and strengthen your claims operation before it hits capacity.