Action Guide: Classify for Claims Packets

Claims packets often arrive as large, unstructured bundles of mixed documents, from loss runs and ACORD forms to inspection reports and claim narratives.

Without consistent classification, teams waste hours sorting through attachments and identifying which document belongs to which part of the claim. Misplaced or mislabeled files cause confusion, slow processing, and increase compliance risks.

Heron automates classification for claims packets, recognizing and tagging every document the moment it enters the system.

The platform uses document intelligence to identify content types, assign them to categories, and prepare each file for the next step, whether that’s scrubbing, validation, or routing. The result is a cleaner, faster, and fully trackable intake process for brokers and funders.

Use Cases

• Recognize document types automatically: Heron identifies loss runs, ACORD forms, photos, invoices, and claim summaries within large submissions.
• Sort attachments into structured folders: Each document is labeled and organized for the correct workflow, reducing manual sorting.
• Support multi-document claims: Heron groups all related files under the correct claim ID, even when received in multiple emails.
• Flag unrecognized or mislabeled files: When a document doesn’t match known patterns, Heron flags it for human review.
• Normalize naming conventions: Files are renamed automatically according to internal naming standards.
• Enable downstream automation: Accurate classification ensures that subsequent scrubbing, validation, and write-back steps target the right data.

Operational Impact

Classification is the foundation of Heron’s document automation pipeline.

• Speed: Files are categorized instantly, eliminating hours of manual tagging.
• Accuracy: Misfiled or misplaced documents are virtually eliminated.
• Scalability: Teams can handle hundreds of complex claims packets per day without adding headcount.
• Data readiness: Downstream steps like validation and write-back run faster when documents are classified correctly.
• Traceability: Each file retains metadata showing who sent it, when it was received, and how it was categorized.

By automating classification, Heron transforms chaotic submissions into clean, organized claim records in seconds.

Document Intelligence and Workflow Alignment

Heron’s document intelligence engine performs deep analysis to classify files with precision.

• Text-based classification: Scans document text for keywords like “Loss Run,” “Certificate of Insurance,” or “Inspection Report.”
• Layout recognition: Identifies patterns and templates such as ACORD form structures or multi-column loss summaries.
• Visual signal detection: Reads logos, table styles, and page headers to confirm document type.
• Context matching: Uses claim numbers, merchant names, and policy IDs to match documents to the right case.
• Multi-page segmentation: Splits combined PDFs into separate documents when multiple forms are bundled together.
• Confidence scoring: Applies probability scores to each classification and routes low-confidence results for review.

Every file that passes classification is indexed, tagged, and ready for immediate processing.

Data Integrity and Compliance Controls

• Consistent taxonomy: Heron enforces a unified document taxonomy across all claims workflows.
• Compliance-ready logging: Every classification decision is stored with metadata for audit and traceability.
• Access control: Permissions restrict who can relabel or reclassify documents.
• Redaction and privacy: Sensitive personal data is masked before indexing.
• Retention alignment: Classified documents follow retention policies based on claim type and jurisdiction.

These safeguards make classification both fast and compliant with SOC 2 standards.

Integration Across the Claims Ecosystem

Classification connects seamlessly with other parts of the Heron workflow:

1. Intake: Claims packets are captured via email, portal, or API.
2. Classify: Documents are recognized and tagged for content type and relevance.
3. Scrub: Heron checks completeness and detects missing or corrupt files.
4. Validate: The platform ensures each document meets content and format requirements.
5. Write-back: Classified and validated data syncs directly into the CRM or claim management system.
6. Route: Packets move automatically to underwriting, investigation, or payout stages.

This structured flow eliminates bottlenecks and reduces friction across teams.

Collaboration and Oversight

Heron’s classification engine enhances coordination between brokers, funders, and adjusters.

• Shared visibility: Each stakeholder sees how documents were categorized and can track processing progress.
• Review tools: Low-confidence classifications appear in a review queue for confirmation or correction.
• Instant feedback: Brokers receive notifications if required document types are missing.
• Version awareness: When an updated file is submitted, Heron replaces or merges it automatically under the correct category.
• Operational analytics: Managers track volumes, confidence scores, and exception rates over time.

This transparency improves accountability and builds confidence in document accuracy.

Business Outcomes

• Manual classification eliminated: 100% of document sorting handled automatically.
• Faster claim readiness: Classified packets move to scrubbing and underwriting immediately.
• Higher accuracy: Confidence-scored classification reduces downstream rework.
• Reduced backlog: Claims queues clear faster, even during volume spikes.
• Data consistency: Uniform naming and tagging improve reporting quality.

Heron’s classification system turns fragmented claim submissions into structured, usable intelligence.

Benefits of Using Heron for Classifying Claims Packets

• Speed: Instant recognition and labeling of all claim-related documents.
• Accuracy: AI-powered classification minimizes manual sorting errors.
• Scalability: Handles hundreds of claims packets simultaneously.
• Compliance: All actions logged and auditable.
• Transparency: Users see document status and confidence scores in real time.

Heron makes document organization invisible; everything is classified correctly before anyone needs to touch it.

FAQs About Classify for Claims Packets

How does Heron classify documents inside claims packets?

Heron uses machine learning models to identify document types based on text, layout, and structure. It can distinguish between ACORD forms, inspection reports, loss runs, and other claim-related files automatically.

Can Heron handle mixed or combined PDFs?

Yes. Heron detects multiple document types within a single file, separates them by content type, and reassembles them into structured folders for the correct claim.

What happens if a document can’t be identified?

If a document falls below the confidence threshold, Heron flags it for human review. Once confirmed, the new classification is stored to improve model accuracy over time.

Does classification integrate with downstream processes?

Absolutely. Once classified, documents move directly into Heron’s scrubbing, validation, and write-back workflows, allowing the claim to progress without manual handling.

How secure is document classification in Heron?

Heron operates within a SOC 2–compliant environment, encrypting all documents in transit and at rest. Every classification action is logged with timestamps for full traceability.