Optimize Complex Insurance Forms for Compatibility with Flatten & Merge Automation

The Value of Streamlined Document Management

For insurance professionals, preparing claims packets and underwriting files is a document-intensive process. A single case can involve dozens of forms, photos, and supporting documents. The challenge is that these documents often arrive in a variety of formats, including dynamic or interactive PDF forms that are not universally compatible. Manually flattening each form and then merging everything into a single, organized file is a tedious and time-consuming process.

This is where pdfAssistant provides a powerful solution. By leveraging Workflows and Batch Processing, you can create a single, repeatable process for standardizing and combining all necessary documents, ensuring a unified packet for quick and easy review.

The Problem: Incompatible Forms and Disorganized Packets

Relying on manual processes to prepare claims packets creates significant bottlenecks and risks.

Key Challenges

• Form Incompatibility: Dynamic XFA forms are difficult to view and cannot be combined with other documents, requiring a manual, pre-processing step for each file.
• Review Inefficiency: Reviewers must open and navigate multiple separate files to get a complete picture of a case, slowing down decision-making.
• Human Error: Manually flattening and merging dozens of documents is prone to errors, such as missing files or incorrect document order.

The Solution: A Unified Workflow for Claims Packets

pdfAssistant empowers insurance teams to establish a secure, efficient workflow for preparing claims and underwriting packets. By automatically flattening interactive forms and then merging them with all other supporting documents, you can create a single, unified file ready for review.

With custom Workflows, you can expedite critical steps such as:

• Flatten PDF Forms: Convert interactive forms (like dynamic XFA or AcroForms) into a static PDF, making them universally compatible and ready to be merged.
• Merge PDFs: Combine multiple PDF documents, including all your flattened forms and other supporting materials, into a single, cohesive file.

This streamlined approach ensures that claims packets are standardized, organized, and ready for efficient review.

Data Security and Privacy

We understand the highly sensitive nature of insurance documents. Our platform is built with robust security measures to protect your data at every step. All files are encrypted both in-transit and at rest. To ensure your privacy, every file is permanently deleted from our servers within 24 hours of processing.

We do not share any of your files with third-party services, including AI models like OpenAI. All file processing is performed directly by our own product and service, the pdfRest API, which is HIPAA and GDPR compliant. This commitment to data privacy is a core part of our mission. Furthermore, we are actively working toward SOC 2 Type 2 certification, with a third-party audit in progress and a final report anticipated to be available for public access by Q4 2025.

Step-by-Step: Streamline Document Management

Here’s how an insurance team can set up a scalable solution for preparing claims packets using Workflows and Batch Processing.

Step 1: Define Your Workflow Template

Decide on the exact steps for processing a claims packet. You will define a multi-step workflow.

• Workflow (Claims Packet Prep): Flatten all PDF forms and then merge them with other supporting documents in a specific order.

Step 2: Build the Workflow with the AI Assistant

In the pdfAssistant UI, you can describe your Workflow in plain language, such as: "Create a Workflow that flattens all the PDF forms in a batch and then merges them with the other documents in the same batch in a specific order." The system will allow you to specify the order of documents to ensure the final packet is organized correctly.

Step 3: Apply the Workflow and Process Documents

Save your "Claims Packet Prep" Workflow. You can then use the Batch Processing tab to select your saved Workflow, upload all the documents for a single case, including forms, medical records, police reports, etc., drag files to the correct order, and with a single click on Run All Ready Tasks, the system will flatten and merge everything into a single, organized file.

Step 4: Review and Archive

Once complete, you can download the final, unified claims packet from the right-side panel. This single PDF is now ready for efficient review by a claims adjuster or for archiving.

The Benefits: Speed, Accuracy, and Peace of Mind

Implementing streamlined claims packet preparation offers significant advantages for insurance teams:

• Accelerated Review: A single, organized PDF makes it easier and faster for adjusters and underwriters to review a case.
• Improved Accuracy: Reduces the risk of errors from manually handling and merging dozens of files, ensuring no document is missed.
• Enhanced Compatibility: Flattening forms ensures every document is universally compatible and viewable, even without specialized software.

Example Use Case

Imagine a busy claims adjuster who receives a new case with 15 different documents, including a dynamic PDF claim form, several patient intake forms, a police report (as a scanned PDF), and multiple photos (as JPEGs).

The Problem

The adjuster needs to review the case quickly, but the dynamic forms are difficult to view on their tablet and cannot be combined with the other documents. The photos and other PDFs also need to be merged and organized. Manually handling each file individually would take hours and increase the risk of missing a critical piece of information.

The Solution

The adjuster creates a "Claims Packet Prep" Workflow in pdfAssistant. They upload all 15 documents into the Batch Processing tab. The system automatically flattens the interactive forms and then merges everything, including the JPEGs and other PDFs, into a single, cohesive file in a pre-defined order. The adjuster can now review the entire case from a single, organized PDF, saving valuable time and ensuring a more accurate review.

Final Thoughts

For insurance professionals, efficient document management is critical for timely and accurate decision-making. By using pdfAssistant to simplify the process of flattening and merging documents, you can save time, reduce risk, and ensure every claims packet is ready for fast, efficient review.

Try It Yourself

You can try pdfAssistant’s Batch Processing and Workflow builder for free, no credit card required.

👉 Start streamlining your claims process today and experience the power of document automation.