Your deployment is only as strong as your documentation. QA (Quality Assurance) reviews can make or break your career in adjusting. Whether you’re new to the field or ready to level up, knowing what reviewers actually look for is your best defense against delays, rejections, or costly mistakes.
MileHigh Adjusters Houston – Training the Special Forces of Adjusters!
We prepare our students not just to scope claims — but to close them cleanly, completely, and confidently.
Here’s what quality reviewers are really checking for inside your file.
📝 Keep Detailed, Objective Claim Notes
Your notes should tell the full story — clearly and professionally.
Reviewers want to see:
- Time-stamped contact attempts and inspection details
- What was said, by whom, and what action followed
- No vague language like “talked to insured” — always specify
✅ Pro tip: Always include what, when, where, why, and how — treat your file like a legal document.
📸 Match Photos to the Estimate
Photos are your visual proof. QA reviewers check that:
- Every major line item has photo support
- Images are labeled clearly and grouped logically
- You include overview, mid-range, and close-up shots
📷 Don’t upload 50 photos with zero labels — use “Roof – front slope – hail hits” instead of “IMG_2024_06_03”.
📐 Scope and Estimate Must Align
If you scope it, it better show up in your estimate — and vice versa.
Look out for:
- “Ghost items” that appear in the estimate but weren’t scoped
- Wrong measurements or pricing databases
- Inconsistent material types or quantities
📏 Double-check dimensions. QA reviewers will.
🗂️ Stay Organized
Disorganized files slow everything down and create risk for rejection.
Make sure you:
- Name documents and photos clearly
- Remove duplicates or irrelevant uploads
- Organize docs into folders if your system allows it
🎯 Remember: messy files raise red flags — even if the content is correct.
📑 Explain Coverage Decisions
Carriers need to know why something is or isn’t covered.
Reviewers check for:
- Policy excerpts or summaries referenced clearly
- Logic behind approvals or denials
- Professional tone — no speculation or emotional language
📄 If you’re denying something, be clear and cite the policy.
📞 Proof of Contact Is Essential
If it’s not documented, it didn’t happen.
Include:
- Notes from calls or voicemails
- Email confirmations or text message screenshots
- Notes on delays, follow-ups, or insured concerns
🕒 Always show that you attempted to reach the insured — even if they didn’t pick up.
✍️ Include Signed Docs
Every file should include:
- Signed Proof of Loss (when applicable)
- Signed inspection forms or agreements
- Contractor bids or repair receipts (if submitted)
📌 Missing a signature? Explain why and document your efforts to get one.
💻 Use Xactimate Properly
QA reviewers expect you to know the software.
Double-check:
- You’re using the correct pricing database for the loss date
- Every line item is justified (use F9 notes when needed)
- Macros or custom items are labeled and supported
🔧 “Just winging it” in Xactimate is a fast track to a rejected file.
⏰ Be Timely
Speed counts — so does communication.
Reviewers want to see:
- First contact made within 24 hours
- Inspection completed within 72 hours
- File fully uploaded and closed on time
⛔ Don’t go radio silent. If something delays you, document it.
✨ Be Professional
Spelling, tone, and grammar matter — seriously.
Your claim file should reflect:
- Professional language in all notes
- No abbreviations, slang, or “text talk”
- Clear communication from start to finish
💬 Remember: this file might end up in court — or in front of a carrier’s executive.
🎓 At MileHigh Adjusters Houston, We Train for Clean Files — Not Just Closed Ones
We’ve trained thousands of adjusters to create audit-proof claim files, navigate QA feedback, and deploy with confidence. Our process covers Xactimate, scoping, file management, and professional best practices — because we know that great adjusters document like pros.
Your future as an adjuster depends on what you submit — make sure it speaks for you.
📅 Want to train with instructors who know what QA reviewers expect?
👉 Schedule a 15-minute call with Mark
🌐 www.milehighadjustershouston.com
📱 Call or Text: 281-741-8505
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MileHigh Adjusters Houston – Training the Special Forces of Adjusters!