Document Approval Procedure

The Document Approval Process ensures the quality and accuracy of submitted documents before they are assigned to a case. This process acts as a control mechanism to verify the relevance and validity of submitted information. Below are the key steps and best practices for document approval:

1. Submission and Initial Review

• All documents must be submitted using the Document Submission functionality.

• The Agent initiates a Document Submission Request within the system.

• The Claimant responds by uploading the required document(s).

• The system records the submission, ensuring traceability.

1. Approval or Rejection by the Agent

• Once a document is submitted, an "Approve" or "Reject" option appears on the Agent’s Dashboard under "Cases With Needed Documents" or directly in the Case View.

• The Agent reviews the document against predefined criteria, ensuring it meets quality, accuracy, and compliance standards.

• If the document meets all requirements, the Agent selects "Approve", allowing it to be assigned to the case.

• If the document is incomplete, incorrect, or non-compliant, the Agent selects "Reject" and provides feedback for resubmission.

Document Approval in Dashboard

Document Approval in Case View

Document Aproval Process

1. Additional Control and Verification Measures

• Approved documents are logged in the case file for future reference.

• Rejected documents trigger an automatic notification to the Claimant with the reasons for rejection and resubmission instructions.

• The system may include a version control mechanism to track document revisions and approvals.

• If required, a secondary approval step can be implemented for high-priority cases or sensitive documents.

1. Best Practices and Recommendations

• Agents should ensure all documents meet regulatory and procedural requirements before approval.

• Use standardized document templates where possible to maintain consistency.

• If manual review is necessary, consider implementing a review checklist to minimize errors.

• Maintain clear communication with the Claimant to reduce delays in document resubmission.

• Regularly audit the document approval workflow to identify bottlenecks and improve efficiency.