Getting Water Damage Invoices Past insurance Adjusters

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One of the most frustrating things about water recovery is getting a call from the adjuster saying your invoice is too high. While my 14 + years in the water recovery firm I have gotten plenty of calls from adjusters saying that my price is too high on this dehumidifier or this fan, etc. This used to bug me until I learned the hidden to prevent most of these calls, communication & Documentation. Remember that the adjuster has to elaborate his work to his boss and as long as the price and scope of work can be justified then it will be paid.

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Starting off the job on the right foot is important. You should all the time get a work authorization signed by the insured before beginning work. A work authorization will allow some insurance fellowships to be able to pay you directly or at least get your name on the check.

Then as soon as the first mitigation is performed, call the adjuster and let him/her know what you did. This can be done on the way back to your office. While this conversation just let the adjuster know what you saw when you arrived and what you decided to do about. While this conversation I ordinarily try to steer away from talking about pricing. If they ask about it then I will talk about it, but for me this is more of an data phone call to the adjuster. At this point, usually the adjuster has not been there and so to call and clue him/her what is going on is my main objective.

Next, you should have an itemized invoice. The invoice should consist of your firm name, address, (so they can send the check) and your Taxpayer Identification Number. Each room that work was performed in should be cut off and have measurements down to the nearest inch. Then within each room list each item or piece of equipment. At this point it is good to annotation on the items that are most questioned, such as cost of dehumidifiers, number of fans, extraction, etc. Place comments with the items, if your estimating software will let you, justifying why you charge what you do for a dehumidifier or why you had 3 fans in a 6 x 6 room. Anyone that could be questioned annotation on it. To me this is one of the most important parts of the invoicing process. Yes, it is time enthralling but the adjuster will be able to see the mental behind the line item. This alone may prevent most calls.

Next consist of a copy of the signed work authorization and signed certificate of satisfaction. This not only shows that the buyer was satisfied but that they authorized you to do the work. Make sure that your work authorization form includes a section in it that would allow the insurance firm to be able to pay you directly. I, personally, had my lawyer look over my form to make sure it was accomplishing what I wanted it to accomplish. I would strongly advise that you do the same no matter whether you got a generic form from somewhere or you came up with your own form.

Another tool that helps elaborate your bill to the adjuster is your daily humidity readings. You should be holding the temperature, relative humidity, and grains (gpp) inside, outside, unaffected area, dehumidifier(s), and the Hvac. By doing this you will be able to learn about what is going on While the job. For example, some years ago we opened up a new refrigerant dehumidifier and took it straight to a job. When we got there and turned it on we started running our pshychrometric readings and discovered that there was a problem with the dehumidifier. It was great to find that out then and not the next day when we would have had a lot of evaporation and no dehumidification. Using the grain readings can also help you prove that the tool was off, a door was opened that you wanted closed, a window got opened, etc. When this is used correctly then you can prove to the adjuster why you needed an extra day. Also make sure to consist of plenty of comments to go with your readings to help elaborate what you saw.

To go along with your daily humidity readings try along with a graph from a data logger. Data loggers can be set to narrative the temperature and relative humidity as often as you would like. I like to set ours to narrative every dinky and this gives you a good graph of what is happening on the job. When the job is faultless then print the graph and turn it in with your invoice. Just like with your daily readings a graph will help prove what you saw happening on the job. (i.e. Door left open, window open, tool turned off, etc.) Taking an hour meter reading off your tool at some points in the job can also help prove when things were not running and should be turned in as part of your documentation.

Kevin Pearson is a partner in Pearson carpeting Care. He has over 17 years sense in the cleaning and recovery business. He serves on some committees with the Iicrc (Institute of Inspection, Cleaning and recovery Certification) and is on the board of directors of the Pcra (Professional Cleaning and recovery Alliance). Kevin has dried building in Texas, Oklahoma, and Louisiana. He has whole sense drying residential homes but has also dried office buildings, chemical plants, historical homes, Southern Methodist University, Stephen F. Austin State University, The Toyota center (where the Houston Rockets play) and more.

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