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Fleet Claims Management

Fleet claims management that secures the evidence before it overwrites, writes each line of the claim file with its source, and reads it first as the plaintiff's expert would.

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See one crash claim built from first notice to reserve ↓

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The problem

A typed timeline that contradicts its own video, found by the other side

When a loaded tractor-trailer hits a car, the defense rests on what the carrier can prove in the first days: camera video, the engine module's hard-brake record, GPS speed, the driver's hours and file, maintenance records, dispatch messages, the police report. They sit in eight systems and with three outside parties, and several overwrite themselves on a schedule nobody tracks.

A claims person types the chronology from the video and the logs without reconciling the camera, engine and GPS clocks. The reserve is a gut call left alone until a time-limited demand arrives, and the plaintiff's expert is the first to read the file against itself. Under a self-insured retention, the first stretch of every serious claim is the carrier's own money.

Built forMotor carriersClaims and risk teamsSafety directorsDefense counselFleet insurers

The Problem Today

The video, engine data and logs from a truck crash begin to overwrite themselves the same morning.

$750K: federal liability minimum, unchanged since 1985 published

Gathered by hand after a crash

Video
Engine data
Hours logs
Reports

Clocks never reconciledCamera, engine and GPS times typed into one story by hand
Reserves set by feelLeft alone until a demand lands

The Solution

Sources held before they eraseHold placed, tractor parked, both cameras pulled
One clock for the crashVideo, engine data, GPS, hours and dispatch laid on GPS time
The other side's attack firstA challenger reads the file as the plaintiff's expert would
Two names on large reservesAbove the manager's authority, the VP opens the file and co-signs

Built-in controls

Holds apply at once; releases need two people
Fault and demands stay with counsel and insurer
Driver-facing video limited to four roles

What You Get

The carrier meets the demand holding the file the plaintiff's expert would build, with each attack already answered.

Its own errors caught firstA brake time on the wrong clock corrected before reliance
Reserves with a basisPaths played to the retention before one is set
Signatures you can traceEach with its time, its evidence and its meaning

Features

Fleet claims management features, from the crash alert to the reserve

The claims and risk manager runs them on the morning of a crash, with the director of safety, the VP of safety and risk and defense counsel each taking their part.

demoFleet, tractor, crash, people and dollar amounts shown are all invented sample data.

01First notice
First notice of loss read from the camera's crash alert and driver reports
- Crash alerts read as they arrive. The camera's collision alert and each driver's report are read by the intake agent before anyone works them, so a serious crash is triaged first.
- Reports sorted against the accident definition. A dock scrape with no injury and no tow is suggested as a physical damage claim, and a person decides.
- Clips kept around the event. Forward and driver-facing clips from before and after impact stay with the alert, ready for the claim.
02Agents at work
Fleet claims management agents working the crash in view, steered mid-run
- Eight agents handing work along. Each card shows its step, its source, how sure it is and the next agent, so the manager can check before relying on it.
- Privileged material held for counsel by a steer. The manager can hold a source for counsel mid-run; its text is withheld from the claim team while its times stay on the record.
- Extra pulls added on request. A record the manager asks for mid-run joins the plan as its own step, with the manager's name on it.
03Crash timeline
Truck accident claims rebuilt on one GPS-time axis: video, engine data, logs
- Every source on one GPS clock. Video, driver gaze, engine speed and brake, and GPS speed against the posted limit sit on GPS time, reconciled before anyone writes a timeline.
- Scrub to the cut-in, brake and impact. Frames and readout move together, so the manager sees the glance, the cut-in and the brake in their true order.
- Driver-facing video restricted. Only claims, safety, counsel and the VP of safety and risk can open it, and each view is logged.
04Claim file
Claim file written line by line on GPS time, each line cited to its record
- Each line of the file cited. Every line opens the record it rests on, so defense counsel can test the chronology fact by fact.
- Corrections kept in view. A rewritten line keeps the struck original and the reason, so the file's own history stays honest.
05Plaintiff's view
The plaintiff's expert's attack on the claim file, read before the demand
- Attacks in two voices. Each point sets what the other side would say against what the carrier's records show.
- The file checked against itself. A time taken from a device's own clock is caught against the video and corrected before the other side finds it.
- Points routed to named people. Hours and driver-file points go to the director of safety, legal ones to defense counsel.
06Outside requests
Requests to police, tow yard, telematics and insurers sent in fixed fields
- Standing-rule requests sent at once. Police report, telematics export and tow invoice requests go out under standing rules, without waiting for a person.
- Answers count only as fields and files. A reply changes the claim through its fields and attachments; any free text is held for a person.
- Notices a person sends. The notice of loss to the primary insurer is drafted for the claims manager to review and send.
07DOT and testing
Recordability and post-accident testing held to the citation windows
- Three accident tests, each sourced. Fatality, treatment away from the scene and disabling damage are each answered from the driver's report, with the time it came in.
- Testing decision held until windows close. The testing record can be signed only after the citation window ends, so it records what was true.
- Register line and record for the director. The director of safety signs the accident register line and the testing record after opening each.
08Reserve
Claim reserves proposed with each path played to the retention and the policy
- A proposed reserve with its basis. The analyst proposes indemnity and expense; the claims manager sets it with a reason, inside that manager's authority.
- Paths played to retention and policy. Early resolution, mediation and trial each show what falls in the retention, the primary policy and above it.
- Share of fault marked assumed. The slider and the comparables are labeled for counsel to confirm, so the rehearsal never reads as a finding.

Four people at the carrier own a piece of each truck accident claim

The claims manager runs the file; safety, the VP and the driver manager sign what is theirs.

Claims and risk managers

Start the agents, set reserves within authority, send notices and pass demands to counsel

The cited file before the other side builds one
Every source shown against its overwrite
Reserve paths played to the retention

VPs of safety and risk

Co-sign reserves above authority and approve lessons, settings and releases

Demand, bills and video opened before co-signing
Lessons applied only after approval
Second person on any hold release

Directors of safety

Sign the accident register and testing record and own hours and driver-file fixes

Recordability worked against the rule with sources
Testing held to the citation windows
Challenger points on hours and files routed in

Driver managers

Take the driver's statement and propose return to work

Statement in fixed questions
Return to work approved by safety
The driver's own words kept unedited

More screens

The open claims queue, the fourteen sources, the rules and the trail

Where the manager triages the rest of the portfolio and where each held source and signed step is kept.

Open claims queue: 212 claims with type, stage, opened date, reserve, owner and next review, filters by type and overdue — **Open claims**212 open claims across auto liability, physical damage and cargo, with stage, reserve, owner and the next review clock.

Truck crash evidence preservation table: both cameras, engine module download, telematics, ELD and others, 10 of 14 sources held with times — **Fourteen evidence sources**Each source with its system, pages, clips and when it was held. Both cameras and the engine module were secured by 11:40 on day 1.

Lessons and rules: no lesson waiting, and rules R-2, R-3 and R-5 in force with who approved each and since when — **Rules in force**Hold the tractor until the engine download, read hard-brake records on GPS time, restrict driver-facing video: each approved by the VP.

Audit trail: the reserve analyst's proposal, the chronology line corrected to GPS time, the challenger's point and the engine module download — **Audit trail**Each agent step from the first read to the initial reserve, including the line corrected after the challenge.

demoSample data, from the working solution.

Fault, demands, releases and large reserves stay with named people

No call on faultAgents describe what the records show; who caused the crash is for defense counsel and the insurer.

No reply to a demandIts fields are read and no answer is drafted; the manager sends it to counsel and the insurer.

No hold released by one personCounsel asks to release a hold or the tractor, and the VP of safety and risk approves as second person.

No reserve above authority on one nameAbove the manager's limit, the VP opens the demand, the bills and the driver-facing video, then co-signs.

No line without a sourceThe chronology writer leaves out any fact it cannot cite.

No engine record read on its own clockModule times are moved to GPS time from the download header before any line uses them.

Ten systems and outside parties behind one cited crash file

Each line of the file opens the source it came from.

Camera systemForward and driver-facing video, with the crash alert and saved clips.

Engine module downloadSpeed and hard-brake record, with the header that gives the module clock's offset.

Telematics providerRaw GPS and motion export, with a checksum.

ELD systemDuty status and supporting documents, held past their routine deletion.

Transportation management systemDispatch and tablet messages, the bill of lading and load documents.

Document management and maintenanceThe driver qualification file, inspections and brake records.

State police and tow yardThe crash report and the tow and storage invoice, asked for in fixed fields.

InsurersThe primary insurer's portal and the other car's insurer, answering in fixed fields.

What claims teams ask about fleet claims management

What is fleet claims management?

Fleet claims management is how a motor carrier handles a crash from first notice to resolution: preserving evidence, building the claim file, setting reserves and working with counsel and the insurer. Here agents secure and read the evidence and write the cited file, and people decide reserves, fault and everything legal.

How is evidence preserved after a truck accident?

A litigation hold goes on at once for a crash with an injury reported, the tractor stays out of service until its engine module is downloaded, and both cameras and the GPS export are pulled. A clock shows each remaining source against the moment it overwrites or its rule's deadline.

Does the software decide who was at fault?

No. The agents describe what the records show and never decide fault or answer a demand. Defense counsel and the insurer make those calls, and the assistant names them when asked.

How are reserves set on truck accident claims?

The reserve analyst proposes indemnity and expense with its basis, and the claims manager sets it with a reason. Above that authority it waits for the VP of safety and risk, who opens the demand, the bills and the driver-facing video before co-signing.

Who can see the driver-facing video?

Claims, safety, defense counsel and the VP of safety and risk. Every view is logged, and other roles see that the clip exists without opening it.

What does the plaintiff's expert check?

It reads the file as plaintiff's counsel and a trucking-safety expert would: the driver's hours and file, attention, speed, brakes and the file's own consistency. Points the records answer go back to the chronology writer; the rest go to the director of safety or defense counsel.

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