Overview

A large national insurance provider needed to modernize its "leave takeover” process. When new employer clients switched to their platform, historical leave data had to be transferred from prior vendors which was a complex, manual, and time-sensitive effort.

By implementing Adeptia Automate, the organization transformed this workflow into a streamlined, automated process, dramatically reducing switchover timelines, improving data accuracy, and enabling seamless transitions for new clients.

The Challenge

Each time a new employer transitioned to the provider’s leave platform, historical data had to be migrated from the previous vendor. This data was often inconsistent, coming in different formats, structures and levels of completeness, making it a highly manual process for their teams.

The organization faced several challenges:

• Vendor data arrived in inconsistent formats (multi-sheet spreadsheets, varying schemas, multi-line records)
• Each file had to be manually transformed to meet strict system requirements
• Complex data structures (continuous, episodic, reduced leave types) required extensive reformatting
• Manual manipulation increased the risk of data errors
• IT and subject matter experts were heavily involved for troubleshooting and corrections
• Switchovers typically required 3–4 weeks per employer

These inefficiencies created delays in go-live timelines and added friction to what should be a seamless transition for employers.

The Solution

To modernize its leave takeover workflow, the organization implemented Adeptia Automate with a reusable data onboarding framework purpose-built for insurance data migrations.

This approach is built on a set of core capabilities that work together to streamline and standardize the entire switchover process:

• Ingests historical leave data from prior vendors
• Standardizes disparate file formats into a unified structure
• Applies configurable business rules to cleanse and validate records
• Transforms complex, multi-line leave records into structured, system-ready outputs
• Converts vendor-specific values into standardized system representations
• Eliminates manual Excel-based transformation processes

By transforming what was once a highly manual effort into an automated, repeatable workflow, business users can now manage leave switchovers independently, with greater speed, accuracy, and efficiency.

The Results

The impact on leave provider switchovers was immediate and significant:

• 90% reduction in switchover time
• Transition timelines reduced from 3–4 weeks to 2–3 days per employer
• Known vendor formats processed in just a few hours
• 75% reduction in manual intervention
• Ability to support multiple employer switchovers in parallel
• Fewer errors and significantly reduced rework

This allowed the organization to accelerate transitions while maintaining high data quality and consistency.

Business Impact

Automating the leave takeover process delivered meaningful business value:

• Faster, Smoother Client Transitions: Employers experience quicker, less disruptive switchovers between providers.
• Reduced Operational Bottlenecks: Business teams can manage transitions without constant IT involvement.
• Improved Data Integrity: Automated validation ensures accurate historical data is carried forward.
• Scalable Switchover Framework: New vendor formats can be supported with minimal additional effort.

Why It Matters

In the insurance industry, provider switchovers are critical moments that shape the customer experience. Delays, errors, or data inconsistencies can create friction and erode trust.

By automating historical data transformation and integration, this organization turned a traditionally complex and high-risk process into a scalable, repeatable operation. enabling faster transitions, stronger client confidence, and better outcomes for employers and their employees.