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TPA transition
History from the outgoing TPA mapped so the new TPA's data continues it.
Insurtech / Self-Insured Employers
Risk management software for self-insured employers
Three TPAs, three claim numbering schemes and an excess carrier waiting for a notice nobody sent. Agnotic Technologies builds the self-insured employer's own system of record, so the risk manager sees every retained loss, recovery and allocation in one place.
One view
Across every TPA
Recoveries
Excess claims tracked
Allocation
Cost of risk by unit
Trusted by global innovators
Industry Overview
What is self-insured risk management software?
Self-insured risk management software is the employer's own system of record for losses it retains: claim and payment data from several third-party administrators, retentions and excess recoveries, cost of risk allocated to business units, and loss runs for renewal. Agnotic Technologies builds it for risk managers who self insure workers' compensation, liability or auto.
Industry Challenges
Why can't a self-insured employer see its own losses?
The data exists, but it belongs to other people's systems. These are the gaps risk managers describe to us.
Each TPA uses its own claim numbers, codes and file layout, so totals cannot be added up without a spreadsheet.
When the program moves to a new TPA, the history stays behind in the old one's format.
Loss runs are valued on different dates, so a combined view mixes figures from different months.
Nobody is watching for claims that approach the retention, so excess notices go out late.
Cost of risk is allocated to sites by headcount in a workbook, and business units dispute it every year.
Renewal submissions are rebuilt by hand from TPA reports each time the program goes to market.
Our Approach
How should an employer approach its own risk system?
Three principles separate a risk management system from another copy of the TPA's data.
Own the data model
Claims are mapped to the employer's own codes for line, location, business unit and cause, with each TPA's claim number kept alongside.
Keep every valuation
Each loss run is stored as a snapshot on its valuation date, so development over time and renewal figures always match.
Treat recoveries as receivables
Amounts above the retention become receivables against the excess carrier, tracked from notice to cash.
Capabilities
What do we build for self-insured employers?
The risk manager's system across lines and TPAs. State claim handling stays with your TPA and is covered on our workers' compensation page.
Multi-TPA loss data consolidation
Claim and payment files from every TPA mapped to one model on a schedule, with each TPA's numbering kept.
Data quality rules
Missing locations, unknown codes, reserve jumps and closed claims with open payments flagged before figures are published.
Retention and excess tracking
Retained and excess amounts split per occurrence and per program year, with alerts as a claim nears the retention.
Excess recovery receivables
Notices, proofs of loss, amounts billed and amounts received for each recoverable claim.
Cost of risk allocation
Premiums, retained losses and fees allocated to business units by exposure and loss experience, with the rules on record.
Loss runs and renewal packs
Loss runs by program year and valuation date, exported for brokers and excess carriers.
Collateral register
Letters of credit, bonds and deposits the employer has posted, with amounts, beneficiaries and renewal dates.
Risk manager dashboards
Retained losses, recoveries and trends by line, location and unit.
How It Works
How does loss data from several TPAs become one view?
This is the consolidation pipeline we build. Every step can be traced back to the original TPA file.
Receive
TPA claim and payment files arrive on schedule by SFTP or API, alongside excess carrier notices and statements.
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1
Map
A crosswalk per TPA turns its fields and codes into the employer's model for line, location, business unit and cause.
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2
Match
Claim numbers are matched across TPA changes, and possible duplicates are held for review.
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3
Value
Each load is stored as a valuation snapshot, with retained and excess amounts split per occurrence.
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4
Publish
Dashboards, allocations, loss runs and recovery claims are produced from the published snapshot only.
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5
Engineering Stack
Systems and standards behind an employer risk system
Chosen to fit the TPAs, carriers and finance systems your program already uses.
Data intake
SFTP and TPA APIsCSV and Excel loss runsExcess carrier statementsPayroll, headcount and vehicle exposure files
Data
PostgreSQLData warehouse with valuation snapshotsTPA code crosswalksData quality rule engine
Reporting
BI dashboardsLoss run and renewal exportsAllocation journals for the general ledgerScheduled report delivery
Platform and security
Role-based access by business unitAudit loggingEncryption in transit and at restCloud hosting
System of record
Who owns each record in a self-insurance program?
The employer's system does not replace the systems that own these records. It keeps the copy and the links the risk manager needs.
| Record | Owner of the source | What the employer's system keeps |
|---|---|---|
| TPA claim and payment feeds | Each TPA, under its service agreement with the employer | Every valuation, mapped to the employer's codes, with the TPA's claim number kept |
| Excess or stop-loss carrier notices | The excess carrier, or the stop-loss carrier for a health plan | Notice dates, the retention reached and amounts recoverable and received |
| Incident and OSHA log | The employer's safety team, in its own safety system | A link from each claim to its incident record, never a second log |
| Collateral and letters of credit | Employer treasury, held for the state or a fronting carrier | Instrument, beneficiary, amount, renewal date and the program it secures |
| State self-insurer annual reports | The employer, often prepared with its TPA | Extracts by program year and a copy of each filed report |
| Self-funded health plan data | The plan sponsor and its health plan administrator | Summary cost only; claim detail stays in the health plan's systems |
Measured Impact
What should a self-insured risk manager track?
Measures we build into the risk manager's dashboard.
Cost of risk
Total by unit
Premiums, retained losses and fees, allocated to each business unit.
Retained
Losses inside retention
Paid and incurred amounts the employer carries, by line and year.
Recoverable
Excess receivables
Amounts due from excess carriers, from notice to cash.
Exceptions
Data quality
TPA records failing the quality rules at the last load.
Use Cases
Where do self-insured employers start?
Common first releases, each built on the consolidated loss data.
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Renewal submission pack
Loss runs by program year and valuation date for the broker.
03
Cost allocation to sites
Agreed allocation rules replacing the annual workbook.
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Excess recovery tracking
Claims nearing the retention flagged and recoveries followed to cash.
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Multi-line dashboard
Workers' compensation, liability and auto losses in one view.
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Collateral register
Every instrument posted, with renewal reminders for treasury.
Integrations
Which systems does an employer risk system connect to?
The administrators, carriers and internal systems around a self-insurance program.
Claims and payments
Third-party administrators
Recoveries and renewals
Excess carriers and brokers
Exposures
HR and payroll
Vehicle exposures
Fleet systems
Incident links
EHS and incident systems
Cost allocation
ERP and general ledger
Collateral
Treasury and banks
Reporting
BI tools
Compliance-First Development Services Backed by Global Standards
We build secure, scalable products designed for privacy, interoperability, and regulatory readiness from day one across every sector we serve.
General Data Protection Regulation
Implement lawful consent flows, data minimization, and secure processing for global data privacy.
Service Organization Control 2
Verified controls for security, availability, and confidentiality of enterprise data systems.
Information Security Management
Adhering to the international gold standard for managing information security risks.
Our Edge
Why Global Leaders Choose Us
We combine deep technical expertise with industry-specific knowledge to deliver solutions that aren't just functional, but transformational.
Enterprise-Grade Security
We implement rigorous security protocols and compliance standards (HIPAA, GDPR, SOC2) across all industrial solutions to protect sensitive data.
High-Performance Scaling
Our architectures are built to handle massive data loads and user bases, keeping performance steady whether you're serving ten or ten million.
Accelerated Time-to-Market
Using our suite of internal tools and proven frameworks, we cut setup work so your first release reaches users sooner.
Embedded AI Integration
Beyond simple wrappers, we build deep-learning integrations and predictive analytics directly into the core of your industry-specific workflows.
Engagement Model
How does a self-insured engagement work?
We start with your TPA files, because every later feature depends on them. Timing depends on scope; we agree a fixed first release on the scoping call.
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Scoping call
Lines, TPAs, excess program and the report your team rebuilds most often.
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TPA file mapping
Sample files from each TPA mapped to your codes, with the gaps listed.
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Fixed-scope first release
Consolidated loss data and one output, such as the renewal loss run.
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Add recoveries and allocation
Retention tracking, excess receivables and cost of risk on the same data.
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Support
New TPAs, lines and allocation rules handled under agreed change control.
Facts and sources
What do state self-insurance rules expect of the records?
Short facts we design around, each linked to its primary source. California is shown as one state example.
In California, the minimum security deposit for an existing private self-insurer equals its losses at the undiscounted expected level, including IBNR, allocated and unallocated loss adjustment expense, net of specific excess insurance coverage.
Source: 8 CCR 15210(c), California DIREach California self-insurer must file a Self-Insurer's Annual Report every year, by March 1 for private self-insurers, and must keep filing after its certificate is revoked until a final report shows all claims are closed.
Source: 8 CCR 15251(a) and (b), California DIRCalifornia self-insurers or their administrators must keep a current claim log at each adjusting location, and a log is materially deficient if it is not provided to the Manager or any subsequent administrator in readable form.
Source: 8 CCR 15400.1, California DIRCalifornia self-insurers must keep claim files for five years from the date of injury or the last provision of compensation benefits, whichever is later, and files with awards for future benefits may not be destroyed.
Source: 8 CCR 15400.2(a), California DIR
Voice of success
We don't just build products; we forge lasting partnerships. See how we've helped industry leaders transform their vision into technical reality.
“I can clearly see how Agnotic has a unique way of handling end-to-end development. They are always active on quick chat and provide support quickly.”
Aaron Phelan
Founder, Benchmark
“Agnotic combines deep technical expertise with strong domain knowledge. They understand the business context, anticipate challenges, and make collaboration smooth and effective.”
John Pasmore
Founder, Latimer
“Agnotic is the best technical team we evaluated. Their engineering excellence made our work dramatically easier and allowed us to stay focused on what matters most for maternal care outcomes. They took full ownership of the technical execution, and we are always happy to continue working together.”
Kim Smith
Founder, My Lauren
Related pages
Related risk and safety services
This page covers the employer's own risk system. These pages cover the safety, compliance and insurance systems around it.
Risk and compliance reporting software
Regulatory reporting and control evidence for risk teams.
OSHA compliance software
The employer's injury and illness logs and incident reports.
EHS management software
Incidents, inspections and corrective actions across sites.
Insurance software for policy and claims administration
Claims and policy systems for insurers and administrators.
Insurtech software development
Our wider insurance practice for carriers, MGAs and startups.
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Cross-Industry Reach
The Same Engineering Patterns, Across Other Industries
The technical patterns behind this platform translate naturally into adjacent verticals.
Frequently Asked Questions
A TPA's system is built to handle claims for many clients. The employer needs one view across every TPA and line, its own codes, its retentions and recoveries, and allocations to its own business units.
Yes. The outgoing TPA's files are mapped to your model before the switch, and claim numbers are matched so the new TPA's data continues the same history. Some states, California for example, also require the claim log to pass to the next administrator in readable form.
Each occurrence is split into retained and excess amounts. As a claim nears the retention the system alerts the risk team, then tracks the notice, proof of loss, amount billed and cash received.
Your risk team sets the rules, usually a mix of exposure (payroll, headcount or vehicles) and loss experience. The system applies them, keeps the rule version with each allocation and posts journals to your ledger.
No. Your TPAs keep adjusting claims and filing state reports. The system consolidates their data and adds the views only the employer needs.
The number of TPAs and lines, years of history to load, the excess program's structure and the allocation rules. We go through these drivers on the scoping call and agree a fixed first release.
Only as summary cost in the cost of risk view. Health plan claims stay with the plan's administrator and its own systems.
Industries