Building an immutable audit trail for claims with Moxo
At a glance
Claims compliance depends on traceable decisions, verified evidence, and transparent approvals.
By capturing every action, timestamp, and document exchange within one system, teams build confidence in every claim review.
With immutable audit logs, export-ready records and automated retention policies, compliance teams can demonstrate accountability effortlessly.
Moxo turns audit preparation into a continuous, secure process, embedding governance directly into every workflow.
What regulators demand: verifiable proof of decisions and access controls
Regulators and internal auditors need more than claims data; they require proof of how decisions were made, who approved them and when.
Traditional systems may show claim outcomes, but they rarely maintain a verifiable chain of evidence. This gap exposes insurers to risk during audits and legal reviews.
Auditors expect:
- Documentation of every claim decision and supporting rationale
- Immutable timestamps that prove order of operations
- Role-based accountability (who reviewed, who approved)
- Secure retention and exportable evidence packets
With Moxo, every step – from document submission to final settlement – is automatically logged and exportable, giving compliance teams full visibility at any time.
Capturing immutable evidence: automated timestamps and version control
An effective audit trail starts with capturing the right information at the moment of action. Moxo ensures this through embedded document handling and auto-generated metadata.
Key capabilities
Automated capture: Each document uploaded or modified in a Moxo workflow is automatically versioned and recorded.
Timestamps and attribution: Every approval, note or change is stamped with user, date and action.
Immutable records: Once logged, actions cannot be altered, creating tamper-proof audit history.
Contextual evidence: Audit logs link directly to claim IDs, so reviewers see documentation in context rather than isolated files.
Example: A compliance team can instantly pull up the timeline of a disputed claim, complete with evidence submissions, policy references and timestamped communications, all captured automatically in Moxo’s audit trail.
Documenting the 'why': recording rationale behind every claim decision
Every claim decision must be defensible. Moxo embeds structured decision points within workflows so that approvals, comments and rationale are always recorded.
Role-based steps: Assign specific decision rights to adjusters, supervisors and compliance officers using Flow Builder.
Decision fields: Require approvers to document reasons for acceptance or denial, attached to each claim record.
Collaborative review: Discussion threads within the claim record preserve context without relying on external emails.
Approver hierarchy: Branch logic ensures that sensitive or high-value claims go through additional review layers.
Each rationale and outcome is stored in a single audit timeline, making it easy to reconstruct the “why” behind every decision – a key requirement for DOI and SOC 2 audits.
Simplifying compliance: automated retention and export-ready audit packets
When regulators or auditors request documentation, fast and accurate export is crucial. Manual compilation can delay responses and create inconsistencies.
Moxo automates compliance export through built-in retention policies and export tools.
Retention control: Define how long to retain claim data (e.g., seven years for HIPAA-aligned recordkeeping).
Export-ready logs: Generate structured evidence packets (PDF/CSV) with actions, timestamps, and decision records.
Immutable storage: All activity is logged under SOC 2 standards, ensuring no post-event modification.
Audit support: Admins can pull exports filtered by claim type, region, or timeframe within minutes.
This level of automation shortens audit preparation from weeks to hours while maintaining defensible, consistent evidence.
Your audit template: standardizing compliance responses
Moxo’s audit template helps compliance teams standardize responses to internal and regulatory audits.
Sample structure:
1. Claim summary (ID, date, adjuster)
2. Verification documents (intake forms, correspondence)
3. Decision timeline (actions, approvals, rationale)
4. Payment and reconciliation records
5. User access and review logs
6. Compliance declaration and export metadata
Each section is automatically populated from Moxo’s audit logs, ensuring accuracy and completeness. This standardized format also streamlines internal QA and third-party compliance checks.
Building audit-ready claims workflows step-by-step in Moxo
Flow builder (intake forms, file requests, approvals, eSign)
Use Flow Builder to design audit-ready claims workflows. Each file upload, approval or eSign action is logged in real time for compliance traceability.
Controls (branches, thresholds, SLAs, milestones)
Establish milestones that trigger documentation checks or supervisor reviews. Branching rules ensure complex claims automatically route to compliance review.
Automations & integrations (policy/claims core, CRM, DMS, payments, eSign/ID)
Connect Moxo to your claims core or DMS via integrations to sync evidence and decision data across systems, ensuring a unified audit trail.
Magic links for externals (policyholders, providers, repair vendors, brokers)
External contributors share claim documents securely using Magic Links. Every upload or comment is automatically attributed and timestamped.
Management reporting (cycle time, STP %, severity, leakage, re-open rate; segment by LOB/region/channel)
Dashboards highlight compliance performance metrics, such as decision turnaround time or percentage of fully documented claims.
Governance (SSO/SAML, RBAC, HIPAA/PHI handling where applicable, audit trails & export)
Moxo ensures all audit logs are SOC 2, GDPR, and HIPAA aligned. Features include Single Sign-On (SSO/SAML), multi-factor authentication (MFA), and role-based access (RBAC).
Every audit export is encrypted, timestamped, and archived per your retention policy.
Moxo builds security and traceability into every claim interaction
Every claim decision needs proof. Moxo’s audit trail automatically logs every approval, message, and file exchange, creating regulator-ready evidence.
Each record is timestamped, immutable, and linked to user actions for transparency. Combined with workflow automation and document workflows, it gives insurers a complete picture of who acted, when, and why.
Security controls protect PHI and PII throughout, while dashboards visualize compliance metrics. Moxo makes audit defense effortless, because the evidence builds itself.
Audit-ready claims, made simple
Claims audits are not just about documentation; they are about demonstrating integrity and consistency in every decision. With automated evidence capture, immutable timelines and structured exports, compliance teams gain confidence and control over every audit.
Moxo makes this process seamless. Its no-code Workflow Builder, retention automation and SOC 2-aligned security features allow teams to track every claim event and generate proof on demand.
Every approval, rationale and communication remains secure, timestamped and retrievable — ready for any regulator or audit request.
Looking to simplify your claims audit process?
Discover how Moxo turns evidence and compliance management into a connected, auditable workflow. Schedule a demo to see it in action.
FAQs
How does Moxo create a claims audit trail?
Moxo automatically logs every approval, comment and file exchange with timestamps, user attribution and version history.
Can Moxo export audit evidence packets?
Yes. Teams can generate preformatted audit packet exports containing claim evidence, rationale and decision timelines in minutes.
Is Moxo compliant with SOC 2 and HIPAA standards?
Absolutely. Moxo Security enforces SOC 2, GDPR and HIPAA controls, ensuring role-based access and data encryption across all claims records.
Does Moxo integrate with our claims management system?
Yes. Through Moxo Integrations, it connects to claims cores, document management systems and ERPs for unified audit visibility.
How long are audit records retained in Moxo?
Retention periods are configurable. Most insurers retain records for seven years under HIPAA or DOI policies, fully supported in Moxo’s retention module.
