proof workflows for applied epic® - …etwfg.com/epic/twfg proof workflow.pdfin this workflow you...

PROOF WORKFLOWS FOR APPLIED EPIC®

APPLIED SERVICES

September, 2016

APPLIED SERVICES PROPERTY & CASUALTY SERVICING STANDARD WORKFLOWS 4/21/2016 // 2

Table of Contents Copyright Statement and Disclaimer ............................................................................. 3 TWFG Insurance Services ............................................................................................ 4 Proof Workflows for Applied Epic® ............................................................................... 4 Proof of Insurance – Auto ID Cards .............................................................................. 5

Activities ................................................................................................................ 15 Attachments ........................................................................................................... 15

Proof of Insurance – Binder ......................................................................................... 16 Attachments ........................................................................................................... 16

Proof of Insurance – Certificate ................................................................................... 17 Activities ................................................................................................................ 29 Attachments ........................................................................................................... 29

Proof of Insurance – Evidence of Insurance ............................................................... 30 Activities ................................................................................................................ 43 Attachments ........................................................................................................... 43

APPLIED SERVICES PROPERTY & CASUALTY SERVICING STANDARD WORKFLOWS 4/21/2016 // 3

Copyright Statement and Disclaimer ©2016 Applied Systems, Inc. This document has been prepared by Applied Systems Education Services for the exclusive use of the named agency. No part of this document may be reproduced or transmitted in any form or by any means, electronic, or mechanical, without the express written permission of Applied Systems, Inc. or Applied Systems Canada, Inc. as appropriate (“APPLIED”), with the exception of licensee’s specific needs to transmit information among its personnel. All right, title, and interest, including copyright interests and any other intellectual property rights, in and to this document and any and all other Work Product (defined below) prepared on behalf of the licensee shall be the exclusive property of APPLIED. For the avoidance of doubt, no Work Product shall be considered a “work made for hire” under any applicable copyright laws. Effective upon completion of the Education Services set forth in each applicable Statement of Work and payment by the named licensee of applicable fees and expenses, the named license shall be granted a personal, nontransferable, non-sublicensable, non-exclusive, and limited license to use this document and any Software, data or deliverables produced or provided by APPLIED in the course of providing education services (“Work Product”), subject to any relevant provisions set forth in the Master Agreement for Products and Services, and/or any applicable schedules thereto. In the event APPLIED provides client with access to Work Product prior to payment of the applicable fees, client shall only obtain a temporary license to the Work Product, which may be terminated by APPLIED until full payment is received. In generating and providing this document and other Work Product, and in the course of providing education services to the licensee, Applied Systems Education Services may provide general information and guidance regarding laws or standards (e.g., the Personal Information Protection and Electronic Documents Act, the Health Insurance Portability and Accountability Act, Sarbanes-Oxley Act, Gramm-Leech-Bliley Act, Generally Accepted Accounting Practices, etc.) and other compliance laws, regulations, or standards in relation to the licensee’s use or potential use of The Agency Manager® (“TAM®”), Epic®, and other Applied Software. Although Applied Systems Education Services may provide information on its interpretation or understanding of compliance standards, APPLIED does not do so in any capacity as the licensee’s auditor or legal or financial advisor. The provision of such information and guidance should not be considered financial or legal advice, and APPLIED makes no representations or warranties regarding its accuracy, timeliness, or currency. With all information, the licensee should consult with its accountant, financial advisor, auditor, attorney, or other appropriate advisor to determine if implementing any recommendations by Applied Systems Education Services would be in accordance with applicable laws and regulations. This Statement shall survive termination or cancellation

TWFG Insurance Services Proof Workflows for Applied Epic®

Proof of Insurance – Auto ID Cards In this workflow you will issue Auto ID Cards as proofs of insurance. This workflow does not include:

• Issuing auto ID cards from the company’s website SEE EPIC HELP FILE > INTRODUCTION > EPIC BASICS > FOR GENERAL NAVIGATION INSTRUCTIONS/TIPS AND HOT KEYS. FOLDERS AND ACTIVITIES ARE IDENTIFIED IN THE WORKFLOWS; YOU CAN USE THE DEFAULTS OR CUSTOMIZE THEM IN CONFIGURE. KEY: ACTIVITY, FOLDER, AND POLICY STATUS. &POLICY#& DENOTES A VARIABLE THAT DEFAULTS WITHIN THE ACTIVITY DESCRIPTION FIELD Return to Table of Contents

Step #

Workflow Step

Details Activity

1. Issue Auto ID Cards

Please note the client MUST be an Insured and your policy MUST be Contracted and in either Submitted or Issued state to create any proof. See Step2

1. From the policy list – highlight the appropriate policy – Click ACTION - Issue Auto ID Cards

AUID

Step #

Workflow Step

Details Activity

2. Select vehicle(s) – making sure that Y is shown in the Issue area. If not – highlight the

vehicle and click on the Select to Issue – or Select ALL if issuing for all vehicles. a. Check NAIC or Company/state Code if the state you are issuing for requires it.

**See Fleet instructions if you need to issue Fleet cards.

Step #

Workflow Step

Details Activity

3. Click State Specific if you are issuing cards for NV, NJ, WV, IA, LA (NY cards will not be

available)

Step #

Workflow Step

Details Activity

4. If you will be sending the ID card directly to the insured or dealer from here, complete the

Distribution tab and complete the information needed. Or you can physically print if needed.**Please note*** You Must print the ID card or distribute it from here for the ID card to be attached to the client’s file.

5. Click Finish.

Step #

Workflow Step

Details Activity

6. Generates AUID activity – this is automatically closed. Click Finish

Step #

Workflow Step

Details Activity

7. The Auto ID card will then be seen in Attachments. If you need to email the ID card again –

or to anyone else, Highlight the ID card and right click and choose “Send Via Email”.

Step #

Workflow Step

Details Activity

2. Update Policy to Contracted

To update your policy to Contracted –

1. Highlight the policy and click Actions – choose Change Policy Prospective/Contracted Status.

Step #

Workflow Step

Details Activity

2. You will get the following pop-up if the client is still Prospect

Say Yes You are now ready to issue your proof.

Step #

Workflow Step

Details Activity

3. Fleet Cards

1. From the Auto Id Card Detail screen – double click on the first vehicle listed. 2. Change the Form Description to the “Fleet” option – be sure the Select to issue box is

checked – then click Finish 3. Be sure to check the NAIC or Company/State code as needed

Return to Distribute Cards

Activities

Code Required Owner Default Open/Closed

Follow-up Days

Description Further Action

Tasks

AUID Yes User ID Closed 0 Issued Auto ID Card N N

Attachments

Document Attachment Folder Name System Generated Attachment Folder

Attachment Associated To

Auto ID Card Proofs > Auto IDs Yes Policy

Proof of Insurance – Binder Binders should be downloaded from the company website and attached in Epic to your New Business, Renewal or Endorsement activity.

Attachments



Binder Proofs > Binders Yes Policy

Proof of Insurance – Certificate In this workflow you will issue a Certificate of Liability as proof of insurance. This workflow does not include:

• Issuing a certificate from the company’s website SEE EPIC HELP FILE > INTRODUCTION > EPIC BASICS > FOR GENERAL NAVIGATION INSTRUCTIONS/TIPS AND HOT KEYS. FOLDERS AND ACTIVITIES ARE IDENTIFIED IN THE WORKFLOWS; YOU CAN USE THE DEFAULTS OR CUSTOMIZE THEM IN CONFIGURE. KEY: ACTIVITY, FOLDER, AND POLICY STATUS. &POLICY#& DENOTES A VARIABLE THAT DEFAULTS WITHIN THE ACTIVITY DESCRIPTION FIELD Return to Table of Contents

Step #

Workflow Step

Details Activity

1. Add Certificate

Please note the client MUST be an Insured and your policy MUST be Contracted and in either Submitted or Issued state to create any proof. See Step 5

1. From the policy list use New, Proofs of Insurance, Certificates

2. Click the down arrow in the Type box and choose the type of Certificate you will be issuing 3. Enter a detailed description of the Certificate - Reference policy type and term

4. Click ‘Detail’ at the bottom of the right hand side of the screen. 5. Click in each section of coverages your certificate will be covering. (The example below is

General Liability – but all sections work similarly)

Step #

Workflow Step

Details Activity

6. Click on ADD (paper icon) under Available Templates to create the template to be used for your certificate.

7. Complete the Line of Business – Service Summary (be sure you choose the one with the

coverage you need) and Description. Check Default template if this information will be used for most holders.

Step #

Workflow Step

Details Activity

8. The coverages will fill in the bottom section. ***NOTE: you CANNOT enter limits higher than

the policy coverages.

2. Attach

ments

9. Attachments and Descriptions of Operations entered at this level will apply to any and all holders

10. Add Attachments by highlighting the Attachment section and clicking on the ADD (paper) icon (or drag and drop any attachments if they are new to the client)

Step #

Workflow Step

Details Activity

3. Add Holders

11. Highlight Holders section on the left and click on ADD (paper) icon

12. Holder/Template Tab - Select appropriate template, if not defaulted a. Choose appropriate Distribute via option

Step #

Workflow Step

Details Activity

13. Description of Operations Tab - Enter any specific descriptions needed here

a. Check Print Holder Summary if you want this to print on the form.

14. Documents Attached Tab - Attach any holder specific documents (click on ADD (paper) icon) These will ONLY be associated to THIS holder

Step #

Workflow Step

Details Activity

15. Holder Details - Enter additional Holder Details

16. ACORD 855 NY Tab – only if needed. 17. Enter any Remarks needed in the Remarks section

a. Be sure to check Print on Form if you want these to appear on the issued Certificate

4. Issue Certificate

18. Use ACTIONS, Issue Certificate to issue for All holders – or choose “Issue Single Holder”

Step #

Workflow Step

Details Activity

19. If you will distribute the Certificate directly from here, click on Holder Distribution and complete the information for the various holders [Email, Fax, Print] (you can send to all holders at once, or one at a time)

20. NOTE: Uncheck the client’s name unless they have requested a copy of the master – the insured copy will NOT show any coverages.

Step #

Workflow Step

Details Activity

21. Generates CERT activity – this is automatically closed. Make any notes regarding why the

certificate(s) were issued.

Step #

Workflow Step

Details Activity

22. The certificates are automatically shown in the client’s Attachment screen. You may forward

them to the insured or send additional copies by highlighting the attachment, right click and choose “Send Via Email”

23. Close out from the Navigation Panel by clicking on the X

.

CERT

Step #

Workflow Step

Details Activity




Activities


Follow-up Days


Tasks

CERT Yes User ID Closed 0 Issued Certificate

&PolDesc& &PolEffDate&

N N

Attachments



Certificate Request Proofs No Activity - CERT

Certificate Proofs > Certificates Yes Policy

Proof of Insurance – Evidence of Insurance In this workflow you will issue Evidence of Commercial Property as proof of insurance. This workflow does not include:

• Issuing an Evidence of Commercial Property from the company’s website SEE EPIC HELP FILE > INTRODUCTION > EPIC BASICS > FOR GENERAL NAVIGATION INSTRUCTIONS/TIPS AND HOT KEYS. FOLDERS AND ACTIVITIES ARE IDENTIFIED IN THE WORKFLOWS; YOU CAN USE THE DEFAULTS OR CUSTOMIZE THEM IN CONFIGURE. KEY: ACTIVITY, FOLDER, AND POLICY STATUS. &POLICY#& DENOTES A VARIABLE THAT DEFAULTS WITHIN THE ACTIVITY DESCRIPTION FIELD Return to Table of Contents

Step #

Workflow Step

Details Activity

1. Add Evidence of Commercial Property

Please note the client MUST be an Insured and your policy MUST be Contracted and in either Submitted or Issued state to create any proof See Step 5

1. From the policy list, use New, Proofs of Insurance, Evidence

2. Select Evidence of Property Insurance – ACORD 27 (2009/12) – Reference policy type and term in title

Step #

Workflow Step

Details Activity

3. Choose Policy Type and the correct Service summary row. (choose the one that has the

coverages you are referencing in the Evidence. NOTE: If you are issuing an Evidence on an expired policy – check the “Include history” box.

4. If you have issued prior Evidences for this client, you can pull in Additional Interests from that Evidence – click on ADD (paper) icon.

5. Click Detail in the bottom right hand side of screen.

Step #

Workflow Step

Details Activity

2. Add Evidence Detail

6. Click on Risks/Coverages to add the Subjects of Insurance limits 7. Click ADD (paper) icon

8. Complete ALL other areas needed. 9. Attachments and Special Conditions entered at this level will apply to any and all holders

Step #

Workflow Step

Details Activity

3. Add Additional Interests (AI)

10. Add AI by clicking on ADD (paper) icon 11. Additional Interest Tab Template Tab – Complete for AI and choose appropriate Distribute via

option

12. Policy Level Coverages Tab This is typically not used 13. Risks/Coverages Tab - Click ADD (paper) icon and choose which coverages apply.

Step #

Workflow Step

Details Activity

14. Documents Attached Tab - Add any attachments needed by clicking on the ADD (paper) icon

and choosing the information you need.

15. Additional Interest Details Tab – Included any details needed about the Additional Interest

Step #

Workflow Step

Details Activity

16. Click in the Remarks section of the Navigation Panel and enter any Remarks needed – Be sure to check Print on Form if you want these to appear on the issued Certificate

Step #

Workflow Step

Details Activity

4. Issue Evidence of Property

17. Use Action, Issue Evidence

EVID

Step #

Workflow Step

Details Activity

18. Complete the Distribution tab information for the Additional Interest if you will be sending it

directly from here.

19. Click Finish

Step #

Workflow Step

Details Activity

20. Generates EVID activity – automatically closed – Make any notes needed. 21. Click Finish

22. Attach any documentation to the EVID activity 23. Close out of from the Navigation Panel

Step #

Workflow Step

Details Activity

24. The Evidence is automatically shown in the client’s attachments. If you wish to email a copy of

this Evidence – Go to Attachments, right click and choose “Send Via Email”




Step #

Workflow Step

Details Activity


Activities


Follow-up Days


Tasks

EVID Yes User ID Closed 0 Issued Evidence of

Insurance &PolDesc& &PolEffDate&

N N

Attachments



Evidence of Property Request (if applicable) Proofs No Policy

Evidence of Property Proofs > Evidences Yes Policy