PolicyCenter USER MANUAL

Transcription

1 PolicyCenter USER MANUAL New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 1 of 56

2 Background The New Mexico Mutual PolicyCenter Producer User Manual is a guide to help manage policies, from creating new accounts through policy issuance. It is intended to help users become familiar with all of the windows, buttons, and expectations as they work through the life-cycle of a policy. Tips and notes are included in this guide to introduce features specifically developed for New Mexico Mutual s PolicyCenter users. Additionally, where noted, users are provided with examples or further guidance to facilitate immediate application. Job aids and videos to accomplish sophisticated tasks will be made available on New Mexico Mutual s website under PolicyCenter Resources. New Users may review Job aids located under PolicyCenter Resources which are intended to provide support in essential functions. Seasoned users of New Mexico Mutual s legacy system (CompQuick) may wish to use the pages located near the end of this manual. This includes a crossreference guide with descriptions and locations of the various functions. This Producer User Manual and associated job aids have been created to assist authorized users to appropriately access and utilize the New Mexico Mutual PolicyCenter. As stated, this User Manual is not for public dissemination and may not be downloaded or reproduced without written permission by New Mexico Mutual. This Producer User Manual is subject to change. Please reference the date in the footer for the most current edition. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 2 of 56

3 Table of Contents Getting Started... 5 Logging In... 5 Tips & Alerts:... 5 Basic Navigation Icons... 6 Main Menu... 7 Account (Search)... 8 Account (Create)... 9 New Submission Navigation Tips Document Upload Uploading an Acord Turnstile Import Log Policy Info Locations State Coverages Class Code Additional Questions Line Coverages Required Fields New Owner/Officer Acord Questions Risk Analysis Policy Review Quote Payment Reviewing the New Submission Binding the Quote Troubleshooting a New Submission Policy Loss Runs Billing New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 3 of 56

4 Policy Change Process Adding a Class Code Changing Organization Type Policy Cancellation Renewal Process Locating the Renewal Reviewing & Editing Renewals Renewal Underwriter Approval FAQs CompQuick Cross-Reference Guide Policy Status Explanations Index Terms of Agreement New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 4 of 56

5 Getting Started Getting Started Logging In Logging In Producers and Producer Assistants (formerly referred to as Agents and CSRs) require registered access in order to Login. Please refer to the Agents Website for instructions on how to obtain a user account or reset your password. Tips & Alerts: Producers will benefit with the PolicyCenter Login process and will have access to multiple locations with a single Agency user login. This eliminates the need for multiple Logins and streamlines the Login process for Producers. DO NOT USE the browser (Internet Explorer) back button to return. Select links located in the upper left hand corner of the active window starting with the phrase Return to, such as Return to State Coverages, otherwise you may lose any information entered and not saved. Your preferred Login should be through the Agent s tab on the website, which will provide access to PolicyCenter Resources, User Manual updates, and templates, which are not available when logging in directly through PolicyCenter. You will also have access to a Login link at the bottom of your screen. After three unsuccessful Login attempts, user will be locked out of the account. An option to Reset Account should display below the Login window. To expedite a solution for any technical issues, take a screen shot of any system error messages to submit with a request for assistance. (You may also write down the message). New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 5 of 56

6 Basic Navigation Icons Basic Navigation Icons New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 6 of 56

7 Main Menu Main Menu See below for legend descriptions: 1. Actions display a variety of functions with including initial Create New Submission and Create New Account. 2. My Activities, under the default Desktop, displays a list of actionable items such as policy changes, new business submissions, other transactions, including active Memos. 3. My Submissions displays a list of recent submissions unless status changes to bound, withdrawn or not taken. 4. My Renewals displays a list of upcoming renewals. 5. My Other Policy Transactions displays a list of recently requested policy changes, such as address or payroll changes. 6. Account displays most recent accounts visited and a search based on known account numbers. 7. Policy displays most recent policies visited and ability to search based on known policy numbers. 8. Search provides access to conduct searches of policies, accounts, activities, contacts, notes, and other policy information. 9. Settings (gear icon) provide user settings and support includes: Help, About, Preferences, Clear Layout Preferences, and Log out. When viewing the screen, the best view size is 100%. With a smaller monitor, you may want to reduce this to 90%. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 7 of 56

8 Account (Search) Account (Search) The user will be directed first to conduct an active search to ensure account does not already exist. If there are zero results from the search, the user will be directed to create a new account. Follow the steps below to establish a New Account: Upon selecting Actions/Create-New Account, the user will be directed to conduct a search and validate existing account(s) before creating a new account. In each field, enter the appropriate text noting the following: The exact match fields are checked indicating default setting(s). If exact match is unknown, remove by de-selecting the checkmark. The FEIN and zip code fields display # symbols to reflect the number of digits required. The green down arrow icon indicates frequent and recent entered information may autopopulate the field. You may overwrite this by entering new information. Select Search to start Search. You will be prompted for additional information when appropriate. Selecting Reset will clear all fields for entering new information. When the search displays the message The search returned zero results, you may select Create New Account. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 8 of 56

9 Account (Create) Account (Create) After conducting a Search for existing accounts and confirming zero results, you are ready to create a new Account. Each text box marked with an asterisk * is a required field. You will be prompted to enter all required information. Two additional required fields include Office Phone & Primary , and essential contact information which are not marked with an asterisk. If omitted, the system will prompt you with a message to include these before proceeding. Address Type (3) defaults to Business, the mailing and physical location for the account. Producer Code MUST be selected. Agents working across multiple locations can select the appropriate office for the account. Selecting Update will create the Account. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 9 of 56

10 New Submission New Submission After an Account has been created, a New Submission will capture essential information necessary to process a new business quote. At the Account level, from Actions, select New Submission, a new window entitled Account File Summary will display entered information. Navigation Tips Navigation Tips Account # is assigned and displayed on the status bar. Blue Buttons and Blue Links indicate active choices you may select. In the example above, this presents an opportunity to Edit Account or Change Account Holder for any corrections or updates. No Mouse? No Problem: Selections with an underscore such as Edit Account can be accessed using hot keys Ctrl + Alt + (underscored letter) E. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 10 of 56

11 Document Upload Document Upload When additional documentation is required for a quote; i.e., an ex-mod worksheet, loss runs, or any supplemental information, select New Document from the Actions menu. New Document is available during a new Submission or Policy File. Selecting New Document from Actions will direct you to select Link to an existing document. (continued on next page) New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 11 of 56

12 In Workspace located at the bottom of the screen, New Document becomes available. Selecting Browse will initiate a search for the appropriate file from your device or server, click on the appropriate file, and select Update. The document will upload to the Submission or Policy File. Uploading an Acord 130 Uploading an Acord 130 When creating a new submission you can opt to upload an Acord 130 which is intended to pre-populate data into the policy application. Select the option Do you want to upload Acord 130 PDF? to pre-fill the majority of information into PolicyCenter. This option occurs after the account has been created and a new submission has begun. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 12 of 56

13 Select Do you want to upload Acord 130 PDF?. (See next image) Selecting this option will open the window entitled New Turnstile Submission. If applicable, select Browse to locate a saved PDF located on your Agency s file server or management system. Once the file has been identified and displays in the text box, select Validate. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 13 of 56

14 The Acord 130 form will be submitted and information extracted, with potential system warnings or error messages (see example below). Select Process to direct you to Policy Info. ACORD130 Import Warnings will appear at the top of the window and any items that did not successfully transfer will require manually entering data into any blank fields or text boxes. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 14 of 56

15 Turnstile Import Log Turnstile Import Log Selecting ACORD130 Import Warnings will display the message below. Selecting Clear will remove the warning. The Turnstile Import Log, as an option, will provide additional information on which fields were not pre-filled when uploading the Acord 130 form. The Turnstile Import Log can be found on the menu located on the left hand side of your screen, under Tools. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 15 of 56

16 Tags removed from XML received from Turnstile to make it valid displays the Tag(s) Removed with the associated explanation. In the example below, the Blanket Waiver, the Title of the Owners and the Company Type did not transfer and will require manual entry. Manual entry is accomplished in the same process as a New Submission. The following items MUST be entered manually: Underwriting Company under Policy Info Description for class codes under State Coverages (defaulted alphabetically). Governing Class Code Questions will become active when appropriate. Under Line Coverages the Title/Relationship of owners may require changes. Risk Analysis will require entering prior history information or selecting Prior History Not Available. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 16 of 56

17 New Submissions will default to the Producer Code selected upon Account creation. The Default Effective Date displays the current date and can be changed by selecting the calendar icon. The active button entitled "Do you want to upload Acord 130 PDF?" allows a PDF to be uploaded. A PDF generated from an Agency Management System (AMS) Acord 130 will pre-populate the majority of the fields in the application for speed and convenience. PDFs created outside of an AMS tend to be less effective in the data transfer process. If you choose to enter the data manually, click on Select. For detailed instructions on uploading Acord 130 forms, refer to the section entitled Uploading an Acord 130 of this User Manual or select a Quick Start Guide from the website under PolicyCenter Resources. (Continued on next page.) New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 17 of 56

18 Policy Info Policy Info Policy Info window displays a variety of important features and functions. See below for legend descriptions: 1. Status Bar displays the status of the Submission; i.e., effective date, account name, Account #, and Underwriter. 2. A Submission s unique identifying number will display and can be used to search for the Submission if needed later. 3. Next advances to the next window, or prompts for missing information before proceeding. 4. Selecting the business name link (ex: Demo Account ) associated with Primary Named Insured will generate a secondary window for any changes such as contact information or addition of a mailing address. Return to the previous window by selecting the Return to Policy Info link. 5. Underwriting Company Select the appropriate New Mexico Mutual tier displayed in the pulldown menu. 6. Description of business and operations is a required field and providing operations details expedites processing. 7. Organization Type Select the type of business (Corporation, Joint venture, LLC, Non-profit, Partnership, or Sole proprietorship). Corresponding ownership information will be entered later. 8. Additional Named Insureds can be entered by selecting Add. Remove becomes active when additional insureds were previously provided. After all essential data is entered, select Next to continue with the Submission Draft. Next will open the Locations window. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 18 of 56

19 Locations Locations Locations When applicable, enter New Locations. To name the current location, select the number under the Loc # field title. If no change is needed within Locations, select Next to proceed. Other options (Quote and Close Options) are active and available; however, using the Next selection to proceed through each entry will ensure all information is logically entered and minimizes missing data. User will receive system warning messages until all data is entered. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 19 of 56

20 State Coverages State Coverages See below for legend descriptions: 1. If an alert appears below active buttons, select the Questions (see 4) hyperlink under Governing Class Code. This link only appears after class codes have been entered. 2. Selecting Benefits Deductible Endorsement under Coverages will generate a drop down list for selecting a deductible amount. 3. Modifiers Experience Mod can be added. If an experience exists, the NCCI Risk ID MUST be provided. 4. Governing Class Code/Questions appears when there are specific questions associated with the governing class code, and will redirect you to a questions window that MUST be completed before proceeding. 5. Add Class Enter additional class codes needed for the account. Hovering over this field will provide opportunity to select a specific class code. Remove becomes active when data is already entered. 6. Location Class codes can be entered and MUST be assigned to a location on the application. 7. Class Code The magnifying glass icon will open a new window listing class codes and a search field, or the four digit class code can be manually entered.. 8. Basis Enter payroll total specific to the class code. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 20 of 56

21 Class Code Additional Questions Class Code Additional Questions Class Code Additional Questions: Select the appropriate responses in the radio buttons and check boxes and select OK to continue. Questions with a yes response may provide a text box asking for additional information. Do not use the browser (Internet Explorer) back button to return. Select the link entitled Return to State Coverages; otherwise you may lose any information entered and not saved. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 21 of 56

22 Line Coverages Line Coverages Line Coverages section contains two sections: 1. EL Limits tab with a Liability Limits pull down list, and 2. Endorsements with mandatory fields to be completed before selecting Quote (See below for Endorsement details). Endorsements under Line Coverages: Required Fields Select Included Owners/Officers or Excluded Owners/Officers and provide name, State, Title, and Ownership percentage. Select Add. Other Endorsements: Check the appropriate selection and add detailed information where selections are active, plus all items marked by an asterisk ( * ). Waiver of Our Right to Recover from Others Endorsement refers to a waiver of subrogation. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 22 of 56

23 New Owner/Officer New Owner/Officer Required fields for entering before submitting for quote: 1. State should be selected from pull down menu or enter text ( X clears the field) % of Ownership should be listed or a combined total of 100%, when more than one owner/officer has been entered. 3. Title/Relationship has several options ( LLC Member, Officer, Other, Partner, and Sole proprietor). Other, as an option, should reflect Joint Venture or Non Profit. This should match the organization type entered on the Policy Info page. 4. First Name and Last Name of the Owner, Address and City are required fields. You may use the pull-down selection button to auto-populate with a previously provided address. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 23 of 56

24 Acord Questions Acord Questions Acord Questions list the questions from the Acord 130 form. You MUST answer all questions before proceeding. For ease of use, select and individually select Yes to the questions appropriate to the account. When prompted, provide details to any questions with a Yes response, as prompted. Selecting clears all selections. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 24 of 56

25 Risk Analysis Risk Analysis Risk Analysis presents two choices: UW Issues and Prior Policies. Select Prior Policies and provide loss information (see instructions below). UW Issues tab view: Prior Policies tab view: Select Add and provide history details to include Carrier, Policy#, Validation Date, Effective Date, Expiration Date, Annual Premium, # Losses, Total Losses, and Experience Modifier in the appropriate fields; or Place a checkmark in the box next to Prior History Not Available, if appropriate. Select Next to continue. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 25 of 56

26 Policy Review Policy Review Policy Review displays an overview of all entered application information. If information is accurate upon review, select Quote. Corrections cannot be made on this page. To make changes, navigate to the appropriate section, make necessary changes and select Update. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 26 of 56

27 Quote Quote See below for legend descriptions: 1. Displays Submission (Quoted) as noted on the status bar. 2. Quote (Subject to Approval) reflects Underwriting approval is required. 3. Close Options can be selected as either Withdraw Transaction or Not-Taken (i.e., should applicant select a different insurance company). 4. Next advances the application for review and submission to Underwriting for approval. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 27 of 56

28 Payment Payment Payment, as the last option for a new submission and requires the following: See below for legend descriptions: 1. Billing Contact MUST be selected. Contacts or owners previously entered will appear under the drop down Other Contacts. Select the Named Insured (i.e., Demo Account ). 2. Select the Policyholder s preferred installment plan by clicking on the appropriate selection. 3. Select Request Approval to submit the application to the Underwriter for review (reflected status as Under UW Review on the status bar). New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 28 of 56

29 Reviewing the New Submission Reviewing the New Submission After Underwriter review and approval, the user (Producer) will receive an and Activity, which will be reflected on the Main Menu view for the Desktop when logging in. By clicking on the subject link associated with the account, the user will have access to the account submission. There are three important items to note for Account Submission: 1. The PolicyCenter Note section is used to document activities or transactions. This DOES NOT send an automatic to the Underwriter. The Producer or user may wish to contact the Underwriter directly through the Memo feature. 2. To complete the Activity, the Producer should select Complete. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 29 of 56

30 Options OK or Skip will leave the Activity open and active on the My Activities list on the Desktop. Workspace (1): Any new Activity will display at the bottom of the screen. The number inside the parenthesis indicates how many activities (such as memos or actions) remain open. Binding the Quote Binding the Quote Select Payment from the menu. Select Print Quote to generate Quote documents, located in the documents section. A displayed message provides instructions (see example below). Bind Options becomes active to allow Producer or user to Bind coverage after Print Quote is selected. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 30 of 56

31 Bind Options allows the Producer to Bind the account and generate a binder valid for 30 days in Documents. All documents requiring signatures display. The following message will appear once the submission has been bound. IMPORTANT Once the required payment is received, the system will automatically issue the policy. A policy is NOT issued until payment has been received. The Binder number becomes the Policy number. Documents located under Tools will display all documents (in PDF format) related to the submission. Select View aligned with the appropriate document to access and/or print. Troubleshooting a New Submission Troubleshooting a New Submission While requesting a new submission, certain situations may require additional steps in processing. Occasional Acord Question responses will trigger an Underwriting review and approval based on New Mexico Mutual's reinsurance treaty. The following illustrates a potential Pre-Quote Issues for review. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 31 of 56

32 Once Quote is selected, a Pre-Quote Issues window (example below) displays. (Continued on next page.) New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 32 of 56

33 Selecting Details opens the Risk Analysis window. Select Request Approval which will display a message for confirmation. Select OK to confirm. The account will be directed to the Underwriter for review and the status bar will reflect Under UW Review. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 33 of 56

34 Policy Policy See below for legend descriptions: 1. Policy # can be accessed on the status bar by selecting the Policy Number (the Binder number will become the Policy Number when the Policy is issued). 2. NMM Loss Runs provides access to the account s loss runs. 3. Term Number reflects the length of time the policy has been active. Legacy system used a.101 file. 4. Billing provides an overview of the billing on the policy. 5. Documents will list all documents; i.e., binder, policy, and any policy changes, with printable PDFs for each document. 6. Current Activities displays items requiring action. 7. Completed Policy Transactions displays completed activities. 8. Pending Policy Transactions displays activities in draft, but not submitted for further action. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 34 of 56

35 Loss Runs Loss Runs To access the loss runs, select Policy File for the associated account (reflected Account# on the Main Menu). Summary Screen will display NMM Loss Runs as an active selection. Selecting NMM Loss Runs will generate a report of the loss runs for all policy terms. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 35 of 56

36 Billing Billing Two relevant Billing options are available: 1) Billing from the Account Level and 2) The Policy Level (see active Menu tabs in the following two examples). Billing under Account: Information for policy terms migrated to PolicyCenter will display. This includes: Unbilled Current Past Due Billed Outstanding Any Unapplied Funds Policy information from 01/01/2015 forward is provided, with specific policy terms. Selecting Policy # will display the Policy File Billing Screen. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 36 of 56

37 At the Policy File level, Billing displays detailed Payment Schedule information, to include: Planned installments Unpaid Billed Due Fully paid New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 37 of 56

38 Policy Change Process Policy Change Process This is the process for making changes to policies. Actions, such as increasing the limits of liability or cancellation cannot be changed by the Producer. Please contact your Underwriter for these changes. Policy Change replaces Endorsements from the legacy system. Select the required Policy File. After the status bar reflects the appropriate policy, select Actions followed by Change Policy. The Start Policy Change window should display. Effective Date defaults to the effective date of the policy term. Enter information regarding the type and reason for change into the Description text field. Select Next button will start the Policy Change. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 38 of 56

39 The next screen allows for several fields to be modified. The status will change to Policy Change (Draft) with an associated identification number. If the Producer does NOT wish to continue with the Policy Change, select Withdraw Transaction any time throughout the process. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 39 of 56

40 Adding a Class Code Adding a Class Code The following is an example of adding a class code with payroll and changing the Organization Type from an LLC to a Corporation. Changing Organization Changing Organization Type The Organization Type appears on the first window view with the Policy Info. Similar to the new submission process the Next button should be used to navigate through the remainder of the Policy Change. After changes have been entered, select the Quote button. Quote displays an alert requiring an ERM-14. The option to by-pass and advance is accomplished by selecting Clear. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 40 of 56

41 Quote, when selected a second time, advances to Quote (Subject to Approval) window. The status changes to Policy Change (Quoted). An overview of the Policy Premium displays, making Cost Change Detail available. To submit the Policy Change for approval, select Next through the next two windows or, select Payment from the submenu on the left. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 41 of 56

42 Request Approval submits the requested change(s) to the assigned Underwriter for processing. Under UW Review will appear on the status bar. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 42 of 56

43 Policy Cancellation Policy Cancellation Select the Policy File requiring cancellation from the Status bar. Select Actions, New Activity, New Memo and Cancel Policy (See illustration). Memo will display on the Workspace status bar at the bottom of the window. Enter detailed information in the Memo Text field to include reason for cancellation and date of cancellation. This requires assigning the transaction to the Underwriter for processing by selecting Send Memo to complete. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 43 of 56

44 You MUST assign the Memo to the Underwriter or it will default to the person creating the memo, which will result in no action taken. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 44 of 56

45 Renewal Process Renewal Process When an Underwriter initiates the renewal process, the Producer will receive an requesting any updates or changes, which can be provided in an reply to the Underwriter. Upon Underwriter approval of the renewal, the Producer will have access to view the Renewal Binder 35 days prior to the renewal date. The Renewal Binder issues a 30 day binder. Payment will be due within 30 days of the policy effective date. Renewals will automatically issue once payment is received. IMPORTANT Payment not received by the due date will be canceled automatically. Locating the Renewal Locating the Renewal To access a Renewal, search for Account. You can select the Search Option, search by Account, and uncheck the box for Company name is an exact match. Then the Account Number can be selected. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 45 of 56

46 Reviewing & Editing Renewals Reviewing & Editing Renewals The renewal can be viewed at the Account level under Pending Policy. Select Transaction # to review the renewal and edit for corrections or updated information. The Renewal transaction will display the Binder # and the option to Edit Policy Transaction. Select Edit Policy Transaction to edit the renewal between 35 days and 5 days prior to the renewal date. After any changes to the renewal, select Quote to save and process any changes. The next step is to request Underwriter approval. For more explanation for different policy statuses, please refer to Policy Status Explanations pages located near the end of this manual. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 46 of 56

47 Renewal Underwriter Approval Renewal Underwriter Approval Select Payment. Select Request Approval. Once any changes have been quoted, request Approval and processing. The change MUST be sent to Underwriting for approval or the change will not occur on the renewal. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 47 of 56

48 Upon approval, the new Renewal Binder will reflect any changes. The Renewal Binder will include a Payment Coupon for mailing to New Mexico Mutual. The Binder will have an issuance date, the Binder Number, and the Binder Expiration Date. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 48 of 56

49 FAQs FAQs Who do I contact if I am unable to login to the system? You may send an request to felician@newmexicomutual.com or contact New Mexico Mutual at (505) You may also request a password reset from the login screen. An will be generated and include the link for your new password. What are the requirements for creating a password? A minimum of 8 Characters is required for a strong password. Security practice recommends a combination of lowercase, uppercase, numeric and special characters to make your password strong. How do I change my password? Once you Login, go to Settings (Gear Icon on the Main Menu) and select Preferences. Create a strong password with 8 characters minimum. Complete the three text boxes marked with an asterisk and select Update to accept the change. How do I make suggestions for improvements to the training material or resources? Your feedback will allow New Mexico Mutual to maintain the quality and accuracy of this User Manual and any associated training resources. Please send your feedback to carolynr@newmexicomutual.com and/or marketing@newmexicomutual.com. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 49 of 56

50 How do I report problems or get technical assistance? If it is a technical problem, send an to pc_help@newmexicomutual.com or call (505) It is the policy of the IT Department to respond to all s sent during business hours within one business day. To expedite a solution for any technical issues, attach a screen shot of your system error messages or provide a detailed description when you submit a request for assistance. What is the difference between Memo and Note in PolicyCenter? A memo generates an activity which will create a notification and action to an assigned Underwriter, or a request from the Underwriter to the Producer. It is intended to save exchanges between the Producer and Underwriter inside PolicyCenter and improve recordkeeping. While will notify the Underwriter as well, memo provides a location for saving communication associated with the policy, and provides records for other Underwriters to access should the primary Underwriter become unavailable. A note is similar to a journal entry. You can make a note in the file to document reminders, history, or other information that will help keep track of work on a particular application. You might think of it as an electronic version of sticky notes and note pads, but permanently stored for easy review later. How do I find a specific quote or policy? From the Main Menu, you may select Policy and enter the known Policy number or Submission number and select the magnifying glass icon to begin the search. In the alternative, recent activities may display in a recent activity list below the search boxes and will include the policy number specific to your search. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 50 of 56

51 CompQuick Cross-Reference Guide CompQuick Cross-Reference Guide CompQuick Cross-Reference Terms & Descriptions to PolicyCenter This guide is intended to help users apply new terminology and processes from the legacy CompQuick policy system to PolicyCenter. Descriptions are provided for clarification and location is identified after a forward slash ( / ). NOTE: Legacy CompQuick information is displayed in Black text PolicyCenter 2017 in Orange text. Terms are listed alphabetically. You may also search for terms throughout the entire guide by using Ctrl + F and entering the appropriate key words. Term Account Address Acord Questions Activity/Memos Additional Named Insured/Optional Endorsements Agent Alternate Employer/Alternate Employers Surcharge Binder Carrier History Carrier/Account Information Class Code/Risk Information Comments Company Type/Account Details Contacts Location, Description and/or Cross-Reference Locations Underwriting questionnaire: for ease of answering specific questions is set at Default = No to all answers to speed up the process. Producer will be asked to fill in details with a yes response to any questions that apply to the applicant s business. Anything that requires a response, interaction, or approval before moving forward. Activities appear in a log and can be removed when completed. Allows for comments and may be used to document communication between Producer and Underwriter; generate an activity which can be located in the activity log. NOTE: No is generated for usage of these functions. Additional Named Insureds/Policy Info Producer Endorsements: Alternate Employer Endorsement/Line Coverages New function under PolicyCenter Prior Policies/Risk Analysis Underwriting Company/Policy Info Covered Employees: Add Class/State Coverages Memo generates an Activity which will display in the Activity Log view under Desktop. Organization Type/Policy Info N/A: Available at account level. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 51 of 56

52 Term Coverages: Benefits Deductible Endorsement/State Coverages CSR DBA Name Deductible/Account Information Description of Operations/Account Details Effective Date/Policy Info Endorsement Estimated Premium Worksheet Experience Modifier/Account Information FEIN/Account Information Liability Limits/Account Information Locations/Locations Included/Excluded Mailing Address/Account Address Notes Named Insured/Account Information Ownership/Partners, Officers & Others Payment Plan Summary Underwriting Questionnaire Waiver of Subrogation/Waiver of Subrogation Wage Reports Location, Description and/or Cross-Reference Deductible/Account Information Producer Assistant Doing Business As/Policy Info Coverages: Benefits Deductible Endorsement/State Coverages Description of business and operations/policy Info Policy Effective Date/Account Information Policy Change Quote Modifiers/State Coverages FEIN/Policy Info EL Limits: Workers Compensation and Employers Liability Insurance Policy/Line Coverages Locations Address/Policy Info Notes can be used to document the account, but no activity or is generated and no one is alerted if one is entered. If action on an account is needed please contact the Underwriter directly. Primary Named Insured/Policy Info Endorsements; Owners and Officers/Line Coverages Schedule: Plan Type/Payment Policy Review Acord Questions Endorsements: Waiver of Our Right to Recover from Others Endorsement/Line Coverages Premium Reports New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 52 of 56

53 Policy Policy Status Status Explanations Explanations Policy Status Submission (Draft) Submission (Quoted) Submission (Quoted) Under Underwriter Review Submission (Bound) Submission (Withdrawn) Submission (Declined) Policy Change Policy Change (Quoted) Policy Change (Bound) Cancellation (Bound) Reinstatement (Quoted) Reinstatement (Bound) Renewal (Draft) Renewal (Quoted) Renewal (Renewing) Renewal (Not Taken) Renewal (Not Taking) Renewals(Scheduled) Rewrite Remainder of Term (Draft) Rewrite Remainder of Term (Quoted) Rewrite Remainder of Term (Bound) Explanation This allows the submission to be edited easily. The quote can be changed until submitted to the Underwrite for approval. The quote has been submitted to Underwriting for review and approval of a final quote. Binder has been issued. Quote was not taken by the applicant. The underwriter has declined the submission. Endorsement. Policy change has been quoted, will need to be submitted for approval. Policy change has been issued. Cancellation has been processed. Reinstatement has been quoted. Reinstatement has been processed. Renewal is in edit status. Renewal quoted. Renewal has been processed and Producer will have access at 35 day to the effective date. No payment received, and is 31 days after the effective date of the policy. No payment has been received and occurs from the effective date until 30 days after the effective date. Received and processed payment for renewal before the renewal effective date. Rewrite initiated. Rewrite has been quoted. Rewrite has been processed. New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 53 of 56

54 New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 54 of 56

55 Index Index Account (Create), 9 Account (Search), 8 Acord Questions, 24 Adding a Class Code, 40 Background, 2 Basic Navigation Icons, 6 Billing, 36 Binding the Quote, 30 Changing Organization Type, 40 Class Code Additional Questions, 21 CompQuick Cross-Reference Guide, 51 Document Upload, 11 FAQs, 49 Getting Started, 5 Index, 55 Line Coverages, 22 Locating the Renewal, 45 Locations, 19 Logging In, 5 Loss Runs, 35 Main Menu, 7 Navigation Tips, 10 New Owner/Officer, 23 New Submission, 10, 29 Payment, 28 Policy, 34 Policy Cancellation, 43 Policy Change Process, 38 Policy Info, 18 Policy Review, 26 Policy Status Explanations, 53 Quote, 27 Renewal Process, 45 Renewal Underwriter Approval, 47 Required Fields, 22 Reviewing & Editing Renewals, 46 Risk Analysis, 25 State Coverages, 20 Terms of Agreement, 56 Tips & Alerts, 5 Troubleshooting a New Submission, 31 Turnstile Import Log, 15 Uploading an Acord 130, 12 New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 55 of 56

56 Terms of Agreement This Producer User Manual and associated job aids have been created to assist authorized users to appropriately access and utilize the New Mexico Mutual PolicyCenter. As stated, this User Manual is not for public dissemination and may not be downloaded or reproduced without written permission by New Mexico Mutual. This User Manual is subject to change. Please reference the date in the footer for the most current edition. End of Document New Mexico Mutual PolicyCenter Producer User Manual (May 2017) Page 56 of 56