PROOF WORKFLOWS FOR APPLIED EPIC APPLIED SERVICES

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1 PROOF WORKFLOWS FOR APPLIED EPIC APPLIED SERVICES September, 2016

2 Table of Contents Copyright Statement and Disclaimer... 3 TWFG Insurance Services... 4 Proof s for Applied Epic... 4 Proof of Insurance Auto ID Cards... 5 Activities Attachments Proof of Insurance Binder Attachments Proof of Insurance Certificate Activities Attachments Proof of Insurance Evidence of Insurance Activities Attachments APPLIED SERVICES PROPERTY & CASUALTY SERVICING STANDARD WORKFLOWS 4/21/2016 // 2

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

4 TWFG Insurance Services Proof s for Applied Epic

5 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

6 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 2 1. From the policy list highlight the appropriate policy Click ACTION - Issue Auto ID Cards AUID

7 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.

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

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.

9 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.

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

11 7. The Auto ID card will then be seen in Attachments. If you need to the ID card again or to anyone else, Highlight the ID card and right click and choose Send Via .

12 2. Update Policy to Contracte d To update your policy to Contracted 1. Highlight the policy and click Actions choose Change Policy Prospective/Contracted Status.

13 2. You will get the following pop-up if the client is still Prospect Say Yes You are now ready to issue your proof.

14 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

15 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

16 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 Document Attachment Folder Name System Generated Attachment Folder Attachment Associated To Binder Proofs > Binders Yes Policy

17 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

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 5 1.

18 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 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)

19 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.

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

20 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)

21 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

Check Print Holder Summary if you want this to print on the form. 14.

22 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

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

23 15. Holder - Enter additional Holder 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

(you can send to all holders at once, or one at a time) 20.

24 19. If you will distribute the Certificate directly from here, click on Holder Distribution and complete the information for the various holders [ , 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.

25 21. Generates CERT activity this is automatically closed. Make any notes regarding why the certificate(s) were issued.

You may forward them to the insured or send additional copies by

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

27 5. Update Policy to Contracte d To update your policy to Contracted 4. Highlight the policy and click Actions choose Change Policy Prospective/Contracted Status.

28 5. You will get the following pop-up if the client is still Prospect Say Yes You are now ready to issue your proof.

29 Activities Code Required Owner Default Open/Closed Follow-up Days Description Further Action Tasks CERT Yes User ID Closed 0 Issued Certificate &PolDesc& &PolEffDate& N N Attachments Document Attachment Folder Name System Generated Attachment Folder Attachment Associated To Certificate Request Proofs No - CERT Certificate Proofs > Certificates Yes Policy

30 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

proof See 5 1. From the policy list, use New, Proofs of Insurance, Evidence 2.

31 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 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

32 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.

33 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

34 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.

35 14. Documents Attached Tab - Add any attachments needed by clicking on the ADD (paper) icon and choosing the information you need. 15. Additional Interest Tab Included any details needed about the Additional Interest

36 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

37 4. Issue Evidence of Property 17. Use Action, Issue Evidence EVID

38 18. Complete the Distribution tab information for the Additional Interest if you will be sending it directly from here. 19. Click Finish

39 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

40 24. The Evidence is automatically shown in the client s attachments. If you wish to a copy of this Evidence Go to Attachments, right click and choose Send Via 5. Update Policy to Contracted To update your policy to Contracted 6. Highlight the policy and click Actions choose Change Policy Prospective/Contracted Status.

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

42 Say Yes You are now ready to issue your proof.

43 Activities Code Required Owner Default Open/Closed Follow-up Days Description Further Action Tasks EVID Yes User ID Closed 0 Issued Evidence of Insurance &PolDesc& &PolEffDate& N N Attachments Document Attachment Folder Name System Generated Attachment Folder Attachment Associated To Evidence of Property Request (if applicable) Proofs No Policy Evidence of Property Proofs > Evidences Yes Policy

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