Back-Office Outsourcing

Certificate of Insurance

Is your team struggling to process certificate requests promptly? In the commercial insurance industry, delays or errors in handling certificates can result in lost business. For agency owners, this presents a challenge—maintaining profitability while account managers are tied up processing certificates is unsustainable.

Intellect's staff ensures certificates are generated and delivered to your clients with precision and efficiency. Many of our clients trust their teams to the extent that they confidently guarantee certificate turnaround times of just one hour. Should additional information or endorsements be required before issuing a Certificate of Insurance (COI), Intellect's team will proactively contact clients via email to gather the necessary details.

Last-minute renewals are a common occurrence, and ensuring the timely processing of renewal certificates is crucial to keeping your clients on the job without disruption. Whether you need assistance with individual certificate requests or bulk processing during renewal periods, Intellect's team is well-versed in the importance of this process and is ready to provide the support you need.

Renewals

A well-structured renewal process is essential to enhancing the customer experience and driving retention. As an agency owner, you recognize that renewals represent the most profitable aspect of your business. At Intellect, we understand the significance of renewals and are equipped to help you stay ahead of both agency-billed and direct-billed renewals.

Few situations are more frustrating than receiving a client call questioning a rate increase, or worse, a non-renewal. Being proactive prevents these surprises. Clients value foresight, and with Intellect, you have the capability to thoroughly review each renewal, assessing whether re-marketing is necessary. Leveraging your Intellect team for renewal reviews not only saves time and money but also ensures continued client retention.

Policy Checking

Accuracy is paramount in any business, but in the insurance industry, it’s crucial to mitigating Errors & Omissions (E&O) claims. Policies must be meticulously reviewed to ensure alignment with the quotes clients have signed and to confirm all critical exclusions are properly documented with the required signatures. Intellect's team is thoroughly trained to conduct detailed policy reviews according to your firm’s specific checklist. Mistakes can happen, but we serve as your second line of defence, ensuring nothing is overlooked.

Our comprehensive policy audits provide you and your agents with the confidence that all documentation is accurate. Should an error be identified, we’ll collaborate with your producers and account managers to promptly correct it.

Binder and Policy Processing

It can be challenging to feel assured that a policy is properly bound and your clients have the coverage they purchased until a binder or policy is received from the carrier. Given the limited time your agents and account managers have for following up with underwriters on these matters, Intellect's team will manage these time-consuming follow-ups on your behalf.

Using your customized checklist, we ensure that the binder and policy are accurate and promptly deliver them electronically to the insured. This streamlined process not only saves your agents and account managers valuable time but also enhances the client experience and reduces the risk of E&O claims.

Marketing Submission

Marketing commercial insurance is a complex and time-intensive process. From securing markets and protecting your accounts to ensuring your clients receive the optimal coverage at competitive rates, the workload can be substantial. Intellect's team is here to streamline your submissions from start to finish. Whether for new business or renewals, your dedicated Intellect team will create comprehensive submission packages, including ACORD and supplemental applications, tailored to your specific intake sheets.

Once the data is accurately entered into your agency management system, your Intellect team will market both new and renewal business to the wholesalers and carriers identified by your account managers and producers. We’ll input premiums, coverage details, and policy terms, prepare proposals, and return the finalized information to your team. With everything ready, all that's left for you to do is contact the client and close the deal!

Endorsement Processing

Processing endorsements for insureds is a fundamental aspect of any insurance operation. While licensed staff are necessary for discussing coverage options and pricing, the task of implementing changes—whether online, via email, or in the management system—is largely administrative. Intellect's employees are highly proficient in handling these changes, updating client information, and coordinating with carriers to ensure endorsements are issued promptly and accurately, reflecting the requested modifications. Whether it's a client purchasing a new vehicle, scheduling personal property, or adding an additional insured, these actions are vital for maintaining client satisfaction and ensuring proper coverage. Your Intellect team will manage these essential tasks, allowing your producers and account managers to stay focused on delivering expert advice and superior customer service.

Notice of Cancellation (NOC)

We all encounter clients who require multiple follow-ups to provide their pending supporting documents. When they fail to submit the necessary information, it often forces us to initiate the Notice of Cancellation (NOC) process. At intellect, we handle this for you. Our team can begin the NOC process by sending the initial request for underwriting information and conducting follow-ups over the following days or weeks to confirm receipt. If the required documents are still not received, we will issue a Notice of Cancellation, informing the client of the impending policy cancellation. Throughout this process, we ensure clear and consistent communication between the carrier, your company, and the client.

Notice of Reinstatement (NOR)

It's always a positive outcome when a Notice of Reinstatement (NOR) can be issued. However, before reaching this point, there's a meticulous process of verifying that all necessary documents have been received. This is where Intellect staff can step in, allowing your representatives to remain focused on core business activities. Once we confirm that all required documentation is in place, we will notify the producer via email and confirm the reinstatement of the policy.

Loss Runs

Are your brokers spending excessive time compiling loss runs? Intellect's experienced staff is well-versed in working with a variety of carriers and knows exactly where to locate this critical information. If loss runs are not available through carrier portals, our dedicated team will reach out to the carriers directly, persistently following up until the reports are secured. We assist in tracking down and consolidating loss run data from the past five years into a single document. This information is then attached to the file and sent directly to your brokers, ensuring they have everything they need to efficiently re-market the insured to different carriers.

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