Policies

In the Policies area, you can enter and view a client’s policy information and perform servicing workflows.

To access the Policies area, follow the steps below.

1. Locate the appropriate client.

   You can access a specific policy directly from the Account Locate screen by searching for a client using the Line ID, Policy #, or Vehicle Registration Number criterion. Double click on a client in your search results to open policy detail for the policy that matches your search term.

   1. To access Accounts from the Home screen, do one of the following:

   2. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click Locate on the options bar.

   2. In the Locate account dropdown menu, select Client.
   3. In the Locate by dropdown menu, select the appropriate option.
   4. Select the suitable checkbox or checkboxes to the right.

   2. • Insureds
      • Prospects
      • Active
      • Inactive

   5. Enter the first few letters of the name, policy number, phone number, etc. (depending on your Locate by selection) and press [Enter] or click Locate.
   6. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
      
      Highlight the desired item in the Results list.
2. Click Policies on the navigation panel or Areas > Policies on the menubar. The Policies screen displays.

Policy Screen Components

The components of the Policies screen give you quick access to current, expired, and marketed policies, important policy/line information at a glance, and shortcuts to select workflows.

List

Policies for the selected client display in the list below the options bar. Policies display either collapsed or expanded, depending on the Default policy list as collapsed selection in System Settings. To show or hide all lines under a package policy in the list, click the arrow button  in the far left column. To show or hide the lines under all package policies in the list, click the Expand All or Collapse All link label.

Note: Depending on the Policy List options selected in System Settings, your Expand All or Collapse All selection may default the next time you access a client’s Policies list.

To view updated information about policies in the list (for example, if a policy’s stage has been updated from Submitted to Issued since you last accessed the list), click the Refresh link label in the Policies header.

To change the kind of policies that display in the list, click the word Policies in the view filter and make a selection:

• All Except Marketed: Displays all current, renewed, and expired policies. This list does not include marketing submissions.
• Current/Renewed: Displays policies that are currently in force or have already renewed. This list may also include policies that have expired within the last 30 days.
  
  Lapsed and cancelled policies remain in the Current/Renewed list for the number of days defined in System Settings. After the defined number of days beyond the expiration date (for a Lapsed policy) or the cancellation date (for a Cancelled policy), policies are moved to the Expired/History list.
• Expired/History: Includes all policies that have expired. Policies automatically move to this list 30 days after their expiration date.
• Marketed: Displays all marketing submissions (except those that are more than 30 days beyond their Expiration date) and gives you access to marketing options to create, submit, and track submissions and responses for multiple carriers in one area.
• Marketed History: A history of submissions created in the Marketed view. Marketing submissions more than 30 days beyond their effective date are moved to this list automatically.

Use the search bar to display policies that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of policies.

To save your currently applied filters as a default for the selected client or all clients, create Filter Defaults. Filter defaults are unavailable for the Marketed and Marketed (History) lists and for Policies lists opened from the Access menu (as Access > Policies already provides a filtered view).

Your filter defaults are unique to your user code and will not affect other users’ saved defaults.

To sort by a different column, click the column heading by which you want to sort. Click one more time to change the sort order (from ascending to descending, or vice versa).

You can attach files or email directly onto policies or lines in the list. Just select the policy or line, then drag and drop the attachment into the list. See Add an Attachment for details.

eServicing Ribbon

The eServicing ribbon contains hyperlinks for each transaction type the selected policy’s issuing company supports, giving you one-click access to Policy Inquiry, Billing Inquiry, Company Inquiry, and Claim Inquiry. If the issuing company does not support any of these transaction types, or if the policy has no issuing company, the ribbon does not display.

Transaction types only display if the Real-Time account is configured for them. To update the list of transactions in the eServicing ribbon after completing an account update, click Refresh in the Policies header.

When you perform a Real-Time transaction using the ribbon, be aware of the following:

• If the Company code assigned to the product in the Account Products window (when you perform an Account Update) does not match the issuing company of the policy highlighted in the list, the Company Website option does not display for the product.
• You must enter the credentials for a product before setting it up with Local Security.
• If multiple products are configured, you are prompted to select one.
• If the agency structure has multiple contract numbers associated, you are prompted to select one.

For more detailed instructions on setting up and using Real-Time, click here.

Policy Detail/Plan Detail

Relevant detail information for the selected policy displays in the Policy Detail/Plan Detail section.

To view a multi-carrier schedule or multi-commissions for the selected policy, click the Multi-Carrier Schedule or Multi-Commissions link. Click the Close button to close the Multi-Carrier Schedule or Multi-Commissions window.  

Line Detail

Relevant detail information for the selected line displays in the Line Detail section. Some fields may contain confidential information. The information in these fields is concealed by replacing the actual values with X’s. The number of X’s displayed in a field does not necessarily reflect the actual length of the value.

To perform calculations for commissions weighted by premium for Benefits and Life & Health plans, click the Weighted Commissions link label. Health insurance carriers sometimes pay different commissions for similar plans and send a single, combined commission payment for all of them. The Weighted Commissions link label enables you to see how a carrier’s commission is divided among its plans and apply automatic calculations to a plan’s commission fields.

To view the Plan/Rate tab information for Benefit and Life & Health policies, click Rate/Premium Schedule. Clicking this link displays all plans and rate schedules for the selected line.

To view in-process and suspended workflows for the selected line, click the In Process/Suspended Workflows link. Clicking Suspend History shows all suspensions for the selected workflow. Clicking a suspension shows its Comments. Click Close to return to the myEpic - Workflows window. Click the Close button to close the myEpic - Associated Workflows window.

To view the servicing contacts for the selected line, click the Servicing Contacts link label. Click the Close button to close the LOB Servicing Contacts window.

Service Summary

The Service Summary provides a historical record of servicing information about the selected policy. Each row documents a change to the policy, indicating the Action taken and the resulting Stage of the policy (such as Issued or Cancelled).

By default, the Service Summary displays in reverse chronological order, with the first row reflecting the most recent change to the policy (either current or future). To sort it by a different column, click the column heading by which you want to sort. Click the column heading again to change the sort order (from ascending to descending, or vice versa).

Depending on the options selected in System Settings, policies open to either the most recent Service Summary row or the current, in-force Service Summary row when you select them in the Policies list.

An Expand All/Collapse All link label displays in the header of the Service Summary, which provides you with a view of events on the policy at a glance. Click the link label to display all endorsement rows for the policy; click it again to collapse them. This expanded view is especially helpful when multiple endorsements from Download are effective the same day and you need to view rows that have been replaced by Download. The system retains your setting for any other policies you access until you change it.

Performing policy actions updates existing Service Summary rows or creates new ones. The following Stages are possible. Some Stages limit the actions you can take or the changes you can make to policy details.

• In Process: Application is pending completion. You can modify the application and details by clicking the Edit button.
• Submitted: Application sent to carrier for quote or binding through Epic, email, or the carrier’s website. To make changes to the application, you must perform the Endorse/Revise action.
• Issued: Policy has been received through Download, email, or mail. To make changes to the application, you must perform the Endorse/Revise action.
• Cancelled: You cannot edit or endorse cancelled policies.
• Migrated: Policy converted from another source system. To make changes to the application, you must perform the Endorse/Revise action.
• Suspended: When a downloaded item is out of sequence (for example, if you receive an endorsement through Policy Download dated earlier than the latest existing endorsement), the system creates a policy suspense item (or “D Row”) with this stage in the Service Summary. Perform the Process Downloaded Policy Suspense Item action to accept or reject the Suspended row. Accepting the row updates its Stage to Issued. Rejecting the row removes it.
  
  "D Rows" display DOWNLOAD in the Entered By column so you can identify them quickly.
• N/A: When you perform an action that creates a Service Summary row on a line in a package policy, the system creates rows with this stage for the other lines in the package to keep their row numbers in sync. You cannot access policy detail from an N/A row (or from the package header row if the newest Service Summary row is N/A). Select a different row to access policy detail. 

The policy’s Service Summary Action and Stage determine which servicing workflows you can perform on it from the Actions menu. For information on Service Summary requirements for a specific policy action (as well as any other requirements), see the help article for that action.

Footer

The footer is located at the bottom of the screen. Some of the information it displays varies depending on the area of Applied Epic you are viewing.

The footer always displays the version of Epic you are running, the database you are accessing, and the name of the current screen. On some screens, the footer also displays the entity type, status, and current account balance, as in the example below.

Market Appetite

Market Appetite enables you to locate carriers with declared appetite for your commercial clients' risk from a convenient sidebar, to help you make informed marketing and placement decisions. Market Appetite integrates with Ask Kodiak to provide you with current, accurate appetite information supplied by each carrier.

The Market Appetite sidebar is available on any Master Marketing Submission (except for those in the History view), any commercial lines policy, and on the Policies – Marketed and Policies – Current/Renewed lists for clients who meet any of the following criteria:

• The Commercial checkbox is selected for Type of business in Client Detail.
• Current and/or future commercial lines policies exist on the account (excluding Agriculture and Bond lines).

The dropdown menus and default search results populate based on information from the client’s account and existing policies and marketing submissions (note that the default results may differ in Policy Detail, as they will be specific to the selected policy). If Market Appetite cannot match the client’s line(s) of business, the search defaults to Auto, Business Owners Policy, General Liability, Property, Umbrella, or Workers Compensation.

For answers to frequently asked questions regarding Market Appetite, click the FAQ link label.

You can do the following with your search results:

• View customized notes your Agency Admin has added for the selected market.

• Browse all products that are in appetite for the carrier. Display these products by clicking the View # products link label.

• View a product’s description, guidelines, and/or highlights by clicking the View Details link label. These details populate from Ask Kodiak.

• Access the carrier’s website by clicking the link provided with their appetite. This link is merely a shortcut; it does not send policy data to the carrier website.

• Manage markets by clicking the Appointed/Preferred dropdown arrow and selecting one of the following options:

• Mark as preferred: Preferred markets are your agency-indicated top appointed markets, which display first in your All Markets search results. The Preferred icon displays for these markets. Mark as Preferred is only available for users with administrator rights and when the Manage appointments for all users option is enabled.

• Mark as Appointed: Appointed markets are those with which you are contracted. These markets display after your Preferred markets in the All Markets search results, or first, if no Preferred markets exist. The Appointed icon displays for these markets.

• Run a rate transaction through Real-Time by clicking the Launch Real-Time button. This button only displays for carriers who support Real-Time rating and the selected line of business. For detailed instructions on setting up and using Real-Time, refer to the Real-Time User Guide.

• Refresh search results by clicking the Search button to ensure you are viewing the most up-to-date information.

If you do not see the desired results, perform a manual search to refine the results by doing the following:

1. Click the Industries dropdown menu and enter a partial or complete SIC or NAICS code or a description of the business. A list of recommended codes and search terms populates in the dropdown menu as you type. Select the NAICS/SIC code from this dropdown menu.
2. The number of lines selected displays in the Products field. To include different lines in the search, click in the dropdown and select the checkbox next to each line you want to include.
3. Select the States to include in the search (as issuing locations) from the dropdown menu. Check the Select All checkbox to select all states. Deselect the checkboxes for any states you want to exclude.
4. Click Search to display a list of carriers with declared appetite for the client's risk who might be interested in providing coverage for the selected lines. To view all carriers with historical appetite information, use the full Market Appetite website, which you can access by clicking the Appetite button on the options bar.