Agent/Broker of Record Change

The Agent/Broker of Record Change form provides client authorization to the customer’s current insurance company. The form notifies the insurer that the agency/producer has been named as the exclusive representative with respect to policies currently in force.

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

Locate the account and access the Policies area.
1. To access Accounts from the Home screen, do one of the following:
1. - 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.
1. In the Locate account dropdown menu, select Client.
2. Select a Locate by option from the dropdown menu.
  
  You can access policy detail directly from the Account Locate screen by selecting the Line ID, Policy #, or Vehicle Registration Number option and double clicking on an item in your search results.
3. Select the suitable checkbox or checkboxes to the right:
  - Insureds
  - Prospects
  - Active
  - Inactive
4. Enter the first few letters of the name, lookup code, phone number, etc. (depending on your Locate by selection) and press [Enter] or click Locate.
  
  Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
5. 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.
6. Highlight the desired item in the Results list.
7. Click Policies on the navigation panel or Areas > Policies on the menubar.
  
  Note: You can access policies from the Account Detail screen in the same manner.
A list of policies for the selected client displays. Change the policies that display in the list if necessary.
1. Click the word Policies in the view filter.
A list of choices displays:
1. - All Except Marketed
  - Current/Renewed
    
    Note: Lapsed and cancelled policies display here for the number of days beyond their expiration or cancellation dates defined in System Settings.
  - Expired/History
  - Marketed
  - Marketed (History)
1. Click on the appropriate selection.
  
  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.
  Selecting multiple criteria performs an "and" search (for example, policies with a specific Type of Business and a specific Policy Effective date). Making multiple selections for the same criterion performs an "or" search for that criterion (for example, policies with either of two Types of Business). You can make up to eight selections for the Type of Business criterion and up to 10 for the Line Type criterion.
  1. Click the Edit Filter button .
  2. The Edit Filter pop-up window displays. Click the Add button to add filters.
  3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
    
    Click the Delete button to remove a filter from the list.
  4. Click Finish when you have applied all of your desired filters.
    
    Hover over the Search where text to see the filter that is currently applied to the list.
  To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
  1. Make a selection in the first dropdown menu.
  2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
  1. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
    
    To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
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.
You can change the columns that display in the list if necessary.
1. Click the Select Columns link label on the right side of the header bar.
2. The Select Columns window displays. Select the checkbox next to each column that should be included in the list. Deselect the checkbox next to each column that should be removed from the list.
3. Columns display in the order in which they are listed. To move a column up or down in the list, click the column, and then click the up arrow or down arrow to change the order.
4. Click OK or press [Enter] to save your changes.
  
  Click Cancel to close the window without saving your changes.

Note: Click the Sort Descending link to sort the policies by date starting with the most recent.

Click on the policy in the list.

Note: Monoline and package policies are in bold. Lines of business included in package policies are not bolded; they are indented and listed below the package policies to which they belong.

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 see the servicing contacts for a specific line of business, click on the line in the list. In the Line Detail area, click the Servicing Contacts link.

Do one of the following:

Click Actions > Agent/Broker of Record Change on the options bar.
Click Actions > Agent/Broker of Record Change on the menubar.
Right click the policy and select Actions > Agent/Broker of Record Change.

The Carrier defaults into the field. If you wish to choose a different carrier, click the lookup button

, click to highlight the desired carrier in the Carrier Lookup pop-up window, and click Finish or press [Enter].

The effective date on the selected policy defaults into the Eff Date field but can be changed.

The account's primary Mailing address defaults but can be changed if necessary.

Note: If you select a different company (step 9), the information for the chosen company is pulled into this field.

If applicable, enter the Title of the desired contact.

Enter a Company name if it applies to this client. To choose a different company, click the lookup button

, click to highlight the desired company in the Contacts pop-up window, and click Finish or press [Enter].

The screen contains these tabs:

Policies
1. The lines of business for the selected policy are listed on this tab. To add a policy that is not listed, click the Add button to the left of the list. Click the lookup button to the right of the Policy field. In the Policy Lookup pop-up window, click to select the desired policy and click Finish.
To remove a form from the list of forms to be submitted, select the appropriate item in the list and click the Delete button or press [Delete] on your keyboard.
1. Highlight an item in the list to view its detail.
2. The Policy defaults but can be changed. To change the Policy for the selected line, Click the Add button , select the desired item in the pop-up window that displays, and click Finish.
3. The Line of Business cannot be amended.
4. The primary contact for the account defaults into the Named Insured field. To add another insured, Click the Add button , select the desired item in the Contact pop-up window, and click Finish.
5. Amend the Policy #, Effective date, and Expiration date if applicable.
Agency/Producer
1. Select the New producer or New Broker in the dropdown menu.
2. ptionally select the Current Agency and Current Producer.
Organization Contact
The Organization Contact tab displays the contact information for your organization that will be used when processing this action. The information on this tab defaults based on the settings established for this structure/workflow combination in Workflow Defaults Configuration, but you can override it if necessary.
1. From the Name field, select the name of the agency, branch, or department.
2. To change the Address, click the lookup button . The Select Address screen displays, showing all addresses associated to the agency, branch, or department. Select the appropriate address and click Finish.
  
  Note: If the address that should be used for this workflow does not display, check the Organization Contacts area to ensure that the address has been entered and associated to the correct structures.
3. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to launch a new email message from this screen.
4. In the License frame, select Print license # if applicable. Determine whether the license number for the Agency or Branch should be printed.
Distribution
1. To change the circumstances under which you are notified that the document has been sent, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
  - Notify if unsuccessful only
  - Notify if successful or unsuccessful
  - No notification
2. Select the checkbox next to each contact to whom to distribute the application.
3. Click on a contact in the list. To choose a different contact associated with the highlighted item, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.
4. If the account contact has a preferred contact method, it defaults in the Via field; otherwise, Print defaults. This can be changed if necessary.
  - Attach Without Distributing
    
    This option enables you to add the file to the client’s Attachments list without having to distribute it. You may wish to select this option if you intend to use the Send to eSignature action to request an electronic signature on the document.
  - Email
    In the Email/Fax Details frame, select the sender’s email address from the From dropdown, or click the Change Sender link label.
    
    If you click Change Sender, the Change Sender pop-up window displays.
    
    Select an email address from the dropdown.
    
    Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.
    
    The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons), or click the To button to open the Contact Address Book.
    
    If necessary, enter Cc and Bcc email addresses (separating multiple addresses with semicolons), or click the Cc or Bcc button to open the Contact Address Book.
    
    Enter a Subject for the email.
    
    Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
    
    If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown menu selections if necessary.
    To restore the default Email Signature (or clear the signature if no default is set), click the Refresh link label.
    
    To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.
    
    In the Delivery Options frame, choose to send the email Now or Schedule it to send later. If you choose Schedule, enter a date and time for the email to send.
    
    Click the Preview button to display any attachments that will be included with the email.
  - Fax
    You are prompted: "A sender must be defined for the outgoing fax." Click OK.
    
    In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Enter the correct information in the remaining fields, and then click Finish or press [Enter].
    
    Enter the correct Fax number if it does not default into the field.
    
    Enter a Subject for the fax.
    
    Optionally enter a Message to print on the fax cover sheet.
    
    Select a fax Cover page.
    
    To change the Language of the selected Cover page, select it from the Language dropdown menu.
    
    Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
    
    If you want to see a preview of the fax cover page, click the Preview link label to the right of the field.
    
    If you want to change the name of the person who is sending the fax, click the Change Sender link label. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
    
    Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
    
    Click Finish.
  - Print
    
    Choose the desired Printer in the dropdown menu, or click Change Printer Settings to display the Print window.
5. Choose to create the attachment or send or print the file (depending on which Via option you selected above) Now, or Schedule it to be created, sent, or printed later. If you choose Schedule, enter a date and time for the file to be created, sent, or printed.

Note: You must fill out the fields on the Distribution tab.

Click Preview to view the form before sending it.

Click Finish to complete the workflow.