Binding Process with MAP Underwriter
Modified on: Thu, 19 Dec, 2024 at 5:46 PM
Welcome to the Binding Process with MAP Underwriter workflow, which can only be used by those who have shared carriers from a Market Access Provider (MAP). This is a step-by-step workflow to complete the task of binding a won policy or wrapping up when business is lost with shared carriers. Check out our Direct Appointment Binding Process workflow article if you are looking for help with binding process for companies who you have a direct appointment with.
This workflow is for agencies with full management system access as we will use the Underwriting Feature in Rating Engine, plus the Management System, Client Center, eSignature, and Sales Center products. If you aren't sure if you have all these products, check out our Glossary of Icons and their Meanings - Left Navigation Bar section for product icons.
TABLE OF CONTENTS
| Check out our video if you'd rather watch and follow along! |
EZLynx Term: Applicant is our term for customer, insured, or account and are used interchangeably. |
Underwriting Process - Bind Request
- To submit the binding request, choose FINALIZE PREMIUM. This will take you to the Request Details page. Add comments and attachments as needed. Once you select REQUEST FINAL PREMIUM, your MAP underwriter will be notified.
- Provide any additional information on binding requests from Underwriting Requests page under Dashboard.
Not sure how? Click here!
- Hover over the Dashboard icon (four boxes) on the left navigation bar.
- Choose Underwriting Requests. This will redirect you to the Underwriting Requests page.
- Using the Status filter, filter for "Information Requested".
- On the respective request, select View. This will take you back to the Request Details page for that request.
- Provide all additional information and change the status to Information Provided.
- Click Update to notify the MAP underwriter.
- Check out our Member Agent Underwriting Request Workflow article for more details.
- Once the MAP Underwriter sets the FINALIZE PREMIUM request to the status of COMPLETE the quote is ready for presentation. Keep a close eye on the Underwriting Requests page and your email for notifications from the MAP underwriter.
- If your MAP provides access to their Client Center Portal, or you have your own Client Center portal, you can Create a Personal Quote Proposal from the quote and choose up to three quotes you would like to present. The successful quotes and proposal can be found on the Quotes tab for later reference. The proposal can also be found on the Documents tab.
Not sure how? Click here!
- From the Quote Results page:
- Scroll to the bottom and select the Create Proposal button. This will redirect you to the Create a Proposal page.
- Input the proposal name, expiration date, and choose the line(s) of business you want to include in the proposal.
- Choose up to three quotes you would like to present. You can also upload any supporting documentation.
- Add a message to your customer explaining the details. You can also include a video!
- Review the proposal and customer's contact information.
- Select the Send button at the bottom of the page on the final step.
- From the Quotes Tab:
- Select the Actions (three vertical does) icon to open the menu.
- Choose Create proposal. This will redirect you to the Create a Proposal page.
- Follow steps 2-6 from the above section.
- Check out our Personal Quote Proposals article for more details.
- From the Quote Results page:
- If your MAP does not provide access to their Client Center Portal, nor do you have your own Client Center portal, you can still print a summary or details view of the quotes to use for presentation.
Not sure how? Click here!
- On the Quote Results page, click the Print icon (printer). This will open up the Print View Options window.
- Choose either Summary or Detailed.
- Check the boxes next to the quotes you want to include.
- Click Continue. This will download a PDF version of the quotes.
- To get the PDF into EZLynx for your records, save the file to your computer.
- Navigate to the Documents tab of the customer's account.
- Select Add > Upload.
- Either drag and drop the PDF from your files or click to browse the files on your computer to find it.
- Rename the document if necessary.
- Click Upload and on the pop-up click Ok. The page will refresh and you will see the PDF in the Documents tab.
- Check out our Personal Lines Quote Results article for more details.
- If you are not meeting the Prospect personally in the office, email the quote (or share the Proposal with the Client Center), and talk through the quote with the prospect.
Not sure how? Click here!
- If using Personal Quote Proposals feature in EZLynx:
- When you created the proposal you already sent the file to the customer.
- To review, navigate to the Documents tab and scroll down to the Client Center Forms section.
- Here you can see a list of the proposals and their status.
- If you do not see a proposal for this quote, check out Step 4's Not sure how? Click here! section.
- To email the quote:
- On the Quote Results page, select the Envelope icon. This will open the Send Quote(s) window.
- Decide if you want to use the default Consumer Quoting Portal or your agency's custom portal.
- Confirm the recipient's name, email, and subject line.
- Select Next.
- Confirm your information and add a message with instructions if necessary.
- Select Next.
- Check the boxes next to the quotes you would like to include in the email.
- Select Send Email.
- To share a Proposal not generated from EZLynx via Client Center:
- Navigate to the Documents tab of the customer's account.
- Select the Add button and choose Upload. This will open the Upload Document window.
- Drag and drop the file into the window or select the window to browse your computer for the document.
- Select Upload. A confirmation pop-up will appear. Select Ok to close the pop-up and the window.
- On the document you just uploaded, select Actions and choose Share. This will open the Send Shared Document Notification window.
- Use the dropdown to select a notification delivery method for your customer to be notified that the document is now accessible to them via Client Center.
- Select Send to send the notification to your customer and close the window.
- Check out our Personal Quote Proposals, Personal Lines Quote Results, and Sharing Documents Securely article for more details.
- If using Personal Quote Proposals feature in EZLynx:
- Create a Note and task reminder as needed for documentation. Be sure all Notes and items obtained for quoting are attached to the Note to reference later.
Not sure how? Click here!
- On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
- If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
- If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title.
- Input your notes in the "Type your note here..." box.
- Select the Add Attachments (paperclip) icon to attach any relevant documents needed for reference.
- Select the Add Task (paper with a checkmark) icon to assign a task or checklist to someone at your agency.
- Select Add Reminder to add as many reminders (email, text, and/or notification) as needed for the task or checklist.
- Select the Add Labels (price tag) icon to add a label to the note for organization.
- Select Save to finish adding the note to the customer's account.
- Check out our Notes, Tasks, and Task Reminders article for more details.
- Update the Sales Center with the proper status.
Not sure how? Click here!
- Select the Sales Center (briefcase) icon under the customer's name on the Applicant pane This will open a new tab and take you to the Sales Center Opportunities page. Tip: If you can't see the customer's card, try resetting the filters and searching for them.
- Not seeing the Sales Center (briefcase) icon? Check with your Agency Admin if your agency has our Advanced or Standard EZLynx package. Sales Center is only included in our Advanced Packages.
- Click and drag the customer's card from the status column it's currently in to the new status column it should be in.
- Check out our How to Work the Sales Pipeline article for more details.
- Select the Sales Center (briefcase) icon under the customer's name on the Applicant pane This will open a new tab and take you to the Sales Center Opportunities page. Tip: If you can't see the customer's card, try resetting the filters and searching for them.
Policy Sold - Bound by MAP
Complete and document the sale.
- Initiate the binding request to the MAP underwriter. Once the MAP underwriter binds the policy, they will change the status to Complete and Include a comment or attachment with the policy details. Remember to keep an eye on your email for notifications.
Not sure how? Click here!
- From the Quote Results Page:
- On the Customer's account, click the Quotes tab.
- On the quote, select the Actions icon (three vertical dotes)View Details. This will take you back to that quote's results page.
- Expand the quote by click on the down arrow.
- Click Bind Request. This will take you to the Request Details page.
- Add in your comment requesting to bind the policy, attach any necessary documents, and click the Bind Request button. This will notify your MAP underwriter.
- From the Underwriter Requests Page:
- Hover over the Dashboard icon (four boxes) on the left navigation bar.
- Choose Underwriting Requests.
- Using the filters find the quote and select View. This will take you to the Request Details page.
- Add in your comment requesting to bind the policy, attach any necessary documents, and click the Bind Request button. This will notify your MAP underwriter.
- Check out our Member Agent Underwriting Request Workflow article for more details.
- From the Quote Results Page:
- Convert the Rating Application to a Policy.
Not sure how? Click here!
- On the customer's Overview tab, click Applications.
- For the LOB you are binding, click the Actions icon (three vertical dots) and choose Convert to policy. This will redirect you to the Add Policy page.
- The system will separate the Bundle application created for quoting into Package policies or Monoline policies as you would expect, retaining only the details for the selected LOB's. Confirm the LOB's are correct.
- Enter the policy number exactly including any spaces and hyphens. This will help with downloads and pay commissions since this is part of the matching criteria.
- It is especially important to include the Writing Company. This is the Insurance Carrier shown on Auto ID Cards, Binders, and Evidence of Insurance documents.
- Add & Edit Policy to add/ update all assets, coverages, limits, additional interest details (etc.)
- Save and Close when finished to see the Summary Screen displayed.
- Check out our Creating & Converting Applications article for more details.
- Create ACORD forms to obtain signatures for the policy if needed.
Not sure how? Click here!
- From the Policy Summary Screen:
- Select the Forms button.
- Under the Applications section, choose ACORD Applications. This will open the Form Selection window.
- Select any additional documents / forms to add to the "selected" form that is pre-populated with the data from the entry screens.
- Provide a Name for the document.
- Preview the documents. Any changes made must be saved and updated in the policy for consistency. If no changes are made, X out of the window. You can find the generated ACORD Applications in the Documents tab of the customer's account or under the sub-Documents tab under the respective policy.
- From the Overview tab:
- Select the Policies tab.
- On the respective policy, select the Forms icon (clipboard).
- Hover over Applications.
- Choose ACORD Applications.
- Follow steps 3-5 from the above section.
- Check out our Generating ACORD Forms, Agency Forms, and Agent/Broker of Record article for more details.
- From the Policy Summary Screen:
- Sharing the forms with the Client Center or sending them by way of eSignature is a convenient way to collect required signatures.
Not sure how? Click here!
- Sharing the form via Client Center:
- Navigate to the Documents tab on the customer's account.
- Find the document in question and select Actions > Share. This will open the Send Shared Document Notification window.
- Use the dropdown to select a notification delivery method for your customer to be notified that the document is now accessible to them via Client Center.
- Select Send to send the notification to your customer and close the window.
- Collecting required signatures via eSignature:
- Navigate to the Documents tab on the customer's account.
- Select Create eSignature Envelope near the bottom of the screen. This will open the Create eSignature envelope window.
- Check the boxes for the document(s) that you need signed and select Next to continue.
- By default the envelope will be sent as the agent that creates the envelope. Click the Change button to choose someone else if necessary.
- Give the envelope a Name and if you wish a reference # and/or password requirement.
- Decide how many days the envelope should be available for.
- If multiple documents need to be signed, decide which order you want them to be signed in.
- By default the primary applicant is added as a recipient. If you want to add more or add yourself as a recipient, select +Add new recipient or +Add me.
- Add any notes for the recipients such as instructions and click Next to continue.
- Use the Recipient dropdown to decide who you need to sign. Then, click on the type of signature you need.
- Place the box on the document where you need them to sign. You can resize the box using the corners.
- Repeat steps 10-11 until you have added boxes for every recipient where they need to sign.
- Click Review and Send to review the document one last time.
- Click the Envelope button to finish sending the out the eSignature envelope.
- Check out our Sharing Documents Securely & How to Create & Send an eSignature Envelope articles for more details.
- Sharing the form via Client Center:
- Create a Note to document how the policy was bound (Emailed or Faxed request indicating what was sent along with the request, or bound online).
- Set a task reminder for receipt of the policy. (10 days for a Download policy, 30 days for a Manual policy.)
- Document how any money was received and handled, then invoice the policy according to Agency procedures (if applicable).
- Upload all pertinent documents used for quoting/binding to find later if necessary.
- Add the proper checklist and label.
Not sure how? Click here!
- On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
- If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
- If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title.
- Input your notes in the "Type your note here..." box.
- Select the Add Attachments (paperclip) icon to attach any relevant documents needed for reference.
- Select the Add Task (paper with a checkmark) icon to assign a task or checklist to someone at your agency.
- Select Add Reminder to add as many reminders (email, text, and/or notification) as needed for the task or checklist.
- Select the Add Labels (price tag) icon to add a label to the note for organization.
- Select Save to finish adding the note to the customer's account.
- Check out our Notes, Tasks, & Task Reminders article for more details.
- Send proof of coverage. (Refer to ID Cards, Binders, Evidence of Insurance, and Certificate Masters).
- Generate Auto ID cards for personal auto policies.
- Create a Binder or Evidence of Insurance if needed.
- Send a welcome email with Client Center instructions if not already automated through the Automation Center.
Not sure how? Click here!
- On the customer pane under their name, select the Share icon (three dots connected by two lines).
- Choose either Client Center link via text or email.
- If you choose text, the Texting pane will open on the right side of the screen.
- If you choose email, a new browser window will open up and take you to the Compose Email page.
- Check out our Share Client Center Portal Links article for more details.
Best Practices! - Use Automation Center to enable workflow Welcome Your New Customers. This pre-built automation sends out the first email to insured on day zero welcoming your customer, and the second email on day two guiding insureds to Client Center to have online policy access. Check out our Recommended Workflow Templates article to learn more! |
Business Lost - Cancel Finalize Premium
- Thank the prospect and ask for the opportunity to win his or her business in the future.
- Confirm prospect’s information in the system.
- Cancel the Finalize Premium request by choosing the most accurate status: “Cancelled - Customer Declined,” or “Cancelled - No Response.”
Not sure how? Click here!
- From the Quote Results Page:
- On the Customer's account, click the Quotes tab.
- On the quote, select the Actions icon (three vertical dotes) and choose View Details. This will take you back to that quote's results page.
- Expand the quote by click on the down arrow.
- Click Bind Request Submitted. This will take you to the Request Details page.
- Add in your comment about why the customer declined, attach any necessary documents, use the Change Status dropdown to select most accurate status, and click the Update button. This will notify your MAP underwriter.
- From the Underwriter Requests Page:
- Hover over the Dashboard icon (four boxes) on the left navigation bar.
- Choose Underwriting Requests.
- Using the filters find the quote and select View. This will take you to the Request Details page.
- Add in your comment about why the customer declined, attach any necessary documents, use the Change Status dropdown to select most accurate status, and click the Update button. This will notify your MAP underwriter.
- Check out our Member Agent Underwriting Request Workflow article for more details.
- From the Quote Results Page:
- Update the Sales Center with the proper status.
Not sure how? Click here!
- Select the Sales Center (briefcase) icon under the customer's name on the Applicant pane This will open a new tab and take you to the Sales Center Opportunities page. Tip: If you can't see the customer's card, try resetting the filters and searching for them.
- Not seeing the Sales Center (briefcase) icon? Check with your Agency Admin if your agency has our Advanced or Standard EZLynx package. Sales Center is only included in our Advanced Packages.
- Click and drag the customer's card from the status column it's currently in to the new status column it should be in.
- Check out our How to Work the Sales Pipeline article for more details.
- Select the Sales Center (briefcase) icon under the customer's name on the Applicant pane This will open a new tab and take you to the Sales Center Opportunities page. Tip: If you can't see the customer's card, try resetting the filters and searching for them.
We hope this workflow article was helpful in learning how to bind policies with shared appointments or wrap up when business is lost. Please let us know if this article was helpful by answering the question below. Check out our related articles on the right-side of the page to learn more about EZLynx!
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