1. eDocs Day
September 20, 2018
Slide when people are joining the call

2. Resources to encourage the agency to get started
Agents and Brokers
Resources to encourage the agency to get started
Jim

3. Agenda for this session
The goal is to provide agents and Brokers with information that will help them to understand and utilize eDocs and/or Messages
What are eDocs and/or Messages
Why agents and brokers would want to use them
Where to find out who provides them
How to get started
Jim – Target audience for this session – Agents and Brokers

4. eDocs and/or Messages - you have heard it called
Alerts =
Activity Notes =
ACORD eDocs and Messages =
IVANS eDocs and Messages =
Going forward, we will all call it
“eDocs and/or Messages”
Ginny – Target audience for this session – Agents and Brokers

5. How Agencies Receive Information
We have heard agents state they are spending
We have heard average sized agents state they are spending 520 hours a year based on an average of 30 transactions a day
We have heard large agencies state they are spending over $100,000 a year, to pay people who are dedicated to this task
Ginny – Target audience for this session – Agents and Brokers
Information provided by

6. The IVANS Calculator – assists agents in finding out how much manual processes cost
20 minutes average for each manual transaction
$19 average per hour wage
Ginny – Target audience for this session – Agents and Brokers

7. What Are eDocs and/or Messages
A secure way to automatically receive a document or message from your carrier to your agency’s management system
Once in the agency system, eDocs and/or Messages can trigger client servicing activities or be pushed to client portals
Ginny – Target audience for this session – Agents and Brokers
This type of download offers mutual benefits to insurers and agencies as it provides valuable time savings by automating information exchange and providing a secure and managed alternative to , mail and faxes. By providing automated communications, insurers have the opportunity to create better working relationships with their agents.

8. What Are eDocs? eDocs Example uses: Dec Pages Renewals
Pending cancelling details
Bond Docs
File attachments related to the insured’s policy, claim or billing. Types include:
PDFs
Word docs
Excel docs
Images
Ginny – Target audience for this session – Agents and Brokers
This type of download offers mutual benefits to insurers and agencies as it provides valuable time savings by automating information exchange and providing a secure and managed alternative to , mail and faxes. By providing automated communications, insurers have the opportunity to create better working relationships with their agents.

9. What Are Messages? Messages Example uses: Notice of payment received
Adjuster notes
Underwriting messages
Text-based memos that keep an agency informed on the status of policies, claims and billing.
Ginny – Target audience for this session – Agents and Brokers
This type of download offers mutual benefits to insurers and agencies as it provides valuable time savings by automating information exchange and providing a secure and managed alternative to , mail and faxes. By providing automated communications, insurers have the opportunity to create better working relationships with their agents.

10. With eDocs and/or Messages Download
Information is Automatically Pushed to Agent’s System
Susan – Target audience for this session – Agents and Brokers
That’s where eDocs and/or Messages download comes in. Switching to eDocs and/or Messages download can be a win for the insurer, win for the agent, and ultimately, a win for our clients.
With eDocs and/or Messages download , documents can be shared in real-time, so there is no two- or three-day lag period as we wait for a package to arrive. eDocs and/or Messages download also saves money. Consider the seven pound box. Most importantly it improves customer service enabling agents to quickly access policy and claims information so they can respond to requests in a timely manner.
It is time that the insurance world conquer the paper mountain and become more efficient.
Insurer downloads documents or messages to agency
Information is retrieved by agent’s management
system
Agent can set workflows to trigger activities or push docs to client portal

11. Direct from Carrier Website - Daily
Agents prefer to reduce the steps to retrieve documents or messages from their carriers
1) Open Browser
2) Type Carrier URL or pick from favorites
3) Go to secure area and enter user ID and password.
4) Search for Relevant Documents and/or Messages
5) Download/Save each doc and/or message locally
6) Import/Attach manually to Agency Management System or Document Management System.
Susan – Target audience for this session – Agents and Brokers
7) Record Activity or Suspense
8) Repeat steps 4 – 7 for each doc / message from that carrier
Donated by
9) Repeat steps 2 – 7 for each carrier you represent

12. Why agents want eDocs and/or Messages
Value it brings to the agency
not having staff spending time to manually retrieve documents, mailed or posted on website.
Faster availability of documents.
Provides better service
Documents are available faster
Agency has better workflow, both agency and client receive files at the same time.
Reduced expense to agency
Allows for full service to the clients who want to access information on the agent’s portal
Jim – Target audience for this session – Agents and Brokers

13. Who is responsible for the policy delivery?
Keith – Target audience for this session – Agents and Brokers
We dedicated 45 minutes to this topic earlier today. I am going to provide some highlights of what we talked about now.
Agents have the relationship the client.

14. Key things to know
Before an insurance company or its agent may transmit insurance policy forms to an insured electronically, it must obtain the insured's consent.
An insurer must obtain an agent’s consent to engage in an electronic insurance transaction before sending insurance policies and related documents to an agent electronically. See OGC Opinion No
Both ESRA and the federal E-Sign law have a section that preserves the consumer's right not to consent to receive electronic documents.
vs. the internet (client portal?). Whether the insurer is transmitting the insurance policies to its insureds via or making the policies available as electronic documents through an online portal does not change the analysis. The insurer still must obtain the consent of each insured before it can place the insured's insurance policies online.
Keith – Target audience for this session – Agents and Brokers
See OGC Opinion No
(see the full article)
vs. the internet (client portal?). Whether the insurer is transmitting the insurance policies to its insureds via or making the policies available as electronic documents through an online portal does not change the analysis. The insurer still must obtain the consent of each insured before it can place the insured's insurance policies online.

15. How are our advocacy efforts doing?
Agency Management Systems
Other Stats
Agency Matrix
AgencyPro
Applied Epic
Applied TAM
Hawksoft
NASA Eclipse
Newton
Vertafore AMS360
Vertafore Sagitta
Xanatek
44 Carriers are currently providing some eDocs and/or Messages
19 of Carriers in some phase of development-Pilot
4 additional agency management systems in development
6,206 indicators on the Connections Reports, stating that agents Want more eDocs and Messages in the Future = “WF”
Susan – Target audience for this session – Agents and Brokers

16. eDocs and/or Messages are continuously growing in usage
Increase of 188% to date
Doug – Target audience for this session – Agents and Brokers
It just keeps getting better, so jump on board!
Information provided by

17. All are working together and moving in the same direction
Agency System User Groups
National & State Associations
Client/
Insured
Doug – Target audience for this session – Agents and Brokers
Emphasis on the three legs of the stool, Carriers, agents and vendors/agency management systems working together on the behalf of the independent agents.
ACORD
IVANS

18. Where you go to find how to set up your System
Contact your agency management system
Identify the list of carriers that provide eDocs and/or Messages
Know when the carrier will turn off the paper, it
Let your carrier know that you want eDocs and/or messages turned on
Direct contact with carrier
Through the IVANS Connection team
Nellie – Target audience for this session – Agents and Brokers

19. Are you interested in getting started with eDocs and/or Messages
Check with your agency management system vendor
Learn how your agency is currently handling your client’s documents
Document how the process will change, once you use eDocs and Messages.
Identify the individual that will lead the advocacy
Enable this capability in your agency management system
Use your IVANS Connections report to determine which of your carriers offer eDocs & Messages
Check the carrier’s Agent’s Portal or contact their interface support
Turn on eDocs & Messages one carrier at a time
Once you’re fully using eDocs & Messages in your agency, discuss implementing a paperless office
Nellie – Target audience for this session – Agents and Brokers
Check with your agency management system vendor to verify they support eDocs & Messages
Learn how your agency is currently handling your client’s documents
Document how the process will change, once you use eDocs and Messages.
Identify the individual that will lead the advocacy, education and implementation of eDocs and Messages in your agency.
Enable this capability in your agency management system
Use your IVANS Connections report to determine which of your carriers offer eDocs & Messages
Check the carrier’s Agent’s Portal or contact their interface support unit to find out what transactions they support for eDocs & Messages
Turn on eDocs & Messages one carrier at a time, provide feedback to your carriers and agency management system vendor on what features you like or suggestions for enhancements
Once you’re fully using eDocs & Messages in your agency, discuss implementing a paperless office

20. Secure a copy of eDocs and Messages – Breaking it Down
This document
Provides definitions
Evolution
Information about handling the Paper
Why carriers should support
Frequently Asked questions
Susan – Target audience for this session – Agents and Brokers

21. Expand your relationship with IVANS and use IVANS Exchange
IVANS “Y” account
IVANS Exchange
The “Y” is a unique identifier used by carriers who download through IVANS
the carrier downloads, data or supporting information
through IVANS
to the agency management system.
A complimentary online service that provides agents/brokers with a view of the download going through their mailbox
Dashboard
Connections Report
Feedback tab
Susan – Target audience for this session – Agents and Brokers

22. Future IVANS Exchange enhancement: eDocs and/or Messages – What Carriers Send Report
Susan – Target audience for this session – Agents and Brokers

23. Where to find additional information
Agency Management System Provider
Your carrier(s)
AUGIE –
excel -
eDocs and Messages – Breaking it Down
NetVU – Playbook
ACT - Pages/efficient/Paperless/Electronic-policy-delivery-Best-Practices.aspx
Insurance Digital Revolution – Toolkit -
IVANS – carrier Use Case document – coming the end of October
Susan – Target audience for this session – Agents and Brokers

24. Please type them into WebEx
Questions
Please type them into WebEx
Jim