Offshore Insurance Virtual Assistant in the Philippines

The Renewal Workflow Your Insurance Account Assistant Runs

Renewals reward an early start. Your assistant runs the steps below on every policy in the renewal window, in the order and with the lead time your agency sets, and records each step in your agency management system.

1. Pull the renewal list. Run the expiring policy report from your AMS on the schedule you choose and assign each policy to its account manager.
2. Request updated information. Send the client your renewal questionnaire for updated payroll, revenue, vehicles, locations or property values, and follow up until it is complete.
3. Prepare the file. Gather loss runs, prior declarations and the completed questionnaire into a renewal file the account manager can review in one place.
4. Enter remarketing data. When the account manager decides to remarket, enter the submission data into carrier portals or applications for their review.
5. Track the renewal. Log carrier responses, chase missing renewal offers and keep a status list so nothing reaches expiry without a decision.
6. Process the renewal. Once the licensed team confirms the renewal, download documents, check them against the prior term and update the AMS.

Certificates of Insurance Handled to Your Rules

Certificate requests are frequent, time sensitive and mostly routine. Your assistant handles the routine ones and routes the rest, following a written rule set your agency approves.

• Intake: Requests from clients, contractors and property managers logged in one queue with the holder details and any special wording requested.
• Standard certificates: Issued from your AMS templates when the request matches active coverage and your standard holder language.
• Non-standard requests: Additional insured, waiver of subrogation or primary wording requests that need an endorsement go to licensed staff before anything is issued.
• Holder records: Certificate holders kept current so renewal certificates can be reissued to the same list when policies renew.

Quoting Support Before Your Producer Steps In

Quoting takes producer time mostly in data gathering and re-keying. Your assistant prepares that groundwork so the producer reviews, advises and presents.

• Data gathering: Collects the prospect's current declarations, driver or vehicle lists, property details and loss history.
• Carrier entry: Enters the submission into the carrier portals or rater your producer selects, and saves each result to the prospect record.
• Comparison layout: Lays the carrier results side by side in your agency's proposal format for the producer to review.
• Follow-up: Schedules the review call on the producer's calendar and logs the outcome in your AMS.

Your assistant does not recommend coverage, quote prices to the client or bind. Those steps stay with a licensed producer. For agency-wide support, see insurance agencies.