SBS Blog

Back in April we started looking at several different tools agents are using to build their digital briefcases in a blog post titled: How’s That (Tech) Been Working Out for Ya?. Over the past couple of weeks we’ve been highlighting different tools we use. This week we’ll take a look at a more general tool agents are utilizing, Carrier E-Apps.

What is an E-App Anyway?

For those of you who haven’t made the switch, an E-App (or Electronic Application) is a way for you to submit your applications online to the carrier. The process of submitting E-Apps vary from carrier to carrier, but ultimately they are electronic copies of the same paper forms you’re already familiar with. Of course you might be wondering:

“If they’re the same as a paper app, why should I complicate the sales and application process for me and my client by getting in front of a computer?”

Great question! If you look at this process in the long run, E-Apps actually make submitting business much more efficient! Even in our original article we shared a quote from one of our top producing agents who said: “E-Apps have drastically improved proficiency, approval times, and reduced errors in the process.”

Paper Applications Vs E-Apps

If you didn’t already know, our New Business Department offers a free review of your paper applications. Members of our New Business Department will scan each application to find any errors, missing information, incorrect rates, etc. Our company has found that it’s much faster to make needed corrections when the application comes through our office, rather than the agent submitting incomplete forms directly to a carrier. If New Business finds an error in one of the agent’s applications, then an email to the writing agent is sent to point out things that are missing or need to be corrected. Here are a few examples of emails they’ve sent out on incorrect applications (Click on the image to enlarge it).

To be clear, it’s not that our New Business Department doesn’t enjoy looking over apps (they like the job security so keep them coming!), but when you use an E-App it’s like a member of our New Business Department is looking over your shoulder helping you complete the application. There’s no more missing pages, no more missed questions, and no more incorrect writing numbers (yeah, it happens!).
Now you have two choices. You can either fax your application waiting for a review and a list of needed corrections …OR! Complete an E-App. The E-App will immediately tell you “Question 6 needs to be answered in order to move forward.” These immediate corrections will ensure you that your applications are clean, and in good order as you write them. Not to mention there’s no more waiting for the mail carrier or the fax machine to hopefully deliver your paper applications!

But Wait, There’s More!!

One of the other big advantages is an E-App allows you to close your sales remotely. There are no more mailing applications to clients who aren’t in your office. Now you can gather your client’s information over the phone and enter everything into the E-App. Then you will use the carrier’s electronic signature method to help secure your client’s coverage. Imagine how much time you will save without having to hand deliver, mail or fax your client’s application!

Getting Started with E-Apps

We know that most agents are hesitant to use an E-App because they are not sure of the process and frankly, don’t want to look like idiots in front of their clients. Don’t worry, the carrier doesn’t want you to look foolish either. That’s why most carriers have walkthrough videos, or training guides showing you how to complete their E-Apps. These walkthroughs will give you a little bit of a preview before submitting an actual application.
Want another option? Try submitting your next paper application through the online portal. This is great for making a sale over the phone. Simply take a paper application just like you’ve always done, then use the information you collected to complete the E-App. Just be sure NOT to submit both the E-App AND the paper application. Also, let your client know how the carrier will accept electronic signatures.
If that’s STILL a little nerve racking, go play around in the sandbox (No I’m not talking building a sandcastle at the playground). Many carriers that offer E-Apps also have what they call a sandbox. This is where you can enter in information and click through the E-App as if it’s an actual app, but there’s no risk of submitting anything. You’ll see the same process as if it was a real application ready to submit.

Remember, submitting E-Apps is a process just like when you were learning how to submit paper applications. After using an E-App a few times, you’ll quickly be able to make the transition. Just like our top producing agent, once you get started using E-Apps we’re confident you’ll quickly see the improvement in proficiency, approval times, and reduced errors on your applications.

Have an E-App success story? Feel free to share it with us!

In one of our previous blog posts (How’s That (Tech) Been Working Out for Ya?) we started looking at several different tools agents are using to build their digital briefcases. Over the past couple of weeks we’ve been highlighting different tools we use. This week we’ll take a look at using a service like Dropbox to share and store files.

What is Dropbox?

Dropbox is a cloud based file storage service that automatically syncs up documents across multiple devices.  If we boil it down as simply as possible, Dropbox allows you to save files in one place, and automatically access it somewhere else, even on a different device – desktop, laptop, smartphone or tablet!  In our last couple #TechTuesday blog posts we’ve talked about ditching your notebook and pen and switching to OneNote or EverNote, and about turning your smart phone into a digital scanner.  Think of Dropbox as a filing cabinet of rates, applications, brochures (whatever you need, really)….that you have at your fingertips at ALL times.

Here’s how we use Dropbox:

Everyone in the office has Dropbox installed on their computers.  We save all of our rates, brochures, blank apps, etc. in a shared “Company Forms” folder.  This way if one person downloads a carrier’s updated rates, all of us have access to that carrier’s up to date rates without having to download them ourselves.  A few of us even have the Dropbox app on our smartphones and tablets to access forms when we’re away from our desks. This way when we’re in the middle of a meeting in our conference room and we need to look at an app, or rate sheet, or anything else, we can just pull up the Dropbox app.

Here’s how the agent can use Dropbox:

We’ve talked to lots of agents who drive from appointment to appointment with a “mini filing cabinet” in their trunk stocked with rates and applications in case they forget to grab one when they leave the office, or something else comes up within their appointments.  But honestly who wants their car filled with stacks of papers and forms that could possibly be outdated anyway?! To avoid this, they have switched to using Dropbox. Most keep the app on their laptop or tablet accessing the forms right at their fingertips and keeping their car clean and paper free as well. So now the “mini filing cabinet” they take with them into the field is just as up to date as what is in the office.

Dropbox is easy to get started with.  Personal accounts are free to set up and free to use.  And if you run out of space, you can upgrade your storage for just a few dollars a month. And if you’re wondering, NO, Dropbox did not pay us for this article. We truly believe it’s a beneficial tool for any insurance agent!  There are some other alternatives out there as well that might better fit your needs or preferences.  You can check out Google Drive, Microsoft OneDrive, or iCloud.  Also a disclaimer: Dropbox is not HIPPA compliant, so it’s best to stick with using this for Company Forms and not client’s personal data.

We’ve hit the halfway point on our Digital Briefcase mini-series.  Check our next #TechTuesday Blog post where we’ll take a look at using E-Apps instead of paper applications for submitting your business.

Have any questions about any the apps we’ve mentioned?  Or have an app that you can’t work without?  Reach out to me today at EranHaupt@srbenefit.com .

In our recent blog post: How’s That (Tech) Been Working Out for Ya? we discussed how agents are creating “digital briefcases” to help improve their business and workflow. In our last #TechTuesday blog we talked about using Evernote and OneNote to go paperless.  Even if you took every last bit of my advice to heart and immediately purged your office of all of your pens and note pads, you’d still run into paper in your day to day work.  So in this post, we’ll take a look at how you can turn a piece of paper into a digital document you can take with you.

In the insurance industry we deal with a lot of important papers.  Think: Medicare Cards, Policy Cards, Voided Checks, Disenrollment Letters, Tax Forms, Birth Certificates, Death Certificates, Power of Attorney Forms, Business Cards, Scope of Appointment Forms… Should I continue?    So what if you need a copy of something and you’re out in the field far away from the handy copier/scanner you have in your office? You’re left with 2 options:

1. Take it with you OR
2. go without it!

…Right?

Wrong!  You can turn your Smart Phone or Tablet into a scanner by downloading an app like Microsoft Lens or Evernote’s Scannable.  With both apps you can scan all the documents you need without ever leaving your client’s kitchen table!

Both apps are easy to use and available on iOS and Android. Simply select the type of document you’re “scanning” and then point your device at the document.  Both apps work the same to find the edges of the document and square everything up even if you’re not pointing your device at the document perfectly.  Once the item is scanned you can easily attach  it to your OneNote or Evernote account or to your device.  Then when you get back to your office you can print what you need, or just reference the scans instead of trying to figure out what you wrote down (is that a B or an 8?). By scanning in your documents you can always have them at the ready, and you can sort and search for them digitally.

Once you get comfortable with how OneNote or Evernote works you can expand into countless ways to use this tool.  For example, we’re big fans of using white boards in the Marketing Department to scribble out our ideas and schedule projects   When our meetings are over we can “scan” the board, email a copy to everyone, and file the scan away to search for it later.  In another department of our office we collect receipts for office purchases and use Scannable and Evernote to log, track, and sort our company’s expenses.

So stop making quick notes you can’t read later or filling up your briefcase with important documents that could get misplaced.

Use what you already have (your smart phone) and make digital copies of what you need when you’re out in the field. Oh, and just a quick word about data security and HIPAA.  Just like when you’re in the office if you make a paper copy of a sensitive document, you shred it when you’re done. Treat any scan on your phone the same way and delete the scanned document when you’re done!  And for extra security make sure you put a “padlock” on every scan by locking your smartphone with a passcode. You lock your cell phone with a passcode right… RIGHT? (Well that’s a #TechTuesday blog post for another day!)

Check our next #TechTuesday Blog post where we’ll take a look at using Dropbox to carry all your forms from your office filing cabinet wherever you go!

Have any questions about any the apps we’ve mentioned?  Or have an app that you can’t work without?  Reach out to me today at EranHaupt@srbenefit.com .

In our recent blog post: How’s That (Tech) Been Working Out for Ya? we discussed how agents are creating “digital briefcases” to help improve their business and workflow.  We mentioned a few digital tools we recommend and use in our own digital briefcases.  In the next few #TechTuesday blog posts we’ll take a closer look at those tools.  Today we’ll take a closer look at OneNote and Evernote

How often do you find yourself writing things down? 

Probably all the time! You’re probably just like me, using your trusted “go to pen” and either one of the following:

1. a note pad for important notes
2. sticky notes for all the to-dos
3. scrap paper to write things down on the fly

Here’ the problem with this method: unless I physically grabbed all this stuff and carried it around everywhere, I wouldn’t have it. And even if I did have my pile of notes and ideas, I would waste time scanning my chicken-scratch trying to find what I needed. These are the small problems that turn into big frustrations that ultimately hurt my productivity.  Growing tired of all the paper (and not seeing my desk for years)  I switched over to using OneNote. Before you ask, no, this is not a paid endorsement, in fact OneNote is free!

For those of you not familiar with OneNote or Evernote, they’re both one in the same, having your trusted “go to pen” and paper with you all time.  With OneNote or Evernote I can download the software on all of my devices, like my smart phone, tablet, office computer, home computer or laptop.  Notes I make and all changes will be synced up across all of my devices.  So as long as I have a device with me (who leaves the office without at least their smart phone?) I always have all my notes.

But you can even go beyond a single notebook!

In fact, you can create multiple notebooks, with multiple sections, with individual pages.  All can be uniquely named, and the best part, you can search for entries across all note books.  So if you can’t remember which notebook you typed your million dollar idea then you can just search for “millions dollar idea”  and it will find all the different pages with the Million Dollar Idea name on them.  You can’t do that with a pen and paper! Jokes aside, once you get up and running you’ll be amazed at what you can keep track of using OneNote or Evernote.  Both programs allow you to attach pictures into your notes, draw, insert spreadsheets or tables, record sound bites, and save links to websites.  We even use Evernote to scan in company receipts and track expenses.  If you want even more ideas check out this list of 38 Things you can save in Evernote.

My transition from my trusted “go to pen” and paper wasn’t fast, and at times it wasn’t easy.  For every time I would go back to my old habit of quickly grabbing my “go to pen” and write down whatever was important in that moment, I would always ask myself:

“Will I need this again in 5 minutes?”

If the answer was yes, I took the time to enter it into OneNote.  Slowly, but surely I had retrained myself to skip the pen and paper step and go right to OneNote.  Oh and by the way, as for my trusted “go to pen”, I pawned it off on one of my coworkers.  She’s still using pens and fancy stickynotes that get blown off her desk.

Check our next #TechTuesday Blog post where we’ll take a look at using Evernote’s Scannable app, and Lens to turn your mobile device into your office scanner.

Have any questions about any the apps we’ve mentioned?  Or have an app that you can’t work without?  Reach out to me today at EranHaupt@srbenefit.com .