Notes & Reminders

 



 

 

 

  Notes & Reminders

 

 

One of the most powerful and useful options of InsurancePro is to have follow-up notes or reminders. InsurancePro automatically displays the message: "You have Reminders Pending" whenever there is a follow-up that needs your attention. You can click that message, or choose "Reminders" from the Main Menu to access the Reminder Screen.

 

 

This screen basically displays all the Memos/Reminders that were marked for follow-up, and are due. You also have the option to list them in different ways or print them out.

 

 

You have the following options regarding Reminders:

 

Group By Options:

 

Group by option lets you view all Memos/Reminders associated with a particular entity. You have the following options:

  • None: Displays ALL the pending reminders.
     

  • Agent: Lets you choose one of the Agent. You can view Notes posted by ONLY the selected Agent. This option is helpful if an agent only wants to view only the notes they had posted.
     

  • Ins. Co.: Lets you choose one of the Insurance Company. You can view Notes related to ONLY the selected Insurance Company. This option is helpful if a CSR is going to call a Company, and wants to take care of all the Reminders associated with that company.
     

  • Date: This option lets you choose a specific date, and then displays the notes posted ONLY on that date.

Choose Dates to View:

InsurancePro will ONLY show notes that were posted between the selected dates.

 

Removing complete tasks from the Reminder List:

Once you have completed a follow-up reminder, and you don't want it to show up in the Reminder List, you can remove it from the clicking on the "Checkbox" to mark it as completed..

 

 

Adding new tasks to the Reminder List:

If you want to add a follow-up note which is associated with a client, you can first pull up the Client's Summary screen and then click on "Notes/Reminders" to add the follow-up note.

 

You can also add a general follow-up note, which can be related to a client or to an Insurance Company, or can simply be a follow-up. Click on "Add a New Note". Enter the memo, choose the reminder date and click on "Save". You can also select an Insurance Company or a client  from the list if the memo is associated with them. If you wish to write a memo for another agent, choose their name under "Memo For".

 

 

Printing Notes:

You can choose to print ALL the displayed notes, or just one, selected note. Click on "Print Note", and then follow the instruction.

 

 

 

Show ONLY pending Reminders:

Clicking on the "Show ONLY pending Reminders" button will show all reminders that have not been completed. It will basically show the tasks due now. InsurancePro displays when you first enter the "Reminder" screen. This option does not follow the date range.

 

Show Pending by Date:

Clicking on the "Pending by Date" button will show all reminders, including reminders that have been marked as completed already by the date range specified.

 

Show ALL Notes:

The "Show ALL Notes" button displays ALL the notes or memos entered, regardless of whether they were marked as reminders or not. This options is a very powerful tool for the management in over-seeing all the work done by the CSRs throughout the day. InsurancePro automatically puts in a lot of memos on behalf of the CSRs while they are using the program. A note is put in the system automatically whenever a user does the following:

  • Write a new policy

  • Renew a policy

  • Cancel a policy

  • Enter a new Quote

  • Receive a payment

  • Write a check

  • Print a Letter

  • Print an Insurance Binder or other certificate

  • Process an Endorsement

  • Edit a receipt or a check

  • Process Returned (NSF) Check

Each of this note is associated to the Client AND the Agent. When you choose the option to "Show ALL Notes", InsurancePro automatically selects today's date, and displays EACH AND EVERY note entered in the system. These notes could be automatically entered by InsurancePro, or the CSR might have put it in themselves.

 

You can select "Agents" in the "Group By" option, click on the name of one of the CSRs, and then click on the "Show ALL Notes" Button. InsurancePro will display all the activity that the CSR had done during the day.

 

In this way, InsurancePro not only lets you monitor the Business production (New Policies) that an Agent generates, but you can also monitor other tasks that an employee performs throughout the day.