When It Comes To Innovative Agency Management Solutions
IMS Is Your Best Choice!

If you have been searching for a powerful, cost-effective agency management software program - look no further. Insurance Management Solutions (IMS) by Xanatek is your best choice. It is designed specifically for insurance agencies, and helps increase office productivity through:

You have the capability to effectively manage the current paperwork of the entire office - no matter what companies you represent - as well as to expand for future growth. And as your business grows, so should the overall success of your business. Best of all, IMS is simple and very affordable!

Enhanced Information Access And Time Management Tools

IMS offers a wealth of features to help improve client information storage, prospect management, reporting functions and appointment scheduling.

In addition, you can reduce the amount of paper clutter in your office with electronic storage capability of IMS. Now documents can be managed easily and efficiently because it stores all documents electronically, and files are easily accessible for everyone. The IMS electronic filing system also meets legal requirements.

IMS Features And Benefits

Take a closer look at the many benefits IMS offers:

ACORD™ Forms — An integrated module that provides access to all necessary industry forms — including state specific forms. It can pull information from the Client Database and allows a user to save template information for a client. A holder list for certificates is available in a single function. Certificates can be printed to all holders.

Transformation Station™ / Real Time — Now Available - Link directly to your carriers from IMS.

Accounting Capability — Soon to be released. Complete agency accounting will be integrated with Quickbooks™

Call Center (Call Management Program) — This all-in-one call system utilizes your incoming phone lines and links to the Insurance Management Solutions (IMS) software program. A powerful call tracking and reporting system, it will help increase the overall efficiency and productivity of your entire operation.

Carrier Downloads — This convenient system puts current client information is at your fingertips. It updates client flies quickly and efficiently on a daily basis, and eliminates much of the tedious data entry.

Client and Contact Management — A powerful database that allows everyone on the network to access client files quickly and efficiently. The client database has been designed with 12 user definable fields to store important information such as account numbers, customer numbers, demographic information and any other important data.

The Report section allows you to choose any of the fields to compile marketing statistics or report summaries.

You can to enter an unlimited number of contacts in the Contact section. Other information can be added to this database, including a title, demographic information, address, previous insurance information, etc. Contacts can be added or deleted at any time.

Demographic information may be used in the client and/or contact sections. Information may include a driver´s license number, birthday, anniversary, etc.

Custom Definable Fields — IMS has many areas that offer custom definable fields so information can be identified, sorted and filed to meet the specific needs of each office. For example, the client database has 12 fields to store information such as account numbers, customer numbers, demographic information and other important data. A Report section allows you to choose any of the fields for compiling marketing statistics or reports summaries.

High Volume and Long-Term Document Imaging — You can revolutionize your office and increase productivity with document imaging a paperless system. All documentation can be stored electronically, thus eliminating the need for file cabinets stuffed with paperwork. Items such as correspondence, declarations, endorsements, claim information, photographs, etc., can be scanned and stored in a variety of categories defined by the system administrator. Access to these files is allowed by user name.

A yellow note next to the image description alerts you when a note is attached to an image. All images are date, time and name stamped. The images are stored in a proprietary compressed format to ensure legal requirements are met.

ScanCenter allows a user to scan and organize multiple images before assigning them to a client category. It saves valuable time and makes filing virtually foolproof. Once documents have been scanned, they can be viewed, printed, faxed or even e-mailed.

Inter-office E-Mail and Messaging — Inter-office e-mail allows you to send e-mail to any other user on the system, and even attach the e-mail to a client or prospect. Because it is an internal system, there is no need to be concerned about spreading viruses.

The Instant Message feature is just like many other popular instant messengers. You can send instant messages to anyone else on the system. This list is limited to the internal office so users are not able to chat with friends throughout the day.

Forced Message Reading allows a manager to require a user to read a message when he/she logs on. The user will not be able to continue until the message has been read.

Letter and Label Merge With MS Word — IMS utilizes Microsoft Office™ for all mail merges. You have power and flexibility of Microsoft Office to print and design your mail merges without having to learn a new proprietary system.

Maintenance System — This system is the virtual control center of IMS. You can create a category for document storage, define field names and establish security all in one convenient location. The Status Code function allows you to create status codes to indicate sales regions, product codes or any other standard company information. The system also offers the flexibility to adapt a variety of information to the specific needs of the office, and provides tools for long-term storage and file re-indexing.

Networked Scheduling and To Do List Capability — This specially designed scheduler is a multi-user contact manager. You can assign client and prospect information to the Scheduler., and information can be transferred to either the Client or Prospect Databases for long-term storage. By placing all task information in one convenient location, it offers improved scheduling, time management and inter-office communication.

Notes — Located within the client database, you can keep track of specific information for every contact. This includes phone calls, meetings, follow-ups, product information, etc. Notes are automatically date, time and name stamped. They are a permanent record, and can only be appended in case of new information for E&O back-up.

PDA Synchronization — IMS offers the ability to synchronize your calendar to your PDA through Microsoft Outlook. You can easily make changes during the day on the PDA, then update the calendar once back at the office. A customer and prospect list can also be downloaded to the PDA.

Policy Information — Individual policy details can also be stored for each client. You can view a total account summary on one screen with information such as: company name, policy number and type, policy period, policy codes and termination status. An advanced view provides the complete policy detail.

You can also keep track of expiration information electronically. The Expiration List effectively manages ex-dates, and can be integrated with Scheduler which will send an automatic reminder to call a customer or prospect.

Prospect Management — Designed with 12 user definable fields, it provides an efficient way to enter and store the same information as the Client and Contact sections for potential clients. A Notes section allows you to enter and maintain free-form notes about phone calls, follow-ups and meetings for each prospective client. You can also generate marketing letters to prospects. Once a prospect becomes a client, the notes and documents are automatically transferred to the Client Database.

Raters — IMS integrates with many comparative raters. Integration facilitates reduced duplicate data entry and provides a fast easy method to get multiple quotes.

Reports — This section allows you to do mass mailings, labels letters and much more. You can create your own marketing materials and merge it with the Reporting function to make mailings simple, efficient and economical. A simple interface will allow you to do a mailing to your customer list without creating duplicates.


For More Information

If you would like to receive additional information on Insurance Management Solutions (IMS) from Xanatek, please contact the sales office toll-free at 800-875-6033 or e-mail us at sales@xanatek.com.