Insurance Management Solutions (IMS4)
IMS4 provides the capability to effectively manage all of your customers, prospects, and carriers. There is no limit on the amount of space to store your data and documents. As your business grows, IMS will help increase the overall success of your business.
Call Center is an all-in-one call system that utilizes incoming phone lines and links to the IMS4 software program to efficiently track and analyze incoming calls.
Link to My Agent
Xanatek has developed website forms specifically to meet the needs of your agency. Link directly to the forms or embed them on your site. Link To My Agent will import the form, populate the client, and create a task within IMS4.
Comparative Raters allows you to choose the comparative rating solution that best services your company and market. Do you want to quote a quick new client? Use the comparative rater, then pull that prospects information back into IMS to create a prospect and notes to service and sell that policy.
Xanasign – Electronic Signature
XanaSign offers you an easy way to obtain electronic signatures from your customers. It’s secure, legal, and easy to use!
Choice of Cloud or Client Server
The Cloud version is accessible via the internet 24 hours a day, 7 days a week. Access IMS from anywhere in the world! For Server installs, IMS will be installed on your server and workstations – you OWN a license of the software. All data will be stored in your location ensuring you always have access.
Our IMS Features And Benefits
IMS contains a powerful newly designed database that allows everyone on the network to access client files quickly and efficiently. Notes, Polices, Tasks, Invoices, Receipts, Document Imaging, Letter Merge, File Attachment, Email, Full Calendar, Reporting, and many other features that increase your workflow speeds and reduce your Errors and Omissions exposure. All this with a user friendly look and feel.
Individual policy details can be stored for each client. You can view a total account summary on one screen with information such as company and writing company name, policy number, inception and expiration, line of business. An advanced view provides the complete policy detail. IMS was designed with a new concept of agency workflows! We no longer need to enter data in multiple places. The powerful print to IMS feature allows you to take what you have placed on your company/carrier/broker website and print this back to your client file! Nothing could be better!
High Volume and Long Term Document Imaging
If you haven’t done so already, now is the time to go paperless in your office or less paper. Document imaging along with our ‘print to image’ functionality makes this process a breeze. Access to these files is allowed by user security rights also. Information is date, time, and name stamped for security and reporting basis. This feature supports the drag/drop of files/emails (with attachments) along with high volume document imaging! This allows legal storage of your electronic documentation.
Keep track of all specific information for every client/policy/contact, including phone calls, meetings, coverage information. Notes are automatically date, time and name stamped. The unique method that IMS has in creating notes that are filed to the client and the policy, along with the powerful appending feature and the ability to link the supporting document give you a tool that is state of the art! Notes are a permanent record and can only be appended with new information. Great for E&O back-up!
At Xanatek, we have an integrated module that provides access to all necessary Acord forms, including state specific forms and we also offer many forms completely filled out from the download file for ease of use. Acord Forms pull information from the Client Database and allow you to store that detailed information for your clients. A holder list for certificates is available in a single function and those certificates can be printed to all holders. We also have a global template for those acord forms that you are creating on a regular basis – no more manual filling out!
IMS includes Personal, Commercial, Claims and Commission download functionality without any additional charges. The powerful policy download module gives you daily download function with each of your supported company/carriers. The download viewer then allows your staff to view all the clients’ coverages/underwriting details with one click from the policy! eMessaging and eDocuments by ACORD™ are supported by IMS – If your carriers send you messages or documents, IMS can easily help you manage them.
Transformation Station™ / Real Time
The Real Time link from your client policy records allows you to move directly to your carriers that support Real Time from IMS.
Networked Scheduling and Task List Capability
The IMS scheduler is a multi-user task 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 of important client/prospect data. This feature also allows you to assign the task to several staff members and so everyone is alerted when there is an important client /policy activity. The task remains within the note (which can be linked to the document) creating the most efficient method available for handling of all the details handled for insurance clients!
Text from IMS
Texting your client is as simple as clicking on the mobile phone number. Click the mobile number and enter your text in the window. The text now becomes permanent documentation on the client record.
IMS provides an efficient way to enter and store the same information in 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 and create follow-up reminders. When you place the business one field has to be changed to move the client and ALL details to a client record! All features available to the client is found in the prospect section!
Tags and Categories
Every agency needs to sort/report unique details about their clients/ prospects and those policies that they place or have leads for. Our unique TAG gives you unlimited ability to alert staff/ create reports and lists for marketing / searching and keeps the information uniform in the database!
Categories eliminates the need to worry about staff typing descriptions differently. The agency becomes standardized. Also, this gives you the ultimate ability to sort, report, and create a quick method to retrieving past details on clients.
The Instant Message - Chat
This feature is just like many other popular instant messengers. You can send instant messages to anyone else on your system. This list is limited to the IMS users only. You can broadcast to all users also when important news need to be delivered at one time.
This exceptional area allows you to do reports of your business, mass mailings, labels, letters and much more. You can create your own unique reports and have the ability to run them whenever you need, by a single mouse click. You can create your own marketing materials and merge them 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.
IMS integrates with many comparative raters. Integration reduces duplicate data entry and provides a fast easy method to get multiple quotes. For a list of our comparative raters, please click here.
Full Calendar Per User - 2 Way Sync with Outlook
IMS Provides each user with a full calendar, you can view daily/weekly/monthly. You can add items directly from your client screen to the calendar. The calendar syncs to/from outlook so you can always have your calendar with you. You can allow others in your agency to view calendars also.
Commission Handling / Producer Payables
No need to hand enter your commission statements! Carriers download directly into our system. If your carrier does not download, IMS can import a spreadsheet or you can enter it on our simple single window entry screen. You can also create producer payable reports! By bringing in your direct billed commission statements this way, we automatically produce reports for producer payables.
Email from IMS
Email your customers directly from IMS and create a note at the same time! Emails become permanent documentation on the client record.