Assistant Case Manager

As Assistant Case Manager, there are several functions that must be performed throughout the day. In this position there is minimal supervision, as the Assistant Case Manager is expected to perform the following functions in a timely, accurate, and professional manner, based on knowledge, expertise, and training:

1. Follow-ups. This should be one of the first functions performed when the Assistant Case Manager arrives each morning. Log in to the VAM database and open up all follow-ups for that day. Each follow-up is usually set about a week out and are designed to track every individual case through the entire underwriting process until the insurance policy has been issued. Follow-ups are set once a completed application is received in house from a client and entered into the VAM and Agent database, then forwarded overnight to the carrier. These Follow-ups are designed to update insurance carriers with new information regarding clients, to contact client's regarding incomplete or additional information based on the carrier and product applied for, and assist in making the underwriting process more efficient, while also reducing the time it takes to have a policy issued.
2. Final Policy Status. Once a policy has been issued or declined, as a general rule, it is the responsibility of the Assistant Case Manager to update VAM with the appropriate information, per the carrier website, from carrier's response to an email submitted by the Assistant Case Manager, or phone conversation with the carrier. Once VAM has been updated, the Case Manager and Agent must be notified in a timely manner so the appropriate action can be taken.
3. Scrubbing Applications. When new applications are received, it is the responsibility of the Assistant Case Manger to perform the following task, first review every page of the application to confirm that the client has completed every box on the application based on the product type they are applying for. Second make sure all appropriate requirements accompany the application, such as checks, bank draft forms, supplemental rider forms, medical authorization forms, paramedical exam, etc., then review each page to ensure that all necessary pages have been signed and dated by the client, after all the client's information is completed, review the Agent Page to make sure that agent's signature, address, company code, license, phone number, fax number, etc., have been completed. After a file has been created in the Agent Database and the receipt of the application has been updated in VAM, scanned and/or copied, filed, and the original placed in the overnight mailbox to be mailed out overnight via DHL. Then status is set for a week out to confirm that the carrier has received the application and has had an opportunity to post the client's information on their website. As a general rule, it is also the responsibility of the Assistant Case Manager to contact the client to inform them that we have received their application and will be contacting them periodically to give them a current status of where their application is in the underwriting process.
4. Additional Duties. Where necessary, the Assistant Case Manager will also assist the Case Manager in scheduling paramedical exams wit Portamedic or Exam One, answering phone calls on a daily basis to assist client's with questions in regards to their application and the underwriting process and forwarding calls to the Case Manager or Agent, creating files for new applications, filing, applying commission splits, faxing, copying, assisting the New Business person with entering and processing applications when a large volume of mail has been received, and any other area's in which the Assistant Case Manager may be cross-trained and gains additional expertise.