Insurance & Workers' Compensation
Keep your insurance policies, certificates, premiums, and claims - including workers' compensation - in one register.
Overview
The Insurance module helps you:
- Maintain a register of all business insurance policies
- Store certificates of currency and other policy documents against each policy
- Record each policy's premium, and keep every past term in its renewal history
- Lodge and manage claims against any type of policy, including workers' compensation
- Stay on top of renewals, with expiry reminders and a renewal task for the people responsible
In the standard roles, Insurance is open to owners and admins. Anyone else needs a role that includes the insurance permissions - set these up under Admin > Roles (see the Administration guide).
The Policies List
Open Insurance > Policies in the sidebar to see your insurance at a glance. (The other screen in the menu is Insurance > Claims - see below.)
- Policies inside that 30-day window are tinted orange, and expired ones red, so the ones to chase stand out
Policies
Adding a Policy
Policy Types
Common policy types you can track:
A policy's Status is one of Active, Pending, Expired or Cancelled.
Policy Assignees
Give each policy one or more assignees - the people responsible for it. Assignees are who expiry notifications go to, so a renewal lands with someone specific rather than a generic mailbox.
Renewals
Each policy shows its end date and the days remaining, so you can renew in good time. Reminders run off the policy's End Date, so set it accurately.
From 30 days before the end date, Mployr notifies the policy's assignees and creates a renewal task on their task lists - high priority and due on the end date - so the work is on someone's list, not just in a notification. The notification repeats about a fortnight later if the policy still hasn't been renewed. It arrives in Mployr's notifications; each person can also have it emailed by switching that on under Settings > Communications. If a policy has no assignees, the notification goes to the person who created it and your business admins instead, and no task is created.
Need more notice than 30 days for a policy that takes a while to re-broker? Set up an Insurance Policy Expiring automation with your own Days Before Expiry - see the Automations guide.
When the cover is renewed:
Renewing keeps the same policy: the previous term is closed and kept on the Renewal History tab, the policy goes back to Active, and the reminders start again for the new term.
If a policy's end date passes without a renewal being recorded, Mployr marks it Expired overnight. That includes policies marked Auto Renewal - Mployr can't know the insurer's new term, so record it with Renew to bring the policy back to Active.
Archiving a Policy
When you're finished with a policy - cover you no longer hold, or a policy replaced by another insurer - archive it rather than deleting it. Use Archive on the policy, from the row's actions, or select several policies and click Archive Selected.
An archived policy leaves the policies list and the expiry reminders, but its certificates, documents and renewal history are kept, and you can Unarchive it at any time. Deleting a policy, by contrast, removes its certificates of currency and term history with it.
Certificates of Currency
Storing Certificates
Certificates can be PDF, PNG, JPG, DOC or DOCX files, uploaded one at a time, up to 10MB each. You can also add the certificate when you first create the policy.
Certificates are often requested by clients, principals, and regulators - keeping them here means they're easy to find and share. On the policies list, Download COC downloads a policy's latest certificate, and Email Certificate sends it to whoever asked for it, with your own subject and message (when the Email module is switched on).
Policy Documents
Keep the policy schedule, product disclosure statement and anything else that goes with a policy on its Documents tab. Click Upload Document (Upload your first policy document on a policy that has none yet) or drag files onto the card - you can drop several at once, and give a single document a label as you upload it. Documents can be PDF, PNG, JPG, DOC, DOCX, XLS or XLSX files, with the same size limits as certificates.
Premiums
Record each policy's Premium and Premium Frequency - Annual, Monthly, Quarterly, Semi-Annual or One-Off - on the policy itself. When you renew, enter the new term's premium and the old one stays in the Renewal History, so you can see how your premiums have moved over time.
Claims
Lodging a Claim
- Enter the claim details:
- For workers' compensation and public liability: the injury description, body location and mechanism of injury
Each claim gets its own claim number and starts as a Draft. Check the person and dates before you create it - see Managing a Claim below.
Managing a Claim
Each claim tracks its progress from lodgement through to resolution:
Each of those steps can be given to different people through roles, so the person who lodges a claim needn't be the one who decides it. On the claim itself:
Workers' Compensation
A workers' compensation claim names the injured employee (see the People Management guide), can be linked to the WHS incident it came from, and a return-to-work plan can be set up against it, so the claim, the person and their return to work stay connected. Use the claim to record the incident, the insurer's decision, and payments made.
The injury itself - the incident report, its investigation, the corrective actions, the medical certificates and the return-to-work plan - lives in Work Health & Safety. This module is the policy and the insurer side of the same event.
If an injury or its handling leads to a workplace grievance, log it as a case in the Disputes & Grievances guide and keep the two records cross-referenced.
Troubleshooting
I'm not getting renewal reminders
Reminders are driven by the policy's End Date. Check that the policy has an accurate end date, that it is Active and not archived, and that it has assignees - without them, reminders go to the policy's creator and your business admins rather than to you. Reminders start 30 days before the end date and arrive in Mployr's notifications; if you've switched the insurance expiry notification off under Settings > Communications, switch it back on. A certificate's expiry date is recorded for reference only and doesn't send reminders.
A policy says Expired but we've renewed it
Mployr marks a policy Expired once its end date passes without a renewal being recorded - even one set to Auto Renewal. Open the policy, click Renew, and enter the new term's dates; the policy goes back to Active.
A workers' compensation claim isn't linked to the right employee
The Person on the claim links it to the injured employee. If the wrong person was picked, open the claim, click Edit, choose the right person under Person and save.
I can't find a certificate a client has asked for
Certificates live on the Certificates tab of the policy they belong to. If it isn't there, it hasn't been uploaded yet - open the policy and use Upload COC. Once it's there, Download COC or Email Certificate on the policies list gets the latest certificate to the client quickly.
A policy has disappeared from the list
The list remembers the filters you last used and starts on Active policies, so check the status and type filters first. If the policy was archived, click the archive button in the toolbar to see archived policies, then Unarchive it.
I can't pick a policy on a new claim
The Policy list only shows Active policies of the policy type you picked. Check the policy type, and that the policy is active. The + button beside the list opens New Policy in place of the claim form, so add the policy first, then start the claim.
Frequently asked questions
What types of insurance can I track?
Any policy your business holds - including Workers Compensation, Public Liability, Product Liability, Professional Indemnity, Cyber Liability, Management Liability, Property & Assets and Motor Vehicle. Choose Other to name any other type when you create the policy.
How do I record what a policy costs?
Enter the Premium and Premium Frequency on the policy. Each renewal records the new term's premium, and earlier terms stay in the Renewal History tab.
Where do workers' compensation claims connect to the rest of Mployr?
A claim names the injured person, sits under the policy it's made against, and can link to the WHS incident it came from. Return-to-work plans in Work Health & Safety can be set up against the claim.
How do I share a certificate of currency with a client or principal?
Use Download COC or Email Certificate from the policy's row on the policies list - both use the policy's latest certificate. Every certificate is also on the policy's Certificates tab with its dates.
What happens when a policy is about to lapse?
From 30 days before the end date, its assignees are notified and given a renewal task. If the end date passes without a renewal being recorded, the policy is marked Expired. Record the new term with Renew to bring it back to Active - and review the cover before you do.
Should I delete or archive a policy I no longer hold?
Archive it. Archiving takes it off the list and out of the reminders but keeps its certificates and history - useful evidence that you held cover at the time. Deleting removes them for good.
Tips
- Record accurate end dates and assign every policy to someone, so renewal reminders and tasks reach the right person in time
- Upload certificates of currency as soon as you receive them - they're frequently requested at short notice
- Archive policies you no longer hold instead of deleting them
- Lodge workers' compensation claims promptly and keep the incident description factual
- Review your policy register before each renewal cycle to check cover is still adequate