NCN Technology Streamlines Insurance Document Processing with Custom AI-Powered Web Application

NCN Technology Streamlines Insurance Document Processing with Custom AI-Powered Web Application

Stephen Ley, owner of the Partners Insurance & Payroll, an insurance agency specializing in issuing Certificates of Insurance (COIs), faced a time-consuming and error-prone process. Generating COIs involved manual editing of PDF templates, maintaining records in spreadsheets, and individually emailing documents to clients, an inefficient and resource-intensive workflow.

The Challenge:

The manual nature of issuing COIs introduced several challenges:

• High potential for human error during PDF editing and data entry
• Labor-intensive process of maintaining client records
• Slow turnaround times for certificate generation
• Limited visibility into historical data and client interactions

The client needed a solution to automate this process, allowing for faster, more accurate certificate generation, seamless client record management, and real-time visibility into document processing.

The Solution:

NCN Technology developed a custom AI-powered web application that transformed the insurance agency’s workflow. This application features:

1. Automated Certificate Generation: Clients can log in via a secure URL and complete a simple form. The form captures essential information, including the client’s legal name, address, waiver statements, and notices. Once submitted, the application instantly populates this data into a predefined COI template and generates a PDF. This document is automatically sent to both the client and the certificate holder, with a timestamped record for auditing.
2. Real-Time Dashboard for Back Office: The agency’s back-office team, led by Stephen Ley, now has a comprehensive dashboard to:
   • Create and manage client records
   • View historical COIs generated for each client
   • Access and share client credentials securely
   • Trigger automated email notifications if a COI is missed or flagged as spam
   • Archive expired COIs upon insurance renewal, ensuring compliance and organization
3. Seamless Agency Management: Agency representatives can log in to maintain client data, manage agency-specific records, and easily access certificates. This decentralized access reduces bottlenecks and improves efficiency.
4. Error Reduction and Compliance Assurance: By leveraging automated form fills and pre-mapped data fields, the risk of human error is minimized, and compliance with regulatory standards is seamlessly maintained.
5. Secure and User-Friendly Interface: The application’s design prioritizes simplicity and security, enabling users to navigate its features with zero training required.

The Impact:

• 80% reduction in manual processing time for COIs
• Improved accuracy by eliminating manual PDF edits and spreadsheet-based record keeping
• Enhanced client experience through self-service options and instant document generation
• Increased visibility for back-office operations, leading to faster turnaround and seamless auditing

Conclusion:

NCN Technology’s custom AI-powered web application has revolutionized how our client handles COI generation and management. The application has been so successful, that the owner of Partners Insurance & Payroll has created a separate business called The COI Center and is now generating a second line of revenue. By automating manual tasks and centralizing document processing, we have enhanced efficiency and set a new standard for digital transformation in the insurance sector.

Would you like to learn how NCN Technology can streamline your document processing? Contact us today to explore tailored solutions.