Policy Documents

This page is a rough draft and will need more work before it's finalized.

Equinox Policy Documents are an integral part of the Policy Record and include both agent-uploaded documents and those generated programmatically by the Equinox system. They are essential for ensuring policy accuracy, transparency, and compliance.

What Are Equinox Policy Documents?

Equinox Policy Documents encompass the full range of documentation related to a policy. This includes:

1. Agent-Uploaded Documents
   • Supporting materials provided by agents, such as signed applications, proof of prior coverage, or inspection reports.
   • These documents are manually uploaded through the Agent Portal and linked to the respective policy.
2. System-Generated Documents
   • Documents automatically created by Equinox systems during the policy lifecycle. Examples include:
     • Declarations pages
     • Policy contracts
     • Billing statements
     • Endorsement notices
   • These documents reflect real-time updates and changes to the policy.

How Documents Are Organized

1. Document Categories
   • Uploaded and system-generated documents are categorized for easy navigation:
     • Application Documents: Includes forms, questionnaires, and supporting evidence.
     • Policy Changes: Contains endorsements, corrections, and coverage adjustments.
     • Billing Records: Tracks invoices, payment receipts, and billing notices.
     • Renewal Documents: Includes renewal offers and revised declarations.
2. Version Control
   • Each document is assigned a version number to track changes. Agents can view historical versions for auditing or dispute resolution purposes.
3. Access Levels
   • Documents are accessible to authorized users based on their role:
     • Agents: Full access to all uploaded and system-generated documents.
     • Policyholders: Limited access via the Customer Portal to view key documents such as declarations and billing statements.

Accessing and Managing Policy Documents

1. Uploading Documents
   • Agents can upload documents directly to a policy through the Agent Portal:
     • Navigate to the specific policy.
     • Select "Upload Document" and specify the category and description.
   • Supported file formats include PDF, JPEG, and PNG.
2. Viewing Documents
   • Both agents and policyholders can view documents via their respective portals:
     • Agent Portal: Offers full access to the document archive.
     • Customer Portal: Provides policyholders with access to key documents.
3. Editing Document Metadata
   • Agents can update metadata (e.g., document type, description) for uploaded files to ensure proper classification.
4. Requesting System-Generated Documents
   • If a document is missing or needs to be regenerated (e.g., an updated declarations page), agents can use the "Request Document" feature in the portal.

Common Scenarios

Scenario 1: An agent needs to provide proof of a prior insurance policy.

• Solution: Upload the proof document to the "Application Documents" category.

Scenario 2: A policyholder requests a missing billing statement.

• Solution: Locate the statement in the "Billing Records" section or regenerate it using the system tools.

Scenario 3: An agent disputes an endorsement reflected in the system-generated documents.

• Solution: Review the historical version of the document and escalate discrepancies to the Equinox Underwriting Team.

Tips for Document Management

• Maintain Accuracy: Regularly review and update uploaded documents to ensure they reflect the most current information.
• Utilize Categorization: Assign the correct category to every document to simplify retrieval and organization.
• Monitor System Updates: Stay informed about enhancements to Equinox’s document management features to leverage new tools effectively.