Do you Delete Cancelled Policies from Customer Screens?

Started by Jeff Zylstra, November 15, 2011, 04:54:47 PM

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When a policy cancels, do you delete the policy: immediately, wait 7 years, move to prospect

Delete the billing screen as soon as they're cancelled and everything is closed out
0 (0%)
Wait the whole 7 years or required retention period
3 (37.5%)
Move just that policy to the Prospect file
0 (0%)
Do Nothing, and never delete the policy until you delete the customer
5 (62.5%)

Total Members Voted: 8

Voting closed: November 25, 2011, 04:54:47 PM

Jeff Zylstra

Just wondering what everyone else does regarding cancelled policies.   I ask because I just ran an exclusion report and I don't like what I am seeing!  I have reservations about deleting the billing screen on an active customer.  I understand that the policy history will pull it up, but I don't know if there are any ill effects for attachments, activities or other things that are linked to the policies that I would be deleting.

So what is everyone else doing, what questions and/or problems have you run into, and how did you handle them? 

"We hang the petty thieves, and appoint the great ones to public office"  -  Aesop

Jim Jensen

We leave the billing screen in the list, showing as canceled. Three reasons:

1. short term - a claim gets called in and we can quickly see if the policy was in force at the time.
2. Client calls back wanting to repurchase policy - we can see when it cancelled and may have even tagged it as ineligible to be re-written. Can also why it canceled (nonrenewed?)
3. Can easily see remarketing opportunity.

On  a related note, we also will enter a policy screen if we have 1 line, but cannot write the other line. For examle, we write the home, but they've had their auto insurance with State Farm for 35 years. Probably never going to cross sell that one. Or maybe they don't drive any more (or we know they get a DUI every other year). We'll input that with a SKP (Skip) policy status.
Jim Jensen
CIC, CEO, CIO, COO, CFO, Producer, CSR, Claims Handler, janitor....whatever else.
Jensen Ford Insurance
Indianapolis

Jan Regnier

We do not delete billing screens - policy is put in history.  I think one of the issues we have seen is that if that policy billing screen number is used again there is some connection to policy(ies) it was originally set up for.   I don't remember the details but I do remember there was an issue...might have been commcl lines though..

I use the filter so I only see current, active policies. 
Jan Regnier
jan.regnier@meyersglaros.com
Meyers Glaros Group, Merrillville, IN 26 Users
EPIC 2020, Office 365, Indio

Lance Bateman

If you delete the screen, the number can be re-used for any policy type, causing lots of problems trying to parse out the history.

Alice Mooney

Epic 2023 R2 Online
1000+ users

Jeff Zylstra

Quote from: Alice on November 16, 2011, 09:04:40 AM
Need a "do nothing" option to select  ;)
Unfortunately, I can't edit it to include it now.  :(
"We hang the petty thieves, and appoint the great ones to public office"  -  Aesop

brinkerdana

Along a similar vein (?)

I need to clean up a bunch of flood policies that have about 4 different policy codes and change them to one.  If I move the apps to history then change the policy code, will they become those nasty hidden apps that you can't get to?  Not sure about the best way to handle this without losing the apps.
Dana Brinkerhoff
Retired

Lance Bateman

From experience, I've found it best to leave the old codes with their related apps.  Otherwise, you may not be able to pull them up.

TrishaOurs

Trisha Ours, CISR

brinkerdana

From experience, I've found it best to leave the old codes with their related apps.  Otherwise, you may not be able to pull them up.

Thanks,  Was hoping there was a cleaner way, but I'm not surpised.

Dana Brinkerhoff
Retired

Jeff Zylstra

Quote from: TrishaOurs on November 17, 2011, 12:52:24 PM

Agreed!

Quote from: Alice on November 16, 2011, 09:04:40 AM
Need a "do nothing" option to select  ;)

I figured out how to do it, and added a "do nothing" option and reset the vote counts.  It was 70% in favor of option 3, wait the 7 years required by law, which is much the same as doing nothing.
"We hang the petty thieves, and appoint the great ones to public office"  -  Aesop

Lance Bateman

I also found if the application related to a policy type, or the policy type itself - don't exist anymore, the purge of policy history doesn't delete those.

Quote from: brinkerdana on November 17, 2011, 01:25:32 PM
From experience, I've found it best to leave the old codes with their related apps.  Otherwise, you may not be able to pull them up.

Thanks,  Was hoping there was a cleaner way, but I'm not surpised.

Alice Mooney

Quote from: Jeff Zylstra on November 17, 2011, 01:26:00 PM
Quote from: TrishaOurs on November 17, 2011, 12:52:24 PM

Agreed!

Quote from: Alice on November 16, 2011, 09:04:40 AM
Need a "do nothing" option to select  ;)

I figured out how to do it, and added a "do nothing" option and reset the vote counts.  It was 70% in favor of option 3, wait the 7 years required by law, which is much the same as doing nothing.
Doing nothing also includes not even deleting the customer/prospect over here. So it's a 100% really do nothing.
Epic 2023 R2 Online
1000+ users

Hans Manhave

I know of at least one insurance company that does not delete data.  They have data from 29 years ago actively available.  I had no dealings with them at all for at least 26 of the most recent years, and they had all the stuff one collects when writing an auto policy.
Fantasy is more important than knowledge, because knowledge has its boundaries - Albert Einstein