Policy DetailsThis screen will show you: - Broker name and number - Policy term - What vehicle was involved in the loss - Where the loss happened (territory) - Driver in the loss, if you select ‘Actual Driver’ this will open a screen showing the driver who was involved in the loss. If it shows “Drivers not allowed” click on ‘Principal Driver’ to show the driver in the claim.Halcion – Commercial Auto – February 2015 50
Loss DetailsThis screen will show you: 51 - The province the loss happened in - The exact location of the loss - Type of lossHalcion – Commercial Auto – February 2015
On the bottom of this screen is a ‘Memos’ button. If you click on this it will open a new screenwith all the notes from the adjuster.If you select the ‘Select’ button at the bottom of th screen, that will open a full view of all thenotes.Halcion – Commercial Auto – February 2015 52
From that screen, you can browse all the notes in detail. If you want to open a specific note, youjust have to click on note itself to expand the information.Halcion – Commercial Auto – February 2015 53
Transaction History (E-Tran) 1. Enter into the inquiry side of Halcion and go through ‘E’ to view the transaction history for the policy. 2. This screen will give you all the information on changes to the policy and who completed them. These changes will show in effective date order. Types of Changes: - Renewal - New Business - Endorsement - JournalHalcion – Commercial Auto – February 2015 54
Premium History (B-Tran) 1. Enter into the inquiry side of Halcion and go through ‘B’ to view the premium history for the policy. 2. This screen will give you all the information on premium charges and returns on the policy. These changes will show in effective date order. 3. To get more information on the premium you can hit F10 and the number of the corresponding claim.Halcion – Commercial Auto – February 2015 55
Document ReprintsPolicy documents – including Declaration Pages, Certified Copies, and Account Summaries –can be reprinted using the Document Reprint function. From the Underwriting Master Menu,enter ‘S’ in the Action field, complete the Branch & Company and Acct Mth & Yr fields ifrequired, then <Enter>.Action: A Generate broker & customer copies and the Declarations pages. B Generates a Certified Copy for the interested parties. C Reprints the Billing Summary only. I Bring up the B-Tran – Included here to enable you to find the correct transaction and effective date, if you are uncertain.Halcion – Commercial Auto – February 2015 56
Policy: Enter the policy number.Print Premium: Enter ‘Y’Effective Date: Enter the effective date of the transaction you want to reprint.Make sure to put a GP in that you did a reprint.NOTE If there was more than one transaction performed with the same effective date – for instance, a renewal & a renewal rewrite – only the last transaction will be reprinted.Halcion – Commercial Auto – February 2015 57
Printer PullsIf you issue a policy in error, or have a policy print that you do not want to be printed you cancomplete a printer pull. If you complete this, the Calgary print room will pull the document yourequested and send it back to you in an inter-office envelope. Once you have received it youcan destroy it.Printer Pulls are completed in Lotus Notes. 1. Go into the ‘Home’ section of Lotus Notes. From there select Workspace 2. In the Workspace tab there should be a tile called “QUIX Forms on INGCTORAPP 01”. Click that to open the program.NOTE If you do not have the Printer Pull Tile, you can have a co-worker email it to you.Halcion – Commercial Auto – February 2015 58
3. Once you open the tile, it will show a list of the printer pulls pending. From here on the top menu select ‘Create’ and then select ‘Request for Printer Pulls’Halcion – Commercial Auto – February 2015 59
4. Once the form is open, you have to complete the fields with all the required information.Company: Select the company that the pull was processed underProcess Date: The date you completed the change.Type: Select the type of change it was from the dropdown menu.Halcion – Commercial Auto – February 2015 60
Policy Type: Select the line of business.Billing: Select the billing type that the policy was issued at, either Direct Bill or Agency Bill.Agent/Broker: Enter the broker’s name.Agent/Broker #: Enter to broker number.Policy Number: Enter the policy number on the file you would like the documents pulled on.Insured: Insured’s name on the file.Indicate if you would like this document to be suspended and, therefore, not accessiblein Savers Clients Documents (eDocs): Select Yes to keep these documents off the onlineviewing tool for the brokers or No to have the documents still show up on the database.Comments/Handling Instructions: Enter any comments or special instructions if required. 5. Once you have filled the whole form out. Hit Send to complete the Printer Pull.Halcion – Commercial Auto – February 2015 61
Policy Status CodesThe Status codes on the Basic Policy Details screen play an important role in identifying &managing policies. The codes are historical, so if inquiring on a policy using different effectivedates, you can see what the status was at that time. They can also be used to perform certainactions, such as lapsing or controlling a renewal. Field-level help (F1) is available for the Statusfield, so you can see a full list of all codes.The first number of the code indicates the actual condition of the policy:0 • Policy entered via Take Up and the renewal term is not yet in force1 • Active and in force2 • Policy in force but renewal is being held for manual issuance4 • Policy in force and renewal has been generated but is not yet active5 • Policy in force and system generated renewal rewrite is pending6 • Take Up expired term7 • Quote system8 • Policy lapsed9 • Policy cancelledHalcion – Commercial Auto – February 2015 62
SERIES 00 TAKE UP POLICY Take Up policy, upcoming renewal term is not yet in force 00 TAKE UP Take Up policy that has been reinstated 01 REINSTATED Take Up policy flagged for post-dated change (renewal controlled) 08 IN FORCE/PDC Has combined meaning of codes 01 & 08 09 REINSTATED/PDCSERIES 10 ACTIVE & IN FORCE Active/ in force policy term 10 IN FORCE Active/ in force, policy has been reinstated 11 REINSTATED Active/ in force, flagged for post-dated change (renewal controlled) 18 IN FORCE/PDC Has combined meaning of codes 11 & 18 19 REINSTATED/PDCSERIES 20 POLICY IN FORCE, RENEWAL BEING HELP FOR MANUAL ISSUANCE20 PREVENT RENL Renewal prevented (cannot be generated & intervention required)21 PREV. RENL/REINST Renewal prevented, policy has been reinstated22 PREVENT RENL (PIP) Renewal prevented, doesn’t meet my home & auto requirements28 PREVENT RENL/PDC Renewal prevented, policy also flagged for post-dated change29 PREVENT RENL/PDC Has combined meaning of codes 21 & 28SERIES 40 POLICY IN FORCE, RENEWAL GENERATED BUT NOT YET ACTIVE40 RENEWED Renewal has been issued/released and a future term exists41 PART REN’D/DO PDC Partially renewed but not issued, awaiting post-dated change42 PDC’D/TO RENEW Post-dated change applied, ready to renew (in overnight cycle)43 RENEWED/INCL PDC Renewal has been issued/ released, including post-dated change45 RENEWED/REWRITTEN Renewal term has been rewritten49 RENEWED TAKEUP Take Up policy has renewed, but renewal term is not yet in forceSERIES 50 POLICY IN FORCE, RENEWED AND REWRITE PENDING50 ENDORSED/REWR PDG System generated rewrite pending due to an endorsement51 CLAIM/REWR PEND’G System generated rewrite pending due to a claim55 REWRITE Temporary status applied by user to stop system generated rewriteSERIES 60 TAKE UP EXPIRED TERM60 TAKE UP EXPIR TERM Take Up for an expired term (used for Claims)61 BINDER Binder only, policy not in force62 INCOMPLETE TAKEUP Take Up is primed but incomplete, manual intervention requiredSERIES 70 QUOTE SYSTEM New Business/ Quote only, policy not in force 70 QUOTESERIES 80 POLICY LAPSE CODES Policy is lapsed 80 LAPSED System to reverse renewal premiums and change status to 80 81 LAPSED & RVRS RENL System to reverse renewal (lapsed) but no premiums to reverse 82 LAPSED & STOP RENL Policy is lapsed due to cancelled broker code 85 LAPSED/ AGCAN Policy lapsed after renewal issued. Cannot unlapse policy status 89 RENL NOT IN FORCESERIES 90 CANCELLED POLICY CODES90 CANCELLED Policy is cancelled91 CANC/RVRS RENL System to reverse renewal premiums and change status to 9092 CANC/STOP RENL System to reverse renewal (cancelled) but no premiums to reverse99 RENL NOT IN FORCE Policy cancelled after renewal issuedHalcion – Commercial Auto – February 2015 63
Policy Suspension CodesThe Suspended codes on the Basic Policy Details screen explain why a policy is suspended.Usually on an active policy, this code will be U (Unsuspended). You can suspend a transactionby using Action S (Suspend) from the Risk Selection screen. To get back into a policy that’sbeen suspended in this way, change the Suspended field on the BPD back to U. No othertransaction can be processed on a suspended policy until the transaction is unsuspended andcompleted.CODE TRANSACTION SUSPENDED B CLEAN UP C E CANCELLATION J ENDORSEMENT K REINSTATEMENT L CANCELLATION REGISTERED LETTER M RENEWAL REWRITE N MAINTENANCE O NEW BUSINESS P Q TAKE UP R NEW BUSINESS REWRITE S V LAPSE W RENEWAL REWRITE U SAVERS POLICY LOCK TAKE OVER RENEWAL MODIFT POLICY IS NOT SUSPENDEDHalcion – Commercial Auto – February 2015 64
JournalsStep 1 – Enter into Policy MaintenanceEnter into halcion under “M” Policy Maintenance<Enter> 65Halcion – Commercial Auto – February 2015
Step 2 – Enter into Premium JournalsEnter into the journal under “B” Premium JournalsComplete the following fields: 66 Policy Number Effective Date Batch Number<Enter>Halcion – Commercial Auto – February 2015
Step 3 – Journal Control Screen Risk Number – the number of the risk you would like to apply the journal premium to as it appears in the risks screen. Ex: 0001 Risk Type – The type of risk, found on the risk screen. Ex: COV, CMT, MOP, etc. Transaction Type – The type of change you are completing. Ex: ‘E’ for endorsement Reversal – Is this journal reversing a change? - ‘N’ for no Premium Type – Is this journal returning or adding a charge? - ‘RP’ for return premium - ‘AP’ for additional premium Province – The province you are completing the journal.<Enter>Halcion – Commercial Auto – February 2015 67
Step 4 – Premium Journal Screen The transaction type section is a list of the vehicle coverages and premiums. 1. First blank you will put your coverage, in the above example this is CLB for liability. 2. The second line is left blank 3. The third line will be your full premium that you are journaling for that coverage 4. The fourth line is left blank 5. The fifth line is the full journal premium again R/I method is the reinsurance - ‘0’ for no-reinsurance - ‘8’ if there is reinsurance Grid - ‘N’ for no grid - ‘Y’ for grid Commission Rate – Rate of commision for that specific vehicle Description – Give a brief description of the reason for the journal.<Enter>Halcion – Commercial Auto – February 2015 68
Step 5 – Completing the Journal Control ScreenOnce you have everything filled out, it will take you back to the journal control screen.To complete the journal you must hit ‘E’ to end.<Enter>NOTE Make sure to go back into the policy inquiry and put a GP in as to why you completed the journal.Halcion – Commercial Auto – February 2015 69
Name & Address Standards Name StandardsSingle Person Should always be in the format: Surname, first name. Ex. Jones, Barbara If there is a middle name, it should be in the format: Surname, first name middle name. Ex. Johnston, Margaret StephanieMore Than One Name If more than one name is being entered the names should be separated by an & symbol A married couple should be in the format: Surname, first name & first name. Ex. Smith, Fred & Sharon If the couple have different last names, use the format: Surname, first name & Surname, first name. Ex. Smith, Fred & Jones, BarbaraHandling Longer Names The ‘Client Name’ field on the Halcion ‘Client’ screen will only allow 30 characters. If you have one or more names which will not fit within the spacing of this field, you can use the first line of the ‘Address’ section to complete it. Proper standards allow the first line of the address to be used as a continuation of the name, but only if you end it with a colon (:). The colon tells Halcion the first line is not part of the address and will not use it to validate the postal code. It is important to include the & sign at the end of the ‘Client Name’ field so we know a second name exists when looking at the Basic Policy Details screen When using Line 1 of the ‘Address’ section for a name, use Line 2 & Line 3 for the address Ex. Pamplemousse, Frederick & Pickleburger, GertrudaCLIENT NAME : PAMPLEMOUSSE, FREDERICK &ADDRESS : PICKLEBURGER, GERTRUDA:POSTAL CODE : 123 MAIN ST FUNSVILLE AB T3W 2R5Halcion – Commercial Auto – February 2015 70
Once the name is properly completed on the Client screen and you proceed to the Basic PolicyDetails screen, it is important to leave the name as the system has imported. Halcion prints thename from the BPD but prints the address from the ‘Client’ screen. Therefore, if you have aname, which required the use of the first line of the address, the system will recognize it as suchand print properly on the policy documents. Address StandardsPostal Address Standards Periods, commas and number signs (#) are not permitted Apartment or Suite number is entered in the format: Unit - Street address Ex. 204-1326 Lower Main St Domestic address format: Line 1: Apartment/Suite No<dash>Street No <space> Street Name <space> Street Direction Line 2: Municipality Name <space> Province (using two-letter abbreviation) Line 3: <blank> Ex. 1200-321 6 Ave SW Calgary AB Foreign Address Format: Line 1: Apartment/Suite No<dash>Street No <space> Street Name <space> Street Direction Line 2: Municipality Name <space> Province/State (using two-letter abbreviation) Line 3: Country <space> Postal Code/ Zip Code Ex, 700-555 Main St N Bentonville AR USA 72716Miscellaneous Information & Station Addresses If you require the addition of miscellaneous information in the address such as ‘Guest House’ you must use the first line of the address – Remember to put a colon (:) at the end of the miscellaneous information, so the system does not use it to validate the postal code Ex. Guest House: 520 River View Gate Invermere BCHalcion – Commercial Auto – February 2015 71
There are some ‘Station Address’ postal codes which are validated by the information on line 2 and line 3 of the ‘Address’ section in Halcion. If the address will not be accepted by the system, it is suggested you use a colon (:) at the end of line 1 – this will only work with Station Addresses. Each Station Address has its own format. Below are four examples of Station Addresses:Street Served by Route: 745 HWY 56 S RR 1Street Number <space> Street Name <space> Street Direction SMITHSVILLE ABDelivery Mode <space> NumberMunicipality Name/Delivery Area <space> ProvinceLock Box Address: 162 Otter St PO Box 23Street Number <space> Street Name <space> Street Direction Smithsville ABDelivery Mode <space> Box Number <space> Delivery TypeMunicipality Name/Delivery Area <space> ProvinceRoute Service: RR 6 Stn Main Smithsville ABDelivery Mode <space> Route Number <space> Delivery TypeMunicipality Name/Delivery Area <space> ProvinceGeneral Delivery Address: 61 Roslyn Ave W GDStreet Number <space> Street Name <space> Street Direction Smithsville ABDelivery Mode <space> Delivery TypeMunicipality Name/Delivery Area <space> ProvinceHalcion – Commercial Auto – February 2015 72
Address Abbreviations NU Nunavut ON OntarioProvinces PE Prince Edward Island QC QuebecAB Alberta SK SaskatchewanBC British Columbia YT YukonMB ManitobaNB New BrunswickNF NewfoundlandNS Nova ScotiaNT Northwest TerritoriesStreet Directions NE Northeast NW NorthwestE East SE SoutheastN North SW SouthwestS SouthW WestRoutes & Delivery Installation TypesCDO Commercial Dealership Outlet RPO Retail Postal OutletCMC Community Mail Center RR Rural RouteLCD Letter Carrier Depot SS SuburbanMR Mobile Route STN StationPO Post OfficeCommonly Used Street Types Hwy Highway Mtn MountainAve Avenue Pk ParkBlvd Boulevard Pl PlaceCres Crescent Pt PointCross Crossing Rd RoadCrt Court St StreetCtr Centre Terr TerraceDr DriveGdns GardensHts HeightsHalcion – Commercial Auto – February 2015 73
Search
