Policy preparation

The Insurance Coordinator starts a policy in Draft for a selected carrier and policyholder. Record the policy number and subject, effective date, premium in USD, team owner and current revision together. The policy’s status tells the next person whether it is still being prepared or is under review. An effective date is a coverage timing decision, not an instruction to mark the premium paid.

The policy links to coverage lines and attachments. Add the supporting evidence before submitting the revision. A reviewer can then inspect the exact policy, its lines and the files available at decision time. If a premium or effective date changes after review, update the revision and return the changed scope for review rather than treating an earlier approval as blanket authority.

• Identity. Match carrier, counterparty and team owner before entering financial terms.
• Terms. Record premium, effective date and each coverage line on the same policy.
• Revision. Keep the reviewed version separate from later edits.

Agree how a policy number is assigned, who can change the premium and when a draft is ready for underwriter review. Define the source of a carrier policy ID and the meaning of the issue date before relying on either in daily work. Where premium collection happens through a provider, connect its event identity to a receipt and define who verifies it.

Take a concrete case: a pet owner asks for cover effective next month. The coordinator selects the owner, enters the premium, adds the applicable coverage code and uploads the supporting document. The underwriter should be able to identify the exact revision being reviewed without comparing screenshots or asking which draft was intended.

Open that draft with the coordinator and read the owner, carrier, effective date and premium aloud. Follow the coverage lines and shared evidence to their parent policy. Have the underwriter inspect the revision and decision history. Then change one term in a rehearsal and check that the team can tell which decision belongs to which revision. Finally, compare the issued policy reference with its operation receipt and review decision before treating the handoff as complete.

• Draft Policies — Work through policies waiting for preparation.
• Policies Under Review — Inspect the version awaiting an underwriter decision.

Follow policy setup and claim review as the record moves from preparation to a decision. Use the data model to map each handoff to its parent record.