Top skills to look for in a virtual assistant
A successful insurance virtual assistant for insurance (VA) brings more than just general administrative support. They offer specialized knowledge of agency management systems (AMS) like Applied Epic, AMS360, HawkSoft, or EZLynx, enabling seamless policy data management and reporting. Their understanding of policy lifecycle management—from renewals to endorsements—helps reduce bottlenecks and improve turnaround times.
Compliance is another critical area. Insurance VAs must be familiar with HIPAA and GLBA regulations, ensuring secure handling of sensitive data. Their ability to support claims documentation, coordinate with underwriters, and manage client communications makes them an invaluable extension of your in-house team.
The secrets of hiring a successful VA
For insurance agencies, hiring the right VA can be a game-changer. While generalist VAs can handle basic administrative tasks, those with insurance-specific training offer far greater value. These professionals bring deep industry knowledge, technical proficiency, and soft skills that allow them to integrate seamlessly into your operations. Industry-specific skills:
Agency Management Systems (AMS) and CRM proficiency
A top-tier virtual assistant for insurance should be fluent in platforms like Applied Epic, AMS360, HawkSoft, or EZLynx. This enables accurate policy data entry, client updates, and report generation—critical tasks that support agency efficiency.Policy lifecycle management
Insurance VAs can monitor renewal dates, process endorsements, and liaise with underwriters. These tasks, while time-consuming, are essential to maintaining client satisfaction and operational flow.Compliance awareness
Given the heavily regulated nature of insurance, VAs must understand HIPAA and GLBA protocols. Their attention to secure documentation and record-keeping helps agencies stay compliant and avoid costly penalties.Claims documentation support
Though not licensed adjusters, VAs can gather initial documentation, update claims files, and track statuses. This frees up licensed staff to focus on more technical aspects of claims processing.
Are you struggling to find the right insurance VA?
Patra helps agencies hire virtual assistants with deep insurance expertise—boosting efficiency, compliance, and client satisfaction from day one.
Technical proficiency
VAs with marketing skills can manage email campaigns for onboarding, renewals, and sales. This keeps communication consistent and helps nurture leads without burdening your internal team.
By managing data across systems, VAs generate cleaner reports that support strategic decision-making. Their ability to work across platforms ensures data integrity and operational clarity.
Insurance VAs should be trained in secure communication tools like DocuSign and encrypted portals. Protecting client data is non-negotiable, and a skilled VA helps enforce these standards.
Top 10 administrative tasks to delegate to your VA
- Policy data entry and management
- Certificate of Insurance (COI) processing
- Policy renewal preparation and follow-up
- Customer service and phone support
- Claims documentation and follow-up
- Marketing support and lead management
- Compliance documentation and filing
- Appointment scheduling and calendar management
- Proposal preparation and quote processing
- File organization and document management
Soft skills that matter
Beyond technical skills, the most valuable VAs possess the professional qualities that allow them to integrate seamlessly into a team and build client trust.
Attention to detail
Accuracy is vital in insurance. VAs must prevent errors in policy documents, claims forms, and financial paperwork.Communication skills
Strong written and verbal communication ensures professional interactions with clients, underwriters, and internal teams.Organizational skills and time management
Managing multiple tasks and deadlines is a daily reality. A well-organized VA ensures nothing slips through the cracks.Adaptability and initiative
High-impact VAs are proactive. They learn new workflows, solve problems independently, and adapt to your agency’s unique processes.
Real feedback from agencies
Is your agency overwhelmed by admin tasks?
Free up your team by hiring a virtual assistant trained in insurance operations, compliance, and client service—so you can focus on growth.
Frequently asked questions
A virtual assistant for insurance is a remote professional who provides administrative, technical, or creative support. In insurance, VAs specialize in tasks like policy management, claims documentation, and client communication, helping agencies operate more efficiently.
Start by identifying the tasks you want to delegate. Look for candidates with insurance experience, AMS proficiency, and strong communication skills. Partnering with a staffing provider that specializes in insurance talent ensures you find a VA who fits your agency’s needs and culture.
About Patra
Patra is a leading provider of technology-enabled insurance outsourcing services and AI-powered software solutions. Patra powers insurance processes by optimizing the application of people and technology, supporting insurance organizations as they sell, deliver, and manage policies and customers through our PatraOne platform. Patra’s global team of over 6,500 process executives in geopolitically stable and democratic countries that protect data allows agencies, MGAs, wholesalers, and carriers to capture the Patra Advantage – profitable growth and organizational value.
