What is a virtual assistant and what do they do?
Patra’s virtual staff members are trained to help with day-to-day tasks whether they are repeatable or cross a wide range of functions.
Application(s)
- Prepare submission and insurance forms
- Enter account details in management system
Quoting
- Quote with direct carrier (PL/CL through carrier portal or comparative rater)
- Submit accounts to agencies for quotes
- Send quote proposals to insureds
Binding
- Assemble binding documents
- Bind quotes with direct carriers
- Submit bind requests to agencies
Policy Issuance
- Send policies to insureds
- File policy info in management system and attach documents
- Create, update and issue COIs (Certificates of Insurance)
Servicing
- Audits
- Endorsements
- Cancellations
- Reinstatements
- Invoices
- Payments
Other Insurance Process Support
- Commission reconciliations, renewal monitoring, etc.
- Inbound and outbound phone calls (insureds, banks, carriers, etc.)
- Customer service
- Outbound sales calls (prospecting)
- Appointment scheduling for producers
- Process evidence of insurance
Book a call with our sales team
Find out how Patra can relieve your staff of their burdens, allow you to focus on organizational growth.
How Patra virtual assistants support our clients
Patra’s virtual staff can execute a wide-range of comprehensive tasks to help our clients achieve their business and operational goals.
New Business
- Gather submission data
- Prepare submission and insurance forms
- Submit to markets
- Quote through carrier portal, comparative raters, MGAs
- Management system/CRM data entry
- Generate proposals
- Bind request welcome kit
Policy Management & Servicing
- Send policy docs to insureds
- Summaries of insurance
- Renewal marketing & proposal support
- Management system & document data entry
- Endorsement processing
- Certificate of insurance requests
- Notice of cancellations, reinstatements or non-payment
- Policy changes, management system updates & audits
Finance & Accounting
- Billing & collecting payments
- Spreadsheeting
- Commission entry & tracking
- Direct bill posting
- Billed accounting
- Refunds
Sales & Marketing
- Outbound prospecting & cold calling
- Appointment setting for producers
- Answer inbound calls & admin support
- Managing social media posts & website
Compliance & Claims
- Summary & form downloads
- Lender communications
- Open enrollment communications
- Wrap documents
- Underwriting communications & follow-up
- Claims tracking & follow-up
Eligibility Support
- Enrollments, terms, & changes
- COBRA notifications
- Carrier reconciliation
- Open enrollment communications
Miscellaneous & Administrative Tasks
- Data entry/clean-up
- Management system updates
- Handle inbound & outbound calls
- Customer service
- Email & document filing
- Portal login requests
- Special projects
Why use a virtual assistant?
You know the drill – you need to find back office help but it is hard, takes more time than you have, wasn’t budgeted, and there is always the risk they will leave for greener pastures.
Which one of these issues are you dealing with?
Finding the right talent within a 50 mile radius feels impossible.
You are struggling with absences and turnover.
It is hard to create a great client experience and cover expenses at the same time.
Your administrative to-do list keeps getting longer because everyone is busy working on the operational and profitable aspects of the insurance business. You have a chronic backlog.
You want to implement the “less is more” model—fewer people in the office, better quality of life for employees.
You need your sales team to focus on building the insurance business by working with prospects, following-up on leads and helping clients, instead of worrying about administrative tasks that are a waste of their talent and your payroll.
Why should I use Patra vs others?
Patra sets the industry standard for virtual assistance. Our virtual assistants complete extensive insurance industry training through Patra University, so they can support your agency on day one. The curriculum includes:
- Insurance principles and terminology
- Resources and tools of the insurance industry
- Common types of insurance products and their coverage
- Skills for assisting insurance professionals with administrative tasks
- Client management and communication within the insurance context
- Challenges and scenarios encountered while assisting in an insurance setting
Why should I use Patra vs others?
Patra sets the industry standard for virtual assistance. Our virtual assistants complete extensive insurance industry training through Patra University, so they can support your agency on day one. The curriculum includes:
Insurance principles and terminology
Common types of insurance products and their coverage
Skills for assisting insurance professionals with administrative tasks
Client management and communication within the insurance context
Resources and tools of the insurance industry
Challenges and scenarios encountered while assisting in an insurance setting
Our international staff enables you to focus on business growth.
With Patra’s Virtual Assistant, you can focus on growing your business without the burden of administrative or HR costs associated with hiring full-time staff. Our dedicated team members seamlessly integrate into your environment, operating as an extension of your team and aligning with your customer values, hours, management systems, communication platforms, and workflows. Located in the largest city in Metro Manila, our regional office in the Philippines is a collaborative, fun, and exciting work environment! Patra promotes work-life balance, celebrates culture, and creates pathways for employee success and growth.
Training curriculum for certification (PVAC)
Each day includes interactive sessions, group discussions, and hands-on activities to reinforce learning. Additionally, there are assessments and quizzes to gauge understanding and proficiency in the topics covered.
Orientation and introduction to Patra
- Welcome and introduction to Patra
- Company history, mission, and values
- Overview of the insurance business process outsourcing industry
- Introduction to remote work culture
- Understanding your role as a virtual professional
- Communication channels and tools at Patra
Insurance fundamentals
- Introduction to insurance: Basics and terminologies
- Types of insurance products and services
- Understanding insurance policies and coverage
- Role of Virtual Assistants in insurance brokers and agents’ operations
- Importance of accuracy and attention to detail in insurance documentation
Navigating work with a US-based company
- Cultural awareness and sensitivity in a US-based work environment
- Time zone management and scheduling
- Introduction to US business practices and etiquette
- Understanding client expectations and deliverables
Professional communication skills
- Email etiquette: Writing clear and professional emails
- Effective communication strategies for remote teams
- Telephone etiquette and handling client calls
- Conflict resolution and problem-solving techniques
Technology and software training
- How to use Zoom: Hosting and participating in virtual meetings
- Microsoft Office basics: Word, Excel, and Outlook for daily tasks
- Introduction to CRM and management systems used in the insurance industry
- Practice sessions and Q&A for software and tools
Assign Patra virtual assistants any office task, not just insurance.
What can they do for you? Plenty
Email and contact management
Business development
Administrative tasks
Operations
Management tasks
Accounting support
Would you like to learn more?
Don't hesitate. Schedule your demo today to get started on growing your organization!
What assurances does Patra offer for data protection and security?
- Patra’s SOC2 Compliance ensures the safety and privacy of your data
- Patra’s comprehensive and audited Business Continuity & Recovery Plans reduce your exposure to unknown threats and vulnerabilities
- Patra’s multiple processing centers based in geopolitically stable countries, allow Patra to load balance and maintain continuity of operations under adverse conditions
- VPN client connectivity to Patra resources with AES256 encryption
- Functionality limited to Patra environment only
- Active Directory authentication and policy enforcement
- Splashtop cloud administrative access, logging, and alerting
- No administrator rights; USB storage and print disabled
- Single sign-on, data loss prevention, and SIEM systems utilized
- Hard drive storage security featuring AES256 encryption
What assurances does Patra offer for data protection and security?
Patra’s SOC2 Compliance ensures the safety and privacy of your data
Patra’s comprehensive and audited Business Continuity & Recovery Plans reduce your exposure to unknown threats and vulnerabilities
Patra’s multiple processing centers based in geopolitically stable countries, allow Patra to load balance and maintain continuity of operations under adverse conditions
VPN Client Connectivity to Patra Resources with AES256 Encryption
Functionality Limited to Patra Environment Only
Active Directory Authentication and Policy Enforcement
Splashtop Cloud Administrative Access, Logging, and Alerting
No Administrator Rights; USB Storage and Print Disabled
Single Sign-On, Data Loss Prevention, and SIEM Systems Utilized
Hard Drive Storage Security Featuring AES256 Encryption
Frequently asked questions
Patra Assist supplies remote professionals who are certified in supporting insurance-related activities. This includes processing claims, managing customer inquiries, policy administration, underwriting support, insurance documentation, as well as many office related tasks.
The Patra Assist professional helps streamline your operations by handling routine and administrative tasks. This allows your team to focus on more complex services for your insureds, enhancing efficiency and elevating customer satisfaction.
Patra Assist professionals are trained and certified in accordance with the Patra University curriculum. This training and subsequent skills include understanding of insurance policies and terms, proficiency in insurance software and technology, and excellent communication skills for customer interactions.
Yes, Patra virtual team members can handle specific insurance tasks such as claims processing, policy documentation, customer service, or data analysis specific to your insurance business needs. Additionally, they can provide administrative assistance in areas such as marketing, business administration, sales, and executive assistance.
Getting started is easy! Contact us to schedule a consultation, discuss your needs, and we will match you with a Patra Virtual Assistant that fits your business objectives.
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