Getting started with Protectus

Once appointed, we will meet with you to:

• establish service parameters – such as your preferred method of communicating with contract partners; staff access protocols; extent of insurance information to be uploaded initially; and whether re-verification of current data is required,
• establish account management parameters such as the number of contract partner contacts required before we refer non-compliances back to you,
• Develop insurance profiles e.g. whether and how you wish your organization to be named in different documents, levels of insurance cover to be provided; minimum acceptable level of insurer security.

We then record this information in the computer system and,

• Upload contract details from your records (your own account, contract or other reference numbers are used wherever possible to provide consistency).

Ongoing Operations Once these details are uploaded, the system handles the entire effort of:

• Sending letters to contract partners detailing your insurance and other compliance requirements and requesting certificates of currency and other evidentiary documentation,
• Seeking corrected certificates and other documents where deficiencies exist,
• Validating newly received certificates/documents against your requirements,
• Digitally scanning and electronically filing insurance and other documentation,
• Fielding telephone calls from contract partners, their insurance advisors and others,
• Following up expiring documents and Soliciting renewal certificates etc (including the runoff of PI and other claims-made insurance polices), and
• Providing reports on-line. Protectus provides statistical reports to assist you to satisfy your auditors that you are on top of the issue of contract partner compliance.

Compliance and process Monotoring

• The entire Protectus process is transparent. Through Protectus, your managers will be able to:
• Monitor the state of compliance of individual contract partners and the number of times information has been sought from them. They may also access a variety of compliance reports which can then be made available to you and your auditors,
• View all scanned images, individual contract partner details and their up-to-date insurance details. Each contract partner is given a compliance rating which indicates the extent of compliance on a scale of 0-100. Specific requirements are weighted relative to their importance - in order to focus attention on critical areas. As the contract partner's compliance level improves, the compliance rating increases,
• View standard reports which detail such things as number and percentage of compliant contract partners, number of waivers issued, by whom and in what circumstances. Reports are available in both tabular and graphic format,
• Print a suite of standard reports - complete with your logo, if required. Ad-hoc reports can also be created.
• In situations where a contract partner is unable to comply, Protectus refers the situation back to the appropriate manager who may then decide whether to waive a particular requirement, cancel the contract because of a breach or give the contract partner further time to comply,
• Protectus can be linked to your accounting package in order to validate insurance or other key compliance requirements before payments are processed.