Selecting the Right Fit for COI Tracking & Management

What to look for when shopping for insurance management software.

New technologies for risk management should accomplish two primary goals: better connect all parties and decrease manual labor for the review process. Both of these will, in turn, reduce delays, meaning projects can start sooner and stay on track. How do you find the right insurance tracking automation software? We’re here to give you the vital information you need! 

Use this post and the quick reference table below to evaluate features in your search for the right fit for you, your consultants, and your clientele.

Is the software easy to use? 

Insurance tracking software should make it easier to track insurance certificate automation, not harder. The insurance tracking process has potential pitfalls that can interrupt the compliance process and increase expenses. Don’t let your tracking software cause delays with siloed-off workflows.

Consider whether the solution seems intuitive and easy to learn and use. Is it painless to review records, enter notes, and send notifications? Will it support the way you work? Will you have to change how you track contractor records to support the software – or will the software require expensive retooling to accommodate your process?

Your chosen solution should be streamlined and supported by narrow artificial intelligence, and your provider should be open and honest about the capabilities of your solution.

What is AI and What Can it Accomplish?

Your tracking software should automate as much of your process as possible. Artificial intelligence (AI) automates routine tasks like follow-up and data transfers, saves time, and makes it easier to know the status of a vendor's compliance status instantly.

What is the difference between the different types of intelligence? Insurance tracking software uses Narrow Intelligence. This type of intelligence is used for a dedicated purpose. Beware of providers who claim to use Super Intelligence (surpassing human intelligence) or General Intelligence (the fictional ability of an agent to learn any general human task). Insurance tracking providers like PINS exclusively use Narrow Intelligence to synthesize records and automate communication with your contractors. 

The software automatically schedules records requests and data transfers and prompts email transmittals to identify missing information for compliance. It frees up time so that your team can focus on complex tasks that require the human touch and deliver trend-analysis findings and insights so you can address problems at early stages and maximize compliance.

Can it Integrate with Other Essential Systems?

Insurance tracking isn’t processed in a vacuum. Before you commit to a solution, determine what data is critical and how it flows inside and outside your company.

Claims tracking software must automatically integrate with other key systems in your organization, especially external third parties like carriers. Insurance data can be messy and interfaces can be a driver to reduce costs and implementation. Fully understand a vendor's standard data interfaces and how they plan to maintain those standards before selecting a provider. Consider whether the solution offers integrations like key contractor software like Procore and Sage 300 and how well it interacts with each. 

Is Information Protected and Can it be Transferred Safely? 

In this day and age, data security is of utmost importance. Fines and – even more important – reputational risk from data breaches or other cyber incidents can be crippling to your company.

Thoroughly review your vendor’s security documentation with your IT department to understand their measures. Evaluate each vendor’s security certifications to understand what each protection provides, even if it currently meets your own company’s thresholds. It is essential to understand the vendor’s commitment to protecting your data and consultants’ data both now and in the future, especially in contractor management.

Choose a vendor who will partner with you for implementation and beyond. The vendor should answer your questions regarding functionality, compliance, support, and training. 

Does It Meet Your Company’s Status and Future Goals? 

Carefully select a provider who meets the criteria you’re searching for, is willing to offload the risk from your business, is within your budget and can scale as your business and volume of contractors rises. Reporting and tools for business analysis should be accessible and scalable with quality service and transparent information about your records, contractors and billing. 

Searching for the right insurance tracking automation service can seem daunting, but it doesn’t need to be! Follow these recommendations to help you find the provider who stands out from the competition. 

For more information about PINS Advantage and our automation tools, visit 


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