Services & Features

Features

  • 360o Tracking

    The DOCUTRAX system is designed to facilitate risk transfer from your business to third-parties, such as vendors and contractors, through professional oversight of certificates of insurance (COIs) and other compliance-related documents. Your account is managed by licensed insurance specialists who are expert in the tracking, verification and monitoring of certificate of insurances, insurance policy endorsements and other contractual requirements.

    All collection, notification and communication with Insureds and their insurance brokers is managed under a full-service solution tailored specifically to your unique needs. Your DOCUTRAX team helps to better manage risk and reduce your exposure to unnecessary claims due to the negligence, carelessness or accidents caused by others. Such a program will significantly:

    • Improve insurance coverage compliance
    • Consistently and accurately track, monitor and maintain Insured compliance
    • Reduce administrative burden and costs
    • Enable enterprise-wide reporting and communication

     

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  • Not Just COIs

    Every organization produces volumes of paper documents. Keeping track of all this information can be a daunting task. Employees may have different document needs, most likely kept in their own manner, and it can be difficult to access and assess information throughout the organization.

    Moreover, many documents, such as leases, inspection reports, insurance documents, maintenance schedules and licensure must be tracked continually. These documents expire and must be collected repeatedly to ensure compliance.

    The DOCUTRAX system can be set up to solicit, track, manage and report on any type of document. You may create any set of conditions and your Docutrax team will collect and track the information you need. All information is held in a secure central repository with controlled user access.

    With DOCUTRAX, you are not limited to obtaining documents from third-parties. The system can be configured to work internally within your own organization to streamline business processes and improve both operational and administrative efficiencies.

  • Compelling ROI

    Industry experts report that one full-time person is required for every 1,500 certificate of insurances properly tracked. This does not include other documents, such as policy endorsements, that are often also required. DOCUTRAX typically reduces administrative expense 50-60% annually, providing rapid investment payback with significantly reduced exposure to unnecessary third-party liability.

    To see how DOCUTRAX can help your organization, use the calculator below:

Annual number of COIs or Documents to be tracked:
Personnel required: [calculated total]
Avg. Annual Salary:
Avg. Benefits %:
Hardware/Software:
Supplies, postage, etc.:
Your Current Cost: [calculated total]
Savings with Docutrax: [calculated total]

What It Does

The DOCUTRAX system for tracking certificates of insurance and documents is designed to successfully overcome the difficulties associated with managing time-sensitive and complex documents with multiple rules and conditional considerations. The system facilitates the repetitive, time-consuming and error-prone processes for obtaining, tracking and verifying compliance of certificates of insurance and other documents.

DOCUTRAX has been consistently proven to obtain higher rates of certificate of insurance compliance at lower expense while providing previously unavailable business process efficiencies. Its multi-tiered hierarchal structure allows for highly flexible data organization and allows for an infinite number of Insureds, Certificate Holders and compliance requirement rules. Customized Insured/broker notifications and pushed email alerts to all appropriate parties expedites both communication and conformance to any type of compliance requirements.

 

In addition to certificate of insurance management, the system may be configured to collect, track and maintain records on any type document. These documents may be tracked in conjunction with, or independent of, certificate of insurance tracking and may include documents with their own renewal requirements. Essentially, DOCUTRAX functions as an interactive repository for any electronic document for a given Insured or any other entity. Moreover, it may be set up to directly assist users in the management of their own internal business process tracking and document notification needs.

How it Works

DOCUTRAX is a cloud-based B2B platform accessible from any device 24x7x365. There is no software to install or maintain. Each system is configured to individual client requirements including data organization, hierarchies, compliance rules and customized notifications.

The system allows for the creation of any number of insurance coverage requirements or other document-specific rules. These rules are associated with one or more Insureds (such as tenants or vendors). Insurance information received from an Insured is compared against those rules to determine the state of compliance. Based upon this determination, with final approval and oversight by the user, scheduled, context-sensitive notifications will be issued. These notifications are used to collect certificate of insurances, correct any coverage deficiencies, and to obtain replacement certificate of insurances for those that are expiring. Under our full-service model, your insurance-licensed account manager will personally inspect each certificate of insurance for accuracy and compliance, and will interact daily via phone and email with the Insured and the Insured's broker to correct any compliance deficiencies.

With DOCUTRAX you may have any number of Insureds, Certificate Holders, requirements or users. Users have defined roles within the system with permission-based access, including receipt of pushed email alerts and internal system notifications.

 

DOCUTRAX is available in both self-managed and full-service models See the Plans. In either case, our team of licensed insurance professionals will assist in getting your system setup according to your needs and customary business processes. We will provide full training and ongoing support to all system users.

desktop, tablet and phone

Flexible Services

As no two organizations are alike, DOCUTRAX was designed with an adaptive framework. A multi-level hierarchy allows information to be grouped and listed in the manner most appropriate for your business. In this way, you do not have to alter existing business methods to work with the system, the system conforms to your preferred way of operation.

For example, it is often preferable to encourage contractors to obtain blanket insurance coverage in order to enable them to work on multiple projects without the need to obtain separate certificate of insurances. DOCUTRAX may be configured to track these particular contractors, as well as any self-insured situations, in their own unique grouping. And that is just the beginning.

DOCUTRAX can track any number of Insureds with any number of requirements, policy types or special conditions. All correspondence is designed to your specifications, "look" and tone. Moreover, our Professional Services division can handle special processing needs, such as summarizing the insurance requirements found in tenant leases and vendor contracts, data collection, migration and organization.

Getting Started

Implementation begins with an inventory of your existing data and the organization of all other information required by the system. During this time your new Account Manager will work hands-on with you to assemble, load and test your system prior to final activation.

You will be actively engaged in key decision-making related to system configuration and any special requirements you may have. Our orderly step-by-step approach ensures you are fully informed and involved at all phases of the process.

At the end of the day DOCUTRAX will be set up to meet your needs, not the other way around.    Learn More

 

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