Stroll Covernote Process
- Covernote to be completed online or in manual covernote book
- Scan to emails or download from insurer portal
- Send a copy to management/peer review for sign off
- Put the top 3 copies from the AXA book in the folder in the locked locked cabinet. These will be shredded by Niamh Mooney/Niamh Kirk.
- Once covernote has been signed off – attach to agent portal
- Add covernote to customer ticket
- Use side conversation to email covernote to the insurer
- Use macro to issue covernote to customer
- Delete anything that has been downloaded or scanned
Instructions for Completing a Manual Covernote
The information required will vary depending on the Insurance Company.
- All covernotes must be written in black pen.
- Issue date. Is the date the cover note is being written out (not effective date of cover).
- Name and address. From the clients first screen-complete including full post code.
- Effective date and time of cover. This should NEVER be backdated
- Expiry date. The expiry date is when the covernote should end (some companies will not ask for this and the covernote will automatically be for 30 days. If cover is for less for this you will need to amend and initial).
- Policy Number. Must be completed in full.
- Full car details. Make, model, body type, engine size, year, GVW, Registration number- from risk. Registration numbers should never be made up simply to get the cover note issued.
- Drivers- When required write in the drivers’ names in full. E.g. Insured Only, Insured & Spouse and if named drivers - Insured plus John Smith, Jim Smith and Anne Smith. If for some reason the policyholder is excluded from driving this should be made clear in the “Special Conditions” section e.g. Policyholder is excluded from driving.
- Class of use-from risk screen.
- Cover type- from risk screen.
- Restrictions, special conditions- Whatever terms are applied should be clearly written on the covernote such as –
The excess should be made clear e.g. £100 Voluntary Excess, £100 Compulsory Excess, £250 Young Driver excess (whatever is applicable).
Driving other cars- state whether included or excluded.
If Protected Bonus taken please state on note No Claims Bonus Protected.
- Signature-this is the signature of the person issuing the cover note and must be legible.
- If applicable write Stroll Insurance.
- Reasons for issue must be completed in full e.g. tax purposes.
Important notes:
Amendments should never be made to a cover note if any error occurs. The note should be spoilt, line put through the cover note and reason given. All copies must be stapled back into the book.
In a manual cover note book such as AXA, the 1st copy goes to the client, the second copy goes to the insurer, third copy is kept for our records and the final copy does not leave the cover note book. If the client is not receiving the cover note by post then this should be scanned to the clients record/emailed to them and the 1st and 3rd copy shredded.
You must have a log in and password for the required insurer portal and ensure these are kept up to date. Please do not write down your passwords these can be kept in a secure word doc on your computer, for full wording refer to Stroll Clear Desk Policy.
Axa Temporary MTA's for Private Car cases can now be transmitted by EDI - 18/07/2023
With immediate effect you will now be able to process all Axa Private Car Temporary MTA's by EDI. This means that:
- All temporary rates and rules have now been built into Open I
- All Temporary MTA documents will be issued on Open I
- Manual covernotes no longer need to be issued
- Confirmation no longer needs to be sent to Axa.
The system will not accept temporary drivers if the vehicle is group 36 and over, these cases can be referred to Axa who will then decide depending on the merits of the individual case if they are happy to accept the driver.
The same will apply to a temporary vehicle which is more than 9 groups higher than the permanent car.
This should make our lives a lot easier and save a lot of time when dealing with these type of changes.