Based on the newest Microsoft and Oracle technologies, this system includes all business cycle phases; from application processing to policy issuance, billing, audits, cancellations, reinstatements, commissions, management reports, statutory reports, and all other aspects of policy management. No other system is designed exclusively for the workers' comp market and offers as much functionality and as many features as Tropics.

Core modules offer solutions for the fundamental business processes while additional modules further expand business efficiency. A solution is prepared for a client by incorporating selected modules and setting hundreds of configuration values to tailor the system to the client's goals and objectives. Please read on for a brief description of the Tropics' modules.

SUMMARY OF TROPICS^® POLICY SYSTEM MODULES

Work Management

The Tropics^® Work Management System is a powerful yet flexible tool for automating client workflows.

Under "Work Management," Tropics provides an automation engine for completing work tasks, creating documents and forms, emails, and scheduling future work. The workflow is created through a user-friendly tool. This is done through a Work Management Tree, which is a user-defined road map consisting of a series of logically organized and cascading actions and decisions. Higher levels of efficiency and productivity are achieved through this innovative system.

The implementation of application and renewal rules through work management provides maximum efficiency for these critical areas. The system includes "Screening and Scoring" based on user-defined rules. This allows a client to automatically evaluate and score applications or renewals and take appropriate actions based on the final score. It also allows for straight through processing of applications or renewals with passing scores.

Work Management also provides tools for defining teams, user roles, and team attributes with automatic selection of teams for policies based on matching characteristics. Work management set up and maintenance is relatively simple. A system administrator with knowledge of data structure can be trained to create sophisticated work management trees within a few days.

Document Management

The Tropics^® Document Management Module provides a streamlined process for creating, accessing, and storing documents. Productivity, accuracy, and consistency are significantly increased when there is only one point of entry and retrieval for documents. An infinite number of forms and documents can be created using Word, Excel, or Adobe Acrobat. To further enhance productivity and efficiency, documents are pre-populated with data and can be batch printed. Through integration with the work management system, documents can be created automatically based on events and a user-defined decision tree.

Application Processing and Quoting

This system provides for entering an application or receiving it through a web interface. The application system supports multi-state and multi-location entries and can produce multiple quotes per application based on different workers' compensation plans (guaranteed cost, deductible, retro plans, etc.). Incorporating MS Word templates and customized logos, quotes are easily generated and emailed to agents as PDF files. Enrolling and issuing policies based on a valid quote can be accomplished by single click of a button or scheduled for after-hours production.

Integration with the Work Management rule engine allows applications to be evaluated and scored automatically. The client may set up the system to categorize new applications in pass, fail, and review status. The system can then automatically enroll and issue applications with "pass" status, issue rejection letters for "fail" status, and prompt an assigned underwriter for "review" status. Integration with Document Management allows quotes and letters to be generated and retained in the system.

As an option, a policy can be converted to PDF format and emailed to the agent with the click of a button. Also, through WebTropics agency application module, an outside agent can enter an application, receive a quote, and bind the application through the Internet, provided that he/she meets the rules and conditions set by the client. (Please see the WebTropics section for more information.)

Insured Management

Tropics^® Insured Management tiered hierarchy allows various divisions, segregations, and associations for billing, multi-state policies, and financial purposes. The insured can be divided to multiple "exposure units" for gathering specific exposure and to generate rating. Each exposure unit can further be broken down into physical locations or workplaces.

The critical notes feature, search screens, unlimited user-defined fields, and ACH capabilities increase efficiency and accuracy.  Integration with Document Management and WebTropics further expands task automation and productivity.

Multi-State Rating Module

Tropics^® Rating Module provides one central rating engine which can be defined, configured, modified, and edited by both clients and Tropics staff. The system facilitates rating policies across different states, rate sets, rate tiers, and rating algorithms. Rating can be done at various unit levels to combine or segregate the different exposures. An enhanced "Consent to Rate" feature allows specific rates to be set for a policy based on negotiated or consented rates rather than standard rates within the table.

Policy Management

Tropics^® Policy Management Module provides the necessary flexibility for rating, billing, and payments to be issued and tracked from the master policy level or the subsidiary levels. Policy Management is rules-based, meaning rating plans and rating schemas are initially defined and used to govern the creation of each policy. This allows multi-state, multi-location policies to be administered with credits/debits and other factors allocated appropriately for each unit. Policy Management also supports essential tools to facilitate routine policy activities like critical note alerts, client history reviews, notepad accessibility, and document management integration.

The policy system also supports accompanying coverages such as USL&H, Maritime, Waiver of Subrogation, and aircraft seats. Taxes and other state surcharges are also supported by this system.

Payroll Management

Tropics^® Payroll Management Module delivers maximum flexibility for creating and reviewing estimated, reported, and audited payroll. System functionality allows clients to configure payroll rating options, inflation factors, and renewal methods.

Policy Issuance & Endorsement

Tropics automation speeds up the policy issuance process with built-in logic assignments to pre-populate policy and endorsement forms, auto generate and print forms in batch or individually, and use the critical notes / termination status warning to alert users of special processing. The system provides options to install forms for multiple states and to automate multi-state policy issuance. Through full integration with other modules, with each endorsement premium is adjusted, appropriate forms are created, and billing records are adjusted automatically. The full history of policy forms and endorsement is kept in the system for review and reprinting.

Through an additional option, a policy can be converted to PDF format and emailed to the agent with the click of a button. Policy information and forms are also available to the agent through WebTropics modules (please refer to the WebTropics section for more information).

Billing and Accounts Receivable

Tropics^® Billing and Accounts Receivable Module offers ultimate flexibility and functionality in billing and collecting premium. The system supports all types of transactions and allows each "exposure unit" to be billed separately or to be combined into one entity and tracked accordingly. Financial transactions can be done individually or by an automated, scheduled batch process. Billing and payment plans can be defined, edited, changed, or modified at any time to allow necessary adjustments with proper authorization access. Tropics also supports standard financial operations like entering and posting payments, allocating payments to invoices and line items (premium, tax, deductible, etc.), voiding /reversing transactions, attaching notes, and printing billing statements.

Refund Check Processing is also offered as an option in the A/R system. Through this option, users are able to create application and policy refund checks based on application status or credit billing statements/credit invoices.

Collection Module

This module provides a comprehensive set of tools for managing all aspects of delinquent and cancelled accounts. Tropics automates A/R reconciliation and allows users to create and maintain non-standard payment arrangements, track and assign collection processes to outside agencies (with outside agency fee allowance), and maintain a database of any collection contacts. Through integration with the document management system, dunning notices and other correspondence can be generated based on user-defined settings. Detailed activity logs summarize production of past due notices, payment reminders, and manual or automated diary entries.

Cancellation / Reinstatement Management

This module identifies and processes policies that are delinquent in payment or have failed to fulfill other obligations such as sending in periodically reported payroll. All policies which require cancellation for any reason are selected as "cancellation candidates".

A robust user interface provides management and inquiry/review tools to the users to perform several different related functions. The authorized user may use his/her discretion to exclude certain ones from processing and then instruct the system to process the rest. The system provides an option to exclude selected policies from the process for a number of days in case special arrangements have been worked out with the policyholder.

The system generates all necessary notices for cancellation and reinstatements as they are being processed. Historical cancellations and reinstatements are also available through this system

Agency Information Management

Tropics^® Agency Information Management System maintains all data and actions associated with an agency, branch, and broker. The three-tiered hierarchy supports streamlined data entry and gives complete flexibility when structuring commission payments. "Flex Fields" allow additional user-defined data points to be tracked and the critical note feature warns users of crucial information regarding the assigned agency. License information is entered and stored here in addition to any other pertinent data required when processing commissions, applications, or policies.

Agency Commission, 1099 Processing, Check Reconciliation

Tropics^® Agency Commission Module enables processing of unlimited commission types including flat or tiered commissions, split commissions, and payment exceptions such as bonuses, incentives, or overrides. Payments can be issued at the branch or agent level. For convenience, the system can also execute ACH/EFT payments (requires customization with client's bank). To complete the commission cycle, the system is capable of processing and printing 1099's through integration with "1099 Convey Desktop Edition".

Positive Pay Processing is an optional feature of payment processing. It facilitates creating an electronic file of issued checks for the bank to prevent fraud and ensure accuracy of cleared checks.

Check Reconciliation is another optional feature. It allows receiving an electronic transmission of cleared checks from the bank and reconciliation of the cleared checks to the Tropics check register.

Audit Processing

Tropics^® Audit Manager and Audit Tracker are used to automate the audit processing cycle. Audits of any kind (final, cancellation, etc.) are requested and managed through the audit tracker. Audits may be assigned to internal or external auditors and tracked through this module.

Audit Manager allows the user to easily complete payroll entry and concentrate on finalizing reviews, entering revisions, and completing verifications of payroll, coverage, and classification codes. To simplify audits further, adjustments to billing and audit and refund invoices are generated automatically. Once an audit is completed, the audit is marked as complete in the Audit Tracking system for historical and reporting purposes in addition to tracking and payment of fees to the external auditors.

As an option, an XML export facility allows audits orders to be loaded to a field audit system such as Visual Audit for completion on the field. Batch entry of audits allows for a two-step process where information is entered, and can then be reviewed and posted to the system in a separate step. This method also facilitates external electronic interface of completed audits.

Renewal Processing and Renewal Quotes

Tropics^® Renewal Module expedites the renewal process by providing a framework under which policies can be flagged for automatic renewal or underwriter review. The Renewal system provides the ability to automatically increase payroll by a default or specific percentage, and can automatically assign or roll over credits based on client-specific logic. Based on user-defined criteria, policies requiring underwriting review can be segregated to determine renewal eligibility and requirements. To facilitate the analysis, an Underwriting Analysis Screen (UAS) displaying a premium and loss history summary is created and notes (produced during analysis) are maintained. Any quotes or changes made to the policy are stored for reference in determining future actions on the policy.

Loss Prevention

Tropics^® Loss Prevention Module assists in effectively managing loss prevention activities. The system provides a vehicle to schedule, plan, and track loss prevention related tasks. "Loss Prevention Events" such as safety visits, seminars, etc. as well as safety survey forms are user-defined and provide a high level of flexibility.

Once events are assigned to a loss prevention representative, he/she can view and manage the events remotely. The representative can schedule appointments, make visits, and finalize the event by completing the necessary forms and letters.

The loss prevention manager can track completed and open tasks for each representative to make sure that the assigned tasks are complete and to evaluate the performance of personnel.

Claims Inquiry

Tropics^® Claims Inquiry Module helps users quickly access summary claims information for a policy. This enables users to retrieve pertinent claims data for evaluating a policyholder's loss history.

The claim summary information, which is usually created nightly, is also used for several reports including the loss runs. The information is also used in processing deductible and paid loss retro billing.

Reports, Custom Reports, Ad-hoc Information

With robust online inquiry, availability of information on demand, and capability of copying certain data grids into MS Excel for further manipulations, Tropics Software Technologies has drastically reduced the need for reports which are used for processing purposes in most other systems. However, Tropics provides a number of financial, management, and exception reports which can be printed or viewed online.

Using Crystal Reports and Tropics integration tools, Tropics affords users access to any data element stored in the system to create additional reports and to integrate them back into the Tropics menu.

A user familiar with the data structure can also use any SQL ad-hoc query tool or business intelligence tool to extract data from Tropics database and to slice and dice any way he/she needs to generate reports, charts, and graphs.

Policy and Unit Statistical Reporting (WCPOLS, WCSTAT)

Tropics makes bureau reporting effortless with its auto-formulation of WCPOLS (Policy Data Report) and WCSTAT (Unit Statistical Report). Using the required WCIO format, Tropics validates the data and creates the required file including transmittal, name, exposure, state premium, endorsement identification, cancellation record types, loss, and unit total record types. The system maintains a history of file generation for future viewing or to process any needed changes.

Loss Sensitive Plans

Tropics provides the vehicle to manage loss sensitive plans such as small & large deductible, paid loss retro, and incurred loss retro. The system captures and stores all pertinent claims information necessary to effectively administer these types of plans. Calculations of paid losses are based on policy constraints and invoices are distinct for reporting simplicity and calculating commissions. Tropics adaptable functionality allows users to review and exclude policies prior to posting in A/R. The system's intuitive design automates many of the billing activities improving policy administration and workflow.

Imaging Interface

Tropics can image all incoming and outgoing documents using *ImageRight, the leader in imaging software for the insurance industry. Users are able to access and view any document from within the policy system.

* ImageRight, a third party document imaging solutions, is a trademark of Advanced Solutions, Inc. As a Platinum Business Alliance member of ImageRight, Tropics provides a tight integration with ImageRight products.

Email Notification System

The email notification system runs as a service on a server within the network. If installed, certain activities in the policy system such as payment due dates, alerts regarding imminent cancellation, referral to collection, etc. can trigger an automatic email to the policyholder and the agent.

User-defined email alerts can also be created through the Work Management Module. This powerful option provides the facility for the client to create custom logic and customized email format for events dictated through the work management logic.

System Administration (System Configuration and Security)

As part of the framework of the Tropics System, the System Administration module provides the essential tools to configure and set up company parameters to fit the client's needs and workflow. This System allows a wide range of value tables, processing methods and other settings to be defined, enabling the system to be customized to the client's needs. In addition, this allows the client to modify the system as changes in the business occur.

Company (carrier) parameters, rating plans, billing plans, rate tiers, state rules, discounts, credits/debits, forms, templates, workflow logic trees, and all other system configuration values and flags are controlled through this module.

The System Administration module also controls the system security. The security module governs all of the available actions in the Tropics systems. Users may be assigned security individually or as groups.

OTHER FEATURES

Notepad - The system includes a full-feature notepad to allow creation, categorization, organization, and review of notes by types e.g. Insured Notes, Policy Notes, Invoice Notes, Cash Notes, etc.

Context-Sensitive Help - The description of any data item on the screen may be displayed by pressing a function key. Furthermore, if the field carries a code value with multiple descriptions, the system will display all the valid codes and descriptions.

Online User Manual - The user manual can be accessed from any point in the application through a specified function key. The access method will locate and display the appropriate chapter for the screen from which the manual is invoked. The manual is in the standard, and popular, Adobe Acrobat PDF format.

For a full demonstration of Tropics^® Policy System, please fill out this form.