How the State of Nevada used JDi’s CTrax to Design and Implement a COI Tracking Process
The State of Nevada partnered with JDi Data, a leading provider of Insurance Tracking solutions, to implement the certificate of insurance (COI) tracking solution CTrax. Nevada found JDi when actively searching for a solution regarding their COI tracking process. When we connected with Nevada, they quickly discovered there was a crucial need for a centralized infrastructure and process.
“Really the main problem was we were not pro-actively tracking our COI’s,” said Amy Scafﬁdi, Management Analyst for the State of Nevada. “With 900 to 1,000 state-wide contracts, we needed to be closely tracking the insurance for every single one. But- no one was doing it.”
Recent turn-over and a lack of bandwidth resulted in the tracking process falling to the wayside, opening the department up to the risk of audit and non-compliance.
The State of Nevada’s previous process required employees to manually scan every certiﬁcate of insurance, and sometimes resulted in inaccurate and/or missing COIs. Physical documents were kept ﬁled in a forgotten bin and went through a manual weekly sorting process to ﬁlter out expired certiﬁcates. The department regularly received COI’s from completed contracts, ever adding to the pile of inaccurate or lost documents. It was an unorganized and time-consuming process for the Department of Administration and Purchasing.
“We were still getting certiﬁcates from contracts that expired ten years ago,” said Scafﬁdi, “So I had to call each organization manually to tell them we no longer required a certiﬁcate. It was an exhausting process.”
Michael Del Fierro, National Accounts Executive, recognized an opportunity to introduce CTrax as the ideal solution for the State of Nevada’s main pain points. He started a relationship with Nevada after they reached out via JDi’s website. “CTrax was clearly the right tool to help the Department of Administration eliminate their manual processes, physical paper, and risk of non-compliance. The real game-changer for Nevada, however, was deﬁnitely our automation.”
Using CTrax, the State of Nevada reduced their manual labor hours from 10 hours per month to no time at all. The reduction in required labor saved them the cost of an entire salaried employee.
“We thought we were going to have to hire someone to run the COI tracking process, but with CTrax, we can easily track every COI we receive with our current bandwidth,” said Scafﬁdi.
Once JDi and Nevada implemented CTrax, the development team worked with Scafﬁdi to get the entire system set up and ready to go – minimizing her workload as much as possible.
“The best part about working with the JDi team was how much of our implementation they handled,” said Scafﬁdi, “I just sent in the spreadsheets and they took care of everything else! They checked each certiﬁcate for requirements or expirations, sent out notiﬁcations to providers, and took all the man hours off my plate.”
Using CTrax, the State of Nevada gained complete control over its compliance risk. Every COI is now ﬁled in a centralized SAAS solution, giving all employees access from anywhere. After partnering with the implementation team to audit and upload every COI into CTrax, the State of Nevada can now track each certiﬁcate by project, instead of by the insured and leverage CTrax’s automation to send email reminders for upcoming renewals.
The State of Nevada continues to partner closely with JDi, providing valuable feedback on the product to help continue developing the solution.
“It is the best customer service I have ever experienced,” said Scafﬁdi, “Not only are they incredibly fast to respond, they also care about educating us on the actual process of COI tracking. They listen and they help us learn.”
Since the ﬁrst product launch in 1996, JDi Data has developed innovative solutions for professionals within the insurance, risk, and legal communities. Today, we continue to disrupt the marketplace with conﬁgurable and cost-saving products that address the most challenging technological needs of our clients. Based out of Fort Lauderdale, Florida, our team of specialists are dedicated to providing clients with the most innovative solutions and customer-centric support in the market.
To learn more about CTrax or to schedule a demo – reach out using the Contact Us form below.