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Nevada is a state in the Western region of the United States. It is bordered by Oregon to the northwest, Idaho to the northeast, California to the west, Arizona to the southeast, and Utah to the east. Nevada is the 7th-most extensive, the 19th-least populous, and the 9th-least densely populated of the U.S. states.
The State of Nevada partnered with JDi Data, a leading provider of Insurance Tracking solutions, to implement the COI tracking solution CTrax.
Nevada found JDi when actively searching for a solution regarding their COI tracking process. When JDi Data 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 a bandwidth resulted in the tracking process to falling to the wayside, opening the department up to the risk of audit and non-compliance.
The State of Nevada’s current 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,
So I had to call each organization manually to tell them we no longer required a certificate. It was an exhausting process.
said Scaffidi
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 their 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 CTax, 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.
