Solution Showcase | Refined Vendor Management & Certificates of Insurance (COI) Handling

Okay. We’re gonna go ahead and get started. So hello, everybody. Thank you for joining us for our second REMS training day. My name is Trish Kelly, and we are so glad you’ve joined us today. For our first solution showcase for today’s training, we’re gonna demonstrate Origami’s certificate of insurance management solution, which supports clients with proper obtaining, inspecting, and updating of vendor information, identifying deficiencies, and streamlining communications to make this process less complex and time consuming. Before we get started, a couple of quick housekeeping items. All participants are in listen only mode. If you have any questions, please feel free to use the q and a button at the bottom of your screen, and we’ll take as many questions as we can after the demo. Be on a lookout for the recording of the solution showcase via email in the next seventy two hours. We also invite you to register for the second part of our training day, which will kick off shortly after this demo at one thirty Eastern Standard Time. We will be covering our values collection and our values and exposures collection solution, and you can register for that one if you haven’t already with the QR code right here. Today, I’m joined by Rosie O’Neil, one of our senior sales executives at Origami, and now I will pass it over to Rosie for the demo. So our next solution well, showcase is going to focus on certificates of insurance. And inside Origami, we can actually help you with, basically, two kinds of certificates of insurance. One, we can help you with basically requests that you receive to provide proof of coverage for your company, but that’ll be covered in a different session. But we can also help, and that’s what we’re focusing on today, with certificates that you receive from vendors and other third parties. So right now, what we’re looking at is that certificate management tool inside of Origami. We call it the insureds, because it’s who is actually the person who has the insurance that the certificate is tied to. You’ll see here that it lists out a bunch of vendors or other third parties. And then next to it, there’s a little icon, and we’ve got address information, city, state, and when the certificate expires. And every certificate that’s expired is basically highlighted in red to kind of draw your attention to it. The little icons, every single cert that has the, red circle with the line through it means that the cert or part of the cert is expired. The little I means that it has, some type of, it had a deficiency, but you waived it. And then, the little triangle with the exclamation point means that that cert has some type of deficiency. So I’ll explain the deficiencies in just a second. I’m gonna go into one of the vendors. So we’ll say, we are getting a cert from ABC contracting when we need to. This is literally the information that comes that is stored inside of origami related to that certificate. So at the top, we actually have the information about the vendor or the third party. So who are they? What’s their address, their tax ID, their account number? And then this part is really critical because we use it for the communication back about the certificate. What’s their name? What’s their email address? What’s their phone number? You’ll see here the standard contractor link. That is gonna be the risk profile thing. So I’m gonna go ahead and open that up and show that to you. So in Origami, you have the ability to create what we call a risk profile. And in that risk profile, you’re specifying what your requirements are. So the way I like to think about it is if I had somebody come into my building or my office space and clean it, they would need a certain level of coverage. But if I have somebody go up on my roof and repair it, they probably need more coverage. So you can actually create different risk profiles with different requirements. And so you can have as many of those as you want. Some people find it’s easier to have just a handful of them and then, you know, sort of more broadly group it. That’s totally up to you how you do it. Like everything in origami, it’s incredibly configurable. So here, I can actually see by line of coverage what I’m requiring. So what’s my bodily injury per person? What’s my property damage per accident? Do we require waiver of subrogation? What do we want their AM Best rating to be for each of their carriers? An all states endorsement for workers’ compensation so you can see. And then if I go down, I actually see which vendors are underneath this particular risk profile. So it’s also helpful because if you’re trying to figure out, like, you know, maybe one of your risk profiles is plumbers, you can go to this and see who all of your plumbers are that you have search from. I’m going to go back to the insureds. And so here we are on this particular one. So the most common question that gets asked about certificates of insurance is how do we get the certificate data loaded into the system? And like everything in Origami, we give you options. So one of the very first options is I can literally go up and I can manually add a certificate into the system. I can literally say, hey. I’m gonna update this certificate, and I’m gonna change the information, and I can save it. That’s one option. There is also a feature inside Origami that’s called grant access, where you can actually send somebody an email, and it temporarily grants them access to the system for them to update the information for you. Now I know what you’re probably thinking. Like, we get a lot of certificates via the mail, or they get emailed us from their insurance carrier or their broker. Like, I don’t know that we can get our vendors to do this. We find that actually a lot of people actually prefer this method because it makes it a little bit easier, and that contact could actually be their insurance carrier so that you get the information right from them. But I’m gonna go up here to the templates, which you have the ability in Origami to create. So I can say, hey. I want to request a certificate. And then this, again, is configurable, you can actually specify, like, what some of your requirements are. And they would receive this email, and they’d click that to enter. And then they’d enter in their details, and they’d actually be able to upload their certificate right directly into Origami. So that is another method that’s available. We also have something called a portal. And so if I go over here to administration, we can have a link where, the vendors can actually submit all of their details through a portal or a link that you provide on your Internet or Internet. It does not require a user ID or a password, and it literally allows them to basically say what they you know, submit the information directly into the system. The last option is we have something called OCR, which is optical character recognition. And what that does is it’ll actually read a clean PDF file. Now to clarify, that’s a PDF that’s actually being generated, like, from a system, which is how most certs are actually generated. But if you were to get a paper copy or I hear still hear people get faxes of a certificate of insurance, you would and you basically sent it to your scanner, and you were like, turn this into a PDF. Unless you had software that really did that and specified the fields, that type of certificate wouldn’t read by the system. So, this is, again, a vendor that we’ve already gotten information, and you’ll see a cert can be assigned to a project or a location. You can specify the contracts associated with it. But when I go down here, I’m getting the actual details of the cert. So when, what’s the effective date and the expiration dates by line of coverage. And then down here is our from the risk profile, here’s our requirements and what’s actually on the cert and is it compliant. So does it meet your requirement or does it not? And then here is where you’d see all of their historical certificates. And down here, if there were any deficiencies, you can waive them. So the way I think of this is if you your company’s been doing business with a particular vendor for twenty five years and their GL limit’s too low, you’re not gonna stop doing business with them. So you have the ability to waive that deficiency, and then that keeps them off of the list where they get a deficiency email over and over again, and, you know, it it keeps it manageable. And that is one thing that is awesome about the certificate of insurance feature in Origami. We do have the ability to send group emails, so you can actually send out reminders like your cert’s gonna expire in ninety days or sixty days or thirty days. The deficiency email that I talked about, it will literally say, here you have some deficiencies. Here’s where you’re deficient, and here’s what we require. And so it actually basically automates a lot of that communication and follow-up that normally you’re having to do yourself. So the last thing I’m gonna do is just show you a little bit about OCR ing inside of the system. And what I’m gonna do, and I’m doing this apologize. As we go, I’m gonna actually just delete the certificate because it’s easier to see this, when there’s no certificate current certificate attached. So now it brings this up, and you’ll see right here. If you have a certificate of insurance that’s a clean PDF, you can click here. And so if I click there, I can then basically upload, a clean PDF of a cert. Select it, and then I’m gonna upload that file. And as it does the upload, it is literally reading that certificate of insurance and basically updating fields from that cert into Origami, which then gets compared to the risk profile. And sometimes this takes a little while, so it’s running the form for recognition right now as we speak. And so now it has basically read the details off of that Accord twenty five PDF form and put them inside of Origami. So it’s pulled out the insurers, the policy numbers, the effective date. And then as I go down, I’ve got the details off of the cert for the different limits. You do always have the ability to basically modify it. So if it did read that wrong and it was not, you know, five million but five hundred thousand, you could update it. And then you can save the certificate, and then that certificate is added into Origami. That OCR functionality is also available through that portal that I discussed, and, I believe it also works through the grant access feature. So, again, once that certificate is inside of the system, I’m now gonna have full visibility into which certs are expired, not expiring, and we can have different views. So I can see certs set to expire in the next ninety days. I can see any vendors where the payment is on hold because we don’t have a valid cert. And that is something that we can integrate with another application so that we can push out if a vendor isn’t compliant that maybe you don’t wanna use them for business right now, or we don’t wanna pay them until we get a valid certificate. And that’s a high level overview of certificates in Origami. Alright. Thanks, Rosie. So we are now going to move into the q and a portion. If you do have any questions, please drop those in the q and a box at the bottom of your screen. We will get to as many as we can. We’ve got several in here already. So, Rosie, first question. Can you submit multiple COIs for OCR scanning at once, or do you have to submit each each of those certificates individually? So a lot of times they’re submitted individually just because of the fact that then it gets tied to a particular vendor record. But I’ll check on that to see if there’s a way to do that through, we also have a document management tool. So, I’ll check on that and see if that’s an option to use that to get the certificates and then move them over to the CERT piece. But I think for the most part, that’s done individually. Perfect. Alright. Next question. Will the system be able to read all types of accords or just the one twenty five? So for example, will it read a property certificate? Yeah. So we can basically so what OCR does is actually we write a mapping inside of Origami so that the data that’s stored on the cert, like the Accord twenty five, then know Origami knows exactly where that’s gonna go in Origami to what field. So we can basically write mappings for any, type of certificate. As long as it’s got a standard format, we can then, basically do that including a property one. Great. Alright. Next question. Can a workflow for approvals be configured when a certificate is loaded, or information is updated? Yeah. So you can build workflows inside of Origami really for anything. So, if there’s certain people that need to like, if you have a certificate review process and, like, three people need to look at it, we can build out a workflow that, essentially does that for you. There may be some fields like this person’s approved it, this person’s approved it, but then we can build out a workflow that does that process for you. Great. Alright. Can you talk about where emails are stored? So, for example, are they stored on the record, or would it show up in the sender’s Microsoft Office Outlook as a sent item, like, outside of the Origami system? Yep. So you can email into and out of Origami. So any email that’s generated for from Origami is automatically stored on the record. If it’s an email that comes to you from Outlook, you can actually forward it to the record in Origami. And in the subject, you’re gonna put an identifying, it’s like a number. So in in this particular case, it would probably be like an insured ID that then links it to the right, particular record inside of Origami. And then anything that you create an email out of Origami, if you hit, send a copy to your inbox, it’ll show up in your inbox too. So a lot of people, especially when you first move to, the system, I recommend you basically check that box so that you have it in your inbox and you have it in Origami. Great. Alright. Is it possible to integrate the system, Origami, with an ERP like a NetSuite or Workday? Yes. We integrate with systems all the time. And for certificates, it’s one where we sometimes do a bidirectional, feed as well so that, basically, if let’s just say, for example, you have a certain vendor that you do business with and their cert is noncompliant or they don’t send it and it’s expired, some people will actually send back to either their ERP or a different system like a hold. Like, don’t use this vendor until we actually get the certificate. Awesome. Is the OCR functionality limited to Accord forms, or can it be configured to other form types, that are various templates that are used by a couple of carriers that this person asked. Yeah. Two dozen carriers. I re I’ve seen it. It does not have to be in a cord form, but it does need to follow a standard layout. What you’ll wanna watch is, like, if, let’s say, you had thirty six different varieties, it could be that you only use one of those varieties for, like, five certs. Then you have to decide, is it worth it for us to do this mapping? But we can again, as long as it’s a standard format, we can then map that data inside of Boragami. Great. Sorry. I’m gonna try to get to oh, sorry. Go ahead. No. And then the next question has to do with the cost associated with it. And, basically, I think we can shoot you an email about that, but it varies a little bit. So we we it would just need more discussion for that one. We’ll follow-up with you on that one directly. So last question here that we’ve got time for. So what if I only want to track when COIs expire? Can you limit it to just that kind of functionality? So that has become a thing, where a lot of our clients have asked us for this, especially recently, where it’s like, we don’t really need all of this level of detail of, like, comparing their coverage to their coverage limits that we want. What we really just wanna do is have enough of a handle on whose are expired and whose aren’t. So we can actually even create a separate area where you can track certificates that you receive, where you’re just like, I wanna know whose are expired and and not expired, and we’ll send them an email that basically lets them know that it’s expiring. But we don’t want we don’t want all of the other details. We can work with you on that as well. Great. Alright. So I think that’s all the time that we have for questions. If we did not get to your question live, plea we’ll follow-up with you directly. Please just make sure that your name is included, and it’s not submitted as anonymous. If you would like to learn more about Origami or the certificate of insurance tracking solution that we went over today, you can, go to origami risk dot com to explore or request a demo, or feel free to shoot us an email at info at origami risk dot com. If you registered for the next part of our training day, which is gonna be a solution showcase on values collection, we’ll be kicking that off here in a few minutes at one thirty Eastern Standard Time. So with that, thank you so much for joining. Hope to see you on the next solution showcase, and enjoy the rest of your day.