NextAgency simplifies the management and automatic sending of consent forms, ensuring compliance with federal regulations for Consent to Contact and Scope of Appointment/Permission to Contact forms. Follow these steps to set up and manage your consent forms efficiently.

Getting Started

1. Update Agency Profile

• Navigate to your agency’s profile. Click your portrait in the upper right-hand corner and go to Settings > Agency Settings > Profile.
• Complete the following fields which are used to populate your consent forms:
  • Agency Owner
  • Agency Phone Number
  • Agency Email Address
  • Agency National Producer Number (NPN)

• Ensure that all Broker of Record information is accurate. Each Broker of Record should:
  • Click on their portrait and select View Profile
  • Under the State Licenses tab, ensure the NPN field is filled. If necessary, click Add NPN to enter or update this information.
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2. Setting Up Consent Form Workflows

• Go to Settings > Automations > Workflows.
• NextAgency provides sample workflow templates. Customize these or create your own.
  • Customize: Click Edit from the Actions menu.
  • Create: Click Add Workflow to create a new one.

• Creating a Workflow:
  • Enter a name and description for your workflow, then click Continue.
    
    
    
    
  • Select Case-Specific from the 'Workflow Type' drop down menu.
  • In the 'Trigger When' field choose Consent Form Required.
  • In the 'Form Type' field select 'Consent to Contact' or 'Scope of Appointment/Permission to Contact.'
  • Then use the filters to select the cases to receive these forms. Click 'Continue' to proceed.
  • Click Continue to save your new workflow

In the Actions Step:

• • Click Add Consent Form Email.
    • This will send the form as an editable PDF for your prospect or client to complete. Once they sign the PDF they can return it to you as an attachment.
  • Complete the relevant email fields, including the subject and sender email.
  • Specify the recipient and set the trigger date for when the email should be sent. Setting the due date value to zero sends the email immediately upon changing the Consent Form field to required in the Case record.
  • Customize the body of your email using existing email templates or create a new one with our receiver fields.
  • Click 'Save as Draft' to save your workflow, but not activate it. Click on 'Save and Activate' to implement your workflow.

Please refer to this article for detailed instructions on using consent form workflows.

If you need any assistance, please get in touch with our support team.

NextAgency can help you quickly obtain the consent forms required by federal regulation. This article explains how to use your consent form workflows to send forms and track them.

The Required Form field on a case decides when a consent form workflow sends a form. If you haven't set up a workflow yet, see Set-Up Consent Form Workflows. Prefer to watch? See the Sending Consent Forms with Workflows video.

Setting the Required Form Field on a Specific Case

1. Open a case. Click the Edit icon in the Details section of the Summary tab.

2. In the Required Form field, choose the form the client needs, for example Required (Consent to Contact) or Required (Scope of Appointment / PTC).

   

3. A Send Form field appears. Choose E-Sign Form to email a link your client signs online, or Consent Form to email a fillable PDF. Only the options your active workflows use are listed.

   

4. Click Save & Continue.

When the workflow runs, the form is emailed to your prospect or client, and the Required Form field changes to Sent.

Setting the Required Form Field on Multiple Cases

On the Cases/Policies page, select the checkbox next to each case you want to update. Click Bulk Actions and choose Set Required Form Status. Choose the status and the Send Form option, then click Proceed. The Required Form field applies to individual cases only, so group cases are skipped.

Tracking Forms on the Compliance Tab

Each form sent by e-signature is listed on the case's Compliance tab, with its status, form name, agent, sent date, completed date, and the number of days it took to complete.

• A form starts as Open. When your client signs it, the status changes to Completed, and the signed form is saved to the case's Files tab.
• To see when the form was sent, opened, and signed, and who signed it, click Actions, then View.
• For a form you collect another way, such as a signed PDF returned by email, click New to add a record yourself.

IMPORTANT NOTICE: Forms sent as fillable PDFs can be completed on your prospect's or client's computer, but they must print, sign, and return the PDF to you. Sending PDF forms is free.

For more information or assistance, please contact our support team.

The ACA Attestation form lets your client confirm, in writing, that you reviewed their Health Insurance Marketplace eligibility application with them and that the information on it is accurate. NextAgency emails the form for your client to sign online, then files the signed copy on their case.

Prefer to watch? See the Getting ACA Attestations Signed video.

What Your Client Confirms

The form is titled Consumer Attestation for Marketplace Eligibility and Enrollment. It names you as the agent, with your National Producer Number and your agency, and your client confirms that:

• You reviewed the eligibility application information with them before it was submitted to the Marketplace.
• The information on the application, including household size, income, and the people applying for coverage, is accurate and complete to the best of their knowledge.
• They must report any change to that information to the Marketplace within 30 days.
• Knowingly providing false information may result in the loss of coverage or financial assistance, and may carry penalties under federal law.

Before You Start

• Your NPN: the form shows the National Producer Number of the case's broker of record. Click your name in the top right corner, choose View Profile, and check the State Licenses/NPN tab. If it's missing, click Add NPN.
• Your client's email: the form is sent to the case's primary contact, so make sure their email address is on the case.

Step 1: Set Up the Workflow

1. Go to Settings > Automations > Workflows, and click Add Workflow.
2. Enter a name, such as "Obtaining ACA Attestation Forms", and click Continue.

3. For Workflow Type, choose Case Specific. In the Trigger When field, choose Form Required, so the workflow runs whenever a case's Required Form field is set to Required. For Form Type, choose ACA - Attestation.

   

4. Optionally, use the Filters below to choose which cases get the form. Open General to filter by sales status, stage, broker, or exchange. For example, choose Prospect under Sales Status to send this workflow only to prospects. Use Exclude to leave cases out instead. Then click Continue.
5. Click Add Action, and choose Add E-Signature Form Email.
6. Enter a subject, and choose who the email comes from in From and who it goes to in To, for example the Broker Of Record and the Primary Contact. Under Trigger Date, a Due Date Value of 0 sends the email as soon as a case needs the form, or you can wait a few hours or days. The email body is already written for you, with the link to the form. Edit it if you like. To personalize it, click where you want a detail to go, then use Insert Field: choose an object, such as Case or Contact, and then a field. It's added as a placeholder in curly brackets, like {{Individual First Name}}, and fills in with each client's details when the email goes out.
7. Click Save, and then Save and Activate.

Step 2: Send the Form From a Case

1. Open the client's case, and click the Edit icon in the Details section.
2. In the Required Form field, choose Required (ACA - Attestation).

3. For Send Form, choose E-Sign Form, and click Save & Continue.

   

The form is emailed to your client right away, and the Required Form field changes to Sent (ACA - Attestation). To send the form to several clients at once, select their cases on the Cases/Policies page, click Bulk Actions, and choose Set Required Form Status.

What Your Client Sees

Your client opens the link in the email, reviews the statements and their contact details, and clicks Sign. They type their name, agree to sign electronically, click Accept, and then click Finish. The link stays active for two weeks after it's first opened.

Tracking the Signed Form

Open the case's Compliance tab. The ACA Attestation is listed as Open when it's sent and changes to Completed when your client signs, with the sent and completed dates.

To see when the form was sent, opened, and signed, and who signed it, click Actions, then View.

The signed form, ACA Attestation.pdf, is saved to the case's Files tab. You can also open it from the View signed document link in the details.

For more information or assistance, please contact our support team.

Getting ACA and Medicare consent forms is faster and easier using NextAgency's e-signature tool. You set-up a consent form workflow. Your prospect receives a personalized email, digitally signs the form, and it's securely returned to you and stored in the File tab of the prospect's case record. The process is fast and hassle-free.

This article provides a step-by-step guide on configuring the workflow.
 

To start, go to Settings (top right or in the blue navigation pane) > Automations > Workflows, then click Add Workflow.
 

Details tab: Enter a workflow name and an optional description. Only you and your team see this.



Trigger tab: Select the following:
 -Workflow type: Case Specific. 
 -Trigger When: Consent Form Required. 
 -Form Type: Either ACA - Consent to Contact or Medicare - Scope of Appointment/Permission to Contact.



Actions Tab: Click on 'Add Action' and select 'Add E-Signature Form Email'.



For your convenience, the email body is pre-filled, including the e-signature link. Of course, you can edit this email. Click 'Save' to continue




Finally, click 'Save and Activate' to enable the workflow.

To trigger the workflow, navigate to the case record summary page and select the Edit icon.





Click the 'Consent Form' and choose either option from the dropdown-

i. ACA- Consent to Contact- Required (Consent to Contact) or
ii. Medicare- Scope of Appointment/Permission to Contact- Required (Scope of Appointment/PTC).


Then, in the 'Send Form' dropdown field, select 'E-Sign Form.'

The email will be sent to the address listed in the Contacts tab. Please ensure that a valid email address is entered in the user’s profile. You can also view a copy of the signed documents on the 'Files' tab of the case record.

Please note: The following information will be pre-filled from your agency’s portal. Once the user signs, the Date and Signature fields will be visible and automatically saved under the Files tab in the case record, where they can also be downloaded.




If you have any questions or need assistance, please contact our support team.

 

NextAgency helps you comply with Section 202 of the Consolidated Appropriations Act, 2021 (“CAA”). This regulation places obligations on both you and your clients. We strongly recommend you seek guidance from experts to ensure compliance with these requirements. The National Association of Benefits & Insurance Professionals (NABIP) provides valuable information free of charge to its members and can be a helpful resource.

Section 202 requires you to disclose the compensation you expect to receive on a policy under certain circumstances. Regulations spell out the form and content of a Compensation Disclosure Form. NextAgency helps you create this form. However, we can only populate the form with the information you provide. This means it's important that you complete specific fields when entering Benefits information, as NextAgency uses these fields to generate your Compensation Disclosure Forms.

• Compensation Formula Field: Since a group's premiums may fluctuate from month-to-month, it is challenging to predict the precise commission you expect to earn on their policy. To address this challenge, regulators permit you to report the commission schedule used to calculate your compensation (e.g., 5% or $10 per employee per month). Enter this schedule in this field.

NextAgency can calculate the commission you expect to earn on a policy and use the result to determine if this policy should be included in your Compensation Disclosure Form. To use this calculation, you will need to enter the:

• Expected Commission Field: Enter the commission you expect to earn each time your client pays their premium in this field.
  
  
• Payment Frequency Field: Enter how often your client pays the premium in this field.
  
  
• Expected Annual Commission Field: After saving the data you have entered in the Benefits page, NextAgency will calculate this field by multiplying the Expected Commission Field with the Payment Frequency Field. If this amount is $1,000 or more this policy will be included in your Compensation Disclosure Form for this client. If the amount is less than $1,000 it will be excluded from the report unless the Disclosure Required Field is set to Yes.
  
  
• Disclosure Required Field: You may instruct NextAgency to ignore the Compensation Disclosure Form in determining whether a policy is included or excluded in the form with this field. When set to Yes, the policy will be included even if the Expected Annual Commission Field is less than $1,000. Setting this field to No excludes the policy from the form even if the Expected Annual Commission Field is $1,000 or more. If left blank, the Expected Annual Commission Field determines whether the policy is included in the form.
  
  

Generating Compensation Disclosure Forms

NextAgency will create a Compensation Disclosure Form for each of your clients based on what you have entered in the above fields.

i. Access the Reports section by clicking on "Reports" in the blue navigation pane.

ii. Under the Agency section, select "Comp Disclosure Form (Group)" and click on "Create."




iii. If desired, you can apply filters by clicking on the "Filters" button. For example, you can filter by "Broker Of Record" or generate a disclosure form for a particular client.

iv. By default, the "Disclosure Required" and "Annual Commission" fields are pre-set under the Benefits filter tile. You can modify these values if necessary.

v. Once you have set the desired filters, click on "Run" to generate a zip file containing Word documents for each of your clients that fit the disclosure requirement criteria and include all relevant Benefits information.

NextAgency generates Compensation Disclosure Forms in Word to make it easy to review and edit the form. For example, NextAgency cannot populate information concerning "other compensation" because this data is not tracked in NextAgency. You may also add your agency's logo or other graphic elements as you see fit. You should print the form as a PDF before sending it to your client.

If you have any questions or require assistance, please contact the NextAgency support team.