Organizing Healthcare.gov Clients / Files

[drnoitall33]

What has everyone been doing to keep all relevant info about clients? Have you been creating a physical file for each one? I've mainly been keeping track on a giant spreadsheet, with tabs for each month of who I've enrolled. Especially since with a smooth healthcare.gov enrollment, there really shouldn't be any paperwork at all. I just keep a secured spreadsheet with name/address/ssn/phone/plan/DOB so if I need to call the carrier for them I have all necessary info (also so I can contact everyone in roughly a month to review 2015 plan changes).


However, with AOR's, etc. it's starting to get to be a lot of info to keep all in one spreadsheet. Additionally, for certain off-exchange apps I have a few paper applications on hand as well.

For my life insurance etc. clients I keep full files (as required by law and my B/D) but for health, I thought it overkill to create an entire file for someone I just helped with healthcare.gov. Curious how everyone else is managing it.

 

[KennyWest]

How about if you had an enrollment solution in which you could upload those files, which then sends them an email to let them know you will be reaching out to them by phone (or could call weeks prior to OE starting and do plan selection and subsidy calculation) and then on 11/15/2014 call and bada-boom-bada-bing verify the info (income etc) they gave you and finish the enrollments?



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[Ann H]

Me thinks Kenny ACA has just that kind of solution!

Drnoitall33, I love your username - Doctor Know It All! Very clever.

You will probably be revisiting the plan selection and subsidy determination with every client every year, so you might want to create a file for each client. Or at least create a folder on your computer system and put information into it. Or use a simple CRM. You can use a full-featured CRM if you have high intensity sales goals, if you are an organizational nut, or if you just love overkill. Or use a solution like Kenny@ACA just hinted at. Frankly, the best solution is the one that you will use continuously and keep updated. Spreadsheets work just fine, so long as they don't get so big and unwieldy that you get lost. But spreadsheets are not that great for case management where you want details about each case. They are better for more global management where you see a list of cases.

 

[Duaine]

So far for all of my clients I've created the old manila file folder with lots on notes on and in it on each client.

Also have all of their Determination letters saved on my P.C.

When we were working on their plans on HC.gov I printed out their plan coverage's also.

Since Uncle Sugar changed everyone's email passwords it's going to be harder to help some of them this Open Enrollment.

As I couldn't do a spreadsheet to save my life I would like an electronic solution but I know that 25 years of practice will always cause me to use a paper solution also.