Insurance agency virtual assistant for case management, renewals and COIs
Renewals and case work. Off your desk.
Neon Link gives insurance agencies, BGAs and IMOs one dedicated, full-time account coordinator who tracks every application through underwriting, chases outstanding requirements, prepares renewals and issues standard certificates of insurance. They work remotely from the Philippines on your US business hours, inside your agency management system and carrier portals, and they never quote, bind or advise on coverage. It costs $2,295 a month, month to month, with no setup fee.
Rates come from our live rate card. Page updated .
See 3 candidate profiles for your role
Tell us the role. Within 48 hours our team emails you 3 anonymized profiles from people who applied for this kind of work with us: their experience, their region and the software they use.
What your Linker handles
- Run new business case management: log each application, track it from submission through underwriting, and keep its status current in your system
- Chase outstanding requirements with clients, producers and carriers, such as missing signatures, forms, exam scheduling and records requests, until each case is placed or closed
- Process policy service paperwork in your carrier portals: address, payment and beneficiary changes, endorsement requests and status checks, as your licensed staff directs
- Prepare renewals ahead of the date: pull the list from your agency management system, assemble the packet, and follow up with clients on signatures, documents and payments
- Issue standard certificates of insurance from your agency management system, log every request, and route anything non-standard, such as additional insured wording, to a licensed account manager
- Keep client records, policy details, notes and attachments current so anyone in the agency can pick up a file
- Answer routine client emails and calls about documents, payments and case status, and hand every coverage question to a licensed agent with a clear note
- Send you a short weekly summary of open cases, outstanding requirements and renewals coming due
- Write and keep checklists for each carrier's requirements and your service steps, so the work can be handed off or improved
We screen for the agency management system you run, such as Applied Epic, AMS360, EZLynx or HawkSoft, and for the carrier portals you work in. If a finalist has not used yours, you'll know before they start.
How the work is measured
What your Linker is measured on. The targets are set with you in the first week, from your volumes and your hours, and written into your statement of work.
- Time since the last documented follow-up on what is outstanding, on every open case
- Turnaround on standard certificate requests
- How far ahead of the renewal date renewal work starts, with the packet in the account manager's hands as soon as the carrier releases terms
What a team costs
| Team | Month to month | 6-month plan |
|---|---|---|
| 1 Linker | $2,295 | $2,195 |
| 2 Linkers | $4,590 | $4,390 |
| 3 Linkers | $6,885 | $6,585 |
| 4 Linkers | $9,180 | $8,780 |
| 5 Linkers | $11,475 | $10,975 |
| 6 Linkers | $13,770 | $13,170 |
Per month. 40 hours a week per Linker. No setup fee. Prices from our live rate card.
How we vet your Linker
Our recruiting team in the Philippines runs a strict screening and review of every applicant, using a process built by our founder, Dan Betthauser, from twenty years running outsourced operations across the Philippines, Costa Rica and the United States. Every Linker goes through:
- A screen of the application against your role: the work, the software and the experience you need
- A recorded spoken English sample, reviewed by our team
- A practical skills test for your work, scored in our own system
- A live video interview with our recruiting team
- An ID check and a background check: NBI clearance in the Philippines, police clearance in India and Pakistan
- A workspace check before day one: a quiet, private room, wired internet, a backup connection and a plan for power outages
- A signed confidentiality agreement before they see any of your data
- Your own interview with the finalist: nobody starts until you say yes
How it starts
- Step 1Tell us the work: a 15 or 30 minute call with our team, or the sixty second scope on the homepage.
- Step 2Get a written quote at the published rate, held for 30 days.
- Step 3We recruit and screen for your work and your software, and you interview the finalist before they start.
- Step 4Your Linker works your queue on your hours. A Neon Link manager runs the account and answers when you need them.
- Step 5If the fit is wrong in the first 60 days, we swap them at no cost.
A good fit, and not a fit
- P&C agencies where account managers spend their afternoons on certificates, renewals and service paperwork instead of clients
- BGAs and IMOs with a case management backlog that grows every time a carrier adds a requirement
- Owners who want one person who learns your carriers and your book, not a rotating pool
- Quoting, binding, selling or advising on coverage. Anything that needs an insurance license stays with your licensed staff
- Outbound sales or lead calling. Your coordinator works your existing cases and clients
- A 24/7 answering line or claims hotline. Your coordinator is one person on your hours
Open roles behind this page
We recruit for this work now. These are the live postings we hire your Linker from:
See 3 candidate profiles for your role
Tell us the role. Within 48 hours our team emails you 3 anonymized profiles from people who applied for this kind of work with us: their experience, their region and the software they use.
Questions owners ask
How much does it cost to outsource insurance agency back office work?
$2,295 a month for one dedicated, full-time person (40 hours a week), month to month, or $2,195 a month on the 6-month plan. There is no setup fee, and pay, equipment and management are inside that one number. For comparison, a US insurance claims clerk costs about $5,780 a month fully loaded, using the BLS median wage plus employer costs.
Does the person need an insurance license?
The role is built so it does not need one: your coordinator does not quote, bind, sell or advise on coverage, and that work stays with your licensed staff. They handle the paperwork, tracking and system upkeep around each case and policy, and send every coverage question to a licensed agent with a note. If your state or a carrier draws the line tighter, they work to your line.
Can they issue certificates of insurance?
Yes, standard certificates from your agency management system, sent on the turnaround you set, with every one logged. Anything non-standard, such as additional insured wording, goes to your licensed account manager first.
Can a virtual assistant work in Applied Epic, AMS360, EZLynx or HawkSoft?
Yes. Your coordinator works inside your agency management system and carrier portals with the access you grant. We screen for the system you run, and if a finalist has not used yours, you'll know before they start.
How is this different from hiring a virtual assistant?
You get one dedicated person who handles your work on your hours, inside your software, and a Neon Link manager runs the account: pay, equipment, replacement if it comes to that, and a phone that gets answered. You never run offshore payroll or manage a freelancer alone. It is not a shared pool, a ticket queue or a 24/7 answering line.
How fast can someone start?
We start recruiting when you say go. You interview the finalist before anyone starts, and the start date is set with you once you pick the person. We would rather take the time to find the right fit than hand you whoever is free.
What if the person is not the right fit?
If the fit is wrong in the first 60 days, we swap them at no cost. After that, if they leave, we recruit the replacement at no charge and manage the handover. Training on your process runs at the normal monthly rate.
Do we have to sign a long contract?
No. Month to month is available on every plan. The 6-month plan trades a longer commitment for a lower monthly rate. A written quote at the published rate is held for 30 days.
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1 US insurance claims clerk, fully loaded: ~$5,780/mo How we calculate this
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