Frequently Asked Questions on Jenesis: The Best Agency Management System
Have you been wondering where to enter the pertinent details of a new Life, Health, Dental, or Group Policy for your clients?
This quick tutorial shows how to enter a new life or health insurance policy in Jenesis Classic.
Beginning from the Client Main Screen, select the Life/Health tab toward the center of the screen.
Click the Add Policy button toward the bottom left of that box. A Policy screen will open, which is where you’ll enter the following information:
Company through which you’re writing the policy
Line & Type of business
Premium and the Term
- Notice the boxes toward the top right of this policy screen. These are available for custom information related to health or life policies that were done mid-term.
To enter Coverage information, select the “Coverages” button. In this new window, you may enter details about the life and health policy including:
Medicare supplemental number
Plan name (use the drop down if necessary)
Effective & Expiration dates
Premium & Payment terms – the program will calculate your monthly payment
If entering a Life Insurance Policy, enter beneficiary details.
With a Health Policy, navigate to the Dependents tab, where the children’s’ and spousal information, plus any comments should be entered.
If you’re working on a Group Policy, select the Group tab at the top. Within this window, select which types of coverage are included in this policy. You may enter the rates, commission, employee, employee spouse, etc.
If adding a dental plan, you may enter whether it includes orthodontics and the coverage values for preventative, basic, and major services.
Have you ever wished you could save screenshots of pertinent details for a customer or policy inside JenesisClassic?
Well, J-Capture is your dream come true!
This video tutorial teaches you how to setup and use J-Capture, which will allow screenshots to be saved within the policy details for your clients.
Prior to using J-Capture:
1) Setup the Company List and J-Links correctly by navigating to Utilities. Select the Company Setup tab at the top and a “Company List” box will pop up.
For each Insurance Company listed, ensure that the website address is correct and complete in the Company Setup box.
2) Ensure all J-Links are working. Verify usernames and passwords are complete, web addresses are correct, and that all have been tested and confirmed working.
To use J-Capture:
From the Client Main Screen, select the policy for which you’d like to use J-Capture. The Policy screen will open. Select the J-Capture button in the center of the page.
The J-Capture screen will pop-up and you’ll be prompted to log in. Your credentials have been copied (in the blue box at the bottom of the window) so that they are easily accessible.
Once logged in, navigate to the screen you want to J-Capture. Click the “Save Page to Images” button at the bottom left of the screen. Select a category that accurately describes the screen captured from the dropdown box, provide an insightful description, and then click the “Save to Images” button. Once finished, select the Close button at the bottom left corner of the window.
To view your J-Captured images:
From the Policy window in Jenesis Classic, click the “Policy Images” button from the blue bar along the bottom of the screen. A J-Capture pop-up will appear in which the images are listed. Double click on the file name to view it.
Have you been wondering what options Jenesis provides for storing details of Life and Health policies?
This tutorial video shows you how and where to store detailed policy information for your customers, group policies, and even employee information pertaining to Dental, Health, and Life Insurance policies.
This affordable insurance agency management system from jenesissoftware.com is your dream come true for managing and storing detailed policy information for Life and Health Insurance.
Jenesis Classic – Life and Health Demo
Begin by signing in with your username, location, and password. You’ll arrive at the Jenesis Main Screen in your user Dashboard.
Select a client profile and select the Life/Health tab in the center of your screen. Notice in the example there are policies listed for Major Medical, Life, and Health. Dental policies may also be listed here. Within each category, the options are similar per policy type.
Double click on Health policy line to open the the health policy details. Notice the Company and Carrier information is located at the top, left of the policy page, Line of Business and premium details are in the center toward the top, and term and policy expiration details are at the top, right.
The date range in the term box is customizable if you don’t have a 6 month or 12 month term.
Click the Coverages button to navigate into further details about the policy. Notice the tabs labeled General, Dependents, and Group on this screen.
The General tab contains general policy information such as the policy and group numbers, the deductible, plan maxes, co-pays, co-insurance, and details about the named insured like age, smoker status, and beneficiary.
If you need to add a plan name beyond the typical Dental, Health, and Life options, you can select the little blue box to the right of the “Plan Name” and add as needed.
Select the Dependents tab at the top to see the names, relationships, and other details about dependents listed on the policy.
Select the Group tab at the top to view Group Health Policy details and employees listed on that plan.
To dig deeper into an employee’s information through the Group Health tab, double click on the Details link listed next to the employee’s name. This is where you may view the employee’s coverage information and any dependents listed on the policy.
Previous policies (generations) can contain useful information for insurance agents.
Flip easily through clients’ current and past insurance policies using Jenesis insurance CRM software. This affordable insurance agency management system from jenesissoftware.com is your dream come true!
This video tutorial shows you how to view prior policies – easily and quickly.
JenesisClassic – Prior Generations & Policy List
Beginning at the Jenesis Main Screen, navigate into a client’s policy. Notice the top right-hand corner of the screen inside a policy displays information about the renewal, including term, expiration date, etc.
In the grey bar at the bottom of your screen, a number and a few arrows are displayed. In this example, it shows 4 of 4. This means we’re currently viewing the 4th of 4 policies. In other words, there have been 3 prior policies.
To view any of those prior policies, click the small grey arrow next to the display that shows 4 of 4 in the grey bar at the bottom of the screen.
The prior policy will be displayed. You’ll see that the bullet is selected /marked prior generation.
Another way to view prior generations is to select the button “Policy List”, which is located in the Client Main Screen below their list of policies. Once you select the policy list button, a grey screen will pop up in which you’ll view the list of current policies. Prior generations can be viewed by selecting the “Show All” button at the bottom of the Policy List screen.
Navigate to any policy by clicking to the left of the list and selecting the “Go To Policy” button at the bottom of the screen. The system will bring you automatically to the current version of the policy, from which you can use the grey arrows at the bottom as previously instructed.
JenesisNow – Endorsements
Endorsements in JenesisNow can be done a couple different ways, depending upon if you’re getting downloads.
If you do get downloads, from the Main screen, you can search in the upper right corner for the client name.
Navigate to the Client & Policy that you need to endorse. Once in the Client Policy View, select the small icon (looks like a tiny computer screen) next to the Company name. This will open up a new window in the company website where you can log in and complete the endorsement.
*Note of Advice* – Always complete the endorsement on the Company side first. This way, if you forget to add it in Jenesis, at least it’s complete on the company side.
Click the plus sign in the Notes box and notate the changes or new effectiveness & coverage details. Select the Save and Suspense button at the bottom of the Notes window.
A New Suspense window will pop-up where you can create a reminder date (for when the download comes in) and select Save at the bottom. The Suspense note will show up in your Task “To-Do” List.
If you do not get downloads, navigate into the Client page and Policy. From the Client Policy View, you’ll manually add the policy and vehicle information using the plus sign on the Vehicle box.
There are many ways an endorsement can be added manually, that is up to your agency guidelines. If you need to pull information from the company website you can log into that separately. If you need to do an Accord Form, select the small icon at the top of the screen that looks like a paper. From the Accord Form window, you’ll search for the “policy change” key words to find the form.
No matter what, make sure you create a note and a suspense task, so that you have a prompt to check if the declarations page came in, that the website updated, etc.
JenesisNow – Adding A Policy
Beginning from the Client View, navigate to the Policies box and click the plus sign. From the pop-up window, select the type of policy you need to add using the drop down menu.
A new, empty policy screen will appear, entitled Client Policy View. Add policy number, company, producer, the policy status, referral, source, term, effective date, premium values, and other related information. Select the green Save button in the top right corner of the screen.
In the Coverages box, indicate liability coverages, medical values, uninsured motorist and other coverage details. Click the green Save button in the top right of the screen again.
To enter the vehicle (or in this example, boat) information, select the plus sign. You’ll see a pop-up box where you can enter the boat vin, motor information, lien holder details, storage location, and coverages. The information you enter in this screen automatically saves. Select the green close button in the bottom right of the screen to close this window.
From the Client Policy View, you’ll click the plus sign at the top of the Driver box to enter information about the operator. A pop-up entitled Driver will open where you can enter name, address, birthdate, social security number, whether they are the primary driver and other details.
Once more before closing, review the information you’ve entered while viewing the Client Policy View and hit the green Save button at the top right of the screen.
If you need to scan in an application or the declarations page, click the plus sign on the Media/Files box.
Congratulations! You’ve added a policy!
JenesisNow – Manually Renewing Policies
Policy Renewals in JenesisNow is done manually beginning from the Client View screen.
Maybe you’ve received the paper copy in the mail or an email from the underwriter, prompting you to renew the policy. All you have to do is click on the policy you want to renew beneath “Policies,” as seen in the video above in the lower left of the Client View window.
This will navigate you to the Client Policy View window, where you’ll scroll down until you see a box entitled “Policy History.” Inside that box is a button that says Renew Policy.
JenesisNow – Forms, Applications & Certificates
How to print forms, applications, and certificates in JenesisNow-
Here are two examples:
You need a certificate on a commercial policy. Beginning at the Main screen, select the client’s name.
From the Client View window, select the policy for which you need to print the certificate. From the Client Policy View, navigate to the tiny icons in the blue bar next to your username, and select the one that looks like a paper (Acord Forms).
From the Acord Forms list, select the “Choose” button next to the Certificate of Liability. The prefilled form will display to the right.
If you don’t have coverages downloaded or entered in manually, it cannot prefill them into the form. (**Tip: Ensure coverages on policies are downloaded or entered prior to when you need to print a certificate.**)
Scroll to the bottom and choose your certificate holder by clicking the “Choose” button next to that holder’s name. Click the orange “Generate PDF” button at the bottom of the screen.
Click on the Go-To Form option that pops up. And you’ll see the certificate with prefilled information. You can select the Print button at the top of the screen or select the Submit button to have the form saved under Acord Forms.
If you need a statement of no loss on a personal policy, from the main dashboard, select the client’s name. From the Client View, choose the policy for which you need the statement (a boat policy in the video). From within the Client Policy View, navigate to Acord Forms.
Use the search option next to “Available Forms” in the Acord Forms section to find what you need. Select the “Choose” button to display the form. Select the policy and the first-named insured and the orange “Generate PDF” button at the bottom.
Again, you can print or submit the form from this screen. If you select Submit, the form is saved in the Acord Forms section in that policy in beneath Saved Forms.
For an application, follow the same steps:
1) select the client name
2) navigate into the policy
3) click Acord Forms
4) find the document in the list
5) select choose to view, print, and save
Notice the indicators in the “Available Forms” section from within the Acord Forms window. Red means none will be prefilled, Blue means partially filled, Green means completely prefilled.
You have a new carrier & coverage to offer in your agency, but how do you set them up in your JenesisNow system?
JenesisNow – Company Setup
From the JenesisNow dashboard once you log in, select the “hamburger” menu indicator in the top left corner to reveal the vertical menu on the left.
Select Companies, New Company. Once inside the Editing Company screen, complete the information. If your carrier has a Parent Company, make sure you’ve entered that information first so that you can choose it from the drop-down menu.
Enter the correct website and producer code information so that you can link properly to the carrier’s site. Complete the carrier’s address.
Enter loss ratio, commission details, and other details you have about the carrier in the Notes section.
Save a copy of your contract from your carrier, and any revisions to it, in the Media/Files section.
In the section entitled People, save your sales rep’s contact info and any other useful contacts you have with the carrier company.
Beneath Download Configs, you have the option to edit characters in the policy number from when it’s imported versus how it’s displayed in your system.
Merge Company is for if/when your carrier purchases another and you need to merge the companies in your system.
Copy Company is for users with multiple agency locations and allows you to copy a completed company profile to your other service locations.
JenesisClassic is more secure than ever, displaying only the last 4 digits of the clients’ social security number. This video tutorial will show you how to adjust the social security number display feature.
JenesisClassic – Setting Social Security Number Permissions
With the latest update, admins can adjust the settings so that only the last four digits of clients’ social security numbers are displayed, making the agents and agencies who use Jenesis Software more secure.
From Utilities in the top menu bar, select User Setup. Ensure that the user name displayed is the account on which you desire to make changes (if not, use the arrows or the search bar in the bottom of the User Setup window).
Select the More Settings & Permissions button located in the bottom left-hand corner of the screen, and select the check-box beside Show Last Four of SSN Only.
This selection also prevents the last four digits of a hidden social security number from being changed accidentally.
Updates have been made to the Suspense display on the client main screen. Now you can filter and search within the suspenses!
JenesisClassic – Filtering Suspenses
Changes have been made to the suspense tab on the client main screen.
In the suspense tab on the client main screen, suspenses can be filtered to display All, Completed, or Incomplete using the Filter By Status dropdown box below the list. You may also search your filtered suspenses by a keyword by typing into the Filter Suspense Description search bar.
Now when you navigate into a client’s file, the incomplete suspenses are automatically displayed, but you may view them all and search through them when needed.
Here’s how to use the new Company Setup – “other” option. This video tutorial will give you a quick tour of the “other” New Company feature in JenesisNow.
JenesisNow – Company Setup “other”
To add a new company, select Company from the vertical menu bar on the left, and +Add Company.
In the Company List, you can add a new company and you can filter by status and by company type.
There is a new option now called “other.” This is for companies that are not agencies or rating companies, but that you want to keep track of in your system.
Double click on the company name to add the company to a specific location, copy the company to a different location, edit or add contact information such as phone number, address, and website detail. You may also add notes, attach images or files, and note your contact (people) at that company.
In version 17.8.0 and higher you can J-Link easily to any Erie policy.
Step 1: Set up Erie in Company Setup
Step 2: Hit Ctrl-W and create the J-Links. You will need a link for each user.
Step 3: Find your policy and click the globe
Like magic you can access your clients easily to make any changes or view any necessary information on the carriers website.
Did you know that all of a clients suspenses are tracked on the Client Main Screen in the Jenesis Insurance Management System.
Did you know that you can even search those suspenses to save time and find the information you need quickly and easily?
Its all true.
Step 1: Open the client profile
Step 2: Click the Suspense Tab
Step 3: Type what you are looking for in the Filter Suspense Description box
Jenesis Insurance Management Software just added a great new way to streamline your policy view. View Active policies, Pending Cancels, Renewals and more.
Step 1: Choose your client
Step 2: Click the dropdown in the filter area.
Step 3: Choose the policy status you want to see
That’s right. We have a great way to generate thank you letters for people who renew their policies with you.
Just take the following steps to set up your Direct Mail, Email or Text Campaign and you are easily building rapport with your customers.
Step 1: Go to Utilities from the Main Screen
Step 2: Select Agency Setup
Step 3: Go to the Communications Tab
Step 4: Place a check mark in the box next to Renewal Thank You in either the Direct Mail, Email or Text column. You can select all 3 if you like
Step 5: Hit the Edit Box next to the letter
Step 6: Either begin typing your letter or choose Sample Content
And you are ready for Jenesis to send them. Now all you have to do is maintain those policies.
Jenesis Agency Management System gives you fields to track why clients purchased and why clients left.
Step 1: Access the policy
Step 2: Find the “Why Purchased” field and enter your information
Step 3: To track “Why Left” select the policy
Step 4 : Put in your cancel date and select Insured Request
Step 5: Choose your ‘Why Left” reason
Reshop Renewals easily in Jenesis. Quickly export policy information back to Quote Control with a few simple steps
Step 1: Access the Client
Step 2: Double click on the Policy
Step 3: Click Quote Control
Step 4: Click Yes to Import the Policy information
Step 5: Answer a few simple questions
Step 6: Rate the client and track the information
Jenesis Agency Management System lets you access your Heritage Insurance Policy Information quickly and easily with J-Links. Your carrier information has never been more accessible.
To Set Up the J-Link
Step 1: From the Main Screen select Utilities and Company Setup
Step 2: Add Heritage Insurance as a Company (make sure to select Insurance Company in the type field and add any additional information)
Step 3: Hit Ctrl-W on the keyboard and Setup your J-Link including Location, Company, User, Agency Code, Username, Password, and Website URL
Note: Heritage requires a J-Link entry for each user in Jenesis
To use the J-Link
Step 1: Access the Client Profile and the Policy
Step 2: Click the globe and it should log you in to the website and take you to the policy
Note: Some browsers may require you to add this website to compatibility view settings.
Jenesis Agency Management System allows you easy access to all of your information. You can link directly from the policy level to any finance company.
Step 1: Add the Finance Company in Company Setup
Step 2: Go to J-Links and Add the Finance Company
Step 3: Go to the Policy and in the Finance section hit Link to FC
This may indicate that the field is too small for the amount of data you have entered in. Try shortening the entry in that field and see if that resolves the issue. If you see the # signs in several fields it may indicate a bad record. To resolve this problem, do a Compact and Repair. The Compact and Repair restores the data files to their original state.
This message occurs when 2 people are trying to access the same record at the same time. Since Jenesis allows its users to share one database, accessing the same record at the same time can cause conflicts and potentially corrupt that clients profile. If you see this message simply DROP CHANGES, and wait until the other user is out of the profile and see if your changes remained. If they did not reenter them.
- Open the clients profile
- Select the Policy
- Click the Coverages Button from the Policy Screen
- Choose the appropriate generation
- Double clicking the Filtered Text at the bottom left corner of the screen will show you how many generations are there. Use the arrow key to scroll to the appropriate one.
- Click the Delete Generation button
- You will be asked if you want to delete the generation and you will Select Yes or No
- Please Note: This action cannot be undone.
Binders can be printed for Home or Mobile Home Personal lines policies. To print a Binder
- Access the policy
- Select the Coverages Tab
Choose the Print Option
Determine if you would like to Add the CollectionStatement and/or Include Fees on your Binder
Print the Document
Note: To close the Document hit “Close Print Preview”
For a binder to print from your insurance management software, it is critical to have the generation of the policy itself marked as active. Once you have determined that the policy is active go to the coverage screen and make sure it is marked active too. If you have verified both of those are correct go back to the policy screen and try reselecting the company with the dropdown menu.
This can happen when the policy dates do not match the coverage dates. To verify this on the Jenesis policy screen look in the upper right hand section of the page for Effective Date and Expiration Date. Press the Coverages button and verify the Effective and Expiration dates for your coverages located in the center of the Coverages tab. This should allow you to print the Insurance Home Binder with no errors. If this does not resolve the issue feel free to call 828.245.1171.
To move or transfer a policy take the following steps:
Step 1: Open the policy you want to transfer
Step 2: Hit Endorsement in the Utility menu at the top of the screen
Step 3: Select Transfer Policy
Step 4: Type in the name of person you want to move the policy to and hit Refresh
Step 5: Highlight the name of that person and hit Merge
I can’t tell you how many times in the Insurance Biz I have needed to see critical information on a customers account. Particularly if they are in the office. I can handle the situation right then.
Jenesis makes it easy.
Step 1: Set up your User Profile to show critical notes first. This has to be done by an Adminstrator.
Go to Utilities, Click User Setup (or hit Ctrl-U from the main screen)
Look for Settings and Check the Box that says “Show Critical Notes First”
Step 2: Make the note in Jenesis and make it critical
Pull up a Client Profile or Policy and click ‘Note Entry’
Type in your Note and Check the box that says ‘Critical’
Step 3: Make sure your agents know to look at them. I know I’ve just breezed by them and not paid attention. The reason you make a note critical is that …well, its critical
Step 4: Once its no longer important uncheck the ‘Critical’ box so it no longer shows up. This helps keep you organized and on top of the game.
Sit back, relax, and watch your efficiency improve
For video instructions see below
So you go to your clients profile and you know they have policies. Maybe its an auto or a homeowners or even a commercial policy, but you can’t see it on the tab.
It could be that you accidentally marked all the generations prior and that’s why nothing shows up. Only active or cancelled generations of a policy show up on the front screen.
Let me help you fix the issue
Step 1: Go to the clients profile and click ‘Policy List’ (this will be a button right under the policy section)
Step 2: Find the generation that you know should be active, highlight the line and click ‘Go To Policy’
Step 3: Make the policy “Active”
Once you do that it should reappear in the policy section of your clients profile.
There may be times when you need to delete a policy or generation from Jenesis.
There are several ways you can accomplish this.
Step 1: Open the Client Profile
Step 2: Click Policy List
Step 3: Highlight the policy you want to delete (If you don’t see it click show all at the bottom of the screen)
Step 4: Hit Delete on the keyboard
This is the preferred method
Step 1: Click on the policy you want to delete (Note if you don’t want to delete the whole policy scroll to the generation you want to delete)
Step 2: Click Endorsement
Step 3: Click Delete Generation
For video help check this out
Jenesis lets you add comments to Notes from the Policy Level
To Edit a Note
Step 1: Find the Policy you need to edit
Step 2: Click View Notes
Step 3: Next to the note you wish to edit click “Add to Notes”
Step 4: Type in your Comments and Close
Check out the video
We have added a View Suspense button to the bottom of both the Personal Lines and Commercial Lines screens to have the ability to look at open and completed suspenses for a specific policy.
Jenesis Insurance Agency Management System has replaced the second first and last name search option at the top of the Jenesis Main Screen with a search option for business name. Agents are still able to use the Advanced Search for both second insured and for business name as before. You can still use the advanced search as well.
The Acord 28 Commercial Evidence of Property form can be accessed from the Acord Library. The Acord Library is located off the main screen and on the Commercial Policy level.
Jenesis Agency Management System offers a comprehensive Acord Library that includes Fillable PDF’s and a variety of pre-filled forms. You can also easily print, save to images and email them, reducing time and increasing efficiency.
Jenesis provides you a variety of insurance software solutions when it comes to taking credit card payments.
- Credit Card to Company – Simply select this as a payment type when doing a receipt, J-link to your company and take your payment on the company website.
- Simply Easier Payments – This allows you to take credit card payments in your agency. There is no fee for the agency. The customer incurs a cost of $4.95
- SpruceBooks – This allows you to take credit card payments in your agency. There is no fee for the agency. The customer incurs a cost of $4.95
To set up Simply Easier Payments or SpruceBooks
- Hit Ctrl-W on the keyboard or go to Tools/J-Links
- Enter the location
- Enter the name of the company from the dropdown list
- For SEP enter your username and password, For Sprucebooks enter your API and URL
Step 1: Select your client from the Main Screen of Jenesis
Step 2: Choose the Commercial Tab and double click your policy
Step 3: Choose Forms from the Menu at the top
Step 4: Select Acord Library
Step 5: Highlight the Acord 36 and hit Open Prefilled Form
Note: You can also type in this form to add additional information