Eureka Insurance Solutions is an employee benefits focused insurance brokerage based in Rocklin, CA, that employs a team of 15 account executives, managers, and administrators.  

Overview

Eureka Insurance Solutions wanted a better system for managing client service requests efficiently. Their old system relied on Zywave Brokerage Builder and a shared email inbox, which were not connected and lacked automation.  This led to wasted time, missed emails, and frustrated clients. By switching to BenefitsGuide, Eureka improved their workflow, saved time, and created a better work-life balance for their team. 

Challenge: A Tale of Two Systems

1. Two Separate Systems

Eureka was using two systems to handle client emails: a shared inbox and Brokerage Builder. When an email arrived, they had to manually type the details into Brokerage Builder. This took about 3 minutes per email, and with 50 emails a day, it added up to 2.5 hours of extra work every day.

2. Missed Emails

Important emails sometimes got missed because of the manual process. For example, if someone emailed about terminating an employee but the request wasn’t processed correctly, the employee wouldn’t be terminated on time, leading to errors that cost money.

3. No Automatic Replies

When clients sent emails, they wouldn’t know if their requests were received until much later. Emails sent early in the morning might not get a response until business hours, and those sent late in the morning might not be processed until the afternoon, leaving clients in the dark about the status of their requests.

Solution: The Eureka Moment

1. Automatic Request Creation

The Tickets system automatically creates a request from every incoming email, assigns it to the right person, and logs it in the system.  This eliminated the need for manual data entry, saving the team hours every day. 2. Streamlined Enrollment Operations

2. Reduced Errors

The automated process reduced human errors, such as missing important emails or misplacing information. This ensured all client requests were handled promptly and correctly.

3. Instant Replies

Instant Replies: BenefitsGuide sends automated replies to clients as soon as their email is received. These replies include a reference ID, giving clients immediate confirmation that their request is being handled.

Impact: Happier Clients, Happier Employees 

Eureka's journey showcases how successfully implementing the BenefitsGuide Insurance Agency Management System can address critical challenges and unlock business growth.

1. Time and Cost Savings

By automating the request creation process, Eureka saved about 150 hours each month. This not only cut costs significantly but also allowed employees to focus on more important tasks, improving their work-life balance. 

2. Happier Clients

Clients received immediate responses to their emails, reducing frustration and eliminating the need for “fire drills” to fix missed requests. This led to more satisfied clients and fewer complaints. 

3. Peace of Mind

With BenefitsGuide, Eureka’s team knows that every email is tracked, and every request is handled efficiently. This has greatly reduced stress and improved the overall work environment. 

Conclusion: Transformational Achievements

By adopting BenefitsGuide, Eureka Insurance Solutions streamlined their operations, saved time, and created a more positive experience for both their employees and clients.

BenefitsGuide is not just a system; it's the catalyst for a transformative change of any insurance brokerage.