Group Health Solutions is an employee benefits focused insurance brokerage based in New York State that employs a team of 18 account executives, brokers, managers, and administrators. Before moving to the BenefitsGuide: Insurance Agency Management System they were previously using the Zywave Brokerage Builder to manage their business.

Overview

This case study examines the journey of Group Health Solutions, and how they streamlined internal processes and overcame their operational challenges using BenefitsGuide.

The shift from manual workflows to streamlined automated processes led to a remarkable increase in efficiency and productivity.

This resulted in a significant reduction of time spent firefighting, onboarding new employees, and eliminated the need for constant guidance and employee oversight.

Challenge: Navigating Operational Complexities

1. Managing Complex Workflows

Managing the different workflows, especially during the 4th Quarter, without an automated system, there was inefficiency and confusion.

2. Time-Consuming Queries

Employees frequently approached managers with questions, seeking guidance on what to do next. This constant back-and-forth consumed valuable time and hindered operational efficiency. This not only hampered productivity but also led to an overload of questions and firefighting.

3. Labor-Intensive Onboarding

Onboarding new employees was a labor-intensive process because each employee brought different experiences from previous brokerages. These variances complicated the onboarding process and created confusion internally.

Manual training and lengthy orientation sessions were the norm, consuming valuable time and resources.

Using Zywave, their previous system, training new employees to understand internal processes took about three days, with extensive manual instruction.

Solution: BenefitsGuide Workflow Automation - A Catalyst of Transformation

1. Consistency through Workflows

BenefitsGuide's workflows imposed structure and consistency on the onboarding process. Employees now follow predefined workflows, eliminating variations and confusion.

BenefitsGuide's workflow management capabilities have streamlined complex processes, especially during the 4th Quarter, guiding users step-by-step, ensuring a consistent and efficient workflow. Tasks are clearly defined, eliminating the need for constant guidance and employee oversight.

2. Time Savings and Reduced Firefighting

The transition from Zywave to BenefitsGuide has saved approximately 5 hours per week for Courtney Gaston. The reduction in queries and manual tasks has allowed her to focus on more strategic responsibilities.

With BenefitsGuide, the time-consuming queries have been significantly reduced. The system provides timely instructions on what to do next, reducing the need for constant troubleshooting and allowing for more productive use of time.

3. Streamlined Onboarding and Training of New Employees

With the training videos accessible from the home page, new and existing employees are provided with a comprehensive on demand video training library, significantly reducing the time required to manually train employees. Group Health Solutions revolutionized their new employee training process with BenefitsGuide's workflow automation.

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Results: Group Health Solutions Triumphs - Operational Efficiency and Reduced Fires

Group Health Solutions journey showcases how implementing the BenefitsGuide Insurance Agency Management System successfully can address critical challenges and unlock business growth.

1. Significant Time Savings

The transition from Zywave to BenefitsGuide has saved approximately 5 hours per week for Courtney Gaston. The reduction in queries and manual tasks has allowed her to focus on more strategic responsibilities, a testament to the system's efficiency.

2. Reduced Firefighting

With BenefitsGuide's streamlined processes and reduced queries, they report a 50% reduction in operational firefighting. The system's self-sufficiency has empowered employees to find answers independently. The system's clear workflows and task assignments have eliminated the need for frequent questions, allowing for smoother operations.

3. Workflow Optimization

BenefitsGuide's workflow optimization capabilities have brought clarity and efficiency to complex processes, contributing to a more cohesive and productive team. This transparency has simplified renewal processes, allowing for faster and more informed decision-making.

4. Accelerated Onboarding

BenefitsGuide's onboarding capabilities have transformed the training process.

What once took two to three days now requires just a single day, enhancing efficiency and accelerating employee readiness. New employees are empowered to learn the BenefitsGuide system quickly.

Conclusion: Transformational Achievements

Group Health Solutions' experience with BenefitsGuide showcases the profound impact that the BenefitsGuide: Insurance Agency Management System can have on brokerage operations.

By investing in BenefitsGuide and strategically using its capabilities, insurance brokerages can create incredible efficiencies, streamline workflow processes, and reduce the time required to train new employees. 

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