How to Create a Certificate of Insurance in Applied Epic

Verify the current policy exists in Epic

Before creating a certificate, confirm that the current policy is present in the system and that your coverage limits have been entered on the application. This information automatically pulls into the certificate, so accuracy here saves rework later.

Navigate to Proofs of Insurance

In the left navigation panel, click Proofs of Insurance, then select Certificates. Review the list of existing certificates before creating a new one to avoid duplicates.

Add a new certificate

Click Add a Certificate under the Certificates section. In the Add Certificate screen:

• Type: Select "ACORD Certificate of Liability Insurance" from the dropdown.
• Title: Enter a certificate name, such as 2020-21 Master Certificate.

Click Finish to proceed.

Add policies to the certificate

In the navigation panel, select the policy or policies you want to add to the certificate. For example, select the most current General Liability policy. Enter a description, such as 2020-21 GL, and confirm the correct policy term is selected (for example, Effective: 6/26/2020, Expiration: 6/26/2021, Policy Number: 1234).

Set the certificate as a default template

Check the Default template box. This ensures that when you add a new holder later in the term, the coverage limits populate automatically. Confirm all policy limits and details are correct:

• Each occurrence: 1,000,000
• Damage to rented premises (each occurrence): 100,000
• Medical expense (any one person): 5,000
• Personal and advertising injury: 1,000,000
• General aggregate: 2,000,000
• Products – completed/operations aggregate: 2,000,000

Review and save the master certificate

Double-check all entered information for accuracy, then save the certificate. Once saved, you have successfully added a master certificate of insurance for the current policy term, and the default template will streamline future certificate issuance for additional holders.

Add other policy types to the certificate

After adding the most current General Liability policy, add any other relevant policies. In the left navigation panel under Proofs of Insurance > Certificates, select the next policy type you want to add, such as Work Comp Employers Liability. You can also add policies such as Automobile Liability, Excess Umbrella Liability, Professional Liability, or Cyber Liability as needed.

Enter Workers Compensation policy details

In the Line of business dropdown, select WCOC, then set the policy term (for example, 1/26/2020 - 1/26/2021). In Service summary, select the appropriate entry, such as 1/26/2020 - Renew - Worker's Compensation - Issued. Enter a description, such as 2020-21 WC, and check Default template so this policy is included for all holders added during the term.

In the Type of Insurance section, answer the exclusion question: for "Any proprietor/partner/executive officer/member excluded?", select No. Then enter the following limits:

• Employer's liability – each accident: 1,000,000
• Employer's liability disease – each employee: 1,000,000
• Employer's liability disease – policy limit: 1,000,000

Open the Holders section

Once all desired policies are added, navigate to the Holders section in the left navigation panel under the certificate, and click Holders to open the holders management screen.

Click Add to create a new holder entry. Enter the holder's Name (for example, Village of Crestwood) and address (for example, 100 Tower Drive, Crestwood, IL 60418, United States of America). Optionally fill in the Phone and Fax fields, and set Distribute via (for example, Print). Under Templates for this Holder, verify the correct templates are assigned, such as:

• General liability: 2020-21 GL
• Workers comp/empl liab: 2020-21 WC

Any other policy templates you previously added will also appear here.

Choose the most efficient contact method

Although you can enter the holder's fax number, it is recommended to obtain and use the holder's email address for distribution. In the Distribute via dropdown, select Email for more efficient delivery.

Add email recipients for the holder

Click Add in the Email Recipients section. In the Contact Select window, choose Manual contact and enter the holder's email address (for example, training@asnoa.net). Select whether this address should be the primary email, and assign the recipient as To, or use CC or BCC if you want to send a copy or blind copy. Click Finish to add the recipient.

Enter description of operations and special wording

Click the Description of Operations tab. In the description field, enter any required additional insured wording or special instructions, such as: "This holder is made additional insured but only as respects to the operations of the named insured." Always have an underwriter approve special wording before entering it. Optionally, check Print Holder Summary if you want this summary to appear on the printed certificate.

Attach supporting documents (if needed)

If you need to add supporting documents, use the Documents Attached tab. You can attach files from your desktop or from the customer's attachments within Applied Epic.

Review and save the holder entry

Double-check all entered information for accuracy and confirm the correct templates are assigned to the holder. Save the holder entry to complete the process. With this, you have successfully added additional policies and set up certificate holders, ensuring each holder receives the correct coverage information.

Add additional holders as needed

To add more certificate holders during the policy term, click Add in the holders section again for each new holder. If you have a large number of holders, use the Import function to add them in bulk.

Navigate to the Holder Details tab

In Proofs of Insurance > Certificates for the relevant liability policy, select the Holder Details tab. Review the Additional Insured On and Subrogation Waived On sections. Only check boxes for General liability, Automobile liability, Excess/umbrella liability, or other coverages if you have explicit approval from the carrier.

In this example, General liability is checked under Additional Insured On, and Workers comp/empl liab is checked under Subrogation Waived On. The Named Insured section displays the client name and address (for example, Redbud Gardens Test Client, 999 Main Street, Burr Ridge, IL 60527).

Start the Issue Certificate action

Navigate to the Actions menu and select Issue Certificate. Enter all required information, ensuring it is accurate and complete. Only include additional insured wording if it is specifically requested or required.

Select the producer and contact name

In the Issue Certificate dialog, under the Holder Distribution tab, locate the Producer dropdown next to the selected holder (for example, Redbud Gardens Test Client). Click the dropdown and select the appropriate producer from the list (for example, Joseph Kobel, Katherine Bova, Nicholas Petrocelli, Russel Kobel). Enter or select the Contact name at the top right (for example, Joseph Kobel), and ensure the Scanned signature field is populated (for example, Katherine Bova).

Configure certificate distribution

Still in the Holder Distribution tab, under Distribute To, select the holders who should receive the certificate (for example, Redbud Gardens Test Client, Village of Crestwood). In Delivery Options, set the contact (for example, Redbud Gardens) and choose the delivery method (for example, Email). In Email/Fax Details, enter the recipient's email address in the To field (for example, info@redbudgardens.com). The sender's email and signature (for example, Katherine Bova) populate automatically.

Verify that both the holder (for example, Redbud Gardens Test Client) and the insured are checked in the Distribute To list. If you preview the certificate without both selected, the preview will be blank. Confirm the Contact and Via (delivery method) fields are set (for example, Contact: Redbud Gardens, Via: Email), and double-check the To email address field (for example, keraci-bova@asnoa.net).

Review distribution options

You can issue the certificate without distributing it, or print and mail it instead of emailing it. If an error appears (for example, "The Microsoft Exchange administrator has made a change that requires you quit and restart Outlook"), click OK and resolve any email client issues before proceeding.

Compose the email message

In Email/Fax Details, enter a clear subject, such as "Certificate of Insurance." In the Message field, type a brief message, such as "Hello, Please find attached Certificate as requested." Ensure your Outlook signature is included at the bottom of the message (for example, "Katherine M. Bova, SBCS, Vice President of Education, 630-908-4226").

Apply the message to multiple holders

If you want to use the same email message for multiple holders, click Apply To next to the message field. Confirm the message (for example, "Hello, Please find attached Certificate as requested.") is correctly applied to all selected holders.

Preview and review the certificate

Click Preview at the bottom of the Issue Certificate dialog to review the generated certificate PDF. Confirm that all details are correct, including:

• Certificate holder (for example, Redbud Gardens Test Client)
• Producer (for example, ASNOA)
• Contact information (for example, Joseph Kobel, jkobel@ais-ins.com)
• Insured details (for example, Redbud Gardens Test Client, 999 Main Street, Burr Ridge, IL 60527)
• Insurers (for example, Lloyds of London, Badger Mutual Insurance)
• Policy numbers, effective/expiration dates, and coverage limits (for example, Policy #1234, 6/26/2020–6/26/2021, $1,000,000 each occurrence)

Check for notifications confirming certificate issuance, such as "Issue Certificate has completed."

Review the certificate PDF to confirm the Waiver of Subrogation box is checked as required, and that all policy limits display accurately:

• Commercial General Liability: $1,000,000 each occurrence, $2,000,000 general aggregate, $100,000 damage to rented premises, $5,000 med exp, $1,000,000 personal & adv injury, $2,000,000 products-comp/op agg.
• Workers Compensation: $1,000,000 each accident, $1,000,000 disease-policy limit, $1,000,000 disease-each employee.

Also confirm the correct policy numbers and effective/expiration dates appear (for example, Policy #1234, 6/26/2020–6/26/2021), and that the Additional Insured and Subrogation Waived boxes are marked as needed.

Finalize certificate issuance

Click Finish in the Issue Certificate dialog to complete the process. If a Validation Error dialog appears stating "Required information is missing," click OK, then review the fields highlighted in red to identify and fill in any missing required information, such as missing email addresses or contact details.

Complete activity logging

After issuing the certificate, an Add an Activity dialog appears. Enter a description for the activity, such as "Issued certificate for Redbud Gardens Test Client." Set the status to Closed and the reason to Successful, and confirm the follow-up/start date and contact details are correct. Click Finish to log the activity.

Verify the certificate attachment in the client file

Navigate to the Attachments section for the client in Applied Epic. Confirm that the issued certificate and related email are attached and listed with the correct date, folder, and type (for example, .pdf, .msg). Review the details at the bottom of the screen to ensure the attachment is accessible and properly categorized.

Review the sent email in Outlook

Open the sent email in Outlook to verify:

• The subject line (for example, "Certificate of Insurance")
• The recipient email address (for example, keraci-bova@asnoa.net)
• The attached certificate PDF (for example, Certificate.pdf, 27 KB)
• The message body (for example, "Hello, Please find attached Certificate as requested.")
• The sender's signature and agency contact information

Confirm the email matches the intended content and includes the correct attachment.