5. Enrollment Portal — Submitting the Application

Start Here

From the Main Dashboard: Enter the client's ZIP code → Click "New App >>" → This takes you to the Plan Selection tab (Tab 1).

TAB 1 — Plan Selection

This tab mirrors the Quick Quote process but in the actual enrollment system.

Location & Effective Date:

ZIP code auto-populates the county
The effective date auto-defaults — click the calendar icon to change it
Confirm with the client before proceeding

Billing Method:

Individual Bill + EFT is the default
Change to Credit Card or List Bill (payroll deduction) if applicable
List Bill = no payment info required (payroll deduction handles it)

Adding Applicants:

Enter: Date of Birth (not age), Gender, Relationship, Tobacco status, Estimated Points
Click "+ Add Another Person" for each additional applicant
The U65 Underwriting Guide link is available here for quick reference

Choosing Plans:

Same interface as Quick Quote — click + to expand products, use Filters for comparisons
Click "Select Plan" for each chosen product
Click "Click to Continue >>" when ready

TAB 2 — Household Members

This is the most information-intensive tab. Collect all of this from the client before or during the call.

Field	Notes	Required
Full Legal Name	First, Middle, Last as it appears on ID	Yes
Address	Home address — billing address entered in Tab 3	Yes
Gender & DOB	DOB must match Tab 1 entry	Yes
Email & Electronic Consent	Client email for policy delivery	Yes
Social Security Number	Required for all applicants	Yes
Birth State	State where they were born	Yes
Height & Weight	For underwriting purposes	Yes
Employment Info & Occupation	Use "Other" for unemployed — certain occupations are ineligible	Yes
Beneficiaries	Primary + Secondary; "Apply to All" option available	Yes
Health Questions	"No to All" button available; YES to eligibility question = error	Yes
Primary Doctor	Name and phone number for each applicant	Yes
Best Time to Call	Morning, afternoon, or evening preference	Yes
Best Phone Number	May differ from contact phone	Yes

Health Questions — Critical

There is a "No to All" button that applies No to every health question at once. However, if ANY eligibility health question requires a Yes answer, the system will generate an error and the applicant must be removed from the application. Do not try to override this — ineligible applicants cannot be enrolled.

Occupation Warning

The occupation dropdown lists specific occupations that are ineligible for coverage. If the client selects any listed occupation, they cannot be enrolled. For clients who are unemployed, select "Other."

TAB 3 — Payment

Collect payment information from the client. Three options:

EFT (Bank Draft) — Recommended:

Payor Relationship (defaults to Insured — change if someone else is paying)
Billing Address
Name on Account
ABA Routing Number (9 digits)
Bank Name
Account Number

Credit Card:

Click "Click to Enter Payment Information"
Follow the prompts to enter billing info and save the card

List Bill (Payroll Deduction):

No payment info needed — deducted from payroll
Group coverage only

Disclosure Documents (REQUIRED):

Each applicant's Statement, Disclosure, and Disclaimer Notice documents appear at the bottom
Status starts green (pending) — you MUST click each one to open and review it
Status turns blue when completed
All documents must be blue before you can continue

Do Not Skip Disclosures

The system will not allow you to proceed to Tab 4 until every disclosure document has been opened and marked complete. Walk the client through this — let them know these are required acknowledgments.

TAB 4 — Summary & Submission

Review everything before submitting. This is the final checkpoint.

Coverage Summary: Review all plan details with the client — confirm coverage, effective date, and premium
Commission Section: Your agent number auto-populates. If adding a split agent, enter their writing number and commission percentage
Agent/Producer Use Only Questions: Four required questions (marked with *) — answer these carefully
Mail Policy To: Agent or Producer — select appropriately
Confirm Outline of Coverage: Check the acknowledgment checkbox
Agent Signature: Sign in the box, then enter your City and State (update this if you are writing business in a different state)
SUBMIT: Click the Submit button

State Matters on Agent Signature

The City and State on the agent signature line should reflect the state where you are writing the business — not necessarily where you are physically located. Update this for every application if you write in multiple states.

After Submission

Confirmation screen appears — Print or Email to client
The submitted application now appears in Completed Apps on your dashboard
Log the submission in HubSpot — mark the Deal as Won
Send the client a follow-up email confirming their coverage details and effective date
Forward the Google Meet recording link to Nick with outcome notes