Quick Overview:
1. SETTINGS> Account Tags> Name and add a tag for "Plan Update Needed"
2. SETTINGS> Automated Workflows> Build New Workflow:
Clients
Tag= Plan Update Needed
Policy Status= In Force
Policy Coverage Type= (example MAPD)
Save Workflow
Then Add Actions for emails & texts to go out over the course of the next minutes
through months.
3. CLIENTS> filter by Carrier (and product if needed). Scroll down to select up to 500 records per page. Select All. Bulk Update to Add Tag of "Plan Update Needed" to trigger the workflow.
4. Once the client updates their plan or sets the meeting, remove the tag from their file to stop future workflow actions
Resources:
Create Email Template Automated Workflows
Transcript:
We know quite a few carriers have been pulling plans from certain regions. A lot of you need to create automated workflows to message to your clients that they need to update their plans and set meetings with you.
To do so, let's go to Settings. The first thing we need to do is add tags. Use the filter to find the account tags. Edit. We're going to add a tag. Name it, Plan Update Needed. Add tag.
Now, let's go to Settings again, Automated Workflows, Edit, Add Workflow. We'll name it, Plan Update Needed. We're going to stop the workflow if it no longer matches criteria, so leave that checked. For the record type of Client, now we're going to select Tagged With, and then find Plan Update Needed. Because we'll probably include policy data, we also need to select Policy Status of In force. And policy coverage type, let's say that this is for MedAdvantage. You can add multiple policy statuses and policy coverage types, but we want to get the right policy information into the data. I'll show you that in the workflow steps. So, those are the criteria of our trigger. Again, that's Tagged With, Plan Update Needed, Policy Status of and Policy Coverage Type of MedAdvantage. Save workflow.
Now we can add actions. Add an action. So, let's say you've created an email template for Plan Update Needed. Send email after one minute to the record, in this case the client, and then find your Plan Update Needed number one email template. Save action.
We can add another action of send text. Scroll down, minute one to the record, and we have the client information of first name. Hello, first name. Your email or this is where I was saying the policy detail of carrier. So your carrier will no longer support your current plan. Let's set a meeting to get you new options. So, oh, your carrier, uh, so it's, anytime that you've got these hashtags, that means that it's pulling from that specific field. Hello, George, Aetna will no longer support your current plan. Let's set a meeting to get you new options. Then you can probably put in your calendar link or give them the way that you want to be contacted. Scroll down, save that action. Add another action, so next week we'll send them, So, one week later, to the record, we'll send them plan update number two. Save action. So, you can keep on sending emails and text messages. You can add them into a call queue maybe a week later. If they still haven't updated their plan, add them to a call queue. So, two weeks after the trigger, we'll add them to a call queue, and so on. As many actions as you want for this.
And then, to trigger this workflow, we're going to go to clients, and we'll want to probably scroll down so we can see about maybe 250 or 500 clients per page. And now, we are going to go to the carrier that's changing. I guess I don't have anybody listed there for that, so let's do Aetna. And, you can also select by product as well. So, if only certain products are being changed, you can then say, I want to update this product specifically. Then, you'll select all. It looks like it changed my clients per page back to 10. So, you'll probably want to do it to a higher number. Select all. Bulk update. Add the tag of plan update needed. Submit. And now, you're working. The workflow has been triggered. You can see so in the client notes here that this workflow was triggered and the email was sent. And you can see any pending workflow actions.
To remove them from that tag, so let's say George books this meeting with me. I'll scroll down here. And simply remove this tag. And then if I remove this tag, which has a lot of these workflow actions, now these pending workflow actions will get removed as well.
If you have questions, please come to one of our client work sessions, and so on. Where we can help you with this live.