Insurance agencies
Give producers more room for client relationships. Your virtual assistant coordinates renewal-review appointments, document requests and outstanding follow-ups. Knows The Drill recruits and prepares your assistant for insurance agency workflows and the agreed role before handoff, with licensed decisions staying with your professionals.
Find your assistantA producer has identified clients due for a conversation, but appointments are unconfirmed and requested documents are outstanding. Another client replies with a coverage question. These items need different next steps, even when they arrive in the same inbox.
An assistant can organize the queue around a producer's instructions. Track appointments, document requests, and producer questions separately. Your team can then see what can move through routine follow-up and what needs a licensed professional before the next client message.
The work to hand off
Provide the producer's approved review list, available times, and meeting instructions. An assistant can coordinate appointments, send agreed reminders, and record unanswered invitations. Any question about renewal terms or coverage goes to the producer, while the assistant maintains a clear record of the scheduling conversation.
What you get back: A review calendar with confirmed and outstanding appointments
Supply the exact information or documents your producer has requested and the approved delivery process. An assistant can send reminders and record when a response arrives. The producer decides whether the response is sufficient and answers questions about why the information is needed or how it affects coverage.
What you get back: A request log showing responses awaiting producer review
Define the message categories, responsible people, and approved routing instructions. An assistant can organize scheduling requests and flag messages requiring a producer or other designated contact. Preserve the client's wording and earlier correspondence in the handoff so the professional receives the question with its context intact.
What you get back: Routed client messages with context and an assigned owner
Give each follow-up a named owner and an agreed next check-in. An assistant can collect status updates, maintain administrative records from team instructions, and prepare outstanding items for the producer. A logged response stays awaiting review until the producer confirms the appropriate next step.
What you get back: A producer follow-up list with clear administrative statuses
Illustrative workflow
Adapt this example to a producer's review list. Keep the scheduling status separate from information requests, and give every unanswered question a professional owner.
Assistant preparesThe producer's approved contacts, target review dates, and appointment instructions in one scheduling list.
Producer decidesConfirm the review priority, required attendees, and any changes to the contact instructions.
Assistant preparesAvailable options, the client's response, and the last follow-up for unanswered invitations.
Producer decidesHow to handle an unresponsive client or a question that changes the planned conversation.
Assistant preparesThe approved request, reminder history, and a received status when the client responds.
Producer decidesWhether the information satisfies the request and what further explanation is needed.
Assistant preparesUnanswered requests and client questions linked to the relevant correspondence and their owner.
Producer decidesCoverage answers, policy actions, and the professional response to the client.
Illustrative example — not a client record
Use this handoff when a renewal response includes a requested change. Keep the client's request visible without treating it as a policy update.
Ready to hand over when: The producer has the original request, reported timing and received schedule together, and the tracking record does not imply that coverage has changed.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Your agency defines the administrative scope and the professional responsible for each exception. Give the assistant clear routing instructions for questions that require insurance knowledge. Producer review stays separate from recording that a message or document arrived.
Recruit. Prepare. Hand over.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportWe recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Bring the scheduling, document requests and open items around a review cycle. We will help shape an administrative role around your agency’s tools, working hours and professional boundaries.
Explore other ways to organize the work around your team.
