Insurance agents and brokers can now legally prove who e-mailed what to whom and when.
Applied Systems TAMOnline and VisionOnline agency management systems now include a service known as RPost Registered Email. RPost helps agents protect insureds’ personal information such as Social Security numbers, driver’s license numbers and bank and credit card information. The HIPAA-compliant service may reduce exposure to errors and omissions by providing security, accountability and liability protection. An encryption option further enables agents and brokers to protect and prove delivery of confidential and personal information sent via e-mail.
Applied Systems said a key reason it incorporated the RPost solution is the service’s legal and verifiable proof of e-mail delivery, content and official timing, which makes any e-mail document a court-admissible record that will withstand challenge.
Stuart Durland, vice president of Seely-Durland Inc., of Warwick, New York, uses the Applied Systems TAMOnline agency management system.
“We can have our customer sign a document by typing or using the mouse, and the RPost system automatically returns a final electronically signed and binding e-contract to all parties. The document is never printed, mailing cost is eliminated, and our workflow is significantly improved,” said Durland.
“With heightened enforcement of privacy measures, businesses are choosing e-mail encryption services based on how well a solution will protect from fines in the case of a data breach,” said Zafar Khan, RPost CEO. He said RPost brings users auditable proof that certain data was transmitted end-to-end encrypted. “That’s proof of compliance with the rules of the regulators,” he said.
Applied Systems users access the RPost service from an icon in the Microsoft Outlook client within TAMOnline or VisionOnline. A sender uses the RPost service to transmit a Registered Email message, then receives a Registered Receipt e-mail record. That record can then be attached to customer files in via the drag-and-drop feature in the agency management software.
The RPost service is also available for EpicOnline users and for agents and brokers who host Applied Systems TAM, Epic and Vision on their own servers.
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