FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC. YourLife just got. Easier. Nationwide Online Life Forms Tool

Transcription

1 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC YourLife just got Easier. Nationwide Online Life Forms Tool

2 What can Nationwide Online Life Forms do for you? Nationwide Online Life Forms provides you with online access to life insurance fillable forms, bundled and printable forms, and for some products, electronic signature and submission of new business to Nationwide. The tool is powered by an industry-known system created by financial professionals, like you. It currently supports over 850 brokerage general agents, managing general agents, banks and broker/dealers with over 125 insurance companies. Contents igoforms 3 The esignature and esubmission process 6 Customer esignature process 10 Producer esignature process 12 Wet signature process 13 esignature via digital pad process 15 Security measures 21 Frequently asked questions 22 2 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

3 igoforms (in-good-order) The igo process is the heart of Nationwide Online Life Forms functionality. This process allows you to complete Nationwide life insurance paperwork while ensuring that the required data are provided. What s that mean to you? Your new business gets processed quicker and you receive fewer calls from case coordinators and underwriters questioning information on the application. What igo does: Guides you through the paperwork using a wizard approach Eliminates mistakes with missing application questions Eliminates illegible handwriting Streamlines data collection Electronically signs all new business forms, with the exception of 1035 paperwork Fits into your sales process and makes you look good forms can be 100% complete FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 3

4 How do you access the Nationwide Online Life Forms tool? Just as you do now, access to this tool is on the Forms tab of the Sales & Service Center Web site. What does the new tool look like? Welcome page This screen allows you to store customer data for up to 120 days, begin an application for a new customer or jump back into an application that was previously started. 4 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

5 Questionnaires The Questionnaire screens walk you through the application process, including all required forms. You do not have to follow in a certain order. You decide what and when to fill out the information. After all of the information in a section is completed, a green check mark will appear. Red question marks will appear when required data have not been entered. The left-hand side of the screen displays a menu. Blank squares indicate no attempt has been made to complete that section A? in the square indicates that not all required data were completed in that section A in the square indicates that all required data were entered in that section I've filled in the information. What's next? Simply choose one of the following: Print and have the application signed (you can do this at any point in the process, even if the application is not complete) Electronically submit an in-goodorder application using one of three signature options: Wet Signature, esignature or digital signature Note that electronic signatures are available in all states paperwork will still need to be printed and mailed. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 5

6 The esignature and esubmission process You ve decided to lock the application and have it signed electronically. The Nationwide Online Life Forms tool enables you to use a legally binding, compliant, paperless business process for straight-through processing (STP) of the application. In-good-order and esigned documents are routed via a secure link in an to you, the insured(s) and owner(s). Nationwide Online Life Forms tool technology ensures the necessary reviews and approvals take place before applications are submitted to Nationwide. The electronic signature is displayed on all the paperwork that requires signatures (except the 1035 exchange form). Who can esign? Proposed insured Owner (if different from the insured; may be trustee or other authorized person) You What's the process? 1. Complete all screens in-good-order (green checkboxes on the left-hand side). 2. The Validate and Lock screen will appear with a message that the application is eligible for esignatures. 6 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

7 3. After reviewing the image of the forms, click the button Lock Application and Proceed to Signature Process. 4. A message will display that indicates the application has been validated and locked. Click the Next button. 5. The Producer Instructions screen will appear. Viewing this form is optional; click the Next button to proceed to the "Signature Method" screen. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 7

8 What's the process? (continued) 6. Click the checkbox for esignature. 7. Click the "Next" button once it's enabled. 8. The esignature Instructions screen will appear. Click the Next button. TIP Your PIN number is displayed on this screen The PIN number is the last four numbers of your Social Security number This field cannot be changed You will need your PIN number to electronically sign the new business application and associated forms 9. The "Proposed Insured's esignature" screen will appear. Enter the proposed insured s address. 8 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

9 10. Click the button Send Signature to Client. TIP You can choose to send a personal note in the ; this information can be typed in the section below You may type a personalized message here to include with the above before clicking 'Send Message to Client' " Clicking this button generates an to the primary insured. A confirmation message will display. Click the "Next" button. TIP Steps 9 to 11 will be repeated for all customers who are required to sign Each party is required to use a separate address 12. The confirmation screen will display. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 9

10 Customer esignature process When the proposed insured/owner opens the , it will contain a link to start the esignature process. 1. The customer will first see the Sign In screen. The customer must enter his/her four-digit PIN number. TIP If the proposed insured or owner enters the wrong PIN number, a message is displayed on the screen; after three incorrect login attempts, the user will be locked out and you will need to regenerate the 2. The Terms of Use/eSignature Consent screen will display. The customer should click the Terms of Use button to view the verbiage on this screen. TIP The customer will view a pdf of the Terms of Use and legal text for esignature consent 3. The customer then clicks the I Agree button. 10 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

11 4. The Application Review screen displays. The customer should click on the Review Your Application button to verify the data documented. TIP If the user chooses I Decline, the application will no longer be eligible for the esignature process 5. The customer should then click the Apply esignature and Submit to Agent button. Every area of each form where signatures are required will have the electronic signature as follows for you, the proposed insured, or owner, if applicable. TIP On the signature line of the new business application forms, the electronic signature will be displayed as below: esigned by Joe Smith 6. The esignature Confirmation screen will appear. This screen allows the user to see the signed application forms (by clicking on the View esigned application button) and/or close the browser by clicking on the Close igo Forms button. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 11

12 Producer esignature process 1. An is sent to you confirming the proposed insured s and owner s signature(s), if applicable, are complete. This allows you to initiate your esignature. 2. Enter your PIN number. Then the Agent Terms of Use/eSignature Consent screen will appear. 3. Once the "Application Review" screen appears, click the "Review Application" button. 4. After you review the application forms and agree to continue, the Agent Apply esignature screen will appear. 12 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

13 Wet signature process You can obtain wet signatures by having all participants sign all necessary pages of the application and forms using a pen. After all signatures have been captured, submit the application electronically to Nationwide. Fax all signature pages to the home office at Choose Wet Signature on the Signature Method screen and click the Next button. With this signature method, there is a chance that you might miss some places where signatures are required. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 13

14 2. The Print Application screen appears. Click the Print Forms button to display all the completed forms. Select the checkbox that acknowledges all wet signatures have been collected, and fax the signature pages to Nationwide. TIP When the forms appear, print the forms and save a copy to the Desktop 3. Once you have check-marked the box, the Send to Nationwide button is enabled. Click the Send to Nationwide button. 4. All done! The images are on their way to Nationwide. Fax all pages with signatures to TIP The authorization page of the application will have the Proposed Insured s name and date of birth at the bottom of the page 14 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

15 esignature via digital pad process 1. Plug the digital signature pad into the computer. 2. Open the digital pad. 3. Click on esignature via Digital Pad checkbox, then click on the Next button. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 15

16 4. Click the Terms of Use and esignature Consent button. The Terms of Use screen will appear. TIP You are required to complete the terms of use and consent ONLY one time a year 5. Click the Review Application button. A pdf of the completed application will appear. 6. Click the checkboxes for Terms of Use and esignature Consent, then click the Next button. The esignature-primary Insured screen will appear. 16 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

17 7. Click the checkboxes for esignature and enter the city where the application is being signed. The signature section will appear. 8. Click the Sign button, and the signature box will turn red. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 17

18 9. The customer will sign on the pad and it will display on the computer screen. TIP Be sure the digital pad has been plugged into the computer and is open 10. Click the Capture button. The signature box will turn from a red dash outline to a black solid outline. 11. Click the Next button. The producer signature screen will appear. 18 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

19 12. Click the Review Your Application button. A pdf of the completed and signed application will appear. TIP Repeat steps 4 to 11 for all customers who are required to sign 13. Click the checkboxes and enter the city where the application is signed. Repeat steps 6 thru 9 on pages 16 to 18. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 19

20 14. Click the Next button. The Thank you screen will appear 15. Click on the View Signed Application button. A pdf of the completed application will display. 16. Click the Submit to Nationwide button. 20 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

21 Security measures Lock application Once you lock the application, a customer cannot make any changes to the application. Customer-mail/password Only customers have access to their s and passwords. Special URL A special URL is sent to the customer that only he or she can access. It s only available for seven days. SSN/TIN You must enter the SSN of the customer prior to sending the URL, and the customer can only view the document by entering the last four digits of the SSN. Must read pdf prior to checking the box Customers cannot just check the box saying they reviewed the document. It must be opened first before they can agree to the application and send it back to the agent. Unlocked application If customers request changes to their applications, they must send the documents back to you to unlock them. Once unlocked, all signatures are lost and the esignature process must begin again. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 21

22 Frequently asked questions How do I log on to Nationwide Online Life Forms? Through the Sales & Service Center (SSC) Web site. Do the screens look alike for all insurance companies? Yes! This makes application submission easier for the field. What do fields in yellow mean? These are required fields for an application or form to be in-good-order and eligible for esignature and esubmit. As those fields are entered, the box becomes white. Does a proposed insured need to have a Social Security number to use Nationwide Online Life Forms? A Social Security number is required for the esign and esubmit process. If the customer does not have a Social Security number, you can print the otherwise completed application, hand sign, and send all forms to Nationwide. Whom do I call for questions or problems? The New Business Application help line: LIFE (5433). Are the broker/dealer forms on this new tool? No. These may be added in the future. How do the esignature and esubmit processes work? esignature is processed through a series of s between you, the proposed insured and owner. Then, esubmit is processed by clicking the Submit to Nationwide" button. If the primary insured or owner does not have an address, the igo process can still be used, but the paperwork must be printed, hand-signed and mailed. Is there a split commission process? Yes. On the Producer Information screen, indicate all producers and the commission percents. At this time, only the producer processing on Nationwide Online Life Forms will have esignature capabilities. 22 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC

23 Will I still need to mail items to the home office? Yes. In order for another company to process a 1035 exchange, the original signatures for 1035 exchange paperwork will need to be mailed to the Home Office. Why can I see all states instead of only the states in which I m licensed? This service is available in all states, but you are only authorized to submit business in the states where you are currently licensed. All states and products are validated for the firm in which you sell. I submitted the application electronically but it didn t make it to the Home Office. Please make sure you clicked the Submit to Nationwide button on the last screen of the Producer esignature process. HINT: If you are able to Unlock the application, you have missed this step. The insured is stating they aren t able to access the link in the . Why? Keep in mind the link will no longer be valid if: It's been longer than five calendar days The esignature process was already completed successfully Any signer completely declines the esignature process You requested the regeneration of a new to the same party There have been three unsuccessful login attempts What s the extra page in the forms? This is the overflow page. It contains information that was not able to be mapped to the pdf. How long are cases saved on the customer screen? Customer data are saved for 120 "active" days. This timer is reset for each case each time it is touched. For example, if you do not touch a case for 118 days and then open the file on the 119th day, the clock is reset. This program is not designed to be a recordkeeping system. You should save pdf files of completed, submitted applications in your own system. How are illustrations handled? Follow the same illustration process you use today. The signed illustration will need to be mailed or faxed, just as you do today. FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC 23

24 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC Life insurance issued by Nationwide Life Insurance Company or Nationwide Life and Annuity Insurance Company, Columbus, Ohio. Nationwide, the Nationwide framemark, Nationwide YourLife and On Your Side are service marks of Nationwide Mutual Insurance Company Nationwide Financial Services, Inc. All rights reserved. 24 FOR INSURANCE PROFESSIONAL USE ONLY NOT FOR DISTRIBUTION WITH THE PUBLIC NFI-0391AO-PV.4 (09/10)