Industry Hub · Insurance Back Office Support
Vitalis Outsourcing pairs independent agencies and brokers with trained Virtual Assistants to manage lead follow-up, policy renewal tracking, document gathering, certificate requests, CRM updates, and consultation scheduling—freeing producers to focus on closing revenue.
Contacting inbound web leads and qualifying basic application parameters.
Chasing loss runs, prior dec pages, inspection reports, and driver lists.
Updating policy records, logging notes, and attaching client files in AMS360 or EZLynx.
Booking qualified prospect review calls and scheduling annual policy renewal reviews.
Agency Efficiency
Licensed insurance producers and agents spend up to 60% of their working hours on administrative friction—chasing missing documents, processing certificate requests, logging CRM updates, and managing calendar bookings.
A dedicated Insurance Virtual Assistant handles operational tasks and prospect outreach, allowing your licensed team to focus on coverage recommendations, underwriting negotiations, and high-value selling.
Regulatory Compliance
We protect agency compliance by establishing clear operational boundaries for unlicensed virtual assistants.
Our VAs streamline daily operations under the direction of your licensed agents.
Unless proper state licensing is validated, VAs strictly avoid regulated sales activities.
Agency Systems
Updating client files, managing personal/commercial lines data, logging notes, and organizing policy attachments.
Processing customer service tasks, updating policy records, tracking renewals, and organizing agency workflows.
Executing multi-touch lead follow-up campaigns, managing pipeline stages, and automating SMS/email reminders.
Handling inbound reception calls, managing outbound SMS outreach, and logging call recordings in CRM.
Coordinating producer schedules, enforcing pre-qualification criteria, and issuing meeting reminders.
Dispatching signature requests for policy applications, tracking e-signatures, and filing completed forms.
Core Services
Delegating administrative routines keeps your agency responsive and protects client retention.
Responding rapidly to web, quote-form, and referral leads to qualify key details and secure review calls.
Collecting current policy declarations, driver lists, property details, and loss run reports from prospects.
Proactively reaching out to existing policyholders 60–90 days prior to renewal to verify information.
Keeping policy records, contact profiles, and customer communications accurately logged in your agency management system.
Issuing standard Certificates of Insurance and proof-of-coverage documents using agent-approved templates.
Managing producer availability, organizing consultation appointments, and minimizing no-show rates.
Frequently asked questions
Learn how Virtual Assistants support agency operations safely and efficiently.
Our standard VAs are unlicensed administrative professionals focused on scheduling, lead follow-up, document collection, and data entry. Licensed producer roles require specific state licensing validation.
Our team has experience with major platforms including EZLynx, HawkSoft, AMS360, Applied Epic, AgencyZoom, and GoHighLevel.
Vitalis VAs sign strict non-disclosure agreements (NDAs) and operate within secure agency environments, password managers, and restricted access protocols to protect sensitive client information.
Yes. VAs contact clients 60 to 90 days before renewal to update contact information, request updated vehicle or property details, and schedule renewal review calls with producers.
Following an initial discovery session to review your agency management tools and workflows, a VA can typically be onboarded and active within 5 to 7 business days.
Yes. VAs can act as front-office virtual receptionists—greeting callers, answering general non-licensed questions, gathering inquiry details, and routing calls to licensed agents.
Streamline lead follow-up, renewal tracking, and back-office administration with managed virtual assistant support.
