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Frequently Asked Questions: BrokerOffice 

 

 

What is BrokerOffice? 

BrokerOffice is an online lead management system included with your quote engine. BrokerOffice lets you save hours of time searching through files, faxes and emails by managing all your leads from ONE online source. BrokerOffice features:

  • Fast, accurate 'one-click' quoting of your leads*
  • Comprehensive proposals generated quickly and easily*
  • Access to updated carrier applications & brochures
  • Real-time lead reports to track & analyze sales
  • Calendar feature to schedule appointments, renewal reminders etc.

 

(*Available with Norvax quote engine subscription.)
 

How do I change my contact information in Broker Office? 

Home tab > Edit Account Info

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password.

3) Click the “Home” tab.

4) Click the “Edit Account Info” link on the orange bar at the top of your screen.

5) Modify the appropriate fields.

6) Click the “Submit” button to save and enable your changes.
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How do I configure carrier-specific filters?  

Preferences tab > Filters link next to listed carrier

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password.

3) Click the “Preferences” tab for the list of carriers currently active on your account.

4) Click the “Filters” option for the carrier you would like to configure a filter for.

5) The page that loads should display all currently active filters. (If you are setting up a filter for the first time, you will not see any active filters.) To create a new filter, click “Add Filter” in on the left side of the screen. (To edit an already configured filter, skip to step 14.)

6) Confirm that the correct carrier is displayed.

7) Select the states to apply that filter to, then click “Continue”.

8) Set the filter attributes to include or exclude. If you choose to “include” only certain plans, any new plans the carrier makes available will not show up on your quote engine. NOTE: If you select “include quotes,” only the plans, deductibles, and coinsurances that are checked will be displayed on your quote engine results. If you select “exclude quotes,” the plans, deductibles, and coinsurances that are checked will not be displayed on your quote engine results.

9) If a message loads regarding a carrier-defined filter, make sure to select the second radio button, which reads "Apply carrier-defined filter before this filter." Only by selecting this option can you be sure that you are in compliance with the carrier’s policies. If you ignore the carrier-defined filter, you could include plans that are no longer offered or have yet to be approved, and risk termination of appointment. After you have selected this option, click “Continue”. You will see a summary of the current information.

10) Click “Add Rule” above the “Plans” header. This page allows you to filter by plans, plan type, deductibles, copays, and coinsurances. You can filter using one category or a combination of several.

11) To enter a category, click the box to the left of the category name. This will display all the available options under that category. It will also automatically select them. NOTE: If you selected “include” in step 8, leave checked only those plans you want displayed. If you selected “exclude” make sure to leave checked only those plans you do not want displayed.

12) To add other categories, repeat step 11. If you are finished adding categories to the filter, click “Submit”.

13) The last screen will display a summary of the filter properties. Double check that the attributes and categories are set up correctly. If you notice an error, click “Edit” to change the filter’s configuration. Once you are satisfied with this filter, you can log out of Broker Office and the filter will be applied.
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How do I add a document in BrokerOffice? 

Preferences tab > Add Document link under the Document Settings heading

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 

3) Click on the “Preferences” tab.

4) Click on the “Add Document” under the heading “Document Settings”.

5) A window will appear that has two pull-down menus. The first menu allows you to select the carrier you want to add the document for. The second menu allows you to select the type of document you wish to add. The choices for the type of document are:

  • Application
  • Brochure
  • More detail
  • Online apply
  • Provider
  • Quote link

6) After choosing the type of document you would like to add, click the “Submit” button.

7) The next screen allows you to specify the states and plans the document will apply to. Choose the states and plans by clicking on the checkbox next to them.

8) Below the state and plan options, there are two options for choosing the document you wish to upload:

  • “Use agent supplied file” allows you to upload a file from your computer.
  • “Use agent supplied link” allows you to paste in a URL that points to a document.

9) To upload a document from your computer, choose “Use agent supplied file”. A form will appear that has three links on the right. Choose “Upload”, and pop-up window will appear. Click the “Browse” button to browse your computer for the file you wish to upload. NOTE: Make sure the document you choose has a .pdf extension.

10) Once you have selected your document, click “Submit.” Your file will be uploaded to the server.

11) Once the file is uploaded, the pop-up window will disappear, and you will be taken back to the previous screen. Click “Submit.”

12) You will be taken to a screen that displays all of your current documents. You should see the document you just uploaded under the “Uploaded documents” heading.
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How do I remove or add fields from the quote engine on my site? How do I  make a field a required field?

Preferences tab > Edit link under QE Settings heading.

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 

3) Click on the “Preferences” tab.

4) Click on the "Edit" link under the heading “Quote Engine Settings.”

5) You will see three columns with check-box options beneath them: “Frst Page” “Second Page,” and “Apply” page.

6) Select the options you wish to appear on each of the pages of your quote engine. To set a field as a required field, check the “Required” option. NOTE: “Zip” is the only field that you cannot change on the first page. This cannot be changed because the quote engine runs rates based upon this field.

7) Click on the “Submit” button to accept the changes.
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How do I change my notification options for leads received from my quote  engine?

Preferences tab > Edit link under Email Lead Settings heading

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 
 
3) Click on the “Preferences” tab.

4) Under the “Email Lead Settings” heading, click on the “Edit” link.

5) On the “Edit” screen, you can change whether you receive an email from the First Page, Second Page, Apply Page, or Apply Online button of your quote engine. To enable or disable email notifications, check or uncheck the box listed next to “Send Lead Email for the__” for each page. You can also change the email address that the lead notification is sent to for each page and the Subject Line of the message. NOTE: You can set a different email address for each option, and the fields do not automatically update each other. If you have changed your email address and want all of the notifications to go to your new address, you must change the email address in each field.

6) After you have made your changes, click on the “Submit” button at the bottom of the screen to save and enable your changes.
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How do I generate a “one-click” proposal for a lead that is not yet in the  Broker Office database?

Home tab > Quick Quote

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 

3) Click on the “Home” tab.

4) Enter prospect’s Name, Zip Code, and Birthdate under the “Quick Quote” heading.

5) Click on Start Quote to begin the quote process. If you need to enter dependents, click the “Add Family” button.
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How do I manually enter a lead and set a follow-up date? 

Leads tab > Add Leads link

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 

3) Click the “Leads” tab.

4) Click “Add Leads”

5) Enter the contact information, choose a status from the pull-down menu, and enter the desired follow-up date. (Example: 2004-08-22 or 08-22-2004)

6) Click the “Continue” button at the bottom of the page. This will add the contact to your leads.

7) Click the “Home” tab. The lead will show up under “New Leads”. The lead will also show up under “Follow up Leads” at the bottom of the page, with the follow-up date and the status listed.
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How do I generate a proposal for a prospect? 

Proposals tab > Create New Proposal heading

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 

3) Click the “Proposals” tab at the top of the navigation bar.

4) Complete the Applicant information form.

4) Click “Generate Proposal”

5) When the plans appear, select the plans you would like to include in your proposal. NOTE: By default, plans appear by carrier. You can sort or filter at the top by other criteria.

6) Click the “Create Proposal” button at the bottom of the form.

7) Confirm the prospect’s information and make any necessary adjustments.

8) Click “Continue”.

9) Select the type of report you would like to send or preview. (Summary or Detailed, PDF or HTML.)

10) Enter the prospect’s email address and your contact information. NOTE: You can only send the proposal to one email address.

11) Click “Send Email”. Your proposal will be emailed to your prospect. You can view a version of the proposal under "Recent Proposals" on the “Home” tab.
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How Do I view a side-by-side comparison proposal with Broker Office?  

Proposals tab > Create New Proposal heading

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 

3) Click the “Proposals” tab at the top of the navigation bar.

4) Complete the Applicant information form.

5) Click “Generate Proposal”.

6) When the plans appear, select up to 4 plans you would like to include in your proposal.

7) Click the “Create Proposal” button at the bottom of the form.

8) Confirm the prospect’s information on the following page and make any necessary adjustments.

9) Click “Continue”.

10) When asked to select the type of report you would like to send or preview, choose the “Health Plan Benefit Detail Report” (PDF or HTML).

11) Enter the prospect’s email and your contact information. NOTE: You can only send the proposal to one email address.

12) Click “Send Email”. Your proposal will be emailed to your prospect. You can view a version of the proposal under “Recent Proposals” on the “Home” tab.
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How do I export leads from the BrokerOffice database? 

Advanced Search, under Lead Search Heading

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password. 

3) Click the “Advanced Search” link in the top left corner of the page (beneath the “Lead Search” box).

4) Enter the appropriate information, and click “Search”. If you would like to see all the leads available, click "Search" without entering any information. NOTE: Depending on how many leads you have available, it may take several minutes to load.

5) You will be shown all the leads that meet your criteria in increments of 20. Under “Bulk Operate” (located on the top right of the page) choose “All Leads” or “Current Page”.

6) Check the box corresponding with the leads you would like to export. If you would like to export all leads, click the check box in the upper-left corner of the lead table.

7) Click “Choose Bulk Operation”.

8) Click the button next to “Export Selected Leads”.

9) A confirmation page will appear. Click “Confirm Lead Export”. NOTE: If you selected a large number of leads, it may take a few moments to prepare the file.

10) You will be prompted to download the file “export.zip”. Choose “Save” and select the location on your computer where you would like to save the file. NOTE: If the leads are saved with the extension JSP, change the extension to ZIP by renaming the file.

11) Open the saved file with a Zip extraction utility (WinZip, WinRar, etc. Windows XP is able to open the file without any additional software). 

12) Your leads will be in CSV (Comma Separated Value) format. You can open them with Microsoft Excel or another compatible spreadsheet application.
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How do I add a custom Brochure or Application? 

1) Log in to your BrokerOffice account by going to http://www.prospectzone.com/leads/client_login.jsp or clicking on the banner on the home page in SiteLever.

2) Enter your username and password.
 
3) Scroll down to the bottom of the page and click the “Add Document” link.

4) Choose the appropriate carrier from the “Carrier” drop-down menu.

5) Choose the appropriate type of document you are uploading in the “Category” drop-down menu.

6) Click “Submit”.

7) Choose the appropriate options under “State” and “Plans”.

8) Click on either “Use agent supplied file” or “Use agent supplied link.” 

    • If it is a link, simply paste the appropriate link into the “Link” box that will appear. 
    • If it is a file, click on the “Upload” link.  Then browse through your computer to find the file.

 

9) Click “Submit” to upload the document.
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How do I ask a question that is not on this list? 

If you have other questions or concerns, please fill out a support request  and someone from our Technical Support Department will contact you within 24-48 hours.

If you have a suggestion for a new FAQ topic, let us know by filling out a support ticket .

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