Overview
Sales Records track information about potential Individual clients in your sales process. To maximize your conversions, add your leads to AMS+, and use our call-making, texting, and emailing features to follow up and stay connected until the sale is closed won. Track progress on your dashboard. Learn how to create and manage Sales Records in this article.
Once closed won, you can seamlessly convert the Sales Record to a new Individual Record for client servicing.
IN THIS ARTICLE
Adding a Sales Record
Here are the default fields for Sales Records:
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Are we missing any fields? Create and use custom fields to track information that is unique to your agency. Go to Settings > Servicing > Data & Custom Fields > Custom Fields > Individual if you want to add custom fields. Learn more.
You could also set up some Analytic Tables to help you group your data in ways that are more reportable and actionable. Go to Settings > Sales > Analytics if you want to create Analytic Tables. Learn more.
Manually enter leads as Sales Records
To add a Sales Record, select the + button in the AMS+ app header and choose ‘Leads’ in the dropdown menu. You can also import lists of leads.
Import leads as Sales Records
There are multiple methods for importing leads from other systems into AMS+ as Sales Records.
- CSV spreadsheet file - Import existing leads in bulk using the CSV File Format Import. Check the column headings. They must match exactly for the import to work successfully.
- Website / HTTP Post - AMS+ can import leads from your website using an HTTP Post (Contact Page Form) or directly from a lead vendor. If you’re interested in these options, please contact our Client Support Team.
Editing a Sales Record
To edit a Sales Record, select its name on the Dashboard or Lead List.
Notes
Add notes from conversations you have with a Lead. Notes are time-stamped with the date and user who added the note.
When importing a CSV spreadsheet, you can map ANYTHING you want to 'Note' columns and it will populate into this tab. Learn more about importing leads.
Information
Data points on a Sales Record. Also, the tab where Coverage Type, Status, Carrier, and Product & Agent can be changed. Commissions and renewals can be edited as well.
Files
Attach files and URLs.
Policies
Add and track policies and products that you have quoted for a lead so they can be transferred to the client record (Individual) upon closing the sale. For example, a Medicare Advantage beneficiary could also have a Final Expense policy.
Policy custom fields from AMS+ will appear in the Sales Record > Policies tab.
Deleting a Lead
Note: Delete at your own discretion! Be aware, you are required to maintain records for at least 10 years to stay in compliance with the majority of insurance regulations.
Instead of deleting a Sales Record, we recommend creating a Record Type of “Archive” with a Status of “Do not contact” or “Hold until next year’s AEP” or “Deceased”. Learn more on how to create Record Types.
If you have "Delete" permissions for the Lead’s Record Type, you can delete the Lead.
Follow-up actions
If the Sales Record represents a Medicare beneficiary, the first thing you’ll want to do is generate a Scope of Appointment (SOA). The Centers for Medicare and Medicaid Services (CMS) requires that you must obtain a signed Scope of Appointment (SOA) at least 48 hours before any appointment that discusses Medicare plan options.
- Make a direct call - Your agency must have an active AMS+ VoIP phone number.
- Send a direct SMS text message - Your agency must have an active AMS+ VoIP phone number.
- Send a direct email
- Schedule an appointment
You can also set up and trigger an Automated Workflow to accomplish any of these actions. Learn more.