An Automated Applied Epic to Streamline Workflows and Manage End-to-End Policy Lifecycle Efficiently

SHALIGRAM helped Wells Insurance with an automated insurance management system to improve workflow efficiency and strengthen client service strategies.

Wells insurance automated insurance management system

Client profile

Wells Insurance, an equity member of Assurex Global, is an independent, multi-line brokerage Insurance agency based in North Carolina and operating for more than a century. Businesses rely on Wells Insurance for guidance, clarity, and dependable insurance services. Insurance

Industry type

Insurance

Service

Insurance

Country

USA

Project overview

Insurance agency workflows are time-consuming as they include several repetitive, error-prone data-entry tasks that can hinder operational efficiency. Although Wells Insurance was built on Applied Epic API, .NET, Azure, and MFA Portal, the company wanted to automate Applied Epic to eliminate manual overhead, and free up their operations team.

Applied Epic is a cloud-based Insurance agency management system developed by Applied Systems. The company wanted to automate Applied Epic to run email campaigns and track client engagement, automatically read and match statements, extract data from insurance forms, and have an integrated workflow to avoid manual data re-entry. Applied Epic had no native automation facility for bulk category reassignments, and Wells Insurance needed something purpose-built, reliable, and secure.

The company chose SHALIGRAM as its development partner to build a secure integration portal connecting directly to Applied Epic via API.

Technical challenges

Although Wells had insurance management software in place, several tasks required extensive data entry, including claims management, policy management, cancellation and reinstatement monitoring, customer support, risk assessment, reconciliation, and more. Every quarter, nearly three to four staff members were assigned to extract customer data, cross-reference category assignments, and manually update thousands of records in Applied Epic. This took days to complete. Also, since the entries were done manually, there were consistent data entry errors.

Difficulty unlocking greater business value
Time-consuming manual tasks
Limited time for client retention and engagement
Minimal focus on strategic initiatives
Challenges in making data-driven decisions
Limited ability to scale efficiently

Our solution

SHALIGRAM designed and implemented a secure integration portal connecting directly to Applied Epic via API. The purpose is to enable automated data exchange, streamline the workflows, and centralize access to information.

Client management automated insurance managementm system

Role-based access

This facility, along with multi-factor authentication (MFA), allows only authorized staff to access role-specific information in an easy-to-understand format and update them easily.

Automated validation

Users can upload a spreadsheet with multiple records. Before changing the data in Applied Epic, the system first checks every entry error, missing information, invalid values, duplicate entries, or other issues. Only validated records are then updated in the Applied Epic, reducing the risk of incorrect updates.

Preview of update

If a user makes any changes, the system automatically gives users a clear preview of the changes. It identifies which records will be updated, which records have errors, and which records need no changes. This allows users to review and correct issues before proceeding to update.

Re-usable

The integration system is built as a reusable architecture rather than a one-time spreadsheet tool. The same API and integration layer can support future Applied Epic workflows and automations.

Our project result

Time savings

Three days of quarterly work was reduced to just 30 minutes.

Reduced workforce

Automation reduced workforce from four people to one

Automation

Data flows automatically between the systems, reducing manual data entry, errors, and duplicate work.

A centralized interface

Easy to access and manage information and workflows.

Increased operational efficiency

Automated and optimized workflows improved productivity, reduced errors to near zero, and enabled the team to focus on client-facing work.

Cost reduction

Cost to carry out the quarterly work fell from $3K to under $100.