HealthSherpa Integration Overview

SOP: Set Up and Use the HealthSherpa ↔ ComTrack Integration

Objective

This SOP explains how to connect HealthSherpa to ComTrack, submit applications, and use ComTrack’s matching process to tie applications to book of business and commission records. The goal is to keep application, policy, and commission data synchronized so discrepancies can be identified quickly.

Key Steps

1. Confirm the integration flow and what data will sync 0:00

• Understand the three-stage workflow:
  • Stage 1: Submit an application in HealthSherpa so it lands in ComTrack’s application table.
  • Stage 2: ComTrack matches the application against your Book of Business (BOB) and commission records.
  • Stage 3: HealthSherpa queries ComTrack nightly and updates the application with matched data.
• Know the current supported lines of business:
  • Med Adv
  • Med Supp
  • PDP

2. Set up the HealthSherpa webhook connection in ComTrack 3:26

• In ComTrack, open the HealthSherpa Medicare integration area.
• Copy the two values provided by ComTrack:
  • API key
  • Inbound webhook URL
• Email HealthSherpa with the API key and webhook URL and request HealthSherpa webhook setup.
  • [e-mail]
• If self-serve webhooks become available later, use the Add Webhook option and paste the ComTrack webhook URL directly into HealthSherpa.

3. Submit or backfill applications into ComTrack 4:41

• Submit a new enrollment application in HealthSherpa to send data into ComTrack automatically.
• If needed, backfill prior enrollments by exporting your HealthSherpa contact list and uploading it into the integration workflow.
• Confirm that the application appears in ComTrack’s application table.
• Verify key fields such as:
  • Agent name
  • Source (HealthSherpa, API, Zapier, etc.)
  • Carrier
  • Sub-line
  • Client name
  • Effective date
  • Submitted/processed date

4. Review and validate application records in ComTrack 5:06

• Open the application table and confirm the submitted records are visible.
• Use Show All Columns if you need to review additional data points beyond the default view.
• Check for missing or blank fields and confirm whether they are expected or require correction.
• Use the table to verify that the application data was normalized correctly by ComTrack.

5. Refresh ComTrack to match applications against BOB and commissions 5:45

• Click Refresh in ComTrack to trigger matching.
• ComTrack will search each application against:
  • Your Book of Business records
  • Your commission records
• Review the match results for each application:
  • BOB match found + commission match found = complete record
  • BOB match found + no commission match = possible commission issue
  • No match found = investigate whether the record exists in the carrier data or whether the application details need correction
• Use the results to identify discrepancies that may need carrier follow-up.

6. Understand how ComTrack builds and refreshes BOB and commission data 6:27

• Know that ComTrack maintains two major databases:
  • Book of Business (BOB)
  • Commissions
• ComTrack aggregates data from 400+ carriers.
• Data can be populated in two ways:
  • Automatically via Retrieve, which logs into carrier portals on a schedule and pulls updated data
  • Manually by uploading commission statements or BOB files
• Review policy status fields in BOB to see carrier-reported statuses, including future terminations when available.

7. Verify nightly HealthSherpa updates and final synced status 7:13

• Allow HealthSherpa to query ComTrack overnight, typically around midnight.
• Confirm that the HealthSherpa application record updates with the latest ComTrack data.
• Expect the updated record to show:
  • ComTrack status / policy status
  • BOB status details from the carrier
  • Last commission received
  • Payment period for the commission
• Use the updated view to confirm the full trifecta:
  • Application submitted
  • BOB data received
  • Commission data received

Cautionary Notes

• Current setup requires HealthSherpa support to configure the webhook; do not assume self-serve setup is available yet.
• Missing commission data does not always mean an error in ComTrack; it may indicate a carrier issue or unpaid commission.
• Blank or missing fields in the application table should be reviewed before assuming the sync failed.
• BOB and commission data depend on carrier portal availability and data quality; discrepancies may require carrier follow-up.

Tips for Efficiency

• Use Retrieve to automate BOB and commission refreshes instead of relying only on manual uploads.
• Backfill older enrollments early so your records are current before reviewing matches.
• Use the default columns for quick checks, then expand with Show All Columns only when deeper troubleshooting is needed.
• Review unmatched records in batches to save time and identify patterns across carriers.
• Check nightly updates after the sync window rather than repeatedly refreshing during the day.