Applications - a deep understanding

SOP: Set Up and Manage Applications in ComTrack

Objective

This SOP explains how to centralize application intake in ComTrack, import historical data, automate future submissions, and match applications to book of business and commission records. It also covers how to use application rules and reporting to support accurate tracking and agent compensation.

Key Steps

1. Understand the purpose of the Applications feature 0:00

• Use the Applications feature to keep all client applications in one master table.
• Applications can be brought in from:
  • HealthSherpa
  • ComTrack disposition form
  • Zapier-connected forms
• Once in ComTrack, applications can be matched to:
  • Book of Business (BOB) data
  • Commission data
• Goal: eliminate double entry and keep application, policy, and commission data aligned.

2. Open the Applications area in ComTrack 2:14

• Log in to ComTrack.
• In the left navigation, select Applications.
• Review the Applications table, which is the central location for all submitted applications.
• If no applications have been submitted yet, the table will appear blank.

3. Submit applications using the Disposition Form 2:35

• Use the built-in Disposition Form when an application was not submitted through HealthSherpa.
• Complete the form with key client and policy details, including:
  • Agent name
  • Client name
  • Date of birth
  • Address
  • Carrier
  • Product type (Life, Health, Med Advantage, Med Supp, Ancillary)
  • Plan name
  • Submit date
  • Policy number
• Include classification details such as:
  • New client vs. existing client
  • New to Medicare
  • First policy with carrier
  • Application source
  • Referring agent, if applicable
• Submit the form to create a new row in the Applications table.

4. Enable the Disposition Form for agents or embed it elsewhere 4:18

• If you are an agency or Pro user, decide whether agents should access the Disposition Form in their portals.
• Turn the form on to make it available in agent/upline portals.
• Turn the form off to hide it.
• If needed, copy the embed code and place the form in another system such as a CRM.
• Any submission from the embedded form will still flow into the ComTrack Applications table.

5. Import historical HealthSherpa applications 5:15

• In HealthSherpa, export historical application data as a CSV file.
• In ComTrack, upload the CSV into the HealthSherpa Medicare import area.
• Confirm the import so historical applications are added to the database.
• Verify the imported records now appear in the Applications table.

6. Automate future HealthSherpa submissions with a webhook 6:20

• Copy your inbound webhook URL from ComTrack.
• In HealthSherpa, go to Integrations.
• Add the ComTrack webhook destination so new enrollments are sent automatically.
• If self-serve webhook setup is not yet available, email HealthSherpa support with the destination URL request.
  • [e-mail]
• Once configured, new HealthSherpa enrollments will appear in the Applications table with the source labeled as HealthSherpa.

7. Use the Applications table for visibility and agent ranking 7:18

• Review the Applications table to confirm new submissions are arriving correctly.
• Use the data to power the leaderboard and agent performance views.
• Sort or filter by metrics such as:
  • Annual premium
  • Number of applications
  • Time period (all time, past 7 days, since Monday, past 30 days)
• If enabled in agent portals, agents can view their ranking against others.

8. Send application data to other systems with outbound webhooks 8:18

• Decide whether application rows should be sent to another system, such as a CRM.
• Configure an outbound webhook for the Applications table.
• Enter the destination URL provided by the receiving system.
• When a new application row is created, ComTrack will send the data automatically to the selected destination.

9. Turn on application rules for automated matching and compensation logic 9:10

• Enable application rules if you want ComTrack to create if-then rules from submitted applications.
• Use these rules to automatically identify and update records based on:
  • Client first and last name
  • Carrier
  • Source
  • New to Medicare status
  • Existing client rewrite status
  • Referring agent split
• This helps automate AOR changes and other compensation-related adjustments.

10. Apply rules to compensation scenarios 11:01

• Use application rules to support different payout logic.
• Examples include paying differently when:
  • Source is referral vs. Facebook
  • TrueUp is yes vs. no
  • Client is new vs. existing
  • A referring agent split is required
• Confirm the rule structure matches your compensation plan before relying on it for payouts.

11. Refresh and verify BOB and commission matching 11:47

• Return to the Applications table.
• Ensure your account has current:
  • BOB data
  • Commission data
• Use Retrieve or upload files manually if needed.
• Click Refresh so ComTrack can cross-reference each application against:
  • Book of Business records
  • Commission records
• Review the BOB Match and Commission Match columns for each row.

12. Investigate unmatched records and confirm record details 12:47

• If a record does not match BOB or commissions, review the application details.
• Open the BOB record from the bottom of the row to inspect the most recent matched record.
• Determine whether the issue is due to:
  • The policy not yet appearing in BOB
  • The commission not yet being paid
  • A data mismatch in name, carrier, or policy details
• Keep monitoring unmatched rows until they reconcile.

Cautionary Notes

• Historical imports and live webhooks are separate tasks: import old HealthSherpa data first, then set up the webhook for future submissions.
• Application rules can affect compensation, so verify rule logic carefully before using it for payouts.
• Agent portal access should be controlled; only enable the Disposition Form if agents should submit directly.
• Outbound webhooks should be tested to confirm data is reaching the destination system correctly.

Tips for Efficiency

• Use the HealthSherpa webhook to eliminate manual entry for future applications.
• Use the Disposition Form for any application source that does not automatically feed into ComTrack.
• Keep your BOB and commission data updated regularly so matching stays accurate.
• Use leaderboard views to quickly identify active agents and production trends.
• Standardize how your team enters source, carrier, and client names to improve matching accuracy.
• If you use multiple intake systems, connect them through Zapier or webhooks so all submissions land in one table.