Malpractice Insurance Renewal

Q: Can the automation handle policies with different renewal dates or coverage types?

Yes. The system tracks each policy individually by expiry date and coverage type, so it works for firms with multiple policies renewing on different schedules.

Q: What if firm information changes between renewals, like adding a new office location?

Staff update the firm details in the central record once, and automation uses the current information to pre-fill all future renewal forms automatically.

Q: Does the automation submit the form to the broker, or does staff still need to do that?

Staff review the pre-filled form and supporting documents, then submit it to the broker. Automation handles all the data gathering and form population; the final submission remains a human step for compliance and accuracy.

Q: What if the broker's renewal form changes format or asks for new information?

The automation can be updated to map new form fields to the stored data. Changes are typically made once per year when the broker updates their template.

Tracking renewal dates and triggering applications 90 days ahead.

72 hrs

Manual time identified

Companies have mapped

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About This Automation

Malpractice insurance renewal requires operations staff to manually track expiry dates, hunt for renewal notices across email and storage, and gather scattered documentation. This scattered, repetitive work consumes per renewal and creates risk of missed deadlines.

Automation monitors policy expiry dates, retrieves renewal notices and firm documentation automatically, and pre-fills renewal forms with stored data. Staff review and submit in minutes instead of weeks.

Key features:

Monitor policy expiry dates and trigger renewal workflows 90 days before expiration

Retrieve renewal notices from broker email and compile them with prior documentation

Pre-fill renewal forms with firm information, coverage limits, and claims history from stored records

Centralize all renewal documents in one location for easy review and submission

Update policy records automatically once renewal is confirmed

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Scattered documentation sources Firm details, loss history, and prior forms are stored across email, Google Drive, and file cabinets, requiring multiple searches.	80%
2	Manual form re-entry Staff re-type firm information and coverage details into renewal forms instead of pulling from stored records.	67%
3	Broker communication delays Multiple back-and-forth emails with the broker to request renewal notices and confirm receipt slow the process.	53%
4	Manual expiry tracking Staff check a spreadsheet weekly to identify upcoming renewals, risking missed deadlines if the calendar is not reviewed.	40%
5	Policy record updates New expiry dates and coverage limits are manually entered into the policy spreadsheet after renewal confirmation.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.5/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.2/ 10

Hidden Overhead™

6.9/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Policy Renewal Date Approachestrigger

Automation checks the policy database daily and triggers when a policy renewal date falls within 90 days or a renewal notice is received from the broker.

2. Retrieve Policy and Firm Data

Automation pulls the policy record, firm details, and prior renewal documents and, centralizing all required information.

3. Notify Operations Manager

A notification is sent to the operations manager with the policy name, expiry date, broker contact, and a link to the centralized renewal folder.

4. Pre-fill Renewal Form

Automation generates a pre-filled renewal application using stored firm data, claims history, and coverage limits, reducing manual data entry.

5. Review and Approve Renewal

Operations manager reviews the pre-filled form, verifies accuracy, and approves submission. This step remains manual to ensure compliance and catch any changes in coverage or firm details.

6. Submit to Broker

Automation sends the approved renewal application and supporting documents to the broker via email and logs the submission in the policy record.

7. Update Policy Record

Once renewal is confirmed by the broker, automation updates the policy spreadsheet with the new expiry date and schedules the next renewal alert.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

216 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a renewal notice arrives late or the broker sends it to a different email address?

Automation monitors multiple email addresses and can be configured to search for renewal notices by sender or keyword. If a notice is missed, staff receive a backup alert 60 days before expiry so the renewal is never overlooked.

Can the automation handle policies with different renewal dates or coverage types?

What if firm information changes between renewals, like adding a new office location?

Does the automation submit the form to the broker, or does staff still need to do that?

What if the broker's renewal form changes format or asks for new information?

View more FAQs

Process pain:8.5/10

Mapped by:8 Companies

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Page updated 10 August 2026