What an Insurance Agency Needs; Insurance Virtual Assistant

To increase online sales, you need not one, but the culmination of these factors working together.

As the world transitions fast to “digital,” every business owner is looking for ways to stay competitive — the daily tasks are doubling and the clients have growing demands. Now, the day-to-day trip to the office is burning your midnight candles more than 60 hours a week.

We’re not here to judge you, but who says that running an insurance agency has to be a solo operation?

It’s time to change your old ways, add an Insurance Virtual Assistant to your team. They’re there to help you with back-office tasks like data entry, billing or policy review, giving you and your insurance agents more time for the core tasks.

Read on if you want to know more about the variety of ways virtual assistant services can support your insurance business.

What is an Insurance Virtual Assistant?

An Insurance Virtual Assistant is a remote professional who works from home, performing a variety of tasks for an insurance agency.

Depending on the client’s needs, an insurance VA can handle just about anything. This makes them extremely useful when you’re trying to save time to focus on other tasks that need your immediate attention.

For instance, a virtual insurance agent may be spending loads of time talking to a client that they don’t have the time to prepare policy documents for another client. A VA can take care of that other transaction.

They can keep your customers happy while boosting productivity.

How Can an Insurance Virtual Assistant Help Your Business?

Are you skeptical about hiring an Insurance Agency Virtual Assistant? Do you believe you don’t need one? If you say “YES” to these questions, then you’re still not seeing the bigger picture yet.

Let us paint you a clearer scenario of what it would be like if you have a virtual ally in tow.

Here are the many insurance-related tasks an Insurance Virtual Assistant can manage for you.

  • Data Entry

    This task might be easy, but still, it’s very time-consuming. That’s why you should delegate this to a virtual assistant.

    Your Insurance VA can effectively organize, convert and compile data electronically while making sure they’re up to date.

  • Policy Renewal and Management

    Policy renewal is one of the crucial aspects of insurance processes — you’re right back again collecting client data and updating insurance policies.

    An Insurance Virtual Assistant can help you streamline these tasks so that you can save time. They can incorporate tools to digitize and automate manual processes, from signature collection to policy document generation.

    Additionally, VAs can help monitor procedures, ensuring they’re aligned with the current regulations and industry standards. This will keep losses and risks at bay, due to outdated plans.

  • Claims Processing

    Claims processing has several phases that involve adjudication, explanations of benefits and then settlement. It can get overwhelming at times, especially when you’re also managing other clients.

    To help you with the collection, preparation, verification and submission of documents, you can work with an Insurance Virtual Assistant. They can also facilitate communication and make follow-up calls or emails to customers, keeping them updated on the status of their claims.

  • Scheduling Appointments

    Scheduling is easily one of the tasks that you can delegate to your Insurance Virtual Assistant.

    Take comfort, they can effectively manage your calendars, set reminders and confirm and cancel appointments beforehand, so you won’t ever miss any important meetings or waste your time. They can even reach out to the people you’re meeting with on your behalf.

  • Policy Reviews

    Do you know the key to effective policy reviews? Being proactive.

    As a business owner, you don’t have that much time to be constantly available, reviewing policies in detail.

    Work with an Insurance VA to fill in the gaps in your policy review processes. They can gather, organize, and make good recommendations to improve policy coverage.

  • Document Preparation

    One of the responsibilities that you can immediately outsource to an Insurance Virtual Assistant is the preparation of reports specific to insurance policies.

    Document preparation, though simple in nature, is tedious work. By delegating you can save time without compromising quality.

    VAs can create a well-structured document, as they are experienced. They can assist you in organizing and drawing up different documents such as proposals, policies or quotes. In the process, these remote professionals will also play as your proofreader, editing and enhancing your documents.

  • Billing and Accounting

    Not everyone likes to wrangle with numbers all day. Needless to say, financial health is a business aspect that needs immediate attention. So, if you’re fretting about billing inquiries and elaborating payment methods, you can always employ an Insurance Virtual Assistant.

    In this role, your VA communicates with clients on anything finances. To be able to do that, they have to be versed in the different payment plans and have some financial management skills too.

  • Marketing Support

    Honestly, no company can ever move up the ladder without marketing. You need to be out there and bring your brand to the masses.

    To stay competitive, you can rely on your Insurance Virtual Assistant to assist you in the marketing campaigns. What can they do?

    Well, VAs can prepare marketing materials, create and schedule blog posts and even handle social media accounts. And they will spin these marketing efforts, embodying the same brand messaging of the company.

  • Client Onboarding

    After all the marketing spill that gets the company a deal, you take the next step of client onboarding.

    Okay, client onboarding is hard — without the support of a reliable Insurance Virtual Assistant, that is. With them on your side, you can set up new clients easily. They’ll take care of the required documents, explain the policies and then set the account, in smooth succession.

  • Research

    Research might be an everyday task that seems mundane, but it is in fact, one of the vital elements of an insurance agency.

    So, it is only right to hire someone who is a professional and can fully focus on the tasks. An Insurance VA can do expansive research on competitors, trends, customers, compliance requirements and even specific insurance products.

    This will keep you up-to-date with the industry and gain powerful insights that you can use to make wise-business decisions.

Related Questions:

Why is an Insurance Virtual Assistant Good for Your Business?

To name all the benefits of incorporating an Insurance Virtual Assistant into your company will take some time.

Yes, the list is quite long which is why we’re only going to mention the top 4 reasons why VAs are so very good for your growing insurance agency.

  • Boosted Sales

    The most important adage in business is that the customers come first.

    When you work with a virtual assistant, that would be your company’s reality. By taking care of every task that needs to be done to provide better service to the clients, a virtual assistant can help improve sales greatly.

    Making clients feel valued results to increase engagement, higher conversion and repeat business.

  • Enhanced Efficiency

    An Insurance Virtual Assistant can help you streamline your processes by automating your most time-consuming tasks in customer service or database management.

  • Better Customer Support

    Virtual assistants hail from different corners of the world, living in different time zones.

    This means that they can offer customer service even beyond your usual operating hours.

    VAs can interact with clients round-the-clock, handing out relevant and quick information. They can even tailor their assistance based on the preference and needs of the customer.

  • Highly Economical

    Virtual assistants are cost-effective. By hiring them, you’re saving up to 78% of operating costs.

    VAs deliver their service without fuss. They don’t need office space or equipment — no compensation benefits whatsoever. Moreover, this remote workforce only gets paid when they do actual work. Their contracts are also very flexible that if things don’t work out, you need not worry about the turnover cost of hiring someone else.

What to Look for in an Insurance VA?

Now, that you’re finally convinced of the power of Insurance Virtual Assistants, you’re ready to start searching on the freelance marketplace or virtual assistant agency for the right candidate.

But first, here are the most important skills and traits of the best virtual assistant for insurance agents.

  • Fast Learner
  • Communication Skills
  • Software Proficient
  • Great Attention to Detail
  • Organizational Skills
  • Friendly Attitude
  • Adaptable and Flexible
  • Multitasking Skills


Without question, choosing to work with an Insurance Virtual Assistant can help your insurance agency take off from the ground.

Just think about all the tasks they can do for you — from basic admin tasks and marketing to claim processing. And then pair that up with the massive benefits of a VA to your company, saving you time, money and effort. It’s a win-win.

So, take the deal, onboard an Insurance VA into your team and watch the magic happens.