One connected system for families, policies, renewals, claims and commission.
Manage leads, family and member records, plan comparisons, policies, renewals, claims assistance, documents and commission in one system. Each household carries its members, its floater and individual covers, and its history with every insurer, so advisors see who is due for renewal. Hospital claims wait for discharge summaries. Owners read premium and commission figures from the same records.
- Your insurers, plans, document lists and renewal rules configured to match
- Households, policies, renewal dates and open claims brought across
- Plan, form and reminder wording changes made by GullySystem on request
Agents and small agencies selling health cover keep leads, family records, quotations, renewals, claims assistance and commission in this one system. GullySystem configures it around your insurers. Each household keeps its members, plans, sum insured and documents. Every renewal and claim follow-up is dated and assigned to an advisor on the same record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Lead and fact-finding
An enquiry is logged with its source. The advisor records members, ages, pre-existing conditions and what the family expects from a plan, including preferred hospitals, room type and the sum insured wanted.
- 2
Comparison and quotation
Plans from several insurers are compared for that family on sum insured, waiting periods, co-payment and premium. Then the quotation goes out. The client accepts, asks for changes or drops it.
- 3
Proposal and documents
Proposal forms, identity papers and health declarations are collected against each member, and the proposal goes to the insurer for underwriting. Policy number and schedule are recorded the day the policy is issued.
- 4
Premium and policy record
Premium, instalment dates and the policy copy are filed on the household. Payments made to the insurer are noted against the policy, with the receipt kept beside them for the audit.
- 5
Claims assistance
A case is opened for each admission. The document list, what has been sent and what the insurer’s claims desk has queried are tracked until the claim is paid, repudiated or withdrawn.
- 6
Renewal and review
Clients are contacted ahead of each renewal notice. Cover is reviewed for new members, a higher sum insured, port-in options and endorsements, and then the cycle starts again for the next policy year.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Enquiries from referrals, employers and walk-ins are logged with their source, and follow-up dates show who still needs a call this week.
- Contact & Account Management
A household holds each member, relationship and policy as linked records, so a call about one parent opens the whole family’s cover.
- Quote & Proposal Management
Quotations are built from the plan library, every revision sent is kept, and a proposal is followed from submission to policy issue.
- Service Reminders
Reminders go out a set number of days before each renewal, by email, SMS or messaging, and advisors see what is still uncontacted.
- Ticket Management
Each hospital admission becomes a numbered case with an owner, a document list and a log of what the insurer has asked for.
- Document Management
Identity papers, declarations, policy copies and claim papers are filed against the member, so nothing is hunted for when an insurer asks.
- Commission and Incentives
Commission due is worked out by insurer and plan, and each statement is matched against policies sold to expose lines that are missing.
- Task Management
Each advisor opens a daily list of calls, visits and follow-ups with an owner and a due date, and overdue items are listed first.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For agency owners
See renewals due, premium by insurer, commission expected, claims open and leads by advisor. One page shows which insurers and which advisors carry the book, and where the book is thinning.
For advisors
Open any household, compare plans, send quotations, and follow each renewal and claim. The daily list puts calls and visits in order of due date. Nothing slips.
For claims and service staff
Open claim cases, track documents against the insurer’s checklist, and update clients and hospitals when the insurer replies with a query or an approval.
For the back office
File documents, record premiums and receipts, and match commission statements against policies sold. Mismatched lines are listed for the accountant, with the insurer and the policy number beside each one.
For employer group contacts
Request additions and removals for members and see the renewal date and member list. Raise questions that your service team handles on the same record.
The numbers the owner asks for.
- Renewals due by month, advisor and insurer
- Policies lapsed or in grace period
- Claims open by status and age
- Premium collected by insurer and plan
- Commission due and received by insurer
- Leads by source and stage
- Households with a single policy or low cover
Who this is built for.
- Independent advisors who sell health plans to families and individuals
- Agencies with several advisors who share clients and renewals
- Agents who serve employer groups and small businesses
- Advisors who help clients through hospital admissions and claim paperwork
- Agents who sell senior citizen, critical illness and top-up plans
When it is not the right choice.
- An advisor with a few dozen clients can manage with a spreadsheet and a calendar.
- Agencies that mostly sell life or motor policies will find Life Insurance Agency Management Software or General Insurance Agency Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Calendar
- Payment gateway
- Spreadsheet import
Questions owners ask before a demo.
Can one record hold a family with several insurers?
Yes. Members and policies sit under the household, whichever insurer issued them. Total sum insured, overlaps between floater and individual covers, and every renewal date are visible together on one screen.
Can it remind clients before renewal?
Yes. You set how many days ahead to contact, and reminders go by email, SMS or other messaging. Advisors also see a renewal diary by month, with clients not yet contacted listed at the top.
Does it help with claims?
It tracks them. A case lists the documents needed, what has been sent and what the insurer has asked for. The insurer decides the claim, and the software does not submit it for you.
Are plans from different insurers comparable?
Yes, from a plan library that you maintain. Features, waiting periods and premiums are entered by your team, and a comparison is built for each household from those figures.
Does it connect to insurer portals?
Not directly. Your team keys in policy details or imports the files that insurers send. Links to specific insurer systems are scoped separately.
Are commission statements matched?
Yes. Statements are loaded for each insurer and compared with policies sold. Lines that do not match, such as a missing renewal commission or a clawback, are listed for review by your accountant.
Can employer group policies be held?
Yes. A group is a client with a member list, additions, removals and a renewal date. Terms vary by insurer and are reviewed during implementation, with your own group policy checklist loaded first.
Can client records be moved in from a spreadsheet?
Yes. Your household list, policy register and open claim cases are read in from a spreadsheet or diary, and an advisor reviews a sample before the first live renewal run.
Who owns the data?
You do. The file format you receive your household and policy records in is agreed up front, in writing.
What does it cost?
No price is published. Advisor numbers, the size of your plan library and your reminder rules shape the figure. We demonstrate with a sample household and policy, and a quotation for your agency comes afterwards.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Health Insurance Agency Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
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