Thank you for continuing your relationship with Professional Risk Management Services® (PRMS®) and allowing us the opportunity to service your medical professional liability insurance needs. We periodically conduct policy and coverage reviews to assure you are provided with complete and accurate coverage for your psychiatric practice. The following information addresses the most commonly asked questions regarding the renewal application process.

If you have an individual policy with us you may use the Client Online Renewal Application (CORA) providing a convenient portal for you to submit your application.  Our secure online application portal will guide you step-by-step through the application process, provide you helpful hints, and allow you to upload any pertinent documentation. Use of the portal will also ensure a more efficient underwriting review.

Please review the "Troubleshooting/Tech Advice" section below, prior to contacting our office, if you are experiencing any problems with the online submission of your application. Please be advised it is highly recommended to not use a handheld device (e.g., cell phone, ipad, etc.) to submit your application.

I received a letter in the mail advising that I am required to complete a renewal application. Why am I being asked to complete this?

We periodically conduct policy and coverage reviews to assure you are provided with complete and accurate coverage for your psychiatric practice. The insurance carrier also requires this application from all of our clients to review and update accounts.

How do I access the renewal application?

Individual policies: Visit www.prms.com/renewal. Click on the link to access the Client Online Renewal Application (CORA) to complete your information online. 

You will be guided step-by-step through the application process from data entry to digital signature, provided helpful hints, and given the ability to upload any pertinent documentation. Then, once the application is completed and submitted, you will receive an email confirming receipt. Use of the CORA will also ensure a more efficient underwriting review. 

What happens if I do not complete the renewal application?

Your completed renewal application is required to renew your coverage. To avoid any lapse in coverage, it is advisable to return your application promptly – before the date listed on your notification letter. If the application is not returned before the date referenced on your notice letter, you will receive a non-renewal notice and your policy will no longer be active on your renewal date.

If you receive a non-renewal notice, please return your application immediately and it will be reviewed and processed by an underwriter.

What should I expect after I return my application?

An underwriter will review and process your application and will contact you if there are any questions or clarifications needed. Once reviewed and approved, your proposal and invoice will be sent to you to pay and complete your renewal process.  Application review is prioritized by renewal date. Please note: Due to the volume of renewal applications currently being submitted, the review process could take several weeks.

I submitted my application today, when should I expect a response?

Once we receive your completed application, an account advisor will review the document. Upon acceptance, your renewal proposal, invoice and/or finance agreement will be mailed to you. Payment will then be due 30 days prior to your renewal date as indicated on the invoice. Please note: Due to the volume of renewal applications currently being submitted, the review process could take several weeks.

Do I have to complete a renewal application every year?

No. You are required to submit a periodic renewal application. Most clients will be asked to return an application every four years and you will be notified when a renewal application is required.

Should anything in your practice change, always alert Client Services within 30 days to ensure that you remain fully protected.

Practice changes may include:

  • Practice location
  • Scope of practice, such as addition of telepsychiatry or forensic services
  • Email or mailing address
  • Changes in your practice structure – if you have formed an entity such as a corporation, partnership, LLC, or D/B/A – or have employees or independent contractors.

I received the renewal application requirement notice and need to make changes to my practice details. How do I submit those changes?

By using the online renewal application, please provide your current practice information. Our underwriters will review your details will update your account accordingly. You do not need to submit changes via email or MyProgram if you are submitting a renewal application.

At other times, you may submit changes via the MyProgram online portal.

Due to Covid-19 my practice has changed, how do I answer the questions?

Your answers should reflect your current practice situation. Your account will be updated based on your responses on the application. If you make any adjustments to your practice after you submit the application, you may contact us to update your record. Should anything in your practice change, always alert us within 30 days to ensure that you remain fully protected.

I am practicing more telepsychiatry due to the COVID-19 pandemic. How does this affect my responses?

Answer the appropriate questions based on your current practice situation.  We understand your practice may change in the future as you return to a physical location, you may contact us at that time to update your record at that time. Should anything in your practice change, always alert us within 30 days to ensure that you remain fully protected.

I don’t remember what my policy information is currently on record. Where can I find this?

For your convenience, we have enclosed a personalized overview of your information in the letter that notified you of your need to complete an application. You may refer to this document to complete the document. You can also view your policy information in My Program. You can reflect your updated information through the application.

If you have not already registered for My Program, your Certificate Number and Policy Number are listed in the renewal letter your received to assist in the creation of your online account.

You may use the renewal application to submit any updates and changes to your practice. You do not need to write-in separately or use the online change request form to do so.

I need to provide additional information or explain my answer to a specific question. How to I provide you with this information?

As you complete the application, we understand you may have questions or want to provide clarification, you will have the opportunity to provide additional information on certain questions and/or to upload appropriate documentation. Upon review, if we have any further questions or need more information we will be in touch with you.

I am not sure how to answer a question on the application, how do I proceed?

As the return of the renewal application is time sensitive, please complete the application to the best of your knowledge and to reflect your current practice situation. Once you submit your application, the underwriter will follow-up if they have any additional questions or need clarification.

The renewal application asks for a percentage of time on practice specialty and by location type. I am not sure of the exact percentages. How to I respond?

Please use your best estimate. You can base it upon your last quarter or several months of your practice. We understand during the COVID-19 pandemic that your practice locations may have changed. Please document your current practice situation. More importantly, if your overall practice hours change to over 20 hours a week or to under 20 hours a week, please notify us when that change happens.

PRMS is currently managing a claim for me, do I need to submit the additional information requested in the application?

No. If PRMS managed or is managing an event. claim or suit, you do not need to submit the additional information. The underwriter will follow-up if additional information is necessary.

Please be advised it is highly recommended to not use a handheld device (e.g., cell phone, ipad, etc.) to submit your application.

If you are having any issues submitting your application, prior to contacting our office, please follow the troubleshooting steps below and/or switch browsers or devices. If you exit the application, you may access your information by visiting www.prms.com/renewal and follow the prompts to access an application that was already started.

Is there a preferred browser or device to submit the application?

Due to the variety of individual's security settings and firewalls, we have found that users that complete the application on Google Chrome on a laptop or desktop have a better experience than with handheld devices such as mobile phones or ipads. You may also use Google Chrome in "incognito mode" to ensure none of your cookies or settings interfere with the experience. 

How do I set Google Chrome to private/incognito mode?

To open an Incognito Window in Chrome, open the Chrome Menu in the upper-right-hand corner of the browser window (three vertical dots) and select New Incognito Window. Then ensure to switch off 'Block third-party cookies".

I did not receive the Authentication Code for signature from Docusign. Or: I do not see the button to retrieve an Authentication Code, the pop-up is only allowing me to select Email or Text with no further options to move forward from this step.

If you are using a mobile phone or handheld device (i.e., ipad, etc.) please switch to a laptop or desktop device to access and complete your application.

Because there are a variety of unique settings that could be preventing access to the appropriate cookies/settings the application requires, we recommend first switching to another browser or switch devices to access the application (see FAQ below on how to access a saved application).

You may also try the following troubleshooting options:

  • Try using the website in "incognito mode" or "private mode" - for more information for your specific browser, please review these tips from a third-party website
  • Your browser may have third-party cookies blocked - please update your browser settings to allow cookies - for more information for your specific browser, please review these tips from a third-party website.
  • Your browser may be out-of-date - please update to the latest version - for more information for your specific browser, please review these tips from a third-party website.

After each of the above troubleshooting options, refresh the web page. You may be asked to click on "next" to proceed to the Docusign authentication page and follow the prompts to receive the authentication code again.

How do I access an application that I previously saved or entered information into so I do not have to start over?

Click here and follow the links that instruct you to pick up where you left off. If you saved an application within the portal, you should have also received an email with a link with access details, as well.

 

 

 

These FAQs are specific to the .pdf-version of the application. This only applies if you have opted to not use the Client Online Renewal Application through the secure portal. You may access the .pdf version of the application here. Please note: use of the .pdf version of the application will delay application processing and it is advisable to return the .pdf as soon as possible

 

How do I fill out the .pdf application?

When you click on the link for the .pdf file it will either open up in a new tab on your browser or open up with Adobe Reader on your device. It is advisable to save the .pdf directly on your device before filling it out.

You will see blue areas on the application. You may type your responses directly in those boxes. To sign the document, you may type your name in the signature squares as an “e-signature”.

How do I save my renewal application to my device?

In your web browser:

  • To save a PDF, click the Save File icon  in the toolbar at the bottom of the PDF view.

In the Acrobat Reader Application:

  • To save a PDF, choose File> Save or click the Save File icon  in the toolbar at the bottom of the PDF. The Save As dialog box is displayed. Choose the location where you want to save the PDF and then click Save.
  • To create a copy of a PDF, choose File> Save As.

 If you need additional guidance regarding using Adobe Reader, please visit the Adobe website for additional save and view details .

I do not have the program to open the .pdf, how do I download it?

You will need either Adobe Reader or Adobe Acrobat to open the renewal application. For more information, visit the Adobe website for instructions based on your operating system. Instructions are also provided based on the browser you are using:

 If you need additional guidance regarding using Adobe Reader, please visit the Adobe website for additional save and view details .

I can not see the fields to type in my responses. What do I do?

Some smartphones and tablets are not compatible with Adobe .pdf documents and do not show the appropriate fields. It is advisable that you switch devices and/or download and save the .pdf to your computer. Due to some incompatibility with Adobe .pdfs on some devices, smart phones such as iPhones are not recommended when completing the .the document.

Alternatively, you may print out the document and write your responses directly on the document and return it to renewal@prms.com after scanning the document or send via fax to 703-276-9530.

I have completed my application, how do I submit it to you?

Please ensure you have saved the document to your device. Attach the document to an email and send back to renewal@prms.com or fax to 703-276-9530.

Due to the time sensitive nature of the return of this document and delays in the mail service, it is advisable not to send via postal mail at this time.

How do I attach the file to my email?

Attaching the renewal application file is the same as attaching any other file to an email. Most email services have the same basic steps to attach an email.

  • Open a new email message window, usually by clicking the "New Message" or "Compose Email".
  • Click on the menu item with a paperclip icon that says "Attach a file" or something similar (e.g., "Attach Files")
  • Browse through your computer's folders and click to select the files/folders you want to attach.
  • Click the "Open" or "Choose File" or another similar button to attach the file to your email.
  • Then continue composing your email to renewal@prms.com and hit send.

As there are multiple email services and providers, we recommend viewing this article or doing web search for your particular service for step-by-step instructions.

How do I sign the document?

In the signature box, you can type your name in the space. This serves as a digital signature for this document.

Or, you may print out the page and scan the signature page and send it as a separate file. You may also sign and take a picture of it with your phone and attach it to your email with the application.