Certificate of insurance tracker: the certificates you send brokers and the ones you collect from vendors

What should a certificate of insurance tracker record?

One row for each certificate you hand a broker, health plan, or facility, with the policy facts the certificate shows and the endorsement facts it cannot prove. The certificate of insurance entry walks through the boxes on an ACORD 25. This page is the log behind it: who holds each certificate, which policy and limits it lists, when the policy expires, and when you last sent a new one.

Give endorsements their own column, separate from the certificate, because the certificate cannot prove them. A row that says only “certificate sent” cannot tell you whether the broker’s additional insured status exists, so Part B records each endorsement page with its own date.

The template

Keep five parts in one workbook. Part A holds your policies, typed once. Part B is the list of certificates you send, one row per holder and policy. Part C is a check to run when a certificate comes back from your agent. Part D is the list of certificates you collect. Part E logs the monthly sweep and any lapse.

Part A: Your policies (type each one once)

Part B: Certificates you send (one row per holder and policy)

Near the top of the coverage section, the form has a box for the certificate number and another for the revision number. Copy both into the row, so you and the holder are looking at the same version if your agent reissues one.

Part C: When a certificate arrives, check it before you send it

• The holder’s legal name and address match the contract
• Policy numbers and dates match Part A
• Limits meet the contract
• The insurer’s rating meets the contract’s minimum
• The auto boxes are the ones the contract accepts
• The description box carries the wording the contract requires
• Additional insured and waiver boxes are marked only where you hold the endorsement page
• Any vehicle schedule matches your driver and vehicle roster, and a vehicle list goes along if the contract asks for one
• The certificate number and revision are logged in Part B

Part D: Certificates you collect (carriers, contract drivers, vendors)

Part E: Monthly sweep and lapse log

When does each holder need a new certificate?

It depends on the contract, so record a resend-by date for each holder and not one date for the policy. Three public agreements show the range.

Louisiana, CareOregon, and the other broker rules are in the insurance renewal guide and the certificate of insurance entry. Give each a row and a resend-by date here and do not retype the rules.

A holder that wants a certificate every six months is easiest to track from your last send date, not from the policy’s expiration, unless the holder says it counts another way. That is why Part B has a resend-by column next to the policy dates, and why the sweep reads both.

The WellTrans agreement is specific about what the certificate must show. It must describe the business as “for hire transportation,” confirm that general liability covers contractual liability and sexual abuse and molestation, and show vehicle coverage as “Any Auto” or symbols 2, 8, and 9. WellTrans may also call your agent or insurer directly to confirm details. Your own contracts will have their own wording, so copy it into Part C for each holder.

How does the 30-day sweep work?

Pick one day each month, sort Parts B and D by date, and act on every row that expires within 30 days or has reached its resend-by date. Thirty days fits the renewal calendar, which has you choose and bind the renewal at day 30 and send certificates and endorsements by day 14.

1. Sort. Put Part B in order of resend-by and Part D in order of expiration.
2. Flag. Mark every row within 30 days of its date, and every row whose resend-by has arrived.
3. Check the renewal. For each flagged policy, confirm in writing with your agent that the renewal is bound, and ask for new certificates and endorsements with each holder’s wording.
4. Check what comes back. Run Part C on each new certificate before it goes out.
5. Send and log. Record the date, the method, and the date the holder confirmed it. A holder that never confirms goes back on next month’s sweep.
6. Chase the vendors. Ask each flagged carrier, driver, or vendor in Part D for a new certificate, with a due date, and note it.

This is an invented example of one sweep, run on October 5, so every row expiring by November 4 is flagged:

What do you do when a policy or certificate lapses?

Call your agent the same day and fill in the lapse log, then follow each holder’s contract, because the notice deadline and the consequence differ. Three agreements show how.

• WellTrans. The agreement lists failing to have the required insurance among the grounds on which WellTrans can end it immediately. Operating a vehicle outside the required coverage, or without WellTrans and the client named on the policy, carries liquidated damages of $100 per vehicle per calendar day, and WellTrans has to send a written notice you can contest at least 10 days before any such charge.
• MTM. Section 9.C requires insurance to be kept at all times, and a failure results in immediate termination of the agreement.
• Paratransit Services (Washington). A subcontractor tells it in writing within one business day of receiving any cancellation, non-renewal, or other termination notice for required coverage, and failing to keep the insurance may end the contract at its option. It also asks for the certificate to include an inventory of every covered vehicle.

Separate two cases. A late certificate means the policy is in force and the paper is missing, so your agent reissues it and you send it the same day. A lapsed policy means there is a gap in coverage. The WellTrans agreement is blunt about vehicles: they must be covered under your policies and registered with WellTrans, so a van with no auto coverage should not be on the schedule until the gap is closed. For what to do when an insurer cancels or declines to renew, see the non-renewal guide.

Whose certificates should you collect?

Every company and driver who works for you on a rider’s trip: a carrier you hand trips to, a contract driver, and any vendor whose work could injure a rider or damage a van. Your payer contract binds you, so what they carry has to be enough for you to meet its limits and wording. The subcontractor agreement checklist covers the insurance terms to put in writing, and the subcontracting guide covers the rest.

For contract drivers, start with workers’ compensation. Virginia’s workers’ compensation commission says a contractor’s insurer may bill premium for every subcontractor the contractor hires, even a sole proprietor with no employees, and advises collecting proof of each subcontractor’s coverage so it is on hand for an audit. Our premium audit guide shows what that costs. Part D has a column for each contract driver’s workers’ compensation certificate or state exemption.

Keeping the dates in HealthRide

HealthRide’s fleet and credentials registry holds the expiration dates for each van’s insurance and registration and for each driver’s license and training. It sends reminders ahead of time and flags anything expired when a trip is assigned. The holder list, the endorsements, and the send dates in this tracker stay in your own file. Enter the expiration dates from Part A in the registry as well, and it does the reminding between sweeps.