Agent Guide
Thank you for being an agent with DentistCare! We are dedicated to delivering world-class service and support by giving you the tools to access the best insurance solutions for your clients. In this Agent Guide, you will find everything you need to know about doing business with us! Here's what you'll find below:
Meet the Team
Doing Business with DentistCare
- Agent Portal: Go to the ProAssurance website and click "Sign In" to submit applications and manage clients.
- Web Support: Contact Portal@ProAssurance.com for assistance accessing and using our portal.
- New Business: Go to the ProAssurance website and click "Sign In" to submit new business via our portal by clicking "Create/Manage Quotes".
- Applications & Manuals: Go to the ProAssurance website and click "Sign In" to access applications and manuals by state on our portal.
- Loss Runs & COIs & Claims Histories: Go to the ProAssurance website and click "Sign In" to get COIs, loss run reports, and claims history reports via our portal.
- Billing & Payments: We use InvoiceCloud for billing and payment processing. Please call us at 833-492-0119 (option 2) to pay by phone, or pay online by going to the ProAssurance website and clicking "Sign In" to make one-time payments or to set up automatic payments via our portal. Payments can also be made on the ProAssurance website without logging in to our portal. You or your client will need the policy number and invoice number to process payments.
- Marketing Support: Please contact our Marketing team at AskDentistCare@ProAssurance.com for assistance.
- Risk Management Consultation: If your insured dentist would like to speak with one of our risk management consultants, they can contact us Monday-Friday 8:00am-6:00pm ET by emailing us at RiskAdvisor@ProAssurance.com or calling us at 833-492-0119.
- Reporting a Claim: If your insured dentist needs to report a claim, they can email us at DentistCareClaims@ProAssurance.com or call us at 833-492-0118.
- Commissions: Commissions are paid on the 2nd day of the close of the current month via ACH direct deposit. Statements with all prior month transactions are emailed to the agency. Please call us at 800-282-6242 if you have questions. To set up direct deposit for commissions, complete this form and send it to Corporate@ProAssurance.com.
Coverage Highlights & Features
Coverage highlights:
- DentistCare policies can be tailored for solo, small group, and large dental service organizations.
- We offer claims-made and occurrence policies in most states (please note that in the following states, we only offer claims-made policies: CT, DC, FL, MA, MI, MO, NJ, NV, NY, OH, and WV).*
- Our key endorsement, PracticeGuard®, provides covered expenses for a replacement dentist (for practices with ten or fewer dentists) if the insured is away from the practice due to injury/illness. It can also provide business overhead, total disability, and death benefit (please note this is not available in the following states: FL, TX, MT, and NY).*
- We are happy to provide our agents with ongoing training, marketing support, and point of sale assistance when you need us. We may also be able to provide promotional and sponsorship support in joint marketing efforts.
- We offer a wide variety of premium payment plans that do not include extra fees or interest.
Enhanced features:
- Premium Credits – discretionary and vary by state, but can include:
- New to practice
- Association/membership
- Risk management
- Loss experience
- Group practice
- PracticeGuard® — helping dentists protect their practice in the event a covered dentist becomes disabled. Provides business overhead expenses, certain costs for hiring a replacement dentist, and defined disability income benefits (available for groups of ten or fewer dentists or oral surgeons).* Note: PracticeGuard® is not available in Texas, Montana, New York, or Florida.
- Defense of Governmental Investigations — providing defense assistance during investigations pertaining to violations of laws and regulations.
- Defense for Disciplinary Actions — providing defense assistance for charges or actions by a licensure commission or similar professional body, including board investigations.
- Medical Expenses — paying patients’ medical expenses for immediate aid required as a result of professional services furnished by an insured, regardless of fault.
Policy Provisions
- $100,000 defense costs in allegations of sexual misconduct.
- Defense costs outside the policy limits.
- Incident trigger.
- Coverage for employed dental hygienists and dental assistants.
- No automatic exclusion for extra oral, non-cosmetic procedures.*
- Consent-to-settle with arbitration provisions allowing the corporate entity to direct/control settlement of conflicts which arise from a covered dentist’s claim(s).
*Please note: Policies written through our automated quote-to-bind platform do not include PracticeGuard. All states written through the automated quote-to-bind platform are occurrence policies. Policies written through the automated quote-to-bind platform contain an exclusion for extra oral, non-cosmetic procedures - only Botox is allowed.
Underwriting Service Standards
Our underwriters work within our filings on file with the insurance departments to ensure accuracy and consistency. They follow these measurable service standards:
- Respond to calls/emails (including the confirmation of applications received): 1 business day
- Respond to COI requests: 1-2 business days
- Respond to correspondence (tail quotes, coverage, or other questions relating to policy): 3 business days
- Issue endorsements (once all documentation is received): 4 business days
- Provide new business quotes: 3-5 business days from receipt of full submission, depending on complexity of account
- Note: Our Quote-to-Bind Automated Platform is available via our agent portal to obtain an immediate bindable quote!
- Process renewal business: 30 to 45 days prior to the renewal date (90 days in Texas)
- Maintain current policy account balances, collect outstanding balances, and process refunds: Contact each customer within 10 business days for collecting outstanding balances and process refunds weekly
Servicing Your Clients
Many self-service options are available to you and your clients on our portal. To access our portal, you and your clients can go to the ProAssurance website and click "Sign In".
If you or your clients need additional assistance, please contact our Service Center for:
- Billing inquiries
- Payment inquiries
- Address changes
- General questions
Contact our Service Center by phone at 833-492-0119 or by email at PolicySupport@DentistCare.com.
Claims Information
- We have a dedicated dental professional liability claims manager.
- We offer early expert review.
- We provide reputable, local counsel.
If you are helping a client with a claim/incident, instruct the insured to call us as soon as possible at 833-492-0118 when:
- They experience an incident they think could lead to a lawsuit (e.g., an adverse event occurs during the treatment of a patient or after an encounter with a patient or family member in which they express displeasure).
- They become aware of a potential claim or receive a notice of intent or notice of suit for which their DentistCare policy may apply.
- Any insured on their policy receives a request for a meeting and/or deposition from an attorney.
Risk Resources
Your clients insured with us are invited to speak directly with one of our Risk Advisors. These advisors:
- Understand the dentist’s liability environment in the state they practice in.
- Understand the myriad of dental practice concerns that dentists face.
- Will escalate issues as necessary to our key risk advisor.
- Are available to your clients in several ways:
- Risk Resource Hotline 844-223-9648 (Monday-Friday | 8:00am-6:00pm ET)
- riskadvisor@proassurance.com
- In addition to our Risk Advisors, we also provide the following risk management resources for our insureds:
- Flossophy (our quarterly digital newsletter)
- Root Cause (our quarterly case study publication)
- DentistCare Insights (our risk management blog)
- Sample practice management forms
- Association speaking opportunities
- Large group risk management lectures
New Next-Gen Portal
We’re excited to provide you and your clients access to our next-generation (next-gen) ProAssurance online portal. This new portal represents an important foundational step towards offering intelligent automation, self-service, and innovative digital experiences to our agent partners and customers.
The new portal was designed to provide an intuitive user experience and we have a User Guide to help you and your clients access and use the portal. Please share the guide with your clients if needed.
If you (or one of your clients) need assistance with the portal, follow guidance provided in the User Guide and submit support requests through the portal, or via email at Portal@ProAssurance.com. You can also forward a client email to this address for assistance.
Quote-to-Bind Automated Platform
We are thrilled to announce the launch of our brand-new, quote-to-bind platform for agents. This cutting-edge tool will simplify the insurance purchasing process for you and your clients. This tool will be available to our dental agency partners via our secure portal. You can now rate, quote, and bind coverage in minutes!
The core elements of our vision to be Carrier of Choice for our agency partners and insureds are innovation, consistency, responsiveness, and customer experience. Automating the quote-to-bind process helps us strive toward each of these goals. With this innovative new platform, you will you be able to quote and bind business instantaneously with little to no human intervention. We expect this to drastically increase efficiency and speed in managing your smaller accounts — allowing you to better allocate your resources toward business opportunities that require a more specialized touch.
Watch the video below to learn more!
New Business Workflow for the Quote-to-Bind Automated Platform
