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What type of coverage do I have with Preferra Insurance Company Risk Retention Group (RRG)?

• Professional liability: Covers you for professional services provided as a social worker.
• General liability: Protects you, your business, and your employees from claims involving bodily injury or property damage up to the limits of your policy.
• Cyber liability: Covers you for loss or security breach of client data, including notification of affected individuals.

Can I report professional liability claims stemming from client contact during my policy period, after my policy expires or is cancelled?
Most of the Preferra Insurance Company RRG professional liability policies are written on a claims made reporting contract, where mandatory efforts to endorse a cancelled policy are required to support claim reporting after the policy cancellation. If you choose to cancel or not renew your policy, an Extended Reporting Period (ERP) Endorsement must be purchased to report professional incidents stemming from the client contact delivered during your continuous coverage held with our company, starting at the retroactive date until your cancellation effective date. Based on the policy contract, you have 60 days post expiration to request the endorsement verbally or in writing. You may call the Preferra Insurance Company RRG Plan Administrator at 888-278-0038 or email customerservice@socialworkinsure.com to confirm your written coverage conclusion intent and request an ERP. The benefit of a claim made policy is the reduced rate offered in the first coverage term will slightly increase every renewal with a pricing cap after six years. As these slight increases take place, your first day of coverage with us will be shown on your policy documents as the ‘retroactive date’ and will be the source of client contact coverage as incidents are reported over time. If you no longer need your professional liability policy, please do not allow the policy to expire without contacting the Preferra Insurance Company RRG Plan Administrator by email or phone, as noted above. If an ERP is not requested or purchased within 60 days after the policy cancels, the policy cannot address any claims reported after the cancellation date.

I supervise interns. Can I cover them under my policy?
Supervision is a great way to support the profession! If you are held responsible for the professional services of an intern, the policy will support you, subject to the contract terms and conditions. It is important to confirm that your intern carries their own professional liability coverage, as they cannot be listed on your policy.

What do the "Limits of Liability" mean?
The first number (“Per Claim” or “Per Occurrence”) refers to the maximum amount that can be paid as damages for any single claim. The second number (“Aggregate”) refers to the total amount that can be paid for all claims during the policy period.

Are there any export or legal restrictions?
The information and materials provided on this website are intended for general reference only, and may not describe all of the terms, conditions, and exceptions applicable to the Preferra Insurance Company RRG Plan Administrator’s products and services. All coverages are subject to the terms and conditions of the insurance policies issued. Coverage availability may vary by your individual circumstances and/or by additional minimum coverage limits that may be required within your state. The products and services offered on our website are only available in the jurisdictions in which the Preferra Insurance Company RRG Plan Administrator is properly licensed. Coverage is only available in the 50 United States, the District of Columbia, U.S. Virgin Islands, and Guam.

How do I take out a group/corporate/non-profit policy?
Currently, organizations that provide outpatient clinical social work services may submit applications online or by mail. Processing time for these policies is three business days. Group/corporate/non-profit policies cover the named corporation and any employees who practice under the umbrella of the corporation. At least one person must be listed as owner/partner/principal in order to take out a business policy.

What if I am incorporated and the only employee of my corporation? Can I cover both under one policy?
Yes—if your professional practice is incorporated, you can take out a corporate policy even if you are the only employee. You would submit the small group or agency application, and include only yourself as the owner/partner/principal. If you are currently insured under an individual policy, you do not need to take out a second policy. You may instead upgrade your current policy to corporate status.

How do I handle administrative staff and independent contractors that I use?
If you have a group/corporate/non-profit policy, administrative staff is covered automatically. If you have an individual policy, you cannot cover your administrative staff.

Note: Patient intake personnel are not considered to be administrative staff. A premium will be charged for each person providing patient intake. * Important Notice Regarding Independent Contractors: When you apply for a policy, you may pay a fee per independent contractor (1099 payment agreement) working with your organization. The listing of the contractor and the added fee will extend the terms and conditions of your corporate coverage to defend your organization, if you are held responsible for their actions. This addition to your policy does NOT individually cover the contractor and they must have their own individual PLI policy in plan.

What is a retroactive date? Does my policy have one?
Policies written on a claims-made basis contain a specific date on which coverage begins (commonly known as the retroactive date). The retroactive date is listed on your policy declarations page.

Does this policy cover online therapy (also called e-therapy or Internet therapy)?
Yes - provided such practice is authorized or allowable under the scope of your license in the state where you practice, and provided you are performing such services lawfully. Contact your state licensing board if you are unsure.

Can I submit my application online?
Yes, you may apply online. Full payment is required in the form of Visa, MasterCard, Discover, or American Express. You must also provide a valid email address where we can send your documents.

Currently, applications for business entities (groups/corporations/non-profit organizations) will be underwritten within three business days, and you will receive an email notice so you can make your selections online and pay for your policy. Once your payment is processed, you will receive a confirmation email with all policy documents.

Can I apply over the phone?
Yes, we can assist with your application process via phone.

How do I know when I am covered?
Our online applications for individuals will provide a confirmation page with links to your documents as soon as the form is accepted. In addition, the documents are automatically emailed to you.

Once paper applications are received in our office, it takes three business days for them to be underwritten and processed. Depending on which method of receipt you have chosen, proof of coverage is emailed to you when your application is processed.

You can also pull up copies of your most current policy documents at any time from our website. Just navigate to the “Customer Service” page, and click “Manage Your Policy.”

Can I apply by mail?
Yes, you can use our printable applications to apply by mail. When applying by mail, the preferred method of payment is check or money order. Follow the instructions to select the correct application, then download and print it. Our mailing address is included on the form.

What is the security method of payment for the transmission of payment data?
The Preferra Insurance Company RRG Insurance Program online pay secures your personal information from unauthorized access, use, or disclosure. It secures the personal identifying information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. When personal information (such as a credit card number) is transmitted to other websites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

For risk management and processing certain types of follow-up transactions (for example, recurring bills or refunds), our credit card vendor, Authorize.Net®, will store customer payment information in a highly secured database for a limited period of time. However, all sensitive or personal identifying insured information that is stored by Authorize.Net® will be masked in the Merchant Interface and in merchant reporting. Additionally, in order to maintain compliance with credit card security compliance programs, internal access to insured information is highly restricted. Once insured payment information has been stored for 120 days (from the date it was originally received), Authorize.Net® purges the full information and stores only masked information.

When do I have to pay?
All applicants must provide payment in full to receive policy coverage and documents at the time of enrollment. Payments can be made online or over the phone via Visa, MasterCard, Discover, or American Express; or via mail by check or money order.

Once we receive payment, policy documents will be issued.

When can my coverage become effective?
New applicants may request a policy effective date with today’s date, if applying online. Or as early as the date the paper application is received in our office, and up to 60 days in the future. Effective dates cannot be backdated. If you do not select a desired effective date, we will default to the date the application was received.

Renewals become effective the date the current policy expires. Customers may renew no earlier than 120 days prior to their expiration date.

Is there a price reduction on my professional liability insurance if I work part-time?
Reduced rate pricing is available in our individual program. The risk pricing model is determined by the average sum of social service professional hours per week, with reduced risk pricing consideration for W-2 only employment.

As you complete the application, choose the description in the categories available that is the best fit related to your professional efforts.

What is an Additional Insured?
An additional insured is usually your landlord (someone you hold a lease with), an employer, board members, or an agency you contract with. Adding them to your policy gives that entity protection under your policy. The limits will be used in the event they are sued for a professional incident that arises from services you provide while under contract with them.

Note: A business partner, employee, sub lessor, intern you are supervising, or corporation you own cannot be added as additional insureds. These cases may require each individual to take out their own coverage, or that a group/corporate policy be started. In no way will the policy cover professional incidents that arise out of acts, errors, or omissions made by the additional insured entity.

Do you need the address of every place I currently practice?
For professional liability coverage, we only keep your mailing address on file. Your professional liability coverage is portable, meaning you are covered for practice no matter what physical address you use for counseling—provided you are practicing under the scope of your licensure and within the U.S.

I am already insured with the Preferra Insurance Company RRG. How can I renew my policy next year?
You can save time by renewing online. Individuals may renew online up to 120 days prior to the policy expiration date.

I am already insured with the Preferra Insurance Company RRG, but the type of policy I need has changed. Do I need to fill out a new application and take out a new policy?
In most cases, you will not need to fill out a new application or take out a new policy. Usually, you can change your policy to fit your updated needs. If you fill out a new application instead of upgrading, you may actually overpay for your policy, or end up with duplicate coverage. Instead, send us a request in writing to change your policy (see the next question for more detailed information).

I want to change my mailing address, phone number, or email address. Can I do this online instead of submitting a written request?
Yes, you can change this information online by navigating to the “Customer Service” tab at the top of the page. You will need to provide your policy number and customer ID. Once your record has been pulled up, you may make and submit your changes. Please remember that your coverage is portable, so the address we keep on file is a mailing address only. You do not need to inform us each time you change the location of your practice, unless you would like your mailing address to change as well.

If you make a change to your mailing address via phone, we will send you an endorsement within the next week that amends the policy.

What happens once I submit a request to make a change via email or phone?
Changes will be processed within five to seven days, and you will receive your updated policy endorsement after we receive your payment (if additional premium is required).

I am not getting sued, but have legal questions regarding a situation with an existing client. Who can I speak with to help prevent a claim situation from occurring?
Please call our claim team to report your area of concern at 1-888-278-0038, option #2. They will provide your inquiry to the Risk Management Helpline, managed by our claim adjudication partner. The Risk Management Helpline will respond to your request.

If the circumstance is unable to be addressed, our entity will work to evaluate and advocate for access to any additional resources that may be available within Preferra Insurance Company RRG.

My managed care company is requesting claims history verification. Who should this request be directed to?
Please contact our claim reporting team at 1-888-278-0038, option #2, to request this information.

I have received notice of a claim or lawsuit against me, a subpoena, a summons, or another complaint that might result in a claim against me. What should I do?
To report a claim, you must download, print, and fill out an initial incident report, then immediately scan and email it to customerservice@socialworkinsure.com. The form is available for download on the “Customer Service” page under “Resources.” You may also call our office at 888.278.0038, and request that it be emailed, faxed, or mailed to you.