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Broker Licensing and Compliance

This guide explains how brokers keep their National Producer Number (NPN), state producer licenses, and errors & omissions (E&O) coverage on file in MonarkHQ, both for the agency and for each team member.

Licensing details are used for instant quoting and RFP submission. Your NPN matters most for UnitedHealthcare quotes in AZ, NY, CA, and UT.

1. Where Licensing Lives

| What | Where | Who can edit | | ---------------------------------------------- | ----------------------------------------------------- | ----------------------------------- | | Agency NPN, agency licenses, agency E&O policy | Organization Profile → Licensing & Compliance | Owners and Admins | | Your NPN, licenses and E&O coverage | User Profile | You | | A team member's NPN, licenses and E&O coverage | Organization Members → click the member's name | That member, plus Owners and Admins |

Members can see the agency licenses and E&O policy read-only. The Agency NPN field is shown only to Owners and Admins.

2. Add Your NPN

Your National Producer Number (NPN) is sent to carriers when you instant-quote. UnitedHealthcare validates it and, in AZ, NY, CA, and UT, returns rates only for an NPN appointed with them. Other carriers quote normally without an NPN, and quoting is never blocked.

Your Personal NPN

  1. Open User Profile
  2. Next to National Producer Number (NPN), click Edit
  3. Enter your NPN and click Save Changes

You can also enter it during onboarding, on the Complete Your Profile step.

Your Agency's NPN (Owners and Admins)

  1. Open Organization Profile
  2. In Licensing & Compliance, enter the Agency NPN (numbers only, up to 10 digits)
  3. Click Save

If no agency NPN is on file, you'll see “Agency NPN required to instant-quote UnitedHealthcare in AZ, NY, CA, UT.”

How MonarkHQ Uses Them

  • When you quote, MonarkHQ sends your own NPN.
  • If you haven't added one, MonarkHQ sends your agency's NPN instead, so UnitedHealthcare can still return rates when the agency is appointed.
  • The agency NPN is also sent with the quote whenever it's on file.

The UnitedHealthcare Reminder

On medical instant quotes in AZ, NY, CA, or UT, an amber reminder appears when an NPN is missing:

  • Add your NPN takes you to your profile
  • Add agency NPN takes you to the Organization page (shown when the agency has no NPN)

The reminder can be dismissed and goes away once the NPN is saved. If UnitedHealthcare is missing from your results for this reason, the missing-carrier note points you to the same links.

3. Manage State Licenses

Licenses can be recorded for the agency (Organization Profile) and for each person (User Profile or the member's page).

Adding a License

  1. Click Add license
  2. Fill in the details:

| Field | Required | Notes | | ---------------- | -------- | -------------------------------------------- | | State | Yes | State of issue | | Resident license | No | Check if this is your resident-state license | | License number | Yes | As shown on the license | | Effective date | No | — | | Expiration date | No | Must be after the effective date | | Document | No | PDF or JPG, up to 10MB |

  1. Click Save

Auto-fill From a Document

After uploading a license document, click Auto-fill from document. MonarkHQ reads the state, license number, dates and resident status and fills them in for you. Review the extracted details before saving. If the document can't be read, you'll see “Couldn't read the document — enter details manually.”

License Status

Each license shows a status based on its expiration date:

| Status | Meaning | | ----------------- | ------------------------------- | | Expires in N days | Expires within the next 60 days | | Expired | The expiration date has passed | | No expiry | No expiration date on file |

Editing or Deleting a License

From the license list, use Edit to update a license or Delete to remove it. You can download or replace the attached document at any time.

4. Errors & Omissions (E&O) Coverage

Agency E&O Policy (Owners and Admins)

In Organization Profile → Licensing & Compliance, fill in Agency E&O policy:

  • Carrier / underwriter (required)
  • Policy number (required)
  • Per-claim limit and aggregate limit
  • Effective and expiration dates
  • Document (PDF or JPG, up to 10MB)

Click Save E&O policy.

Your E&O Coverage

In User Profile, under Errors & Omissions, choose one:

  • Covered under agency E&O — shows the agency policy on file. If the agency hasn't added one yet, you'll be prompted to add it (Owners and Admins) or to contact your organization admin.
  • Separate individual policy — enter your own policy details, using the same fields as the agency policy.

Switching from an individual policy back to Covered under agency E&O deletes the individual policy on file, including its document. You'll be asked to confirm with Switch and delete.

Best Practices

  • Add both your personal NPN and the agency NPN before quoting groups in AZ, NY, CA, or UT
  • Upload license documents so expiration dates are easy to verify
  • Review licenses showing Expires in N days and renew them early
  • Keep the agency E&O policy current so team members covered under it stay compliant

Summary

| Task | Location | | -------------------------------- | -------------------------------------------------------- | | Add your NPN | User Profile | | Add the agency NPN | Organization Profile → Licensing & Compliance | | Add a state license | User Profile, the member's page, or Organization Profile | | Set your E&O coverage | User Profile → Errors & Omissions | | Review a team member's licensing | Organization Members → click the member |