Code of Practice Compliance
Ensuring compliance with the Code of Practice is critical for maintaining trust and integrity in your operations. At kbs, we have integrated numerous features into our platform to help you and your service suppliers meet obligations to act honestly, efficiently, fairly, transparently, and promptly with customers.
How it works: Code of Practice Compliance: Streamline Processes
Delivering fair, timely, and transparent outcomes starts with clear processes and proactive management. Our tools help you stay ahead of deadlines, keep customers informed, and ensure no step in the claims process is overlooked, so you can meet and often exceed Code of Practice expectations. Our system is designed to streamline processes and enhance compliance across various aspects of your operations:
Meet Expected Timeframes
- Activities Management: Automatically generate activities for each new claim, with the flexibility to add additional tasks at any point. Manage due dates and assign activities to individuals or teams to ensure timely completion.
- Customer Contact Dates: Keep track of the last customer contact date and the next due date. Record alternate contact dates requested by customers to maintain clear communication timelines.
Enhance Efficiency and Reduce Risk
- Complaints: Ensure active visibility and alerts for complaints to address them promptly.
- Escalation Processes and Delegation of Authority: Gain visibility into escalation processes and authority levels to ensure proper handling of claims.
- Systemized Alerts and Banners: Highlight critical information, including:
- Vulnerable Customers: Automate activities to check for and manage customer vulnerabilities.
- Aged Claims: Monitor decision dates and escalate at-risk claims.
Enhance efficiency
When working with external investigators, consistency, compliance, and secure communication are essential. Our portal streamlines collaboration, tracks licensing and training requirements, and ensures every instruction and document is handled in line with Code of Practice standards.
External Investigator Portal
- Licensing and Training Tracking: Keep track of external investigators’ licensing and training statuses.
- Manage Special Instructions: Include vulnerability considerations during allocation.
- Automated Alerts: Manage compliance with Code timeframes through automated notifications.
- Secure Document Sharing: Facilitate transparent and secure sharing of documents and interview details.
Consistent Communications using our automated document capability
- Aged Claim Review: Review any claims nearing four months.
- Decline Letters: Include relevant PDS wording and information about the complaint process.
- Appointment Letters: Notify customers about the appointment of internal or external investigators.
By leveraging our compliance features, you can enhance operational efficiency, reduce risk, and ensure adherence to the Code of Practice, providing a trustworthy and transparent service to your customers.
Key Benefits
Reliable & Enhanced Efficiency
Streamline processes with automation and alerts, ensuring timely completion of tasks and compliance with expected timeframes.
Improved Risk Management
Gain visibility into escalation processes, manage at-risk claims, and automate activities for vulnerable customers.
Consistent Communication
Utilise automated document capabilities for consistent, compliant communications, including aged claim reviews, decline letters, and appointment notifications.
Industry Secure Collaboration
Facilitate transparent and secure sharing of documents and information with external investigators, ensuring compliance and efficient case management.
Our Compliance services
Whether meeting FCA expectations or supporting internal governance frameworks, our Compliance suite enables proactive oversight and mitigates reputational and regulatory risk.
FAQs
How code of practice compliance is monitored and evidenced.
What is ‘Code of Practice’ compliance in this context?
It’s the ability to evidence that policies and processes align with the relevant industry codes and internal standards, supported by consistent workflows, record keeping and reporting.
How can the platform help demonstrate compliance?
By capturing decisions, communications, approvals and evidence in a structured way, you can show that your processes were followed and outcomes were fair and consistent.
Can we build checks and controls into day-to-day workflows?
Yes. You can embed mandatory steps, checklists, approvals and templates into case and supplier workflows to ensure consistent adherence.
How do you support complaints handling and reviews?
A complete record of case actions, communications and reasons supports faster, more consistent responses to complaints and internal reviews.
Can we tailor compliance requirements by region or business line?
Yes. Requirements, templates and workflows can vary by product, market and regulatory regime so teams see the right controls for their context.
What reporting is available for Code of Practice oversight?
Reporting can cover exceptions, completion rates, audit trails, turnaround times and recurring issues, supporting governance committees and internal audit.
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