Streamlined Workflow & Task Management

Empower your team with a seamless workflow

Empower your team with a seamless workflow environment that makes regulatory filing tasks seamless.


Real-time Alerts and Notifications

This feature provides timely alerts and notifications to users regarding crucial updates and deadlines. The system automatically alerts users when there are changes in instructions, templates, or guidance from SERFF that need to be incorporated into their ongoing work.

By using these alerts and notifications, users can:

  • Stay informed in real-time about upcoming or past due deadlines, ensuring no task is missed.
  • Receive notifications about any changes to templates or guidance, minimizing the risk of submission failure.
  • Avoid the cumbersome process of navigating the SERFF portal to find updates.
  • Improve efficiency and reduce confusion by eliminating the need for multiple communication channels for updates.

Efficient Assignment Management

Assignment Management significantly enhances the efficiency and organization of workflows, allowing tasks to be tracked, assigned, and completed in a timely manner. It’s a crucial feature that aids in meeting filing deadlines and improves overall productivity.

For administrators: Maintain oversight of all tasks and their statuses
Administrators can efficiently delegate tasks to editors based on their area of responsibility or specific state requirements. Our ‘bulk actions’ feature enables administrators to assign larger task batches swiftly and efficiently. 

For editors: Easy prioritization and improved workflow
ClearFile organizes tasks in a logical sequence, allowing editors to focus on the most pressing assignments first. Editors can categorize tasks by their status, the assigned user, or by the state.


Seamless Activities and Collaboration

Our Activities and Collaboration feature offers a real-time logging system and communication platform, facilitating effective interaction between editors and administrators. It records every action taken by users, from starting to completing tasks, providing a comprehensive view of team activity.

With Activities and Collaboration, users can:

  • Gain a complete, real-time understanding of all tasks and team activity, improving project oversight.
  • Identify potential issues early on, preventing project derailment and boosting efficiency.
  • Discuss and address queries, overdue tasks or other issues directly within the activity feed.

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Accuracy for All

Built for Growing Teams

For Administrators

ClearFile redefines communication, making the coordination of tasks seamless and effective. Forget about email threads – assign tasks and manage filing work within the platform itself. Effortlessly assign state-specific tasks to dedicated editors, or use a “bulk action approach,” for larger assignment batches. ClearFile streamlines workflow but enhances overall productivity and quality of regulatory filing. 

For Editors

ClearFile simplifies the regulatory filing process by offering user-friendly assistance and SERFF-ready templates, significantly improving editors’ success rate. We provide all the tools necessary for editors to complete their tasks efficiently, accurately and in line with regulatory standards, reducing filing errors and boosting productivity. With ClearFile, successful filing is easier than ever. 

For Leaders

ClearFile doesn’t just facilitate the regulatory filing process – it transforms it. Our technology cuts filing time in half, freeing up resources to focus on strategic growth plans. Expand into new markets with a more manageable, efficient system for navigating varying regulations. With ClearFile, health plans are not just compliant, they’re competitive, primed for growth and ready to seize new opportunities. 

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Featured Resources

Explore regulatory compliance insights and tips for health plan growth and success.

Frequently Asked Questions

If you can’t find the answer to your question here, don’t hesitate to contact us directly. Our team is here to provide personalized assistance and help you with any inquiries you may have about our technology or services.

On average it takes a filer 1,500 hours per year to execute pre and post submission filing work

Clearfile reduces work implementation efforts by 50%, leaving an extra 750 hours per year to allocate to other projects

From regional health plans aiming to expand their reach to large carriers needing help to stay updated, ClearFile is your go-to solution. We also cater to various roles within hospital health plans, non-profit or for-profit health plans, and divisions of insurance. Our platform is also perfect for professionals working in State-Based Marketplaces (SBEs), Federally Facilitated Marketplaces (FFM), and National Accounts. Furthermore, ClearFile is a versatile platform that can benefit health plans of all sizes, from small to medium and large, as well as consultants and subcontractors operating in the healthcare sector. 

If you are involved in any capacity with ACA compliance, regulatory filing, or strategic planning within the healthcare industry, ClearFile has something to offer you. Our technology is here to ensure you navigate the complex landscape of healthcare regulation with ease and efficiency.

ClearFile takes the stress out of keeping up with constantly changing legal requirements. From clear deadlines to simplified filing directions, everything you need for success is available within the platform. ClearFile also provides measurable analytics, enabling our clients to track their progress and make data-driven decisions. This comprehensive approach ensures that our clients achieve filing success, keeping them compliant, informed and ready for any regulatory challenge that comes their way.

Our software integrates directly with the official system where state rules are issued throughout the year, so you never miss an update. We also keep tabs on the major federal rules to ensure our partners’ compliance. If you’re overwhelmed by the sheer volume of legislation to review, we’ve got you covered. Our process can condense around 100 pages of legislation from various sources into an average of just a single page. This includes everything needed for your health plan, whether it operates on a State-Based Exchange (SBE), Federal Marketplace (FFM), or off the exchange. All this crucial information, including important due dates, instructions, and supporting documents for each state, is stored in our software platform. This serves as our main distribution channel, making it easy for every user to access the resources they need to stay compliant and informed.

Start by exploring our demo and meeting our team to understand how we’re elevating regulatory filing. Our comprehensive resource library and user guide, along with a dedicated Client Success Manager, make onboarding smooth. The setup is quick and tailored to your needs, ensuring your filing success story starts off strong.

Penstock offers stellar customer service with guaranteed response times for support inquiries through our dedicated Help Desk. From 8am – 8pm EST, our experts are ready to provide timely assistance. Our implementation and ongoing support offerings range from a technology-focused SaaS solution to a flexible hybrid model and even a full-scale outsourcing service. We’re committed to flexibility, ensuring our involvement aligns with your needs.

At ClearFile, we prioritize data protection, and our SOC 2 Type 2 Report affirms our commitment to data security. Our systems undergo yearly HIPAA-HITECH IT Security Risk Analysis to maintain compliance with health information regulations. Additionally, our data is stored securely across multiple ISO/IEC 27001:2013 and NIST SP 800-53 certified locations. We use advanced encryption methods, adhere to OWASP Web Security Testing Standards, and support SSO and MFA for added security layers. And we meet all CMS and State DOI healthcare regulatory and compliance certifications.

Standardized reviews of an Issuers Good Standing are a key part of vetting new clients to ensure they are an active Life and Health, commercial product carrier authorized by states they participate in, and by CMS to transact fully insured health insurance to members and persons of a given geography. This includes robust evaluation of quality ratings, any conservator/receivership, and health and wellness of the Qualified Health Plan product to ensure there are no risks to be mitigated up front.

ClearFile proactively seeks out, addresses, and implements improved processes throughout each year. We perform robust lessons learned exercises during Q3 and Q4 of each year post-certification with each individual stakeholder business area (and collectively) to align on what went well, opportunities for improvement, and execution to the following year’s implementation and project plans. This is a critical exercise that we have proven to be incredibly successful with clients. From reducing change controls, objections, filing re-openings, to also modifying the product to be more competitive (e.g. implementing new VBID programs, QHP marketing AEP campaigns, evaluating new metrics and analytics, and more).

We’re active members of many health plan associations and we attend standing weekly CMS QHP Webinars, as a part of the REGTAP listening series. We also attend industry-wide calls to collect, disseminate, and distribute real-time updates to our client and carrier partners. Data is benchmarked year-over-year to assess changes and are cascaded down to stakeholders. This is inclusive, but not limited to real-time, door-to-door delivery of all state filing guidance and timeline updates via the SERFF system as binders are configured each year using our proprietary ClearFile Software integration with the NAIC’s open APIs attached to the SERFF system.

ClearFile supports filing for Qualified Health Plans as well as the following:

  • Medicare Advantage Filings
  • RxDC
  • Standalone Dental Filings
  • Integrated Dental/Vision Filings
  • Network Filings (All Products) – Contracting
  • Large Group (Defined as 51+ lives)
  • Mental Health Parity Certification Filings
  • Accreditation, Re-accreditation Filings
  • Certificate of Authority License
  • NCQA Multicultural Distinction

And other supplemental filing & submission

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