Broker training and acknowledgment

System Login Instructions

Your assigned leads will be managed in the Regal Health 365 Lead Management System.

To log in:

1. Open Google Chrome, Microsoft Edge, Safari, or Firefox.
2. Go to app.regalhealth365.com.
3. Click Sign in with SSO.
4. Complete the Regal Okta login.
5. Complete two-factor authentication if prompted.
6. Confirm that you are inside your assigned account.

Use only your assigned Regal account. Do not share your login credentials or allow another person to use your account.

Required Setup Actions:

• Open app.regalhealth365.com.
• Successfully log in.
• Confirm you can see the dashboard.

Lead Delivery

Leads will be delivered to your assigned broker account in Regal Health 365.

To locate leads:

1. Log in to the lead management system.
2. Click Contacts in the left-side navigation.
3. Review the contact list.
4. Click a contact name to open the full contact record.

You can make updates to: contact details, source, and notes. The Conversations area will show communications with that contact.

Leads may come from:

• A landing-page form submission
• An inbound call to your dedicated GoHighLevel phone number

Your dedicated phone number will appear on the landing page assigned to you. It is provided through the Lead Management System and routes inbound calls to your designated phone.

Important Inbound Call Rule

For an inbound call, the caller’s phone number may populate in Contacts. You must manually complete the contact record with the information the caller provides.

Enter only business and lead-management information:

• First name
• Last name
• Phone number
• Email address, if provided
• Provider or office requested
• Lead source: Inbound Call
• No medical information

Required Setup Actions:

• Locate the contact details section.
• Identify where you would enter first name, last name, email, provider/office, and source.

Notes & Documentation

Every lead interaction must be completed and documented in the Lead Management System.

To add a note:

1. Open the contact record.
2. Locate the Notes or activity section.
3. Click to add a note.
4. Record the date, contact method, result, and next step.
5. Save the note.

Example:

9/9/2026, 2:15 PM. Outbound call. No answer. Left voicemail. Follow up tomorrow.

Do not place medical details in notes.

Pipeline Stages

Use the pipeline stage to show the current status of every lead.

Required stages:

• Open - New Lead
• Open - Attempt 1
• Open - Attempt 2
• Open - Attempt 3
• Pending - In Conversation
• Pending - Appt Set
• Closed - No Contact
• Closed - Not Interested
• Closed - Opted Out
• Enrolled

Follow-up expectations:

• First contact attempt: within 24 hours
• Make up to three total attempts
• Try different times or days when practical
• Update the pipeline after every attempt
• Move to Closed - No Contact after three unsuccessful attempts
• Move to Closed - Opted Out immediately if the lead requests no further contact

Pipeline stages can be updated from the opportunity record or from inside the contact record.

Phone Lead Attribution

Each broker will receive a dedicated lead tracking phone number.

That number:

• Appears on the assigned landing page
• Receives inbound calls
• Routes calls to the broker’s designated phone
• Supports outbound calls through the Lead Management System

For tracking and attribution, all follow-up calls must be placed from the Lead Management System. Do not use your personal mobile number for outbound lead follow-up.

After every call:

1. Open the contact record.
2. Review or complete contact details.
3. Add a note.
4. Update the pipeline stage.
5. Record the next action.

Required Setup Actions:

• Review where the call buttons are located (within a contact and at the system level).
• Confirm where call activity and voicemail activity appear.
• Confirm where you would document a missed call.

Purpose of the Lead Management System

This Lead Management System is used for lead management, communication, follow-up, appointment coordination, and enrollment tracking.

It is not a medical record system. Do not use it to document, store, or manage a person’s medical history or clinical information.

HIPAA and PHI

The Lead Management System is for lead management, communication, follow-up, appointment coordination, and enrollment tracking. It is not a medical-record system.

Do not enter or store:

• Diagnoses
• Symptoms
• Medications
• Lab results
• Medical history
• Treatment details
• Medicare plan IDs
• Social Security numbers
• Financial information

If a lead shares medical information, do not document it in the system. Follow the approved escalation process by contacting [email protected].

Security and Access

Use only your assigned account and access only records authorized for your role.

You must:

• Protect your Okta and Regal Health 365 credentials.
• Never share your login.
• Use only approved devices and access methods.
• Access only assigned or authorized leads.
• Use the minimum information necessary for your assigned work.
• Report suspected unauthorized access immediately.

Report security concerns, including shared credentials, lost devices, suspicious activity, or access to the wrong records, to Regal’s marketing department.

Privacy, Incidents, and Consequences

Use and disclose lead information only for authorized Regal business purposes. Do not copy, forward, screenshot, download, or discuss lead information outside approved systems or workflows.

If you accidentally enter restricted information or suspect unauthorized access:

1. Stop further activity.
2. Do not delete or alter the record.
3. Do not forward or share the information.
4. Immediately report the issue to [email protected].
5. Follow all instructions provided.

Failure to follow these requirements may result in removal of system access, termination of participation, disciplinary action, contractual consequences, and legal or regulatory consequences.