Mitchell eglassclaim Handbook. Prepared for: Manitoba Public Insurance Partner Vendors

Transcription

1 Mitchell eglassclaim Handbook Prepared for: Manitoba Public Insurance Partner Vendors

2 Table of Contents Accessing eglassclaim... 3 Logging into eglassclaim... 3 Changing your Password... 5 Creating Additional Users for Your Shop... 5 Creating a New Glass Claim... 7 Coverage Verification... 7 Selecting Area of Damage Working with Assignments/Invoices Searching for Assignments/Invoices Adding Parts Adding Notes to a Claim Capturing Additional Information Area of Damage Submitting an Assignment

3 Accessing eglassclaim eglassclaim is a web based application which can be accessed via a browser. eglassclaim is currently optimized to run on Internet Explorer 6, and 7. Logging into eglassclaim The following provides a brief overview of steps you need to take in order to obtain access to eglassclaim application: 1) In order for your shop to be able to process claims using eglassclaim, you must first complete and sign an agreement with Manitoba Public Insurance. 2) After you have signed your agreement, you will receive an with your Admin UserID and a temporary password for accessing eglassclaim. 3) Once you have receive your , open your Internet Explorer and go to 4) Enter your UserID and Temporary Password on the login page. 5) Since this is your first time logging into eglassclaim, you are required to change your password. Enter your temporary password from the you received in the Current Password field and enter your new password in both the New Password and Confirm New Password field. 3

4 6) After your password has been successfully changed, you are prompted to accept the Terms of Use of eglassclaim. 7) Once you have accepted the terms, you are then prompted to verify your shop information. Note that you may not change the information listed under Shop Info and Contact Info sections. If you wish to change/update information for these sections, please contact MPI. However, you are required to update your Services information and modify your tax if necessary. After you have confirmed/updated your shop information, click on the Save button. You are now ready to use eglassclaim. 4

5 You are now logged into eglassclaim. Changing your Password Initially, your Admin User ID and temporary password will be assigned to you by MPI. However, if you wish, you can change your password by taking the following steps: 1) Log into eglassclaim as describe in Logging into eglassclaim section. 2) Once you have successfully logged in, hover over Administration on the Main Menu and select Change Password. 3) Enter your current password followed by your new password. 4) Click on Change Password. You have now successfully changed your password. Although your password can be changed, your User ID can t be changed. Creating Additional Users for Your Shop 1) From the Administration menu select User Management. 2) On the User Management page, click on Add User 5

6 3) Enter the information required and click on Save. 4) You user will receive an with their UserID and temporary password. To login to eglassclaim. 6

7 Creating a New Glass Claim Coverage Verification eglassclaim will allow you to create a new claim by verifying the insured coverage. eglassclaim has been integrated with MPI s policy verification and claims processing system to provide a seamless process for creating new glass claims. Take the following steps to create a new glass claim using eglassclaim: 1) Log into eglassclaim as described in Logging into eglassclaim section. 2) Click on New Claim from the Main Menu. 3) Enter the Policy Holder s Plate Number 4) Enter the Policy Holder s Date of Loss 5) Click Next At this point, eglassclaim will try to verify the Plate Number provided against an active MPI policy. If an active policy is not found, the following error message will be displayed: If the Policy is successfully verified, the application will require you to input additional information for verification based on the insured s policy. 6) Enter Driver s Licence Document Number as shown in the image below for verification and click Next. 7

8 7) If the policy requires a Customer Number for verification, you are prompted to enter the Customer Number. Enter the Customer number and click Next. 8) If the policy has an Auto Loss of Use, the following message will be displayed to be communicated to the policy holder: Once you have communicated the message to the insured, click on Next to continue. 9) eglassclaim will display the Vehicle Description based on the plate and policy of the insured. Note: Before proceeding with obtaining Customer Consent, Verify that the vehicle description is correct. If the Vehicle Description is not correct, direct insured to contact MPI Call Centre at or ) If the vehicle description is correct, obtain Customer Consent by reading the disclaimer displayed as shown below. If the customer gives consent, select the Yes radio button and click Next. Otherwise, select the No radio button and click Next. 8

9 11) If you selected Yes in the previous step, you will be asked to collect the following information. When you have captured all the required information, click Next. a. Customer First Name (Required) b. Customer Last Name (Required) c. Contact Phone (Required) d. Alternate Phone Number e. Cause of Damage (Required) f. Incident Country (Required) g. Incident State/Prov (Required) h. Region/Town (Required) i. Type of Site (Required) If you selected No in the previous step, you will be asked to collect the following information. When you have captured all the required information, click Next. a. Cause of Damage (Required) b. Incident Country (Required) c. Incident State/Prov (Required) d. Region/Town (Required) 9

10 e. Type of Site (Required) Once you have completed capturing the customer information and clicked Next eglassclaim will create the claim and provide the Claim # for your reference. When vendors create a new claim, they are provided with an Assignment # as well as a Claim #. Selecting Area of Damage After creating the claim, the application will prompt you to select the Damaged Area(s) for this claim which are used to identify the work that needs to be done as part of the claim. Select all the damage area(s) that need to be repaired for this claim and click Next. If the insured is unsure of the Damaged Area(s), you may skip this step by clicking on Skip. 10

11 If a damaged area other than Windshield has been selected and vehicle qualifies for a recycled part, a communication will be sent to Recycled Parts Operation (RCO). Note: If the claim is for a Windshield Repair, please select Windshield as the Damaged Area. Working with Assignments/Invoices Searching for Assignments/Invoices Any assignment/invoices created through eglassclaim can be searched for by taking the following steps: 1) Hover over Search on the Main Menu. 2) Click on either Assignments or Invoices. 3) On the filter section, select the criteria you like to search for. The following are the search criteria available: a. Assignment #: This is a unique ID created by eglassclaim. b. Customer: Contact Name on the claim. c. Status: Status of the claim. Whether it is Open, Paid, etc. d. Claim #: Claim number generated by the system. 4) When the desired search criterion has been selected, enter the associated parameter in the search form and click on Search. For instance, if you like to perform a search using Claim #, then select Claim # from the Search By drop down and enter the Claim # in the search field as shown below: Adding Parts Prior to adding parts to an assignment, find the desired assignment by performing a search as described in Performing an Assignment/Invoice Search section. Once you have found your desired assignment, take the following steps to add parts: 1) Click on the Magnifying Glass to the left of the assignment to open it. 2) The assignment should open into the Select Parts page as displayed below. The Select Parts screen displays the vehicle description for this claim. Glass parts are categorized into damaged areas such as Windshield, Door, Quarter and etc. that belong to the described vehicle. 11

12 3) Click on the + sign next to a damaged area to expand the list of parts for that specific area. For instance, you can expand the Windshield damaged area to see all windshield parts as shown below. The part screen provides the following for each glass part: a. NAGS Part Number b. NAGS Description of the part. c. NAGS List Price d. NAGS Labor Hours For each part on the list you can perform the following: 12

13 a. To add the parts to the invoice click on the Add. b. To see Graphic Illustrations regarding the part click on the Show Graphic. c. To see additional information about a part such as Attachments and Block Size click on the Questions Mark icon. 4) To see additional parts such as OEM, Hardware and Installation Material, for a specific part, click on the + next to the part number. 5) To see the parts for each of the categories, click on the + sign next to the category to expand the list. For each part on the list you can perform the following: a. To add the parts to the invoice click on the Add. b. To see Graphic Illustrations regarding the part click on the Show Graphic. c. To see additional information about a part such as Attachments and Adding Notes to a Claim Notes can be captured on each assignment for record keeping purposes and/or for communicating special instructions with MPI. However, when the claim is accepted for payment, eglassclaim will not notify the Glass Audit Unit that shop notes have been entered. 13

14 Take following steps to create a public note: 1) Click on the Magnifying Glass to the left of the claim to open the claim. 2) Click on Notes on the claim s Menu. 3) When in the Notes page appears, click in the Shop Notes area. 4) Enter your notes. 5) Click on Update Shop Notes. The notes will be updated with your comments. Do not remove any notes prior to updating new notes. Capturing Additional Information Additional information can be collected for each assignment under the Additional Info screen. In addition, some information such as Incident Province/Region and Cause of Damage can be changed through the Additional Info screen. Take the following steps to access the Additional Info screen: 1) Click on the Magnifying Glass to the left of the assignment to open it. 2) Click on Additional Info on the assignment s Menu. 3) Then the Additional Info page appears, Capture/Change the information needed. 14

15 4) Once you have entered/changed the information click on Update. Note: Changing the Cause of Damage might change the deductible amount. If the deductible amount is changed, the invoice will automatically be recalculated with the new deductible amount. Area of Damage There are times when the Area of Damage needs to be changed/updated after the initial New Claim process. Take the following steps to change/update the Area of Damage information: 1) Click on the Magnifying Glass to the left of an assignment to open it. 2) Click on Damage Info on the assignment s Menu. 3) The Damage Info page appears with the vehicle information and the previously selected Area of Damage. 4) Check/Uncheck the damage areas that apply to this claim. 5) Click on Next. This will update the claim s Area of Damage and will direct you to the Part Selection screen. Note: You can only add parts to an assignment from the damaged area selected. Submitting an Assignment After you have added parts to the assignment and have completed the information under Additional Info, you are ready to submit your assignment for payment. Take the following steps to submit the assignment for payment: 15

16 1) Click on the Magnifying Glass to the left of an assignment to open it. 2) Click on Submit on the assignment s Menu. 3) The Submit page displays. Enter the vehicle s VIN Number as well as your Internal Invoice Number and click on Submit. Note: If you don t have an Internal Invoice Number, you may enter the Claim # in this field. 4) If your invoice is submitted, you will receive a confirmation that your invoice has been submitted successfully. 16