Release Note. Release Note. Manage Outstanding Cases for DMEs and MROs. Date: 10 May 2018 Owner: MedCo Registration Solutions Author: MIB MSL

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1 Release Note Release Note Manage Outstanding Cases for DMEs and MROs Date: 10 May 2018 Owner: Author: MIB MSL 1

2 Release Note This document provides users with information relating to changes made by MedCo to improve the customer experience. 1. Two options regarding case management on the main menu for Direct Medical Experts (DMEs) and Medical Reporting Organisations (MROs) have been relabelled for clarity. 2. Changes have been made to provide Direct Medical Experts (DMEs) and Medical Reporting Organisations (MROs) with the ability to: search for cases using filter combinations download a list of outstanding cases close cases and remove them from their list for reasons other than case data upload re-open cases for a limited time period 2

3 Relabelled menu options Two of the options on the Main Menu for Direct Medical Experts (DMEs) and Medical Reporting Organisations (MROs) have been renamed to provide clarity on their related function: 1. Bulk Case Data Upload option (renamed from Upload Medical Reports) - This option enables you to upload case data in bulk by means of a csv file containing multiple cases Instructed to you. 2. Search for Closed/Archived Cases option (renamed from View Closed Cases) - You can now use this option to search for case(s) instructed to your organisation that have recently been closed or cases that have been archived in line with the automated housekeeping periods published by MedCo. 3

4 Search for cases using filter combinations Direct Medical Experts (DMEs) and Medical Reporting Organisations (MROs) have several filter options to search for cases where they have been selected. To use the filters follow the steps below; 1. Go to and log in using your and password 2. From the Main Menu click the option Manage Outstanding Cases. 3. On the Outstanding Cases screen there are 7 filters available for you to use, 3 of which are set as defaults to display: Open cases either flagged as Formally Instructed or not (i.e. All), and To Selection Date field is set to the current date 4

5 You can either use one filter to search, as in the example below where the search is for the Authorised User name Evans Best, or use a combination of filters, or search within a date range for your outstanding cases. Note: If only a partial name is entered in the Authorised user name field, the system will return all cases inclusive of claimant identifier that match the name entered on a character by character basis from left to right (for e.g. cases instructed by Car will return all cases instructed by Carpenters, Carrick, etc.) If a MedCo Case reference is entered without a claimant identifier (e.g. 419 without the slash), the system will return all cases that come under this reference i.e. 419/1, 419/2 etc. If a large date range search is entered, you may get a warning message that it may take some time and you can either proceed or cancel the search. 5

6 Download a list of outstanding cases To download a list of outstanding cases follow the steps below; 1. On the Outstanding Cases screen use the filters to search for the required cases and press Search. In the example below filters have been set to look for all Open cases up to 23 April 2018 that are flagged as Formally Instructed or not where the Authorised user is Evans Best. 2. Once the search has returned a result select the Download CSV button as indicated below. 6

7 For Internet Explorer users: The Download CSV button will prompt you with a message to Open, Save the results into a csv file locally on your computer, or Cancel. For Chrome users: The Download CSV button will automatically download and save your file. Click Show all to display the downloaded file in the destination folder on your computer. For Firefox users: The Download CSV button will display a pop-up as below. Click Save File to the save it in a local folder on your computer. 7

8 Close cases and remove them for reasons other than case data upload Direct Medical Experts (DMEs) and Medical Reporting Organisations (MROs) can close cases where they have been selected and have knowledge that a Formal Instruction is not being progressed. To close a case for reasons other than uploading case data, a DME / MRO must tell MedCo why they are closing the case. The options available are; The claimant did not attend The instructing party cancelled the selection No formal instructions received Not a soft tissue injury claim Note: You can only close one case at a time. To close a case follow the steps below; 1. On the Outstanding Cases screen use the filters to retrieve the case(s) that you wish to close. Tip: Use the From Selection Date and To Selection Date fields to retrieve as many cases as possible. 2. The tabulated results will have two Action columns: Upload Data and Close. Select Close for the case you wish to remove from the list. 8

9 3. A message will be displayed to notify you that you will have to provide a reason for closing the case and that it can be reopened within a set number of days if the circumstances change for the case. Click Yes to proceed to close the case. 4. Select one of the Reason for Closure from the dropdown list. 9

10 5. Select Save to confirm your decision. 6. Having saved the Reason for Closure you are then returned to your list of search results on the Outstanding Cases screen. 7. The case that has just been closed will be highlighted for a set number of days during which time you are able to reopen it if the circumstances have changed. See example below. 10

11 8. After this set number of days, it will be permanently removed from your list of cases and will no longer appear in a search result. 9. To view closed cases use the Search for Closed/Archived Cases function on the main menu. Re-open cases for a limited time period All the cases that have been closed for reasons other than medical case data upload will be highlighted and remain in the DME s or MRO s list of cases for a limited period. Note: The initial time period within which a case can be reopened is set to 14 calendar days. After this set number of days, the case(s) will be permanently removed from your list of outstanding cases. During this period they can be reopened it if the circumstances for the cases have changed. To reopen a case follow the steps below: 1. On the Outstanding Cases screen use the filters to search for all closed cases by applying the Status filter to search for all "Closed" cases. Note: You can also search by any other filter to find the case you wish to reopen. 2. Select the case for which circumstance has changed and click Reopen. 11

12 3. A message will display to request your confirmation. Click Yes to confirm the reopening of your case. The case is now back in the open outstanding case list and can be marked formally instructed and it is possible to upload case data. 12