Overview
Each claim in your system will need to be associated to a 'Client Company' and a 'Branch'. You will need to create a Client Company for each of your clients/customers. In some instances, it may be best to create a separate Client Company for each Line of Business (LOB).
By setting up the Companies and Branches in a specific way, you will not only be able to better manage your users' access to the claims in your system, but also enable and take advantage of many more of the default settings. Two possible scenarios of setting up your Companies and Branches are exhibited below.
Option 1: Creating a 'Client Company' for each of your customers and a separate 'Branch' for each LOB.
EX: Client Company - ABC Insurance
Branch- ABC Insurance CAT
Branch- ABC Insurance Liability
Branch- ABC Insurance Property
Option 2: Creating a separate 'Client Company' for each Line of Business (LOB), then creating an associated Branch for that Client Company (1:1 ratio).
EX: Client Company- ABC Insurance CAT
Branch- ABC Insurance CAT
Client Company- ABC Insurance Liability
Branch- ABC Insurance Liability
Client Company- ABC Insurance Property
Branch- ABC Insurance Property
'Option 2' is preferrable when considering that items such as the ClaimsRepMgr Access, Default Settings (Adjuster, Manager, Supervisor, Reviewer, and Fee schedule), and Custom Settings (Claim Status, Services & Fees, and File #s) are all set at the 'COMPANY LEVEL' and not the Branch level. Below are some examples of these items with the above two setup options.
- ClaimsRepMgr Access: A ClaimsRepMgr given access to a Client will be able to access all claims assigned to this Client regardless of the Branch.
Option 1- The ClaimsRepMgr for ABC Insurance will be able to access all claims assigned to all Branches (CAT, Liability, and Property).
Option 2 - You can give a ClaimsRepMgr access to only claims for ABC Insurance CAT without allowing them access to claims for ABC Insurance Liability and/or ABC Insurance Property.
- Defaults Settings: Defaults (Adjuster, Manager, Supervisor, Reviewer, and Fee schedule) are set per company and not per Branch.
Option 1- Any defaults set on the Company page for ABC Insurance, would apply to all claims assigned to ABC Insurance regardless of the Branch it is assigned to (CAT, Liability, Property).
Option 2 - You can set different defaults for ABC Insurance CAT than you set for ABC Insurance Liability and/or for ABC Insurance Property.
- Custom Settings: Custom settings (Claim Status and Services & Fees) are set per Company and not per Branch.
Option 1- Any custom settings set on the Company page for ABC Insurance, would apply to all claims assigned to ABC Insurance regardless of the Branch it is assigned to (CAT, Liability, Property).
Option 2 - You can create different custom settings for ABC Insurance CAT than you create for ABC Insurance Liability and/or ABC Insurance Property.
I. Adding Company Types
'Company Types' are the different types of companies that you do work for. This feature allows you to utilize the filter on the 'Manage Companies' tab when searching for a particular type of company (see below).
To add 'Company Types':
1. Click on the 'Settings' tab
2. Then click on 'Company Type'
3. Check the box and type the company type (Ex: "Insurance Company")
4. Click 'Add/Save Changes'
II. Creating Client Companies
1. Click on the 'Companies' tab
2. Click on 'Add Company'
3. Complete as much of the data fields as possible. See below for further field descriptions:
A. Company Information
i. *Required Enter the 'Company Name'
ii. Company Type: Select the Company Type from the drop-down menu.
iii. Default branch: If a Default Branch is selected, this will be the Branch that will automatically popoulate for all New Claims for this Client. You may choose from the drop-down menu or 'Create New Branch' (see Section II for instructions on creating a Branch).
If the Default Branch selection is ever changed, the Effective Date must be set to the current date or earlier. All Claims for that Client Company that have been Received ON or AFTER the Effective Date, will have their Assigned Branch changed to the selected Default Branch.
iv. First and Last Name: These fields are used for marketing purposes and should not be confused as a CONTACT or claims rep for claims. Associated Claim Reps are added in the USER section.
v. Email: This email address is generally used as an email address for the marketing contact. Note: email addresses for each claim’s rep/user is added to their user profile in the Personnel Manager section.
vi. Invoice Reminder Interval: This is to be used if your client wishes to be billed on a prescribed interval and will trigger an Alert.
Example: A Client wishes to be billed every 60 days a file remains open. You would select "60" from the drop-down menu and set the appropriate alert for the User/User Role that will need to be alerted.
vii. Default Adjuster Assigned: Fill this out only if you have a default adjuster who will always be assigned to this company’s claims.
B. Commission Setup (optional)
Choose the Sales Rep and enter the Commission Rate. Additional instructions on setting up Commissions can be found at the following link:
Setting Up Commissions : FileTrac Support (freshdesk.com)
C. Notes and Billing Instructions
i. Days Until Invoices Due: By entering '0' in this field, the invoice will be due the day it is created and a month later the invoice would be 30 days late.
By entering '30' in this field, any invoices for this company are due 30 days after the invoice has been created and the invoice is not 30 days late until 60 days after the invoice was created.
(This setting works in conjunction with our Invoice Milestone Alerts / Late Notices 30, 60, 45 and 90-day alerts.)
ii. Notes & Billing Notes: 'Notes' entered here, appear in the Special Instructions on the 'New/Edit Claim' page. 'Billing Notes' are special instructions for billing purposes and will appear in red text on the 'Timelog Management' page when creating an invoice (both Notes and Billing Notes also appear on the 'Invoice Worksheet' Page).
'New/Edit Claim' Page:
'Timelog Management' Page:
iii. Website URL: The Client’s website can be copied here for quick access.
iv. Default Manager, Supervisor, Reviewer: Should be filled out only if you have a Manager, Supervisor, or Reviewer who will always be assigned to this company’s claims.
v. Default Fee Schedule: If you have multiple fee schedules for this client you can set one as the default.
vi. Claim Status Type: Choose Default or Custom. If you have specific statuses for a client that is different from your other clients, you will be able to create custom statuses in this area. Otherwise, the default will pull from what you have set on the Settings Page.
vii. Service Type: If you have specific Services & Fees for a client click on the custom rather than default. If default is selected this will pull from the list of Services in your Settings.
viii. Diary Notes: Mark the box 'CHECKED' if you wish to make all Diary Notes Visible to Client, or 'UNCHECKED' if you do not want all Diary Notes Visible to Client. You also have the option to choose your System Default from the Settings page.
4. Click 'Save Company'
III. Creating Branches
Branches can be created either from the 'Add/Edit Company' page or on the 'Settings' page. The below instructions will detail how to create Branches from each of these pages.
A. Adding Branches from the 'Add/Edit Company' Page
1. Click 'Create New Branch' from the 'Add/Edit Company' page
2. Enter the 'Branch Name' and mark 'Active'
3. Enter Branch Information (Address, Phone, Tax ID)
4. Choose the 'File # Setup' (each Branch can have its own custom File # setup)
*Automatic Sequence: (Recommended)- With this selection, enter a Prefix (optional), the number of Digits, and the "Seed" File #. The "Seed" File # is the starting number for this particular Branch. The maximum character count for a file # is 9 total (this includes any prefix and/or dashes). We recommend no more than 3 characters in a prefix and 5 digits.
Example 1:
Claims assigned to a branch with this file setup would automatically number with the first claim being assigned as 21-00001, the second claim assigned as 21-00002, and so forth...
Example 2:
Claims assigned to a branch with this file setup would automatically number with the first claim being assigned as MBR00001, the second claim assigned as MBR00002, and so forth...
*Custom File IDs: Only use this option if you do not want the system to automatically assign a file number. You will need to manually assign the file number for each new claim that is added to your system.
5. Click on 'Save Branch'
B. Adding/Editing Branches from the 'Settings' Page
1. Click on the 'Settings' tab,
2. Click on 'Manage Company Information'
3. Click on 'Branch information' (This is also the page where the Branch information can be updated as needed or a Branch marked 'Inactive'.)
4. Click 'Create New Branch'
5. See instructions in previous Section III (A) #2-5 above to complete the Branch setup.
You will now see this Branch in your Default Branch drop-down menu on the 'Add/Edit Company' page.