Overview
Each claim in your system will need to be associated to a Client Company. You will need to add/create a Company Name for each of your clients/customers.
In some instances, it may be best to add/create a separate Company Name for each Line of Business (LOB) or client location area depending on the client marketing contact, address location, notes, billing instructions, or default settings.
Ex: ABC Insurance CAT, ABC Insurance Property, ABC Insurance Texas, ABC Insurance Midwest, etc
*IMPORTANT Note: The below items are those that are controlled per the Client Company:
- Default Settings: Adjuster Assigned, Manager, Supervisor, Reviewer, and Fee schedule
- Custom Settings: Claim Status Type, Services & Fees, and Diary Notes
- Client user access (ClaimsRep and ClaimsRepMgr). A ClaimsRep can only be given access to one company. A ClaimsRepMgr can be given access to multiple companies and will be able to access all claims assigned to their company(ies).
Each claim in your system will also need to be associated to a 'Branch'. Please review the related article below regarding Branches.
Related Article:
Creating Client Companies
1. Click on the Companies tab
2. Click on Add Company
3. Only the Company Name is required; however, you will want to complete as much of the data fields as possible. See below for further field descriptions:
I. Company Information
A. *Required Enter the Company Name
B. Company Type: Select the Company Type from the drop-down menu. If the Company Type that is needed does not exist in your FileTrac system, it will need to be added by an Admin from within your organization via the Settings tab.
C. Default branch: If a Default Branch is selected, this will be the Branch that will automatically populate for all New Claims for this Client. If a Branch needs to be added, click on Create New Branch and follow the instructions in the above noted Related Article (steps 5-8).
If the Default Branch selection is ever changed for this Client, 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.
D. First and Last Name: These fields are used for marketing purposes and should NOT be confused as a contact or claims rep for claims. Claim Reps and Claim Rep Managers are added via the Personnel Manager page; Contacts are added via the Contacts page from within a claim.
E. Email: This email address is generally used as an email address for the marketing contact. Note: email addresses for claim reps are added to their user profile pages in the Personnel Manager section. Email addresses for claim contacts are added to their contact page.
F. 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.
(This setting works in conjunction with our 'Invoice Reminder Interval' alert that can be set for either a User or User Role so that proper action can be taken.)
G. Default Adjuster Assigned: Fill this out only if you have a default adjuster who will always be assigned to this company’s claims.
II. Notes and Billing Instructions
A. Company Code: This field is for any secondary identifier that you use for this company and is tied to the company name throughout the system.
B. BDX Account: Mark if this is or is not a BDX Account.
C. 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. 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.)
D. Notes/Billing Notes:
Notes entered here appear in the Special Instructions on the New/Edit Claim page as well as on the Invoice Worksheet Page.
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. They will also appear on the Invoice Worksheet Page.
Timelog Management Page:
E. Tax Exempt: Mark if this company is tax exempt.
F. LEDES Fields: Complete as needed for Ledes export invoice output.
G. Website URL: The Client’s website can be copied here for quick access.
H. 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.
I. Default Fee Schedule: If you have multiple fee schedules for this client you can set one as the default.
J. 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.
K. 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.
L. 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