Issue a Loss Notice

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

Locate the account in question and access the Claims area.
1. To access Accounts from the Home screen, do one of the following:
1. - Click Accounts on the navigation panel.
  - Click Areas > Accounts on the menubar.
  - Click the down arrow next to Home on the options bar and select Accounts.
  - Click the Locate button on the options bar.
To access Accounts from another area of the program, do one of the following:
- Click Home > Accounts on the menubar.
- Click the down arrow next to Home on the options bar and select Accounts.
- Click the Locate button on the options bar.
1. In the Locate account dropdown menu, select Client.
2. Select a Locate by option from the dropdown menu.
  
  You can access claim detail directly from the Account Locate screen by selecting the Claims: Additional Parties, Date of Loss, Insurer Claim #, or Internal Claim # option and double clicking on an item in your search results.
  
  Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
3. Select the suitable checkbox or checkboxes to the right.
  - Insureds
  - Prospects
  - Active
  - Inactive
4. Enter the first few letters of the name, policy number, lookup code, etc. (depending on the selection in the Locate by dropdown list) and press [Enter] or click Locate.
5. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
6. Highlight the desired item in the Results list.
7. Do one of the following:
  - Click Claims on the navigation panel.
  - Click Areas > Claims on the menubar.
A list of claims for the selected account displays. Change the claims that display in the list if necessary.
1. To change the types of claims that display in the list, click the word Claims in the view filter.
A list of choices displays:
1. - All
  - Open
  - Closed
1. Click on the appropriate selection.
  Use the search bar to display claims that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of claims.
  Selecting multiple criteria performs an "and" search (for example, claims with a specific Date of Loss and Loss Type).
  1. Click the Edit Filter button .
  2. The Edit Filter pop-up window displays. Click the Add button to add filters.
  3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
    
    Click the Delete button to remove a filter from the list.
  4. Click Finish when you have applied all of your desired filters.
    
    Hover over the Search where text to see the filter that is currently applied to the list.
  To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
  1. Make a selection in the first dropdown menu.
  2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
  1. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
    
    To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
To save your currently applied filters as a default for this client or all clients, create Filter Defaults. Filter defaults are unavailable on Claims lists opened from the Access menu, as Access > Claims already provides a filtered view.

Your filter defaults are unique to your user code and will not affect other users’ saved defaults.
The list displays the claims for the selected customer. Click on a column heading to sort the list by that category.

Note: You can access policies from the Account Detail screen in the same manner.

Click the claim in the list.

Do one of the following:

Click Actions > Issue Loss Notice on the options bar.
Click Actions > Issue Loss Notice on the menubar.
Right click on the claim and select Issue Loss Notice.

Note: You can issue a loss notice in Claim Detail in the same manner.

The Issue Loss Notice window displays. Enter the appropriate information on the following tabs:

Detail
1. The Issuing Company defaults but can be changed if necessary.
2. Select the Premium payable type:
  - BR Broker (External)
  - CA Carrier
  - IN Broker (Internal)
3. In the field to the right, choose the premium payable entity.
4. Choose to print the ICO or PPE.
5. Select a producer Code from the dropdown menu if applicable.
6. Select a Scanned signature if applicable.
Forms/Attachments
The Forms/Attachments tab lists all additional forms and attachments included with the loss notice. These items print with the notice.

Click a group in the upper list to view its associated forms and attachments.

You can add attachments to the loss notice if necessary.

Click the Add button . In the pop-up window that displays, select the appropriate radio button.
- Email
  1. Click Continue.
  2. On the Attach Existing File window, click Browse.
  3. In the pop-up window that displays, click on the email that you would like to attach.
  4. If the email contains an attachment, the Save attached files checkbox is selected by default. If you do not want to add the email's attachment(s), deselect the checkbox.
  5. Click Finish.
  6. In the Attach to window, select the Delete original after attaching checkbox if you want to remove the email from your email program.
  7. The email subject defaults in the Description field. Change this if desired.
  8. Click Finish or press [Enter].
- Existing client document
  1. Click Continue.
  2. The available attachments for the client display in the list. Narrow the list of attachments if necessary.
    
    Use the search bar to display attachments that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of attachments.
    
    Click the Edit Filter button .
    
    The Edit Filter pop-up window displays. Click the Add button to add filters.
    
    Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
    
    Click the Delete button to remove a filter from the list.
    
    Click Finish when you have applied all of your desired filters.
    
    Hover over the Search where text to see the filter that is currently applied to the list.
    
    To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
    
    Make a selection in the first dropdown menu.
    
    The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
    
    Equals: Enter the search criterion (e.g., the full description) in the field to the right, or select a date from the dropdown calendar (if applicable).
    
    Contains: Enter at least one character of the search criterion (e.g., part of the description or folder name) in the field to the right.
    
    Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.
    
    Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
    
    To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
  3. Click on the desired document in the list.
  4. Click Finish.
- Existing file
  1. Click Continue.
  2. Enter the path to the file you would like to attach, or click Browse to locate it.
  3. The file name defaults into the Description field, but you can change it if necessary.
  4. If Applied Epic is installed locally on your computer, you can remove the files from their original locations by selecting the Delete original after attaching checkbox for each attachment. If you access Epic through a web browser, you must delete the files manually after completing the workflow if you no longer need the originals.
  5. Click Finish or press [Enter].
If you do not want to include a particular form or attachment with the notice, deselect the checkbox beside it.

To print a form in a different language, click to highlight the form and select the Language from the dropdown menu. If no other language is available for the form, the Language menu is disabled.

To specify the order in which the items print, click an item in the lower list and click the up arrow or down arrow to change its position in the list.
Organization Contact
The Organization Contact tab displays the contact information for your organization that will be used when the loss notice is issued. The information on this tab defaults based on the settings established for this structure/workflow combination in Workflow Defaults Configuration, but you can override it if necessary.
1. In the Name field, select the name of the agency, branch, or department.
2. To change the Address, click the lookup button . The Select Address screen displays, showing all addresses associated to the agency, branch, or department. Select the appropriate address and click Finish.
  
  Note: If the address that should be used for this workflow does not display, check Organization Contact Configuration to ensure that the address has been entered and associated to the correct structures.
3. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to open a new email message from this screen.
4. In the Licence frame, select Print licence # if applicable. Specify whether the licence number for the Agency or Branch should print.
Distribution
1. To change the circumstances under which you are notified that the loss notice has been issued, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
  - Notify if unsuccessful only
  - Notify if successful or unsuccessful
  - No notification
2. Choose the Company or Involved Party radio button to indicate the entity to whom this loss notice is to be sent.
3. To choose a contact to whom to send the loss notice, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.
4. In the Via field, choose the desired contact method:
  - Email
    In the Email/Fax Details frame, select the sender’s email address from the From dropdown, or click the Change Sender link label.
    
    If you click Change Sender, the Change Sender pop-up window displays.
    
    Select an email address from the dropdown.
    
    Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.
    
    The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons), or click the To button to open the Contact Address Book.
    
    If necessary, enter Cc and Bcc email addresses (separating multiple addresses with semicolons), or click the Cc or Bcc button to open the Contact Address Book.
    
    Enter a Subject for the email.
    
    Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
    
    If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown menu selections if necessary.
    To restore the default Email Signature (or clear the signature if no default is set), click the Refresh link label.
    
    To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.
    
    In the Delivery Options frame, choose to send the email Now or Schedule it to send later. If you choose Schedule, enter a date and time for the email to send.
    
    Click the Preview button to display any attachments that will be included with the email.
  - Fax
    You are prompted, "A sender must be defined for the outgoing fax." Click OK.
    
    In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Complete the remaining fields and click Finish or press [Enter].
    
    Enter the Fax number if it does not default.
    
    Enter a Subject for the fax.
    
    Optionally enter a Message to print on the fax cover sheet.
    
    Select a fax Cover page
    
    To change the Language of the selected Cover page, select it from the Language dropdown menu.
    
    Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
    
    To see a preview of the fax cover page, click the Preview link label to the right of the field.
    
    To change the name of the person who is sending the fax, click the Change Sender link label. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
    
    Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
    
    Click Finish.
  - Print
    Select the Printer, or click Change Printer Settings to display the Print window.
    
    Choose to print the file Now or Schedule it to print later. If you choose Schedule, enter a date and time for the file to be print.

Note: You must fill out the Distribution tab.

Click Finish or press [Enter] to complete the workflow.

Click Cancel or press [Esc] to exit the workflow without issuing a loss notice.