Claims

Claims allow you to enter and manage requests from insureds who have reported a covered loss. You can only add claims for Insured clients (not Prospects) and for contracted policies. Each claim displays loss information, payments, and claimants recorded. 

The following workflows are available in this area:

• Add a Claim
• Add a Claim Payment
• Add an Additional Party
• Close/Reopen a Claim
• Delete a Claim
• Edit Additional Party Detail
• Edit Claim Detail
• Issue a Loss Notice
• Print a List of Claims
• Print a Loss Notice
• Remove an Additional Party

The following reports can be accessed from this area:

• Billing Register
• Coverage Snapshot

To access the Claims area, follow the steps below.

1. Locate the appropriate client.

   You can access a specific claim directly from the Account Locate screen by searching for a client using the Claims: Additional Parties, Date of Loss, Insurer Claim #, or Internal Claim # criterion. Double click on a client in your search results to open claim detail for the claim that matches your search term.

   1. To access Accounts from the Home screen, do one of the following:
      • 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 Locate 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 Locate on the options bar.

   2. In the Locate account dropdown menu, select Client.
   3. In the Locate by dropdown menu, select the appropriate option.

   4. Select the suitable checkbox or checkboxes to the right.

      • Insureds (available only if Clients is selected in the Locate Account field)
      • Prospects (available only if Clients is selected in the Locate Account field)
      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
   6. 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.
      
      Highlight the desired item in the Results list.
2. Click Claims in the navigation panel or Areas > Claims on the menubar. The Claims screen displays.

The screen is comprised of the following sections:

2. Menubar

   

   The following options are available from the menubar of the Claims area:

   1. • File
      • • New
        • • Claim
          • Contact
          • Opportunity
          • Service
          • Policy
          • Proofs
          • • Binder
            • Certificate of Liability Insurance
            • Certificate of Property Insurance
            • Intermodal Interchange Certificate
            • Evidence of Property
            • Evidence of Commercial Property
          • Transaction
          • Attachment
          • • Acquire and Attach Image
            • Document
            • Email
            • Existing File
            • eForm
          • Activity
          • Email
          • Sticky Note
          • Receipt for Payment
          • Client Refund
        • Open
        • Delete
        • Print
        • • Listview
          • Barcode
          • Loss Notice
        • Exit
      • Edit
      • • Undo
        • Cut
        • Copy
        • Paste
        • Delete
        • Select All
        • Desired
        • Required
      • Areas
      • • Account Detail
        • Contacts
        • Opportunities
        • Client Contracts
        • Policies
        • Proofs of Insurance
        • Transactions
        • Attachments
        • Claims
        • Activities
        • SMS History
      • Home
      • • Accounts
        • General Ledger
        • Reports/Marketing
        • Procedures
        • Configure
        • Utilities
        • Email
      • Locate (Each open account displays in this menu.)
      • Actions
      • • Close/Reopen Claim
        • Issue Loss Notice
      • Real-Time
      • • Account Update
        • Local Security
      • On Demand
      • • Account Workflows
        • Billing Register
        • Coverage Snapshot
      • Access
      • • Activities
        • • Open Activities
          • All Activities
        • Associated Accounts
        • Attachments
        • Policies
        • Auditing
        • Client Access Log
        • Notifications
      • Links
      • myEpic
      • SMS
      • Help
      • • Applied Epic Help
        • Applied KnowledgeBase
        • Applied Epic Release Notes
        • Online Chat / Log a Case
        • About Applied Epic July 2023
3. Options Bar

   

   The following options are available from the options bar of the Claims area:

   1. • Home
      • • Accounts
        • General Ledger
        • Reports/Marketing
        • Procedures
        • Configure
        • Utilities
        • Email
      • Locate (Each open account displays in this menu.)
      • Actions
      • • Close/Reopen Claim
        • Issue Loss Notice
      • Real-Time
      • • Account Update
        • Local Security
      • On Demand
      • • Account Workflows
        • Billing Register
        • Coverage Snapshot
      • Access
      • • Activities
        • • All Activities
          • Open Activities
        • Associated Accounts
        • Attachments
        • Policies
        • Auditing
        • Client Access Log
        • Notifications
      • Links
      • myEpic
      • Appetite
      • Ivans
      • SMS
      • New
      • • Claim
        • Contact
        • Opportunity
        • Service
        • Policy
        • Proofs
        • • Binder
          • Certificate of Liability Insurance
          • Certificate of Property Insurance
          • Intermodal Interchange Certificate
          • Evidence of Property
          • Evidence of Commercial Property
        • Transaction
        • Attachment
        • • Acquire and Attach Image
          • Document
          • Email
          • Existing File
          • eForm
        • Activity
        • Email
        • Sticky Note
        • Receipt for Payment
        • Client Refund
      • Print
      • • Listview
        • Barcode
        • Loss Notice
      • Save
      • Undo
4. Navigation Panel

   The navigation panel is on the left side of the screen.

   

   The navigation panel consists of the following buttons:

   • Account Detail
   • Contacts
   • Opportunities
   • Client Contracts
   • Policies
   • Proofs of Insurance
   • Transactions
   • Attachments
   • Claims
   • Activities
   • SMS History
5. Contact Cards

   Primary contact information for the selected person or company displays in the bottom left corner of the screen.

   Click the Additional tab for information about other phone numbers, email addresses, etc. associated with the selected account.

   

6. List

   Claims for the selected client display in the list below the options bar. To change the types of claims that display in the list, click the word Claims in the view filter and make a 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:
   • 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) 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.

   3. 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.

   1. Click the Filter Defaults link label.
   2. Select the Use as default checkbox to save your selected filters as the default for all clients that do not already have a filter default saved.
      
      Filters listed in italics (e.g., Insurer Claims #, Internal Claim #, Policy #) include search criteria that will not apply to all clients. These filters can only be saved as defaults for the selected client.
      
      To replace existing filter defaults for all clients (including clients that already have other filter defaults saved), select the Override existing filters for clients checkbox.
   3. Click OK to apply the filter default.
      
      To clear a filter default, click the Clear Filter link label, click the Filter Defaults link label, select the appropriate checkboxes in the Filter Defaults window, and click OK.

   To sort by a different column, click the column heading by which you wish to sort. Click one more time to change the sort order (from ascending to descending, or vice versa).

   To give you claim information at a glance, the description, comments, claim detail and policy/line detail for the highlighted claim display below the list.

   You can attach files or email directly to a claim in the list. Just select the claim, then drag and drop the attachment into the list. See Add an Attachment for details.

7. Footer

   The footer is located at the bottom of the screen. Some of the information it displays varies depending on the area of Applied Epic you are viewing.

   The footer always displays the version of Epic you are running, the database you are accessing, and the name of the current screen. On some screens, the footer also displays the entity type, status, and current account balance, as in the example below.