Preventing Actions on a Claim Using Tags & Put “Hold” on Client Files In Collection-Master Due to COVID-19
Preventing actions on a claim using Tags:
Using a Tag to lockdown a claim is a good idea when you have multiple actions that you want to perform but might already have some existing procedures in place.
Tagging a claim allows you to glue a bunch of actions together, using your existing Status Codes, Themes, Documents, Letters, and Diaries.
It is a “Low Code” way to consolidate steps and save time.
In this COVID-19 scenario the firm has a compliance requirement to do the following:
Add a Diary to a claim
Prevent certain departments from accessing the claim
Notate the claim has been placed on hold
Update the status of the claim to indicate it is on hold
Prevent certain departments from removing the claim
Inform people when they access the claim with a message box
Change the color of the claim
The Firm has the following in place at present:
The firm has a Diary code setup in [1-6-1], 834 which is their hold queue.
The firm has an X-code setup in [1-7-1], XHOLD, that they use to notate a stop on a claim.
The firm has a Status Codes setup in [1-6-2], 555 and they use this in inventory reports for tracking purposes.
The firm has an existing Conditional Theme setup in [4-1-s-2-7] based on the same Status Code1, 555.
[1-6-2-1] is where you setup a TAG and we are going to use it to consolidate all the compliance requirements with our existing procedures. Then we’ll update our inventory.
In the above screenshot we have a setup for a TAG Code: COVID19.
The description we set to Temp Hold due to COVID-19.
Category is optional and for organization of the firms Tags, we’ve chose Hold in this example as the firm could have other tags for a hold, for example a Hurricane or Flood could both have tags, with the category of hold.
Security Add: We have a zone security setting that says only members of Zone 1 can add the Tag to a claim.
Security Del: We enforce zone security by saying only members of Zone 2 can remove this tag from a claim.
Status: We have assigned a Status Code of 555, with a Description of “Get Out!”
Status2: Provides the option to assign an additional Status Code.
NOTE: Please see below for more information on setting up a status group.
Diary: When this Tag is added to a file it will add a Diary of 834 for the current day, in the Queue QHLD, with a comment of Do Not Work.
NOTE: Further customization, including security is an option in 1-6-1.
Letter: When this Tag is added to a file it can queue up a letter to be merged. In this sample setup we have opted not to send a letter.
Paperless: When this claim is added an entry of XHOLD COVID19 will go into the comments of the paperless notes. NOTE: Further customization of Letter Codes & Paperless Codes is available in 1-7-1.
Status Code Setup in the 1-8-1 section of Collection Master. We will take a quick look at the setup for 555.
This status code has a Message Prompt and security attached to it.
Currently the Everyone Group (***) is set to Restrict all users when they try to enter the claim.
A pop-up message appears stating CLAIM Restricted! to anyone that attempts to enter the claim.
NOTE: Additional Group segmentation could be setup here, for example restricting access to the Collectors group but not the Attorney Group or Accounting Group, etc. Each of those groups could have their own messages.
Adding a Tag to a file:
Manually – claim by claim:
Within a claim from the Paperless Notes click on the Tags Tab, and press F1 to add the Tag.
You can find more information about CM_EDI Records in the EDI Help Manual.
CM_EDI can be used to update information in Collection Master in Bulk.
CM_EDI Record 185 can add TAGS to a Claim in bulk.
NOTE: The Default.prc runs prior to the actual document that is merged. This means that if the script cancels the document, then the merged document will not run at all.
If CLSINC\SCRIPT\Default.prc exists, that script will run anytime an [F3] merge is performed (xCode, letter, pleading, label or custom document) without having to add the script to the [1-7] document setup.
In the following example one or all of these lines could be used to stop a letter from being generated on a claim.
The First line will stop documents from merging on any Forwarder Number specified in a list.
If FnIn_List_txt(“FORWNO.TXT”,F$(5)) then let FnCancel(“@CoVID19″,”Temporary Hold”) This Line says “Look up the Forwarder’s number for the File Number that a document has been requested on. If that forwarder number is in F:\CLSINC\CUSTOM\FORWNO.TXT, then Cancel the merge request and put a note in the paperless file that says @CoVID19 with the Comment of “Temporary Hold”.
The Second line will stop documents from merging on any Forwarder EDI specified in a list. If FnIn_List_txt(“FORWEDIType.TXT”,F$(469)) then let FnCancel(“@CoVID19″,”Temporary Hold”)
This Line says “Look up the forwarder’s EDI TYPE for the File Number that a document has been requested on. If that forwarder’s EDI TYPE is in F:\CLSINC\CUSTOM\FORWEDITYPE.TXT, then Cancel the merge request and put a note in the paperless file that says @CoVID19 with the Comment of “Temporary Hold”.
The Third line will stop documents from merging on any Forwarder Sort Codespecified in a list. If FnIn_List_txt(“FORWSortCode.TXT”,F$(73)) then let FnCancel(“@CoVID19″,”Temporary Hold”)
This Line says “Look up the forwarder’s Sort Code for the File Number that a document has been requested on. If that forwarder number is in F:\CLSINC\CUSTOM\FORWNO.TXT, then Cancel the merge request and put a note in the paperless file that says @CoVID19 with the Comment of “Temporary Hold”.