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Claims Processed Report User Guide

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Claims Processed Report Claims Processed Report

User GuideUser Guide

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Claims Processed Report User Guide

This material and the information contained herein are the sole physical and intellectual property of

Warrantech Corporation and its subsidiaries. All rights are reserved. No part of this information or

material may be used for any purpose, or reproduced, duplicated, or in any other way distributed, without the

prior written consent of Warrantech Corporation.

Claims Processed ReportClaims Processed Report

User GuideUser Guide

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Claims Processed Report User Guide

Introduction …………………………………………………………………………………. 4Common Denial Reasons and Next Steps ……………………………………………….5Logging Into WCPSOnline …………………………………………………………………6Launching Claims Processed Report ……………………………………………………..8Claims Processed Report – Search ……….…………………………………………….. 9Claims Processed Report – Error …………………………………………………………10Claims Processed Report – Claims Selection ………………………………………...... 11 Claims Processed Report – Claims Detail ……………………………………………….12Claim Reconciliation ………………………………………………………………………..13WCPSOnline Quick Reference Guide ……………………………………………………14

Claims Processed ReportClaims Processed Report

Table of ContentsTable of Contents

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Claims Processed Report User Guide

Claims Processed Report Claims Processed Report

IntroductionIntroduction

Welcome to Warrantech Consumer Product Services Claims Processed ReportApplication!

The Claims Processed Report is an application designed by Warrantech to allow service centers the ability to view paid and rejected claims submitted to Warrantech.

The purpose of this guide is to provide the Claims Processed Report user with valuable information about how to use this application to ensure satisfactory results and promote a positive user experience.

In this guide you will find step by step instructions for performing tasks within the application, along with explanations and information designed to help you successfully navigate the system.

We look forward to working with you and hope your Claims Processed Report experience is a pleasant one!

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Claims Processed Report User Guide

Common Denial Reasons and Next StepsCommon Denial Reasons and Next Steps

The following list contains the most frequently seen reasons for claims denial. We have provided information about what can be done to prevent a claim denial for these reasons, as well as next steps necessary in the event that you have a claim denied for one of these reasons.

• No Serial Number provided in Repair Comments Field of the claim.• Prevention: ALWAYS provide the serial number from the unit that your technician repaired FIRST

in the Repair Comments field of the Claim Submission form.

• Lack of adequate repair description in the Repair Comments section of the claim.• Prevention: Provided a detailed explanation of the repairs conducted. “Repaired Dishwasher” is

inadequate – instead, give detailed account of the repair such as “Replaced Main Board”.

• Failure to detail Extra Mileage in the Repair Comments of the Claim.• Prevention: Always provide data regarding additional mileage in the Repair comments (i.e.: 15

miles @ $1/mile). Also use the “Other” drop-down fields at the bottom of the Claim screen to declare the Mileage and charge for it.

• Submitting an invoice for MORE than was originally approved.• Prevention: ALWAYS submit an amended estimate in the event that you require additional parts, or

if the part that was approved cost more than you submitted in your original estimate. The amended estimate MUST BE APPROVED before submitting a claim. Failure to obtain approval on the difference PRIOR to submitting a claim will result in the claim being paid for the original approved amount ONLY.

• Next Steps: If your claim is denied for any of the above four reasons, contact the Service Department at the telephone number you have been provided. Please have the original RO number available and request a SUB-RO to be generated against it for rebilling purposes. When you have the SUB-RO number, enter Individual Claims Submission and create a NEW (corrected) invoice using the sub-ro number for the complete claim cost.

• Failure to document core tracking or RMA information in the Repair Comments of the claim.• Prevention: ALWAYS document in the Repair Comments of the Claim form any Core or RMA

tracking information. Lack of this detail will result in having the cost of those parts/cores deducted form your claim payment.

• Failure to Obtain Approval for repairs exceeding the Servicer’s Pre-Approval Rate.• Prevention: Repairs that exceed your pre-approval rate REQUIRE the following PRIOR TO

CONDUCTING SERVICE:• Submit an Estimate (create an Authorization Request) detailing the repairs necessary.• Obtain approval on the estimate.Failure to obtain pre-authorization in this circumstance may result in your claim being short-

paid or rejected.

• Next Steps: If your claim is denied for any of the above two reasons, contact the Service Department at the telephone number you have been provided. Please have the original RO number available and request a SUB-RO to be generated against it for rebilling purposes. When you have the SUB-RO number, enter Individual Claims Submission and create a NEW (corrected) invoice using the sub-ro number for the balance owed on the parts or core charges that were deducted from the original claim payment ONLY.

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Claims Processed Report User Guide

Access to the Claims Processed Report application is achieved by logging into the WCPSOnline Website from your Internet browser application. The website address is:

http://wcpsonline.com

When accessed, you will be presented with the WCPSOnline Home Page.

To continue the log-in process to access Claims Processed Report, click the Client Login link. (AA)

WCPSOnline provides access to a variety of applications. Logging in once is sufficient to have all of the applications available through a single click. The WCPSOnline Home Page also provides you with access to other valuable information or links to other areas, such as:

Links to overviews of the various features of WCPSOnline;

A link to Terms & Conditions;

Links to the XchangeCard and RepairMaster registration sites.

AA

Logging Into WCPSOnlineLogging Into WCPSOnline

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Claims Processed Report User Guide

Once the user has logged into WCPSOnline, and clicked the Client Login link, they will be presented with the following screen:

To access WCPSOnline:

1. Enter your Sign On ID and Password (A). The Sign On ID and Password fields are not case sensitive.

2. Click the “Continue” button (B).

NOTE: Any time reference is made to the “Continue” button, the “Enter” key on the user’s keyboard may be used instead.

AA

BBAA

BB

Logging Into WCPSOnline Logging Into WCPSOnline -- ContinuedContinued

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Claims Processed Report User Guide

Claims Processed Report is an application that allows the user to view paid claims It is accessed by choosing the Claims Processed (A) link.

NOTE: A Claim that has not finished processing through the Warrantech system willNOT appear in the Claims Processed Report even if you have submitted the claim to us.

NOTE: Application access is based on the permissions assigned the specific user.

Launching Claims Processed ReportLaunching Claims Processed Report

AA

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Claims Processed Report User Guide

AA

BB

To generate a report on processed claims, first enter search criteria. The system provides several search options to choose from. These options include:

Repair Order (AA)– enter the repair order number in question

Check Date Range (BB)– enter the date range for your search, or use the pop-up calendar (CC) to select the date range.

Service Center Invoice Date (DD) - enter the date range of your invoices, or the date you submitted the claim to Warrantech, that you would like to search.

Click on the “Continue” (EE) button to gather invoices matching the search criteria entered.

DD

CC

DD

Claims Processed Report Claims Processed Report -- Claims SearchClaims Search

EE

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Claims Processed Report User Guide

Claims Processed Report Claims Processed Report -- ErrorError

If you receive the error below (A) it means that 1) the claim has not finished processing from Warrantech – you must wait and check later OR 2) you did not submit a claim for this RO.

To check is you submitted the claim, enter the ESI application, do a date-range lookup, and the Status column on the right side of the search results screen will state “Billed” if you did submit the invoice. Check back in Claims Processed Reporting later for updates when it has finished the processing cycle. No further action may be taken on a Billed claim.

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Claims Processed Report User Guide

BB

The Claims list contains general information about the claims that met the search criteria entered previously. This information includes (B):

Warrantech Repair Order Number Invoice Number

RO Date Invoice Date

Service Center ID Number Invoice Amount

Service Center Name Paid Amount

• To review specific information about a particular claim, click on the Repair Order number (C).

• To return to the Search page, click on the “Return to Search” button (D).

• To download the Claims list to a local computer, click the “Download Claims List to Your PC” button (E). You will be asked if you wish to Open or Save the file. Chose the option that best meets your requirements.

• Click the “Close” button (F) to close this window.

Claims Processed Report Claims Processed Report -- Claims SelectionClaims Selection

If the claim(s) has finished processing, a search result will be returned. A single result will be returned if a single RO was used to search, or a search results list will be returned if a date range was used. The search criteria used are always displayed at the top of the screen. (A)

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DDEE

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Claims Processed Report User Guide

The Claims Detail screen will provide the user with specific information pertaining to a particular claim, including:

(AA) Check Date

(BB) Check Number

(CC) Rejection Reason will give an explanation of a rejected claim.

(DD) Payment Comments that provide greater detail about why a claim might have been denied. Always check here for detailed information.

Click the “Return to List” button to return to the Claims Listing Page, or click “Close” to exit this window.

Claims Processed Report Claims Processed Report -- Claims DetailClaims Detail

AA BB

CC

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Claims Processed Report User Guide

Claim ReconciliationClaim Reconciliation

Claims Processed Reporting also provides a useful tool to assist in performing regular reconciliations.

Once you have run a Search based on a date range, you will receive a search results list as shown below. At the bottom of this list, click the “Download Claims List to Your PC” button (AA).

You will be prompted to open or save the file.

When opened, the file (BB) contains detailed information about the claims in your search results list. This can be used to verify what has been paid, and reconcile the information in your system with the Warrantech information.

AA

BB

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Claims Processed Report User Guide

FOR HELP WITH THIS APPLICATION:

If user has a problem logging into WCPSOnline please follow these instructions:

Send an E-mail to: servicenetwork@warrantech.com with “Unable to Login” in the Subject line. List the following information: User name, Servicer name, Phone number, & Login ID

If the user has a problem utilizing the application please follow these instructions:• Send an E-mail to: wcpsonlinesupport@warrantech.com with “Claims

Processed Report” in the Subject line.

• Clearly state the problem:Example: Unable to access the web site Example: Unable to access a screenExample: Page cannot be displayed

• List the following information: User name, Servicer name, Phone number, & Login ID

If the user has a question about claims payment status:• Send an E-mail to: claimsinfo@warrantech.com with the “Claim/RO number” in

the Subject line.

•You will receive a response within 24 hours, Monday – Friday, excluding holidays. All information will be kept strictly confidential.

Final Note: We hope this information will assist you in using the Claims Processed Report application. We will work towards keeping you updated on any new changes and improvements in this valuable system.

Thank You

WCPSOnline Quick Reference GuideWCPSOnline Quick Reference Guide