Reference materials

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ADJUSTER NO LONGER IN MYSITE/LOTUS NOTES DIRECTORY:

If an adjuster is no longer in the company directory in Lotus notes and on MySite, you can not email them requests for information. In such cases, you can usually determine who their Unit Manager was in Tymetrix by following the below instructions. See the Email Templates document for template to send to UM in such cases.

  1. Search matter # on BRS log in Tymetrix
  2. Click on the matter
  3. Click on the adjuster’s name
  4. Click on view related items
  5. Click on Supervisor
  6. Click on Map. The 1st entry should be most recent manager the adjuster had.
  7. If Tymetrix does not have this information, please request it via email from the BRS team.

 

TYPES OF CLAIM #s AND CORRESPONDING PAYMENT SYSTEMS

HALCION: Seven digits starting with various #’s, or starting with C1,6 etc.  — 73×1517, C1 068×453

  • see Halcion Instructions document for more details

OPUS: Eight digits starting with 2 or Nine digits starting with 6 — 249×3182, 62×174092

  • These will be converted to Contact Claims as of August, 2017  — use the Advanced Search option in Contact Claims searching for the old Opus claim # on our BRS log in the Legacy Claim # field. For more info ask a team member

AXA Guidewire: IA6G0x0314, OP4G1674x3, IA7G1x5055, IC9G16x844

AXA Guidewire West: PC4G1x2189, PC4G172189, IP1G18x244

Contact Claims:  C0OH014x21, CC6H015852, 40300×123, 1031×01678, 40×000123, QC3H027x22 (Quebec), WC8x000333 (West), EC5H0x3502 (Atlantic)

 

DETERMINING SUBFILES TO ISSUE PAYMENTS UNDER

Try to determine the subfile based on the COE (BI, AB, PROP, SUBRO) on the BRS log and the adjuster’s name.  The adjuster on our log may have handled the file in the past, so also be sure to check for their name under Assignees in the bottom left of the subfile window. You must also consider the claimant name when determining where to issue AB payments.

If there are multiple subfiles under the COE and adjuster, check to see which subfile the lawfirm you are paying has been paid under before. If there are no previous payments to the firm, look at where any previous expenses were paid before.

If you are still unsure, contact the adjuster over Sametime or email using the Which Subfile template in the Email Templates document.

 

MORE THAN ONE CLAIM # OR CLAIMANT ON THE LOG

AB: If there is no clear instruction in the ‘special payment instructions’ column, ask the adjuster if the invoice amount must be split and/or where it should be paid. See Email Templates document.

BI: You can issue the payment under either claimant or claim, unless the special payment instructions specify the invoice is to be split or indicate where it should be paid. Contact the BRS team for clarification if necessary.

 

IN-HOUSE PAYMENTS: LIST OF REMINDERS FOR LEGAL ASSISTANTS  

Assistants: Please consult this reminder list before submitting requests for cheques.

Payment Team: Please watch out for these common issues and take note when you encounter them.

  • Due dates vs. N/A: Legal fees should have due dates, others should have N/A under ‘due date’ and include an invoice date if there is one.
  • Urgent Yes/No: ‘Yes’ under ‘Urgent’ column should only be for N/A-due date invoices that must be paid sooner than 35 days from invoice date. Anything that has a due date should NOT say ‘yes’ under urgent.
  • Multiple claim #s for single invoice: More than one claim # for a single invoice should only appear on the log if the invoice has to be split between claim #s  – The special payment instructions must then indicate what amounts should be paid where. Otherwise, the normal CPT procedure is to pay under either claim (not to split) wherever reserves are available.
  • Duplicates: Take time to make sure payment is needed and hasn’t been paid by adjuster, assistant or CPT previously, or requested already on the log. Be careful.  Many entries have no invoice #s and look identical. CPT needs it clearly indicated on the log when something may appear to be a duplicate but isn’t.
  • Indicate ‘both cheques needed’ or ‘not a duplicate’:  If two entries look the same and are close together on the log to avoid delays.
  • Provide converted SPLG and Jevco claim #s : Should only provide current claims system #s to avoid delays.
  • Double check all info is correct: Check adjuster, insured, DOL, claim #, payee names, spellings, amount to be paid carefully. This is important info to avoid delays and voided cheques.
  • Add correct year for invoice or due dates:  If the date is wrong, things can get missed when CPT has to filter the log for priorities and divide work.
  • Use the correct category:  Make sure this is correct, if unsure, ask someone before submitting request – Third party fees (paid as a loss), all others are expenses – If incorrect, causes delays, confusion and many emails between CPT, adjuster, assistant, UMs.
  • Only use the payment category drop-down options on the log: Do not enter your own.
  • Put the invoice # under invoice # column:  Not in special payment instructions.
  • Do not submit invoices for Quebec adjusters to CPT:  Must go to adjusters for payment.
  • Include an apostrophe before claim #s starting with zero : ‘00000354