HCAI has several tools that make it easy to keep track of new submissions and past decisions. Continue reading topics from the left-hand panel for more information on HCAI’s available features, including how to use your worklists to manage incoming documents and how to track a claimant’s HCAI history using the Claimant Summary report and Associated Documents section. This section also provides an overview on HCAI’s powerful document search capabilities.
HCAI makes it easy to manage your incoming documents by offering two worklist filters: adjuster record (which is organized by branch) and a new e-mail address option. You can toggle between filter options by selecting the ‘Filter’ drop-down menu on the worklist screen (View screenshot). Whichever filter you choose, your account will retain your viewing preference for next time.
Continue reading below for more information on the two worklist filters and how you can use them to manage incoming documents.
The benefit of using the new e-mail address filter is that you will only see one worklist per adjuster. If you have been assigned to claimants in several branches, this filter will help you see all of your forms in one view rather than having to review your worklist for each branch individually. When you are monitoring another adjuster’s worklist, you will be able to see all of their forms from a single view.
This filter will only work properly if every adjuster has their own e-mail address entered into their adjuster profile(s) in the Manage > Insurer Management tab (for more information on updating this screen, click here and review the section titled ‘Updating Adjuster Information’). At this time, HCAI recommends that adjusters are set-up with access to only a few additional adjusters worklists to enable support for absences.
If this information isn’t entered correctly, you will see different symbols in your worklist.
- If an asterisk appears next to an e-mail address, it means that this e-mail address has been used for multiple people in HCAI.
- If you have the option for ‘<No e-mail set up>’, it means that one or more of the adjuster profiles you have been assigned access to does not have an e-mail address entered into their adjuster profile. For this reason, the ‘<No e-mail set up>’ filter can potentially become a catchall for several different people’s forms. If you see this option, request that an organization administrator review the e-mail addresses entered into each adjuster profile in the Manage > Insurer Management tab.
The adjuster record will show you one worklist per adjuster per branch. For example, if you have been assigned to claimants in five branches, you will see five worklists. If you have been assigned to be a backup for one other person, you will see your five worklists, plus your colleague’s five worklists (a total of ten worklists). The adjuster record can be helpful if your company has not entered in adjuster’s e-mail address and you are unable to use the ‘E-mail address’ filter.
Claimant Summary Report
The Claimant Summary report is available to all adjusters and users with the Report Viewer role.
What is it?
The Claimant Summary report is a decision-support tool that summarizes injuries, goods and services, costs and duration of treatment for an individual claimant. Cost and count totals are drawn from adjudicated OCF-18s, OCF-23s, OCF-21Bs and OCF-21Cs.
This report does not contain archived OCFs.
How do I access the Claimant Summary report?
- Take note of the claim number you wish to run the report for
- Go to the Manage > Reports Tab (View screenshot)
- Under the ‘Generate New Report’ section, select the ‘Claimant Summary’ report, select the relevant insurer and enter the claim number you wish to obtain the report for
- Press the “Get Claimants” button (View screenshot)
- The screen will refresh and the ‘Select a Claimant’ section will appear
- Select the claimant you wish to run the report for using the drop down menu
- Press the ‘Generate Report’ button (View screenshot)
- The screen refreshes and confirms that the request was received
- The report may take some time to process. Once it is ready to review, the Report Name will appear as a hyperlink under the ‘Reports Requested’ section, click it to open the report (View screenshot)
- To view the goods and services section of the report as a .CSV file, press the ‘Download Amounts’ button at the top of the report to download the files (View screenshot)
- You can leave the report as-is, or you can add in paid amounts from outside of HCAI
Associated Documents Section
The all-new ‘Associated Documents’ section is available on the decision-making tab of all forms in the HCAI web application. It does not appear on the printed/PDF version of OCFs.
The Associated Documents section offers two viewing options: claimant view (default) and plan view—which can be selected using the drop down menu in the top right-hand corner of the section (View screenshot)
A big benefit to using the Associated Documents section over the Claimant Summary report is that it contains amounts from archived forms and it contains hyperlinks to other plans and invoices submitted for the claimant.
The Claimant View option displays a consolidated view of a claimant’s plans and invoices in HCAI. The display is broken down into three sections: plans, invoices and Form 1s. A maximum of five documents per section is displayed at a time. If you have more than five documents in a section, you can press the ‘Next’ button to see more documents.
To the right of each form, you can see a quick review of the proposed amount and if the document has been approved, the approved amount. On the OCF-23, the proposed amount will always equal the approved amount once the document has been adjudicated—this is because FSCO considers the form to be pre-approved. At the bottom of each section, you will see the sub-total proposed and approved amounts of all documents (including those that display on other pages, if applicable). You will also see sub-totals for archived documents. Archived documents won’t display in the list but the total is included for your reference. If none of the claimant’s documents have been archived, the archived amount will be blank.
At the bottom, you will see a complete total. On the invoices section, you will see an additional amount titled ‘Balance Remaining’. Balance Remaining is calculated by taking the amount approved on plans (not including the Form 1) and subtracting the amount approved on invoices.
The Plan View option displays all associated invoices with the current plan that are matched to the same claimant. If you are reviewing an invoice, this view will display the parent plan and all its associated invoices. If you are reviewing a plan, this view will display the plan and its associated invoices.
HCAI allows you to quickly launch a search from your worklist screen. Simply enter a claim number into the ‘Search for Claim Number’ search bar and press ‘Go’, or press the ‘Advanced’ button to go directly to the OCF Form Search screen (View screenshot). You can also go directly to the ‘Search’ tab at any time (View screenshot) to go to the Document Search screen.
When you get to the OCF Form Search screen, you can enter your specific search criteria and press ‘Search’. The more information you enter into your search query, the faster HCAI will execute the search.
Clicking the ‘Advanced Options’ link at the bottom right-hand corner of the OCF Form Search screen (View screenshot) will provide you with additional search parameters. These additional parameters include:
- Document Type (e.g. OCF-18, OCF-21B, OCF-21C, etc.)
- Document Status (e.g. Submitted, Approved, Declined, etc.)
- Claimant Status (e.g. Active, Deactivated, Unmatched)
- Days Left to Respond (From/To, Overdue, Days Left Not Tracked Payable to Claimant, Days Left Not Tracked Response Withdrawn)
- Matched to Claimant (Matched and Assigned, Matched but Unassigned, Unmatched)
- Archival Status (Archived, Not Archived)
- Provider Information (Provider name, Profession, Registry Number)
- Facility name
Once you enter your search criteria and press the ‘Search’ button, you will be brought to the search results screen. HCAI populates the search results according to the date the document was submitted. The most recent results appear first. There are also options to download the results in CSV format or refine the search. Up to 100 search results can be viewed at a time. (View screenshot)
If you are expecting to see a search result and it’s not there, re-check your search criteria and perform the search again. If it still does not appear, escalate the issue to an administrator who can search for the form across the entire organization. For more information, please visit the Can’t Find an OCF? page.