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Deactivating a Claim-Claimant Record


About Deactivation of Claim-Claimant Records

Deactivating claim-claimant records in HCAI is an important step because it categorizes your claim-claimant records as either active or inactive. When you deactivate a record, it is a first indication to the HCAI system that the claim-claimant record is inactive.

In addition, when an adjuster leaves a company, their active claim-claimant records must be reassigned to another adjuster in order to deactivate their adjuster profile. This process is faster and simpler if only active records remain and require reassigning.

Insurers who integrate through HCAI may be able to take advantage of a setting in their claimant feed that would automatically deactivate old claim-claimant records in HCAI. Please contact an integration analyst for more information.

Continue reading from the left-hand menu to learn more.

Deactivating a Claim-Claimant Record


Transferring Documents to Another Claimant Record

A document can still be transferred to a different claimant record if it’s already been adjudicated. The ‘Change Claimant’ button appears on the first tab of adjudicated OCFs. Pressing it allows  you to transfer the form from one claimant record to another in your organization without withdrawing the decision.

This functionality is particularly useful if a claim/claimant was created in error and the associated OCFs need to be moved before the claim is permanently disabled.

Note that if a document has been archived, you cannot update the claimant associated with the form.

To transfer a document to a different claimant record, you must have the Form Manager role.

  1. Go to the ‘Search’ tab and search for the adjudicated document you wish to update.
  2. Click on the document you wish to update in the search results screen.
  3. Go to Tab 1.
  4. Press the ‘Change Claimant’ button. (View screenshot)
  5. Search for the claimant record you wish to transfer the document to.
  6. Press the ‘Match’ button next to the claimant you would like to transfer the document to.
  7. The screen will automatically refresh; the document has now been transferred to the selected claimant record.

Deactivating a Claim-Claimant Record


Deactivating a Claim-Claimant Record

Each organization is different with respect to how they determine when a claim-claimant record should be closed and what criteria they consider. It’s important that you ask your manager how this process works in your organization so you can understand when a claim-claimant record needs to be deactivated.

HCAI makes it easy to deactivate the entire claim-claimant record in the Claim Details screen.

To deactivate a claim-claimant record from the Claim Details screen, you must have the Form Manager, Claim-Claimant Administrator or Claim-Claimant Editor role.

  1. Click on the Claims tab; the Claims Search screen will appear.
  2. Search for the Claim you wish to deactivate; the Search Results screen will appear.
  3. Click the Claim you wish to deactivate from the search results screen; Claim Details screen will open.
  4. Scroll to the ‘Associated Claimants’ section at the bottom of the Claim Details page.
  5. Locate the claimant(s) you wish to deactivate and press the ‘Deactivate’ button. (View screenshot) This button will not appear if there are any un-adjudicated forms associated with the claimant.
  6. A confirmation window will appear, press ‘OK’ and the screen will automatically refresh.
  7. Once all the Claimants are deactivated*, a new ‘Deactivate’ button will appear under ‘Claim Details’ section underneath the ‘Date of Accident’ field. (View screenshot)
  8. Press this <Deactivate> button; the screen will automatically refresh and a message at the top of the page will confirm that the claim has been successfully deactivated

*Note that all associated Claimants must be deactivated in order to deactivate the Claim

As a reminder, if your organization integrates with HCAI, you may be able to automate this process using the Claim-Claimant feed. For more information on how to set this up, please contact an Integration Specialist.

Deactivating a Claim-Claimant Record


Reactivating a Claim-Claimant Record

HCAI will allow you to reactivate a claim-claimant record in the event that you receive an OCF after the claim-claimant record has been deactivated.

Deactivated claim-claimant records are still listed as possible matches for unmatched OCFs, and will automatically reactivate if they are manually or automatically matched to an OCF.

Outside of the matching process, you may wish to reactivate a claim-claimant record if it was deactivated in error.

To reactivate a deactivated claim-claimant record, you must have the Form Manager, Claim-Claimant Administrator or Claim-Claimant Editor role.

  1. Click on the Claims tab; the Claims Search screen will appear.
  2. Search for the Claim you wish to reactivate; the Search Results screen will appear.
  3. Click the Claim you wish to reactivate from the search results screen; the Claim Details screen will open.
  4. Click the 'Activate' button, which appears under 'Claim Details' section. (View screenshot)
  5. The screen will refresh.
  6. Scroll to the ‘Associated Claimants’ section at the bottom of the Claim Details page
  7. Locate the Claimant(s) you wish to reactivate and press the ‘Activate’ button. (View screenshot)
  8. The screen will refresh.

Please note that old records that have been automatically archived cannot be accessed or reactivated. If a record is needed to match with a document, a new claim-claimant record must be created.

Deactivating a Claim-Claimant Record


Disabling Claim-Claimant Records Created in Error

For users that match documents or manage claim/claimant records, having incorrect claim/claimant records on file can be a pain. This is because these records can be automatically or manually matched to incoming forms.

The ‘Disable’ button allows you to permanently disable claim/claimant records that are created in error.

Once a claim/claimant record has been disabled, it can no longer be matched to incoming forms and it won’t appear in search results, so the ‘Disable’ button should be reserved for instances when the claim/claimant record is a true error. To guide you, the Disable button will only appear if there are no documents associated to the claim/claimant record.

To disable a claim/claimant record, you must have either a Claim/Claimant Administrator or Form Manager role.

To disable an entire claim:

  1. Click on the Claims tab; the claims search screen will appear.
  2. Search for the claim you wish to disable; the search results screen will appear.
  3. Click on the claim you wish to disable from the search results screen; the Claim Details screen will open.
  4. Click the ‘Disable’ button. (View screenshot)
  5. Press ‘OK’ to proceed.
  6. The screen will automatically refresh and a message will confirm that the claim with all its claimants have been successfully disabled. (View screenshot)

To disable an individual claimant:

  1. Click on the Claims > Claimants tab; the claimant search screen will appear.
  2. Search for the claimant you wish to disable; the search results screen will appear.
  3. Click on the claimant you wish to disable from the search results screen’ the Claimant Details screen will open.
  4. Click the ‘Disable’ button. (View screenshot)
  5. Press ‘OK’ to proceed.
  6. The screen will automatically refresh and a message will confirm that the claimant has been successfully disabled. (View screenshot)

Deactivating a Claim-Claimant Record


Archiving Claim-Claimant Records

HCAI monitors deactivated records, and after two years have passed since the last adjudication decision, the claim-claimant record becomes eligible for archiving. Archiving is an automatic process that allows HCAI to safely manage the sensitive data in old and inactive records while still supporting open and active claims.

Records that have been archived cannot be accessed or reactivated. If a claim-claimant record is needed to match with a document, a new claim-claimant record must be created.

Deactivating a Claim-Claimant Record


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About Deactivation of Claim-Claimant Records

Deactivating claim-claimant records in HCAI is an important step because it categorizes your claim-claimant records as either active or inactive. When you deactivate a record, it is a first indication to the HCAI system that the claim-claimant record is inactive.

In addition, when an adjuster leaves a company, their active claim-claimant records must be reassigned to another adjuster in order to deactivate their adjuster profile. This process is faster and simpler if only active records remain and require reassigning.

Insurers who integrate through HCAI may be able to take advantage of a setting in their claimant feed that would automatically deactivate old claim-claimant records in HCAI. Please contact an integration analyst for more information.

Transferring Documents to Another Claimant Record

A document can still be transferred to a different claimant record if it’s already been adjudicated. The ‘Change Claimant’ button appears on the first tab of adjudicated OCFs. Pressing it allows  you to transfer the form from one claimant record to another in your organization without withdrawing the decision.

This functionality is particularly useful if a claim/claimant was created in error and the associated OCFs need to be moved before the claim is permanently disabled.

Note that if a document has been archived, you cannot update the claimant associated with the form.

To transfer a document to a different claimant record, you must have the Form Manager role.

  1. Go to the ‘Search’ tab and search for the adjudicated document you wish to update.
  2. Click on the document you wish to update in the search results screen.
  3. Go to Tab 1.
  4. Press the ‘Change Claimant’ button. (View screenshot)
  5. Search for the claimant record you wish to transfer the document to.
  6. Press the ‘Match’ button next to the claimant you would like to transfer the document to.
  7. The screen will automatically refresh; the document has now been transferred to the selected claimant record.

Deactivating a Claim-Claimant Record

Each organization is different with respect to how they determine when a claim-claimant record should be closed and what criteria they consider. It’s important that you ask your manager how this process works in your organization so you can understand when a claim-claimant record needs to be deactivated.

HCAI makes it easy to deactivate the entire claim-claimant record in the Claim Details screen.

To deactivate a claim-claimant record from the Claim Details screen, you must have the Form Manager, Claim-Claimant Administrator or Claim-Claimant Editor role.

  1. Click on the Claims tab; the Claims Search screen will appear.
  2. Search for the Claim you wish to deactivate; the Search Results screen will appear.
  3. Click the Claim you wish to deactivate from the search results screen; Claim Details screen will open.
  4. Scroll to the ‘Associated Claimants’ section at the bottom of the Claim Details page.
  5. Locate the claimant(s) you wish to deactivate and press the ‘Deactivate’ button. (View screenshot) This button will not appear if there are any un-adjudicated forms associated with the claimant.
  6. A confirmation window will appear, press ‘OK’ and the screen will automatically refresh.
  7. Once all the Claimants are deactivated*, a new ‘Deactivate’ button will appear under ‘Claim Details’ section underneath the ‘Date of Accident’ field. (View screenshot)
  8. Press this <Deactivate> button; the screen will automatically refresh and a message at the top of the page will confirm that the claim has been successfully deactivated

*Note that all associated Claimants must be deactivated in order to deactivate the Claim

As a reminder, if your organization integrates with HCAI, you may be able to automate this process using the Claim-Claimant feed. For more information on how to set this up, please contact an Integration Specialist.

Reactivating a Claim-Claimant Record

HCAI will allow you to reactivate a claim-claimant record in the event that you receive an OCF after the claim-claimant record has been deactivated.

Deactivated claim-claimant records are still listed as possible matches for unmatched OCFs, and will automatically reactivate if they are manually or automatically matched to an OCF.

Outside of the matching process, you may wish to reactivate a claim-claimant record if it was deactivated in error.

To reactivate a deactivated claim-claimant record, you must have the Form Manager, Claim-Claimant Administrator or Claim-Claimant Editor role.

  1. Click on the Claims tab; the Claims Search screen will appear.
  2. Search for the Claim you wish to reactivate; the Search Results screen will appear.
  3. Click the Claim you wish to reactivate from the search results screen; the Claim Details screen will open.
  4. Click the 'Activate' button, which appears under 'Claim Details' section (View screenshot)
  5. The screen will refresh.
  6. Scroll to the ‘Associated Claimants’ section at the bottom of the Claim Details page
  7. Locate the Claimant(s) you wish to reactivate and press the ‘Activate’ button. (View screenshot)
  8. The screen will refresh.

Please note that old records that have been automatically archived cannot be accessed or reactivated. If a record is needed to match with a document, a new claim-claimant record must be created.

Disabling Claim-Claimant Records Created in Error

For users that match documents or manage claim/claimant records, having incorrect claim/claimant records on file can be a pain. This is because these records can be automatically or manually matched to incoming forms.

The ‘Disable’ button allows you to permanently disable claim/claimant records that are created in error.

Once a claim/claimant record has been disabled, it can no longer be matched to incoming forms and it won’t appear in search results, so the ‘Disable’ button should be reserved for instances when the claim/claimant record is a true error. To guide you, the Disable button will only appear if there are no documents associated to the claim/claimant record.

To disable a claim/claimant record, you must have either a Claim/Claimant Administrator or Form Manager role.

To disable an entire claim:

  1. Click on the Claims tab; the claims search screen will appear.
  2. Search for the claim you wish to disable; the search results screen will appear.
  3. Click on the claim you wish to disable from the search results screen; the Claim Details screen will open.
  4. Click the ‘Disable’ button. (View screenshot)
  5. Press ‘OK’ to proceed.
  6. The screen will automatically refresh and a message will confirm that the claim with all its claimants have been successfully disabled. (View screenshot)

To disable an individual claimant:

  1. Click on the Claims > Claimants tab; the claimant search screen will appear.
  2. Search for the claimant you wish to disable; the search results screen will appear.
  3. Click on the claimant you wish to disable from the search results screen’ the Claimant Details screen will open.
  4. Click the ‘Disable’ button. (View screenshot)
  5. Press ‘OK’ to proceed.
  6. The screen will automatically refresh and a message will confirm that the claimant has been successfully disabled. (View screenshot)

Archiving Claim-Claimant Records

HCAI monitors deactivated records, and after two years have passed since the last adjudication decision, the claim-claimant record becomes eligible for archiving. Archiving is an automatic process that allows HCAI to safely manage the sensitive data in old and inactive records while still supporting open and active claims.

Records that have been archived cannot be accessed or reactivated. If a claim-claimant record is needed to match with a document, a new claim-claimant record must be created.

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