When that insurance estimate walks in your door, you may have the job but not the data. A customer, or an insurance estimator, hands you a printed estimate. You can look at it; you can copy it. And you could actually work off of it, but that's about it. All of the information it contains is static. It would need to be re-keyed into an estimating system in order to become dynamic, that is, in order to use the data electronically for other purposes. Once you have the data in an electronic format (a dynamic document) you can easily order parts, job cost, transfer to your accounting system, and do other useful things with that information.
However, re-keying data takes administrative time that can be better spent elsewhere. Re-keying can also introduce errors through typing mistakes. Re-keying has been a shop complaint for years. Finally, solutions are available. Last month we discussed CCC's solution for re-keying and in this issue we're talking about what Audatex is up to. (We'll cover Mitchell in August to round out the big three.)
The Collision Industry Conference (CIC) Electronic Communication Committee studied the re-keying issue and released findings in June 2004. Collision repair businesses that responded to a survey indicated that they averaged 21 minutes re-keying estimate data when the estimate printout was from the same computer estimating system. They averaged 33 minutes re-keying an estimate originally produced on a different estimating system. They also indicated that re-keying is needed for 28 percent of their estimates.
Rick Tuuri, Audatex vice president of industry relations and past CIC chair, was involved with the CIC committee. "This is a perfect example of the industry working together to enable solutions that meet everyone's needs.
"Repairers stated the problem and, as CIC chairman, I assigned that work to the Electronic Communications Committee. They met with insurers and repairers to define the deliverables and Audatex made it happen. Repairers can now take estimates sent by insurers and download them into Shoplink, eliminating the need to re-key."
Audatex has made their solution, ClaimsElement, available to anyone using Audatex estimating products. Using information already on an insurance estimate printout, it can be retrieved electronically and downloaded directly into a ShopLink system. No re-keying.
Insurance companies must make the first move and choose to allow estimate retrieval. If so, their next decision is to allow access for everyone or limit access to only their direct repair program partners.
According to Harvey Lindauer, director, Audatex Workbench Product & Client Support Services, "With our security and data integrity controls in place, many insurance companies have already agreed to make ClaimsElement available. They realize the ability to download estimates helps shops become more efficient, eliminates re-keying errors and helps the claims process overall."
Every ShopLink user can use Claims-Element by including this feature in their Audatex services. Once part of their pro-file, a ShopLink user may request an elec- tronic estimate copy with just a few steps.
From the main Estimate Files screen, select the "Retrieve Estimate" icon on the top tool bar. If this icon is grayed out, your system does not have this feature enabled yet. If enabled and selected, a "Retrieve Estimate" dialog box opens up. Select the insurance company from the drop-down box. This is the most current list of permission-enabled companies. After that, enter the Gross Total amount that is printed on the estimate. These two pieces of information are required.
Next, enter any two of the following from the estimate print: policy number; claim number; owner last name; loss date; and last six digits of the VIN.
With the two required fields and two of the other choices entered, send your request to Audatex and the estimate will download into your ShopLink system. You can now open the estimate in your own system and treat it like any other.
You can also supplement the retrieved estimate, but it cannot be uploaded to the insurer. This is a part of data security for all involved. A proposed supplement could be printed and given or faxed to an insurance representative. Even that can make the claims process more efficient.
"Month after month ClaimsElement downloads have been increasing as more shops are becoming aware of this feature and are benefiting from efficiencies when re-keying data is no longer necessary," Lindauer adds.
