From time to time its necessary to re-open a file to complete additional tasks, follow-up on repairs or further investigate new details. This all sounds pretty straightforward, but are you doing it right? Want to bet your check on it? Read on to learn the proper way to re-open a file and make sure you are getting paid for your efforts.
// Make sure it closes all the way
Communicate with the DA
Having a file re-open is a rare occurrence when you ensure that it is closed properly in the first place. You should be:
- Completing all assigned tasks to the satisfaction of the desk adjuster
- Obtaining an agreed scope and price
- Submitting your recommendations to the DA in writing
- Offering to obtain the POL, in writing
- Following up concerning any additional requirements
- Get permission to close the file in writing!
// Re-opening Files
Step 1 - Get it in writing
The Desk Analyst may want additional tasks performed, but that doesn't mean you should start racking up extra time and mileage. After the request is made, kindly inform the DA that you will need the additional tasks confirmed in writing (email).
// Re-opening Files
Step 2 - Put it in Filetrac
Make sure the DA's instructions (email) make it in FileTrac and that your File Manager is alerted.
Closed files can be found by changing the search criteria in FileTrac:
Closed files can be found by changing the search criteria in FileTrac:
See more on Adding Notes to FileTrac.
// Re-opening Files
Step 3 - Wait for the green light
We'll make sure that we have approval from York Management for the additional billing, mileage and so forth...all you have to do is wait for the status in FileTrac to change...
From this:
From this:
To something like this:
Then make sure you work the file to complete the further tasks.
// Re-opening Files
Step 4 - Get Paid!
The most important thing to do is make sure you get paid for your efforts. Here is how to make sure you get paid when a file re-opens:
Guarantee: Ignoring these instructions will result in non-payment to you, your file manager and Quick Cat...it's not worth it.
- Get the request in writing
- Copy the 'DA's Request to Re-open Email' to the FileTrac Notes and inform the File Manager
- Wait for the okay from the file manager or Quick Cat Staff to pursue the additional tasks.
Guarantee: Ignoring these instructions will result in non-payment to you, your file manager and Quick Cat...it's not worth it.
RSS Feed