Deactivating a Claim and 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 a file owner leaves a company, their active claim-claimant records must be reassigned to another file owner. This process is faster and simpler if only active records remain and require reassigning.
You may also use the search screen to locate all claims or claimants that are eligible for deactivation, and deactivate multiple eligible claims or claimants at once.
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.
Integrating insurers should coordinate with their integration teams before deactivating claims and claimants via the web.
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Note that if a document has been archived, you cannot update the claimant associated with the form.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.
Go to the ‘Search’ tab and search for the adjudicated document you wish to update.
Click on the document you wish to update in the search results screen.
Go to Tab 1.
Press the ‘Change Claimant’ button (View Screenshot).
Search for the claimant record you wish to transfer the document to.
Press the ‘Match’ button next to the claimant you would like to transfer the document to.
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.
Click on the Claims tab; the Claims Search screen will appear.
Search for the Claim you wish to deactivate; the Search Results screen will appear.
Click the Claim you wish to deactivate from the search results screen; Claim Details screen will open.
Scroll to the ‘Associated Claimants’ section at the bottom of the Claim Details page.
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.
A confirmation window will appear, press ‘OK’ and the screen will automatically refresh.
Once all the Claimants are deactivated*, a new ‘Deactivate’ button will appear under ‘Claim Details’ section underneath the ‘Date of Accident’ field (View Screenshot)
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 claims in bulk
HCAI makes it easy to search for claims that are eligible for deactivation and to deactivate multiple claims at once. Claims are eligible for deactivation if they have no associated claimants or if all of the associated claimants are deactivated.
To deactivate claims, you must have the Form Manager, Claim/Claimant Administrator or Claim/Claimant Editor role.
Click on the Claims tab; the Claim Search screen will appear.
Enter search criteria for the claims you wish to deactivate. To search for all claims that are eligible for deactivation, locate “Eligible for Deactivation?” and check off “Yes – All associated claimants deactivated” and/or “Yes – No Associated claimants”. (View screenshot)
Click the ‘Search’ button.
The Search Results screen will display the claims that match your search criteria.
Use the checkboxes to select the claims you wish to deactivate.
Click the ‘Deactivate’ button to deactivate the selected claims. (View screenshot)
A pop-up will appear to confirm you wish to deactivate the selected claims. Click ‘Ok’ to proceed or ‘Cancel’ to cancel.
When ‘Ok’ is clicked, a message will appear confirming the number of claims successfully deactivated.
Deactivating claimants in bulk
HCAI makes it easy to search for claimants that are eligible for deactivation and to deactivate multiple claimants at once. Claimants are eligible for deactivation if they have no associated documents, or if all of the associated documents have been adjudicated.
To deactivate claimants, you must have the Form Manager, Claim/Claimant Administrator or Claim/Claimant Editor role.
Click on the Claims tab and then click on the Claimants sub-tab.
Enter search criteria for the claimants you wish to deactivate. To search for all claimants that are eligible for deactivation, locate “Eligible for Deactivation?” and check off “Yes – No documents” and/or “Yes – All documents adjudicated”. (View screenshot)
Click the ‘Search’ button.
The Search Results screen will display the claimants that match your search criteria.
Use the checkboxes to select the claimants you wish to deactivate.
Click the ‘Deactivate’ button to deactivate the selected claimants. (View screenshot)
A pop-up will appear to confirm you wish to deactivate the selected claimants. Click ‘Ok’ to proceed or ‘Cancel’ to cancel.
When ‘Ok’ is clicked, a message will appear confirming the number of claimants successfully deactivated.
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.
Click on the Claims tab; the Claims Search screen will appear.
Search for the Claim you wish to reactivate; the Search Results screen will appear.
Click the Claim you wish to reactivate from the search results screen; the Claim Details screen will open.
Click the ‘Activate’ button, which appears under ‘Claim Details’ section (View Screenshot).
The screen will refresh.
Scroll to the ‘Associated Claimants’ section at the bottom of the Claim Details page
Locate the Claimant(s) you wish to reactivate and press the ‘Activate’ button (View Screenshot).
Disabling claim-claimant records created in error
For users that match documents or manage claim/claimant records, having duplicate or 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 duplicate or 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 duplicate or 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:
Click on the Claims tab; the claims search screen will appear.
Search for the claim you wish to disable; the search results screen will appear.
Click on the claim you wish to disable from the search results screen; the Claim Details screen will open.
Click the ‘Disable’ button (View Screenshot).
Press ‘OK’ to proceed.
The screen will automatically refresh and a message will confirm that the claim with all its claimants have been successfully disabled.
To disable an individual claimant:
Click on the Claims > Claimants tab; the claimant search screen will appear.
Search for the claimant you wish to disable; the search results screen will appear.
Click on the claimant you wish to disable from the search results screen’ the Claimant Details screen will open.
Click the ‘Disable’ button (View Screenshot).
Press ‘OK’ to proceed.
The screen will automatically refresh and a message will confirm that the claimant has been successfully disabled.
