The ClickClaims application includes the ability to assign documents to a claim stakeholder.   These assigned documents can be reviewed, acknowledged, and reassigned by authorized users from either the document’s associated claim or from the “My Documents” or “Documents Report” page, depending on eligibility.  This article provides detailed instructions for users to assign and manage assigned claim documents within the application.  

TABLE OF CONTENTS

1. Assigning a DocumentDocument assignment occurs from within the claim’s “Documents” tab and can be performed by any user who is authorized to edit the document. 
2. Managing Assigned DocumentsAssigned documents can be managed from the “My Documents” page, from the associated claim’s “Documents” tab, and from the “Documents Report” page, depending upon the user.  
   1. From “My New Documents” Section / “My Documents” Page
      1. Acknowledge Mode
      2. Reassign Mode
   2. From Claim’s “Documents” Tab
      1. Acknowledge Mode
      2. Reassign
   3. From the “Documents Report” Page
      1. Reassign Document

Assigning a Document
Document assignment occurs from within the claim’s “Documents” tab and can be performed by any user who is authorized to edit the document.
 

1. Navigate to the claim’s “Documents” tab and highlight the document you need to assign.
   1. Unassigned documents will not display a redor a greenicon under the “Acknowledged” column.
2. Select “Document Assignment” from thebutton to display the “Assign Document” window.                

3. From the list of the claim’s current stakeholders shown in the “Assign Document” field’s drop-list, select the user to whom you wish to assign the document and then click “Save”.   

a. Available stakeholders may include:

i. Adjuster 

ii. Adjuster 2 – available if the “Multiple Adjusters” feature is enabled. 

iii. Adjuster 3 – available if the “Multiple Adjusters” feature is enabled. 

iv. Client Examiner

v. Company Examiner

vi. Team Lead

vii. Client Manager(s) – all users whose user account is associated with the “Client Manager” user role as well as to the “Client”/“Carrier” record affiliated with this claim.

Managing Assigned Documents
Assigned documents can be managed from the “My Documents” page, from the associated claim’s “Documents” tab, and from the “Documents Report” page, depending upon the user.  

From “My New Documents” Section / “My Documents” Page:

The “My Documents” page, accessed from the “My New Documents” section of the CMS Dashboard, allows the logged-in user to access their assigned documents, acknowledge their assigned documents, and, if permitted, reassign a document to a different stakeholder.  The “My Documents” page is defaulted to display all users’ assigned documents for those associated with the “Owner”, “Administrator” and/or “Claims Supervisor” user role(s), but these users can filter the document records in order to specifically work with the ones to which they’ve been assigned (if applicable).  The section below outlines how to access and view documents, how to acknowledge your assigned documents, and how to reassign documents from the “My Documents” page.

i. A document count will not be included in the link for users associated with the “Owner”, “Administrator” or “Claims Supervisor” role.

ii. IMPORTANT:  The count shown in the “My New Documents” hyperlink may include documents to which you might not have access.  This could include documents denoted by the “SIU”, “Legal” and/or “Client Access” document setting as well as documents located within a “File Type” to which you may not be authorized to view.  If you’re unable to view a document and you feel this is in error, please contact your manager or your company’s site administrator as your user account and/or document security settings may need to be modified.  

b. Expiring:  If any of your unacknowledged documents were assigned within the last 24 hours, the total number of expiring documents will display in green font beneath the link. 

i. If you’re associated with the “Owner”, “Administrator”, or “Claims Supervisor” role and are also assigned to a document as one of the claim’s stakeholders, this will depict the number of your expiring documents.   

c. Past Due:   If any of your unacknowledged documents have been assigned to you for more than 24 hours, the number of these past due documents will display in red font.

i. If you’re associated with the “Owner”, “Administrator”, or “Claims Supervisor” role and are also assigned to a document as one of the claim’s stakeholders, this will depict the number of your past due documents.  

ii. The default 24-hour past due window can be adjusted for your company at the site level by E-Claim upon request by an authorized representative.

b. Default Grid Settings:  By default, the grid will not display documents that have already been acknowledged, and the documents shown within the data grid are sorted first by the “Assigned Date/Time” column and then by the “CMS #” column. 

c. “Assigned Date/Time” Column:  This column shows the date and time stamp of expiring documents in bold green font and the documents that are past due in bold red font.  Once a document is acknowledged, the date and time stamp will display in regular black font.

f. “View” Rights to Documents: In the same way that a document won’t display on the claim’s “Documents” tab if you aren’t authorized to view it, the “My Documents” page will exclude documents to which you are not authorized to view. This could include documents denoted by the SIU, Legal, and/or Client Access setting as well as those located within a document “File Type” to which you don’t have “View” rights. Click on thebutton to view this information on the “My Documents” page.  

i. Depending on the method that best addresses the requirements of the situation:

• The document can be edited from the “Documents” tab in a way that allows you to view it by a user with edit (“Modify”) rights to the document and to the “File Type” in which it is located.
• The document can be reassigned to another stakeholder who has “View” rights by a user who is authorized to edit/modify it.
• Your user settings can be modified by an eligible site administrator via your user account and/or “File Type” security settings so that you are able to view these types of documents. 

g. Status Filters:  Users can filter the documents displayed within the grid by the “Not Acknowledged”, “Overdue” and “Acknowledged” statuses via the filter section located on the left side of the page.  This section functions in the same way as can be found on the “My Tasks” page and the claim’s “Notes” tab.

Acknowledge Mode:

The “My Documents” data grid page defaults to the “Acknowledge Mode” for all users except those associated with the “Owner”, “Administrator” or “Claims Supervisor” role, and allows the document’s assigned stakeholder to mark it as acknowledged.  

“Owner”, “Administrator” and “Claims Supervisor” users will view all unacknowledged assigned documents by default. These users can select the button to filter the grid so that it only displays their assigned documents, if applicable. Once selected, it changes to a  button that, once selected, removes the filter and once again shows all user-assigned documents.

1. With thebutton selected, click the located next to the document(s) you wish to acknowledge.
   1. Only the user assigned to the document can acknowledge it.
   2. If theis replaced by anicon, the document isn’t eligible for selection. Mouse over the icon to display a tooltip stating why.
   3. IMPORTANT:  If you are currently assigned to the document, but are no longer a stakeholder assigned to the claim, you can still view and acknowledge the document from the “My Documents” page (if applicable), but you will no longer be able to access the claim from the hyperlink under the “Claim #” column or by any other means.
2. Once selected, click thebutton.
3. A confirmation message will display.  Clickto continue with the action orto terminate it.
   1. Once acknowledged:
      1. The document record(s) will be removed from the grid (unless the “Acknowledged” status filter is selected) and will no longer be eligible for selection while in “Acknowledge Mode”.
      2.  The document record(s) font under the “Assigned Date/Time” column will change to the regular black font.
      3. The date and time of the acknowledgment action will be added under the “Acknowledged Date/Time” column of the “My Documents” and “Documents Report” pages for the applicable document(s).
      4. The “Acknowledged” column of the associated claim’s “Documents” tab will be updated to reflect the acknowledgment by displaying anicon and adding the acknowledged date/time to the icon’s tooltip.

Reassign Mode:

A document that has already been assigned to a claim stakeholder can be reassigned to another (even when it’s already acknowledged) by users associated with the “Owner”, “Administrator” or “Claims Supervisor” role, or by the user currently assigned to the document.  The user must be authorized to edit/modify the document, however, before they can reassign it.
 

1. From the “My Documents” page, select thebutton.
   1. This is the page’s default mode for Owners, Administrators, and Claims Supervisors.
   2. Users associated with any of these 3 roles can use their /  button to switch between the data grid displaying all assigned documents (default) and only the documents to which they are assigned, as applicable.
2. Select the document to be reassigned and then select thebutton.  
   1. Only one document can be reassigned at a time.
   2. Choosing this action with a document selected that is located within a document “File Type” to which you don’t have permission to edit will result in a validation message.  If you feel this is in error, please contact your manager or your company’s site administrator to modify your File Type security settings if needed.

4. From the list of the claim’s current stakeholders shown in the “Assign Document” field’s drop-list (Adjuster; Adjuster 2; Adjuster 3; Client Examiner; Company Examiner; Team Lead; Client Manager), select the user to whom you wish to reassign the document and then click thebutton.  The field will default to the name of the user currently assigned to the document.

a. “Adjuster 2” and “Adjuster 3” are only available with the “Multiple Adjusters” feature enabled.

b. IMPORTANT:  If you are the stakeholder currently assigned to this document when your name is selected in the “Assign To” field, the “I have read and understand the document” checkbox field will display.  If the “Assign To” and the user performing the reassignment are not one and the same, this field will not display.

i. If the document is currently not acknowledged, this checkbox will not be checked by default.   However, you can select it so that once you complete the reassignment, it will automatically be marked as “Acknowledged”.

ii. If the document is currently acknowledged, this checkbox will be selected by default.   You can leave it checked so that once you complete the reassignment, it will automatically be marked as “Acknowledged”, or you can uncheck it so that when you complete the reassignment, it will be marked as “Not Acknowledged”.

5. Once the correct stakeholder has been chosen, clickto complete the reassignment or to terminate the action.

6. The same actions that occur at document assignment (previously outlined in this user guide) will occur at reassignment.

From Claim’s “Documents” Tab:

Assigned documents can also be acknowledged and/or reassigned from the claim’s “Documents” tab by eligible users.
 

Acknowledge Mode:
 

1. Navigate into the “Documents” tab of the associated claim.
2. Select “Acknowledge Mode” from thebutton.  

3. Click thecheckbox next to the document(s) to be acknowledged.  

a. Thecheckbox will be replaced by anicon if you’ve already acknowledged the document or if the document is currently assigned to another stakeholder.  Only the user assigned to the document can mark it as acknowledged.

4. Then select thebutton.

 Reassign:
 

1. From the claim’s “Documents” tab, select the document to be reassigned.
2. Then, select “Document Assignment” from thebutton.                       
   
    
   1. Choosing this action with a document selected that is located within a document “File Type” to which you don’t have permission to edit will result in a validation message.  If you feel this is in error, please contact your manager or your company’s site administrator to modify your File Type security settings if needed.
3. If you are authorized to modify the selected document, the “Assign Document” window will display with the “Assign To” field defaulted to the document’s currently assigned stakeholder.

4. Once the correct stakeholder has been chosen, clickto complete the reassignment or to terminate the action.  

5. The same actions that occur at document assignment (previously outlined in this user guide) will occur at reassignment.

From the “Documents Report” Page:

Users related to the “Owner”, “Administrator” and/or “Claims Supervisor” role(s) can enter user-defined search parameters to access and manage specific assigned claim document records.  These documents can then be accessed and/or reassigned from the “Documents Report” page.

4. You will be redirected to the “Documents Report” data grid page where all document assignments matching your search parameters will display.

a. “View” Rights to Documents: The records available within this page will exclude any documents to which you are not currently authorized to view.  This could include documents denoted by the SIU and/or Legal claim/document setting(s) as well as those located within a document “File Type” to which you may not have viewing rights.  If a document meeting your search criteria is not displaying on this page and you feel this is in error, please contact your manager/site administrator or check your user account and/or document security settings (if eligible) as these may need to be modified.    

b. Default Grid Settings:  By default, the documents shown are sorted first by the “Assigned Date/Time” column and then by the “CMS #” column. 

c. “Assigned Date/Time” Column:  This column shows the date and time stamp of expiring documents in bold green font and the documents that are past due in bold red font.  Once the document is acknowledged, the date and time stamp will show in regular black font.

Reassign Document:

A document can be reassigned (even when it’s already acknowledged) from the “Document Reports” page, but you must be authorized to edit/modify the “File Type” within which the document is located.

1. Select the applicable record and click thebutton to display the “Assign Document” window.  
   1. Only one document can be assigned at a time.
   2. Choosing this action with a document selected that is located within a document “File Type” to which you don’t have permission to edit will result in a validation message.  If you feel this is in error, please contact your manager or your company’s site administrator to modify your File Type security settings if needed.

3. Then click thebutton to complete the reassignment orto terminate the action.

4. The same actions that occur at document assignment occur at reassignment. 

Related Videos/Articles

• Document Assignment Video Training Course
• Document Assignments Article
• Document Assignment Action Video Tutorial
• Acknowledge Mode Video Tutorial
• Search New Documents Video Tutorial
• Documents Tab Video Tutorial
• Dashboard - My New Documents Video Tutorial