Virtual Claims File - MPI Partners

1 1 Virtual Claims File Manitoba Public Insurance is pleased to announce that we are simplifying the submission of repair documents by moving to a paperless Claims file. These changes will take effect May 1st, 2013 and will provide more value to our business Partners and customers by enabling faster response times on estimating supplements and faster processing of payments for Final Repair Accounts. In addition, this change will reduce the time and cost of moving documentation between shops and MPI. Shops will not require any additional equipment and will save administration time as we eliminate the need to physically send documentation to MPI.

2 Electronic submission of documentation eliminates the time paperwork spends in transit, eliminates the concern of sending paperwork to an incorrect MPI location and allows MPI to process the documentation more efficiently. By following the procedures outlined in this package, you will ensure Claims are processed quicker, allowing MPI to get payments to you sooner. If documentation is not properly submitted, you will be asked to resubmit the necessary documentation, possibly delaying the processing of the claim . Detailed instructions on how to submit Amendments and Final Repair Accounts are included in this package, and are available on the Partners website.

3 Examples of the new documents required are included in this package. We are excited to introduce this new process which will set the foundation for future electronic communications between MPI and the repair trade. If you have any questions about the new process, please contact our Estimating Coordinators: Jim Backstrom at (204) 985-7397 or Kel Neufeld at (204) 985-7829 Sincerely, Najam us Sahar Executive Director, Service Centre Operations Manitoba Public Insurance Corporation MPI Notice to Body Shops - Virtual Claims Files 2 Important Process Changes for the submission of Light Passenger vehicle amendments and final repair accounts: Process Changes: The following process changes apply to the submission of all amendments and final repair accounts for Light Passenger Vehicles.

4 Will bring a Fax Cover Sheet along with the Estimate Sheets to therepair shop. The Fax Cover Sheet will include the physical damage claim numbershown in both text and in barcode barcoded Estimating documents must be submitted to MPI s new fax lineat (204) 985-7281 or Toll Free 1 (877) 545-7063. The Fax Cover Sheet must alwaysbe used as the first page when faxing any documents to this fax When submitting an Amendment to an Estimate, you must e-mail all applicablephotos to with the claim number in the subject When submitting a Final Repair Account, the required invoices must besubmitted via fax showing the part, the part number and the part s list submitting a Final Repair Account, the new Final Repair Account Signature Sheet must be submitted.

5 This form replaces having the customer sign the back of the carbon paper Estimate Sheets. The form can be downloaded from the MPI Partners website at: You will no longer need to physically send MPI your invoices, but they must beretained for records in compliance with Canada Revenue Agency s policy of Please provide MPI with an e-mail call MPI Quality Control at (204) 985-7376 or to provide or update your shop s email is critical that you notify MPI of any future changes to your shop s e-mail address. Please follow the process listed above to do : These process changes do not apply for: Commercial vehicles: The process for these types of vehicles will not change.

6 The current processes remain in place. Please continue to submit amendments and final repair accounts to the Service Centre the original estimate was completed at. Glass only Claims : The process for glass only Claims will not change. The current processes for glass only Claims remain in place. Glass only Claims can be submitted directly to the Glass Audit department. MPI Notice to Body Shops - Virtual Claims Files 3 Initial Customer Contact 1. When a customer arrives at your shop, they will bring:a. The Estimate Fax Cover Sheet with the claim number and fax cover sheet will have a unique barcode that corresponds toa specific the barcode.

7 MPI s system will automatically route thedocuments to the appropriate MPI claim file and retain this fax cover sheet and reuse it for all submissions toMPI related to that Changes to customer authorization to begin repairs customer will no longer need to sign the back of the Estimate the Final Repair Account Signature Sheet from the MPI Partners website and French versions are the customer sign the Authorization to Repair section of the formbefore beginning repairs on the vehicle . This form will be submitted toMPI as part of the Final Repair Account request a new Fax Cover Sheet 1. If you require a new copy of a Fax Cover Sheet for a claim , please use Fax Cover Sheet Request with the claim number as thesubject of this will be emailed a new copy of the Fax Cover Sheet with the barcodethat corresponds to the specific Notice to Body Shops - Virtual Claims Files 4 Requesting an Amendment to an Estimate time that the original estimate changes, or additional parts or labour are required.

8 Please complete the Estimate Amendment Form on the MPI Partners website You can type directly into this form before forms will allow MPI to process amendments more efficiently thanhandwritten Fax the Cover Sheet and completed Estimate Amendment Form to (204)985-7281 or Toll Free 1 (877) documents should be placed on the fax machine in the Cover Amendment other supporting documentation your fax machine shows a Fax Successful message, your fax has beenreceived by MPI3. E-mail take photos of the damage to support your request for anamendment. Your photos should show the entire vehicle , including thelicense plate.

9 Photos should show close up images of the damaged area inquestion and the additional parts that are being rename photos with the claim number and photo , , note that due to process changes, the Estimator reviewing theamendment request may not be the same Estimator who performed theoriginal estimate. By submitting well lit and detailed photographs, MPIwill be better able to respond to your request in a timely all photos to with Amendment Request and the claim number in the subject You may be asked to provide more information about the amendment by anEstimator. If this happens, please provide the additional information required,including additional photos if requested, and resubmit the amendment via faxusing the process described above.

10 If an MPI Estimator needs to see the vehiclebefore authorizing amendments, you will be You will receive confirmation of amendments via Notice to Body Shops - Virtual Claims Files 5 Requesting Alternate or Aftermarket Cancellation Number are no changes to this process. If Aftermarket parts are not available andan OEM part is required: the Alternate/Aftermarket Cancellation Fax Sheet on the MPI Partners website the form to the MPI Parts Coordinators at (204) Fax Cover Sheet is not required for documents sent to this Notice to Body Shops - Virtual Claims Files 6 Submitting a Final Repair Account 1. Ensure that the customer signs and dates the Final Repair Account SignatureSheet certifying that repairs are Complete the rest of the form as F ax the Final Repair Account Package to (204) 985-7281 or Toll Free 1 (877) 545-7063.