In this KnowledgeBase article, we will walk through the process of creating a Claims and/or Incident Intake. These are unique types of intakes which will allow you to create a case without outside contact information, and with additional case information unique to a claim or incident report.
In order to enable this feature, Agency mode must be enabled in HoudiniEsq, and a default Contact must be entered. You can enable these parameters in the Settings dashboard under “Firm Info”. See below for example settings. Please note you must be an Admin user in order to access and enable these settings.
Once these settings are enabled, you will be able to file either a Claims or Incident intake with the Intake button at the top of the screen. If you are a member of the Claims staff group, you will be able to automatically create a Claim with the Intake button. Otherwise, you will be directed to the standard intake form.
The Claims intake is made up of several tabs of information. The first we will look at is the Claim tab. This will allow us to set up our initial Claim information. If you are filling out this form as an Admin, you can add additional values to most dropdown fields by simply entering them and pressing the Enter key. Otherwise, simply select your values and click the Next key. Clicking on the “Submitter” and “Claims” fields will allow you to add a Contact using the Quick Contact Entry form, or you can opt to simply look up an existing contact.
Next, we will select the Incident tab to fill out specific Incident details. Please fill out all requisite fields to the best of your ability.
The Location tab will allow you to add location details to the claims/incident report. Again, fill out all details to the best of your ability as this information will be used later in the process.
The Map tab will allow you to visualize the information in the report. It includes the ability to edit the scale of the map as well as pinpoint specific coordinate information for the incident report.
The Narrative tab will allow you to enter in a narrative report for the incident. Please include the full narrative report from an authorized source, as shown below.
The Deposition tab will allow you to fill out additional information on the claim disposition, assign a staff member to the claim, and add additional information should you reject the claim. Fill out as much information as possible. Once ready to proceed, click Next.
Next, we may upload any additional claim related documents via the Document Upload. Simply drag and drop any related documents and click the Upload button. When finished, click Next.
You can review your information before submitting in the final screen. If you need to make any changes, you can click the Back button until you get to the appropriate form. If no more changes are required, click the Submit button.
Accessing Submitted Claims
To access submitted claims and incident reports, click the Advanced filter on the Matter Dashboard, and select the appropriate filter for the type of case you wish to view. Keep in mind in order to properly access these claim cases, you must be a member of the Super User staff group, or a member of the Claims group.