OVERVIEW
Claim costs can be loaded into the system to help our non-self-insured clients capture end-of-month costs against each of their claims.
The benefit of having this information available (outside your Insurer portal) allows instant visibility and greater reporting capabilities across different insurers, states and jurisdictions.
Claim costs are readily available from the Injury/Claim Summary page (within the Financials section) and on the Injury Details page (within the Claim Costs section).
To align with best practices in data security and ensure a more secure and efficient process, admin users can upload directly into Solv. This article will guide you through uploading this data to the system.
HOW IT WORKS
To ensure claim costs are uploaded against the correct claim, Solv uses the insurer’s Claim Number to make a match. You will need to ensure that the Claim Number has been entered via the Details page.
If the claim number in the system does not match the claim number provided in the insurer report, the system will use a secondary check to match the data using the following data fields (if available):
Surname; and
Date of Injury; and
Date of Birth as a combination.
If this information has not been provided by your insurer, the secondary check cannot be performed. If the information is available, ensure it matches the Surname and Date of Injury fields on the Details page. If either field is incorrect, the check will fail and return an error.
IMPORT TEMPLATE
For your claim costs data to load correctly into the system, you will need to populate our import template. The import template should be downloaded each time you use it from the Claim Costs import page. To access this page, go to Settings > Data Imports > Claim Costs import page.
The first tab of the import template contains guidance information and a link to this help centre article. The last tab contains an example of what the data needs to look like to be loaded into the system.
‼️IMPORTANT: Do not amend the import template.
Doing so may cause errors and your data to fail to upload or to upload incorrectly.
IMPORT TEMPLATE TIPS
Our import template provides guidance in Row 1 to help you determine what data is required.
The import template defines each column as being either required, recommended or optional.
Required | Data is mandatory in this column. If it remains blank, the import will fail. |
Recommended | Data in this column will help you get the most out of your claim costs data, but if left blank, the import will still be successful. *For the second 'check' to occur, some recommended fields are required if the Claim Number is absent. |
Optional | Data in these columns is a 'nice to have' and does not impact the success of the import. |
When pasting data into Excel, always use the ‘Paste as Value’ option.
Do not edit the column names. These need to match exactly, or the upload will fail.
Do not remove any of the 'heading' rows found in the template. The import process is designed to look in certain locations for data to import. If the template is changed in any way, the import process may fail or could upload your data incorrectly.
Do not edit the tab name ‘ClaimCost’. This needs to match exactly, or the upload will fail.
The exact spelling of your Account Name is visible on the Claim Costs import page. You can copy and paste directly into the template from here.
There is additional information available to view in the ClaimCost tab of the template if the cell in Row 3 (Column Name) has a red marker in the top right corner of the cell. Hover over the cell to make the note appear. These notes will provide context about the required format of the data, e.g. date formats and/or provide examples of 'common' reporting terminology.
UPLOADING THE DATA
Step 1
Once you have transferred your insurer data into the import template, you are ready to upload it to the system. To access the import page, you will need to navigate to Settings > Data Import > Claim Costs.
An Effective Date must be selected and is chosen from the drop-down list available. The dates displayed in the list show as the last day of the current month, as well as previous months (which allows you to import Claim Costs for previous months).
‼️IMPORTANT: The date selected in the Effective Date drop-down must match the date entered on the import template.
Step 2
Upload the import template by using the Upload button (to find the completed template via File Explorer) or by dragging and dropping the template into the upload area.
Step 3
The Process Claim Costs checkbox is checked by default. To finalise the import, click on the Import button.
Validating import data
To check the data before importing, you can uncheck the Process Claim Costs checkbox to validate the data. If there are any issues with the data in your template, the system will show a list of errors that need attention underneath the Process Claim Costs checkbox.
If no errors are identified, you will see a confirmation file automatically download. This will indicate what claims in the import were identified or unidentified.
When you're ready, reupload the import template and click on the Import button.
‼️IMPORTANT: Do not navigate away from the page or close your browser. You will be notified of the import outcome on screen.
Step 4
Once you've selected the Import button, the system will process the data, and a message will appear on screen to indicate the status of the import. Simultaneously, the system will create a confirmation file that will be available automatically. You can download this from your browser or the Downloads folder on your computer.
Step 5
Review the confirmation file for any claims that couldn't be matched. See the section below for details on how to interpret the confirmation file.
INTERPRETING THE CONFIRMATION FILE
The Confirmation File contains two tabs that distinguish between data that was successfully identified and data that was not.
Unidentified Claims | The claims listed here were included in the import template but could not be matched to a record in the system. The system first checks for a matching Claim Number; if none is found, it performs a second check using a combination of Last Name, Date of Injury, and Date of Birth. |
Identified Using Details | The claims in this tab were successfully matched, and their claim cost data has been updated. |
VIDEO
FAQs
What is the accepted file format?
What is the accepted file format?
The claim cost file must be uploaded in an Excel (.xlsx) or CSV (.csv) format.
How do I fix unidentified claims?
How do I fix unidentified claims?
If your claim cost import template includes claims that the system cannot identify, the recommendations below can help you find the cause.
Does the claim number in Solv match what is in the import template?
If not, you can edit the claim number on the Solv record or on your import template to match. Once adjusted, you can reupload the data.
Are there two records with the same claim number in the system?
The easiest way to check this is via the Injury Register (Main Menu > Injuries > Injury Register). Use the Claim Number column filter to check.
If this is incorrect, you can adjust the claim number by going to the Injury Details of the relevant record and updating the value.
If there are two records with the same claim number, ensure the details used for the second check are added to your import template (Last Name, Date of Injury and Date of Birth). During importing, the system can attempt to match using these fields.
My costs have not been imported as expected. What could have gone wrong?
My costs have not been imported as expected. What could have gone wrong?
If the claim costs have not loaded against a record after you have uploaded it, check these few troubleshooting steps:
Is the correct Effective Date selected when importing the data?
Is the Process Claim Costs tick box ticked when importing the data?
Did the green successful banner show after you imported the template?
Did a confirmation file download to your downloads folder? (check you have downloads enabled)
How can I find missing values?
How can I find missing values?
Sometimes you may not have all the required values. Here are some quick equations you can use to help fill these gaps. However, please always ensure you talk to your insurer to help you get accurate data.
Recovered = Gross Incurred – Net Incurred
Gross Incurred = Net Incurred + Recovery
Paid to Date = Gross Incurred – Estimate
Estimate = Gross Incurred – Paid To Date
Gross Incurred = Paid to date + Estimate
Net Incurred = Gross Incurred - Recovery - Recovery Estimate
How can I check if the claim costs have been loaded?
How can I check if the claim costs have been loaded?
Navigate to the Summary Page of a claim, and within the Financials section, you will see the Last Upload date. If this matches the latest upload, the import was successful.
Can Solv update claim information if there have been errors?
Can Solv update claim information if there have been errors?
No. You will need to update the details in the system.
What happens after I have fixed any errors?
What happens after I have fixed any errors?
You can re-upload your data using the steps above.
We're in QLD and would like to capture claim costs against claims with legal action. How can we do this?
We're in QLD and would like to capture claim costs against claims with legal action. How can we do this?
As our QLD clients would be aware, claims with legal action can have two claim numbers. The original (statutory) claim number usually starts with an 'S', and when a damages claim number is applied, this typically starts with a 'D'.
The Damages Claim Number can be entered into the system, under the Legal tab, when adding in a Legal Record.
The claim cost import will check for the Damages Claim Number and import the associated costs onto the claim. The Paid to Date figure will appear in the field to the left of the Damages Claim Number field as shown in the above image.