ARIES Payment Request System. External User Guide

Transcription

1 ARIES Payment Request System External User Guide September 2013

2 Table of Contents General Information... 3 Glossary of Terms... 4 Login to ARIES Payment Request system... 5 Retrieve Claim Information... 7 Cycle Time Capture Screen... 7 Payment Capture Screen... 9 September 2013 Page 2

3 General Information The ICBC ARIES Payment Request system (APR) (formally known as Vehicle Repair Cycle Time Capture - VRCTC) enables ICBC Express Repair facilities to submit approved ARIES estimates with payment details and ATS entitlement, as well as key information to measure vehicle repair cycle times (i.e. Car In Date, and Car Out Date, etc.). All Express Repair facilities participating in the performance compensation program must use this system to confirm and facilitate the payment process for all of their ICBC vehicle repairs. As ICBC shifts from its current claim system to a new system, during our transitional period, we will be operating in two claims systems. During that time, you may encounter two payment processes as well as two claim number formats. Current claim # format: A New claim # format: AA (issued through our new claims system) This document describes the changes to the ARIES Payment Request system as part of its integration with ICBC s new claims system. Technical Assistance Technical assistance for the ARIES Payment Request system can be directed to the Material Damage Technical Service Centre at or from outside of the Lower Mainland. Hours of Operation Monday to Friday Saturdays, Sundays and after hours 7:00am to 6:00pm Callers can leave voic at the Material Damage Technical Service Centre and staff will return calls the following business day. September 2013 Page 3

4 Glossary of Terms Cycle Time: Term Car In Date Car In Time Repair completion date Repair completion time Car Out Date Car Out Time Definition The date when the vehicle is booked in for repairs and has arrived at the repair facility with a fully authorized CL14 repair estimate The time when the vehicle booked in for repairs and has arrived at the repair facility (to the nearest hour) with a fully authorized CL14 repair estimate The date the vehicle owner/customer is contacted advising that the repairs are complete and the vehicle is ready for pick up or delivery The time the vehicle owner/customer is contacted that the repairs are complete and the vehicle is ready for pick up or delivery (to the nearest hour) The date when the repaired vehicle is picked up or delivered to the vehicle owner/customer The time when the repaired vehicle is picked up or delivered to the vehicle owner/customer (to the nearest hour) Payment Request: Term Display area Final Estimate Submission for Payment Submit Definition Displays a summary total of the fully authorized CL14 repair estimate Indicates estimate is ready for submission to ICBC for payment Submits the authorized CL14 repair estimate to ICBC for payment Once Submit is clicked, rate validation is performed. If the rate validation passes, the estimate is submitted to ICBC for payment. September 2013 Page 4

5 Login to ARIES Payment Request system The ARIES Payment Request system (APR) is accessed from the ICBC Material Damage Partners Page or the Express Repair Systems Page. To access APR from the Material Damage Partners Page: 1. Launch your Internet Explorer web browser; enter in the browser address field. Press the Enter key on your PC keyboard. 2. Click on Go to Material Damage 3. Click on Express repair programs September 2013 Page 5

6 4. Click on ARIES payment request to access the login page to the ICBC Secured network 5. Login to the ICBC secured network by entering your Facility ID (User name) and Password then click on the Login button Note: Periodically your password will expire. You will be prompted to change your password on the Change User Password screen. Having problems logging on? If you have forgotten your password or experience difficulty logging on, please contact the ICBC Help Desk at or from outside of the Lower Mainland. September 2013 Page 6

7 Retrieve Claim Information Once you have logged into ARIES Payment Request system, on the left-hand side bar, type in: Claim Number Form ID Registration Number Click on the GO Button Cycle Time capture screen In order for a Cycle time entry to be considered complete by ICBC, you must provide ICBC with the Car In Date/Time and Car Out Date/Time as well as completion date/time information for all estimates using the Cycle Time screen as shown below. You may initiate a partial cycle time entry with the Car In Date on the day the vehicle is booked in for repairs and has arrived at the repair facility with a fully authorized CL14 repair estimate. The same transaction can be retrieved at a later date in order to enter the Repair Completion Date/Time and the Car Out Date/Time (when the repaired vehicle is picked up or delivered to the vehicle owner or customer). September 2013 Page 7

8 Cycle times 1 Car In Date/Car In Time 2 Repair Completion Date/Repair Completion Time: 3 Car Out Date/Car Out Time: 4 Replacement Vehicle Provided (Check if replacement vehicle provided) 5 Replacement Vehicle Days (enter number of days for replacement vehicle) 6 Click on Submit Note: Each Date and Time entry can be submitted individually. Once the information is saved you can retrieve the claim for viewing purposes or add additional date fields. Entering cycle times for current claims (single alpha format) Shops will be required to enter cycle times through the new APR System (formally VRCTC) for all claims. However, during the co-existence period when ICBC will be operating in both systems, entering cycle times for legacy claims will result in a message at the top of the screen, Old system claim# - payment request information is in CPAY. You can ignore this message. It s simply advising you that you should be following your current payment request process. Please note that the automated invoicing functionality will not be available until the new system has been implemented and you start receiving claims with the new double-letter claim number format (AA ). In the meantime, you can continue to enter cycle time information as you do today. September 2013 Page 8

9 System message that may appear: Old system claim# - payment request information is in CPAY Resolution: Ignore this message. It will only occur while ICBC operates in two systems. Follow the current payment request process for older format claim numbers Payment Request capture screen The Final Estimate Submission for Payment screen indicates the estimate is ready to send to ICBC for rate validation and payment approval. September 2013 Page 9

10 If the rate validation passes, the estimate is submitted to ICBC for payment. In order for the estimate to be processed, you must first indicate that the estimate is ready for payment by selecting the Final Estimate Submission for Payment checkbox. Once selected, click Submit. System messages that may appear: Message Payment request submitted successfully Express estimate/enhanced supplement has not been approved ARIES claim file in hold status, payment not allowed Payment request has already been submitted Rate validation error message (i.e. invalid labour/material allowance rate(s) found) Definition The final estimate submission was successfully delivered The estimate/form id combination has not been approved. The claim is on hold via the ARIES estimate hold process. The estimate has already been submitted for payment and no subsequent payment rejection has been performed by ICBC The estimate was submitted using labour rates which are not valid for your shop s compensation level. Confirm that the rates entered in the estimate are consistent with your shop s compensation model under the current agreement (as of the car-in time). The web page will display any rate-related error messages and the estimate rates must be fixed in ADXE (via a supplement) before attempting to submit again. September 2013 Page 10