Virtual Claims File - MPI Partners
Virtual Claims FileManitoba Public Insurance is pleased to announce that we are simplifying thesubmission of repair documents by moving to a paperless claims file. These changeswill take effect May 1st, 2013 and will provide more value to our business partners andcustomers by enabling faster response times on estimating supplements and fasterprocessing of payments for Final Repair Accounts. In addition, this change will reducethe time and cost of moving documentation between shops and MPI.Shops will not require any additional equipment and will save administration time aswe eliminate the need to physically send documentation to MPI. Electronic submissionof documentation eliminates the time paperwork spends in transit, eliminates theconcern of sending paperwork to an incorrect MPI location and allows MPI to processthe documentation more efficiently.By following the procedures outlined in this package, you will ensure claims areprocessed quicker, allowing MPI to get payments to you sooner. If documentation is notproperly 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 areincluded in this package, and are available on the Partners website. Examples of thenew documents required are included in this package.We are excited to introduce this new process which will set the foundation for futureelectronic communications between MPI and the repair trade. If you have any questionsabout the new process, please contact our Estimating Coordinators: Jim Backstrom at(204) 985-7397 jbackstrom@mpi.mb.ca or Kel Neufeld at (204) 985-7829kneufeld@mpi.mb.ca.Sincerely,Najam us SaharExecutive Director, Service Centre OperationsManitoba Public Insurance Corporation1
MPI Notice to Body Shops - Virtual Claims FilesImportant Process Changes for the submission of LightPassenger vehicle amendments and final repair accounts:Process Changes: The following process changes apply to the submission of allamendments and final repair accounts for Light Passenger Vehicles:1. Customers 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 form.2. All 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 number.3. When submitting an Amendment to an Estimate, you must e-mail all applicablephotos to estrequests@mpi.mb.ca with the claim number in the subject line.4. When submitting a Final Repair Account, the required invoices must besubmitted via fax showing the part, the part number and the part’s list price.5. When submitting a Final Repair Account, the new Final Repair Account SignatureSheet must be submitted. This form replaces having the customer sign the back ofthe carbon paper Estimate Sheets. The form can be downloaded from the MPIPartners website at: ml6. 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 6years.7. Please provide MPI with an e-mail address.a. Please call MPI Quality Control at (204) 985-7376 or emailpartners@mpi.mb.ca to provide or update your shop’s email address.b. It is critical that you notify MPI of any future changes to your shop’s email address. Please follow the process listed above to do so.Exceptions: These process changes do not apply for:Commercial vehicles: The process for these types of vehicles will not change. Thecurrent processes remain in place. Please continue to submit amendments and finalrepair accounts to the Service Centre the original estimate was completed at.Glass only claims: The process for glass only claims will not change. The currentprocesses for glass only claims remain in place. Glass only claims can be submitteddirectly to the Glass Audit department.2
MPI Notice to Body Shops - Virtual Claims FilesInitial Customer Contact1. When a customer arrives at your shop, they will bring:a. The Estimate Sheetsb. A Fax Cover Sheet with the claim number and barcodesi. Each fax cover sheet will have a unique barcode that corresponds toa specific claim.ii. Using the barcode, MPI’s system will automatically route thedocuments to the appropriate MPI claim file and staff.iii. Please retain this fax cover sheet and reuse it for all submissions toMPI related to that claim.2. Changes to customer authorization to begin repairs include:a. The customer will no longer need to sign the back of the Estimate Sheets.b. Print the Final Repair Account Signature Sheet from the MPI Partnerswebsite mli. English and French versions are available.c. Have 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 package.To request a new Fax Cover Sheet1. If you require a new copy of a Fax Cover Sheet for a claim, please contactestrequests@mpi.mb.caa. Please use “Fax Cover Sheet Request” with the claim number as thesubject of this email.b. You will be emailed a new copy of the Fax Cover Sheet with the barcodethat corresponds to the specific claim.3
MPI Notice to Body Shops - Virtual Claims FilesRequesting an Amendment to an Estimate1. Any time that the original estimate changes, or additional parts or labour arerequired, please complete the Estimate Amendment Form on the MPI Partnerswebsite mla. You can type directly into this form before printing.b. Typed forms will allow MPI to process amendments more efficiently thanhandwritten forms.2. Fax formsa. Fax the Cover Sheet and completed Estimate Amendment Form to (204)985-7281 or Toll Free 1 (877) 545-7063b. The documents should be placed on the fax machine in the followingorder:i. Fax Cover Sheetii. Estimate Amendment Formiii. Any other supporting documentation requiredc. If your fax machine shows a Fax Successful message, your fax has beenreceived by MPI3. E-mail photosa. Please take photos of the damage to support your request for anamendment. Your photos should show the entire vehicle, including thelicense plate. Photos should show close up images of the damaged area inquestion and the additional parts that are being requested.b. Please rename photos with the claim number and photo numberi. E.g. 555555555 1.jpg, 555555555 2.jpg, etc.c. Please 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 mannerd. Send all photos to estrequests@mpi.mb.ca with “Amendment Request”and the claim number in the subject line.4. 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. If an MPI Estimator needs to see the vehiclebefore authorizing amendments, you will be notified.5. You will receive confirmation of amendments via fax.4
MPI Notice to Body Shops - Virtual Claims FilesRequesting Alternate or Aftermarket Cancellation Number1. There are no changes to this process. If Aftermarket parts are not available andan OEM part is required:a. Complete the Alternate/Aftermarket Cancellation Fax Sheet on the MPIPartners website mlb. Fax the form to the MPI Parts Coordinators at (204) 985-8652.c. The Fax Cover Sheet is not required for documents sent to this faxnumber.5
MPI Notice to Body Shops - Virtual Claims FilesSubmitting a Final Repair Account1. Ensure that the customer signs and dates the Final Repair Account SignatureSheet certifying that repairs are complete.a. Complete the rest of the form as necessary.2. Fax the Final Repair Account Package to (204) 985-7281 or Toll Free 1 (877) 5457063.3. Ensure that the Final Repair Account Package contains the following, in thisorder:i.The Fax Cover Sheet for that claim.ii.The Final Repair Account Signature Sheet.iii.Required Invoices (as described below) for parts used in the repairshowing the part name, the part number, and the list price of the part.iv.Please include any other supporting documentation.v.Do not fax the carbon paper Estimate sheets.vi.Do not submit rental car or towing bills as part of the Final RepairAccount. These bills need to be submitted to the adjuster on the claimseparately and will not be processed if submitted with the Final repairAccount.4. If your fax machine shows a Fax Successful message, your fax has been receivedby MPI.5. Following these instructions will ensure that your payment is processed quickly.If any of the above items are not submitted, you will be asked to submit therequired documentation and the claim will be treated as a new submission.6. Body shops must keep the original copies of the Estimate Sheets, Amendments,Final Repair Account Signature Sheets and all invoices in compliance withCanada Revenue Agency’s policy of 6 years.Required InvoicesBumperSublet InvoicesDollar ItemsTiresAftermarket Parts without MAPP invoiceInvoices specifically requested by the EstimatorNot Required InvoicesOEMLKQ (used parts)Aftermarket Parts with MAPP invoice6
MPI Notice to Body Shops - Virtual Claims FilesThe required invoices listed above must be submitted for MPI to process your FinalRepair Account. You do not have to submit the invoices that are listed as “NotRequired”. If you are unsure which category an invoice falls under, it would be prudentto submit the invoice to avoid any possible delay in processing.Possible reasons why a Final Repair Account could be returned: Missing required invoicesFinal Repair Account Signature Sheet is not signedHand written forms are illegiblePlease note that if a submission is returned, there can be delays in processing theaccount.Returned Final Repair Accounts You will receive a letter by email detailing the reason the Final Repair Accountwas returnedo If we do not have an email for you on file, the letter will be faxed to you atthe end of the day Please resubmit the entire Final Repair Account with the required informationfor us to complete the processing When your file is resubmitted, it will re-enter the payment processing work listas a new Final Repair Account, without special priority, regardless of the firstsubmission dateRequesting information about a submitted Final Repair AccountIf payment has not been made, and there has been no communication from the paymentprocessing unit within 30 days from the last submission date, a repair shop my contactthe supervisors of the payment processing unit at either 204-987-2509 or 204-987-2700with the claim number relating to the payment in question or emailestrequests@mpi.mb.ca with “FRA Payment Info” and the claim number in the subjectline. The supervisor will investigate the reason the payment has not been made, or whycommunications have not taken place, and provide this reason to the repair shop alongwith an expected date the payment will be processed.7
MPI Notice to Body Shops - Virtual Claims FilesFinal Estimate Shop Copy1. Effective May 1st, 2013 body shops will be e-mailed a copy of the final estimate ifthe difference between the submission and MPI’s final payment is greater than 10.a. If no e-mail address is provided or the e-mail address provided is nolonger active, shop copies of the final estimate will be sent via fax or mailonce a week.Short Payment Appeal1. To request a Short Payment Appeal on your payment:a. Complete the Body Shop Short Payment Request form on the MPI Partnerswebsite mlb. Fax the Cover Sheet and the short payment form and any supportingdocumentation to (204) 985-7281 or Toll Free 1 (877) 545-70638
Physical Damage Claim File Fax CoversheetClaim File Number:*1234567890*1234567890Fax one document at a time following theseinstructions:Place this fax cover sheet on top of eachdocument that is being faxed to MPI at thefollowing Physical Damage Claim Fax Number:204-985-7281 or 1-877-547-7063Fax Cover SheetPage 1 of Document 1Page 2 of Document 1Note: Documents which are faxed to the Physical Damage Claim Fax Number without the PhysicalDamage Claim Fax Cover Sheet may take longer to process as they will have to be processedmanually.9
*FRASS*Final Repair AccountSignature SheetTHE FOLLOWING INFORMATION IS PROVIDED TO ASSIST YOU IN BETTER UNDERSTANDING YOUR ESTIMATE SHEETDEDUCTIBLEThe deductible is the portion of the repair costs to your vehicle forwhich you are responsible. Once the repairs have been satisfactorilycompleted, the applicable deductible noted on the middle left side ofthe estimate sheet (page one) must be paid to the Repair facility.QUALITY CONTROLRandom inspections of repaired vehicles are arranged to ensure thatall repairs are properly completed in accordance with our estimate. Ifyou have any questions or concerns regarding repairs, please contactyour adjuster.DEPRECIATION/BETTERMENTThe purpose of your automobile insurance is to place you back intothe same or similar position you were in prior to an accident. If wornparts on your vehicle are replaced with new parts, you may have topay a portion of the cost involved. For example, if a tire with 50%tread wear is replaced with a new tire, you would have to contribute50% of the replacement cost. The same principle applies to all partsthat had been previously damaged, rusted, worn, or deteriorated.When the betterment total is less than 50.00 inc. taxes the customeris not responsible to pay. When the betterment total is 50.00 orgreater inc. taxes the customer is responsible for the full bettermentamount.RECYCLED/ALTERNATE/AFTERMARKET PARTSManitoba Public Insurance’s commitment is to place you back intothe same position you were in prior to the loss. Installing recycledparts or Alternate/Aftermarket parts in conjunction with ManitobaPublic Insurance’s parts policies and business rules achieves thisobjective. Where recycled parts are installed depreciation may notapply. In cases where recycled parts are not available, and newfactory parts are installed, you would, where applicable, have toincur the cost of depreciation, based upon the betterment received.When a factory recycled/alternate/aftermarket part is installed,warranty protection will be equal to that provided by the originalmanufacturer.Manitoba Public Insurance is committed to providing the lowestpremiums possible to all Manitobans. By installingrecycled/alternate/aftermarket parts, premiums can be kept to aminimum.People today are recognizing the importance of our environment.Manitoba Public Insurance is cognizant of environmental concernsand believes in playing an important role by using recycled parts.Since recycled/alternate/aftermarket parts are purchased at a lowerprice, the cost of repairs will be minimized. This will assist inallowing Manitoba Public Insurance to repair more vehicles ratherthan having to total loss them. This may apply to your vehicle.REPAIR ALLOWANCEIf a previously damaged or rusted part sustains further claimabledamage, the repair estimate may show a labour allowance towardsrepairing that item. The allowance represents how much will becontributed by Manitoba Public Insurance towards repairing theclaimable damage. Any additional costs relating to the previousdamage can be discussed with the repair facility and become thevehicle owners responsibility.EXCLUSIONSThere is no insurance coverage for parts that malfunction as a resultof mechanical failure or breakdown, rust, corrosion, wear and tear,freezing or explosion within the combustion chamber, to vehiclecontents, etc. (For further details on these and other exclusions, askyour adjuster.)TEAR DOWN OF MECHANICAL COMPONENTSTear down of mechanical components such as engines, transmissionsand differentials can only be authorized by the vehicle owner. Costsassociated with tear down are the initial responsibility of the insured.If damages are loss related, all expenses, less depreciation, are paidby Manitoba Public Insurance.It is hoped that this information has assisted you, however, should you require further details, please feel free to ask your adjuster.AUTHORIZATION TO REPAIRI, the registered owner of the vehicle described on theestimate hereby authorize repairs to proceed as outlined.CERTIFICATION OF REPAIRThis vehicle was damaged accidentally on or about the day of , and the vehicle appears to have beenrepaired satisfactorily. I hereby authorize Manitoba Public Insurance to pay on my behalf to the repair agency indicated in the declaration below, theamount shown on this account or such amounts are authorized and payable toward this account under the Manitoba Public Insurance Corporation Actand Regulations.DATEINSURED SIGNATUREI, (NAME) (POSITION)(FIRM)(ADDRESS)hereby certify that all parts have been supplied and services rendered as outlined on this estimate.SIGNATURE: DATE:Shop Reference Number: Manitoba Public InsuranceRegistered Account Number: G.S.T. Number Recycled Parts Trans. No. AlternateAfter Market Part No PLEASE TAKE NOTE OF THE FOLLOWING: RECYCLED PARTS WILL BE SUBSTITUTED ON THIS ESTIMATE WHERE AVAILABLE. REPAIR FIRM MUST CONTACT THE RECYCLED PARTSPROGRAM OFFICE AT 204-985-0996 OR 1-800-665-7264 TO DETERMINE AVAILABILITY OF PARTS. COMPUTERIZED ESTIMATES ARE BASED ON ACCREDITED RATE. NON-ACCREDITED SHOPS WILL HAVE LABOUR RATE ADJUSTED. ONLY APPROVED ADDITIONS WILL BE PAID. MANITOBA PUBLIC INSURANCE IS RESTRICTED TO MSL ON NEW PARTS. ALTERNATE/AFTERMARKET PARTS WILL BE SUBSTITUTED WHEN AVAILABLE. REPAIR FIRM MUST CONTACT A SECOND SUPPLIER IF PARTS NOTAVAILABLE AT FIRST.10
FEUILLE DE SIGNATURE DUCOMPTE RENDU FINAL DESRÉPARATIONS*FRASS*LES RENSEIGNEMENTS QUI SUIVENT VISENT À VOUS AIDER À MIEUX COMPRENDRE VOTRE ESTIMATION.FRANCHISELa franchise est la part des coûts de réparation de votre véhicule dont vous avez laresponsabilité. Une fois que les réparations ont été effectuées de manièresatisfaisante, la franchise indiquée au centre, sur le côté gauche du documentd’estimation (page un), doit être payée à l’atelier de réparation.DÉPRÉCIATION ET APPRÉCIATIONL’objectif de votre assurance automobile est la remise du véhicule accidenté dansl’état où il se trouvait avant l’accident ou dans un état semblable. Si des piècesusées de votre véhicule sont remplacées par des pièces neuves, vous devez payerune partie dés coûts. Par exemple, si un pneu ayant une bande de roulement uséeà 50 % est remplacé par un pneu neuf, vous devrez payer 50 % du coût deremplacement. Le même principe s’applique à toutes les pièces qui ont étéendommagées, rouillées, usées ou détériorées avant l’accident.INDEMNITÉ POUR LES RÉPARATIONSSi une pièce endommagée ou rouillée avant l’accident subit d’autres dommagesqui peuvent faire l’objet d’une demande d’indemnisation, l’estimation peutindiquer un montant alloué à la main-d’oeuvre pour la réparation de la pièce.L’indemnité correspond à la contribution de la Société d’assurance publique à laréparation des dommages indemnisables. Tous les coûts additionnels af
Virtual Claims File . 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 . Any time that the origina
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