Configuring CCC ONE Total Repair Platform for use in California

Transcription

1 Configuring CCC ONE Total Repair Platform for use in California

2 Introduction Created through a collaborative effort of the California Autobody Association (CAA) and CCC Information Services Inc. (CCC) this document outlines common issues that arise under the California Bureau of Automotive Repair guidelines and provides suggestions on how to address each using the CCC ONE Total Repair Platform (CCC ONE). This document is only intended as a guide for informational purposes only and does not constitute legal advice. Collision repairers are advised to review the applicable laws and regulations available at and check with their local BAR representatives and counsel to ensure compliance with all regulations. 2 CCC ONE Total Repair Platform, CCC ONE Estimating, CCC ONE Repair Workflow, and the CCC logo are registered trademarks of CCC Information Services Inc CCC Information Services Inc. All rights reserved.

3 Contents 1. Teardowns 2. Repair Authorizations 3. Revising Estimates/Supplements 4. Toxic Waste Fee 5. Paint Materials 6. Storage charges 7. Towing 8. Sublet Work 9. Warranty 3

4 1) Teardown Authorization Teardowns How to in CCC ONE : A teardown estimate is used when it is necessary to teardown and disassemble a vehicle component to prepare a more complete written estimate. The estimate must contain the cost, if any for such teardown. Example: Teardown and inspect vehicle for damage to right front and prepare estimate cost $ ". A line item for teardown can be added to the CCC ONE part code table. 4

5 Teardown line charges To add entries to the part code table under the repair facility profile. Select Estimating > Part Codes. Add appropriate entries with price and/or labor times. 5

6 1) Teardown Authorization (cont) If the act of teardown might prevent the restoration of the component to its former condition, the shop must inform the customer of this potential prior to starting the teardown. This information must be documented on the estimate containing the teardown estimate before the work is authorized. Example: "I understand that the act of disassembly will prevent restoration and reassembly of my vehicle to its former condition". Otherwise, the cost of teardown estimate must include the cost for reassembly and cost to reassemble and the maximum amount of time it will take to reassemble the vehicle in the event the customer does not want to have repairs down. Example "I understand that my vehicle will be reassembled within days of the date shown above if I choose not to authorize the services recommended." How to in CCC ONE : There are two methods to include written teardown authorization language for signature in CCC ONE: 1) as part of the Preliminary Estimate/or Estimate RO* printout or 2) as part of a custom form. * Applicable for CCC ONE Repair Workflow users only. 6

7 Configure teardown authorization Configure teardown authorization language in CCC ONE Estimating in the repairer profile under Estimating > Disclaimer Text 7

8 Configure teardown authorization Configure teardown authorization language in CCC ONE Repair Workflow in the repairer profile under Repair Management > Workfile Printing > Footers 8

9 Configure teardown authorization Configure teardown authorization language in CCC ONE Estimating or Repair Workflow in the repairer profile under Basic Settings > Form Letter Templates 9

10 2) Repair authorizations Repair Authorizations How to in CCC ONE : Shops must obtain authorization from the customer before any work is commenced. Once a written estimate is prepared the customer must authorize repair work. Authorization may be obtained by "wet signature", (preferred), authorization may also be obtained by fax or . If customer is not present the customer may authorize over the phone, provided the shop provides all the information listed on the estimate/work order and obtain the customer s authorization making notations on the estimate/work order of the following: 1) Date 2) Time 3) Name of person authorizing the repairs, 4) Telephone number called together with a specification of the additional parts and labor and the total cost. Written Authorization There are two methods to insert written customer authorization language in CCC ONE: 1) as part of the Preliminary Estimate/or Estimate RO* printout or 2) as part of a custom form. Verbal Authorization Authorization received via phone should be documented in the workfile as a note with date, time, name of person authorizing and telephone number used along with details on the additional parts and labor cost. * Applicable for CCC ONE Repair Workflow users only. 10

11 Configure for written authorization Configure authorization language in CCC ONE Estimating in the repairer profile under Estimating > Disclaimer Text 11

12 Configure for written authorization Configure authorization language in CCC ONE Repair Workflow in the repairer profile under Repair Management > Workfile Printing > Footers 12

13 Configure for written authorization Configure authorization language in CCC ONE Estimating or Repair Workflow in the repairer profile under Basic Settings > Form Letter Templates 13

14 Configure for verbal authorization Configure new note under Repairer Profile > Note Types. Create two new notes with category of Outgoing Communication and Type of 1) Repair Authorization and 2) Supplement Authorization. Mark as viewable to customers and print on final bill. 14

15 Document verbal authorization Select New > Note from within workfile. Select the appropriate category and type. Enter date, time, name of person authorizing and telephone number used along with details on the additional parts and labor cost. 15

16 3) Supplement authorizations Revising Estimates/Supplements How to in CCC ONE : Shops must obtain the customer's authorization every time the estimate is revised/or a supplement is necessary. See Repair Authorization above regarding proper authorization. For supplement authorization, the shop must obtain the customer's authorization before any additional labor or parts are supplied. If additional authorization was verbal or by telephone, you must either make the same notations on the final invoice as that of the work order as described in Repair Authorization above or you must use the Acknowledgement of Notice and Consent as follows: Written Authorization There are two methods to insert customer authorization language in CCC ONE 1) as part of the Preliminary Estimate/or Estimate RO* printout or 2) as part of a custom form Verbal Authorization Authorization received via phone should be documented in the workfile as a note with date, time, name of person authorizing and telephone number used along with details on the additional parts and labor cost. Refer to pages 5-9 above for instructions. 16

17 4) Toxic waste fee Toxic Waste Fee How to in CCC ONE : If any toxic waste fee is charge it must have been included in the original estimate (separately itemized) and the shop's EPA number must be printed on the estimate and invoice. Please note that you may only charge for costs associated with handling, management and disposal of toxic or hazardous waste substance which directly relate to the servicing or repair of customers vehicle. This fee may not be a profit center item. The shop shall have a good faith estimate of hazardous waste charge based on an analysis of average cost incurred. Enter the shop s EPA number within the shop profile. Input the toxic waste fee from the other charges view within the CCC ONE workfile. 17

18 Configure state EPA Configure state EPA number in the repair facility profile > basic settings > company information. Input the number in the State EPA field. 18

19 Enter toxic waste fee From the estimate tab select other charges and enter the toxic waste fee in the E.P.C. section. 19

20 5) Paint Materials Paint Materials Paint liquids and items that go into it, like hardeners, reducers, etc can be listed as paint with a one-line entry. If a shop chooses to charge for materials such as sandpaper, tape, etc, a shop may list such items that are used on the customer's vehicle with a one-line entry. However, a shop may choose to absorb the cost of such materials as part of overhead. A shop cannot charge for items generally noted as shop supplies, miscellaneous charges, etc. The shop may charge only for supplies actually used on the customer s vehicle. How to in CCC ONE : Paint materials charges can be configured for automatic calculation in CCC ONE as a single line item. Paint materials charges may also be itemized using the CCC ONE part code table. 20

21 Configure paint material calculation Configure the paint material calculation in the repair facility profile as well as all insurance company profiles under Rates > Labor. 21

22 Configure paint material calculation Configure additional calculations in the repair facility profile and all insurer profiles under Rules > Refinish. 22

23 Itemize paint materials To add entries to the part code table under the repair facility profile. Select Estimating > Part Codes. Add appropriate entries with price and/or labor times. 23

24 6) Storage charges Storage charges It is a best practice to include daily storage charges on the estimate/work order/teardown in case a vehicle is declared a total loss or customer chooses not have have repairs performed. Example "I further acknowledge that if I choose not to have repairs performed to my vehicle at ABC Body shop, I will be responsible for any accrued storage fee of $ per day, beginning one calendar day after the insurance company involved in the claim or ABC Body shop determines my vehicle to be a total loss, or I decide not to authorize repairs". How to in CCC ONE : Input storage charges from the other charges view within the CCC ONE workfile. There are two methods to insert written teardown authorization language in CCC ONE: 1) as part of the Preliminary Estimate/or Estimate RO* printout or 2) as part of a custom form 24 * Applicable for CCC ONE Repair Workflow users only.

25 Configure storage fee notification Configure storage fee notification in CCC ONE Estimating in the repairer profile under Estimating > Disclaimer Text 25

26 Configure storage fee notification Configure storage fee notification in CCC ONE Repair Workflow in the repairer profile under Repair Management > Workfile Printing > Footers 26

27 Configure storage fee notification Configure storage fee notification in CCC ONE Estimating or Repair Workflow in the repairer profile under Basic Settings > Form Letter Templates 27

28 Enter storage charges From the estimate tab select other charges and input storage charges. 28

29 7) Towing cost reimbursement Towing How to in CCC ONE : Advance towing cost reimbursement along with a reasonable handling charge is permissible provided that the shop shows the charges as a separate line item on the invoice (i.e. towing handling charge). Input towing cost reimbursement from the other charges view within the CCC ONE workfile. 29 * Applicable for CCC ONE Repair Workflow users only.

30 Enter towing reimbursement From the estimate tab select other charges and input the amount for towing reimbursement. 30

31 8) Sublet work Sublet Work If a shop sublets work, that fact must be included on the written estimate/work order and final invoice. The shop is still responsible for all service work performed. How to in CCC ONE : Input sublet operations in CCC ONE during the estimating process. 31

32 Enter sublet From the estimate tab select the part and then in the operations tool bar select operations and sublet. Enter the price of the sublet work. 32

33 9) Written warranty Warranty All guarantees or warranties shall be in writing and a legible copy shall be delivered to the customer with the invoice itemizing the parts, components, and labor represented to be covered by such guarantee. How to in CCC ONE : There are two methods to include a written warranty using CCC ONE: 1) as part of the final estimate/or Final RO* printout or 2) as part of a custom form. 33 * Applicable for CCC ONE Repair Workflow users only.

34 Configure warranty printout Configure the warranty printout in CCC ONE Estimating in the repairer profile under Estimating > Disclaimer Text 34

35 Configure warranty printout Configure the warranty printout in CCC ONE Repair Workflow in the repairer profile under Repair Management > Workfile Printing > Footers 35

36 Configure warranty printout Configure the warranty printout in CCC ONE Estimating or Repair Workflow in the repairer profile under Basic Settings > Form Letter Templates 36