User Guide: Medical Professional Liability and Municipal Liability Claims System. Table of Contents

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1 User Guide: Medical Professional Liability and Municipal Liability Claims System Table of Contents

2 Welcome to the Medical Professional Liability and Municipal Liability Claims Reporting System. The following user guide will provide instructions on: Registering and logging into the system Submitting data related to Medical Professional Liability Claims Submitting data related to Municipal Liability Claims Login/Password Issues Searching for Claims Account Maintenance In order to access the Medical Professional Liability and Municipal Liability Claims Reporting System, click here. User Guide Note: Double Clicking Table of Contents at the bottom of each page will enable the Table of Contents navigation feature. After double clicking, hold down the Ctrl button on your keyboard and select the Table of Contents link. Table of Contents

3 Table of Contents Table of Contents Legislative Background Insurers Non-Insurer Payers Attorneys Primary User Registration Primary User Registration- New Entity Log-In Forgot Password/User Name Home Page Search for your Claim Report Account Maintenance Change Password My Profile Add a Secondary User Medical Malpractice Claim and Settlement Report Process Page 1- Starting a New Claim General Claim Information Primary User Information Claim and Incident Information Page 2- Medical Incident Information Date of Medical Incident Information Geographical Location of Medical Incident Type of Organization Providing Care, Services, or Products Medical Specialty of the Health Care Provider Location of the Medical Incident within the Facility, Institution, or Clinic Page 3- Claim and Injury Data Page 4- Settlement Data Timing and Method of Claim Settlement Settlement Information- Method Used to Resolve Claim Payment Data Indemnity Payments Itemized Damages Allocated Loss Adjustment Expenses Municipal Liability Claim and Settlement Report Process Page 1- Startinga New Claim General Claim Information- Primary User Information Claim and Incident Information Page 2- Municipality Information Page 3- Incident Data Page 4- Settlement/Payment Data Table of Contents

4 1 Legislative Background 1.1 Insurers Under Sec of the Michigan Insurance Code, every insurer providing professional liability insurance to a person licensed by the Michigan board of medicine, the Michigan board of osteopathic medicine and surgery, the Michigan board of podiatric medicine and surgery, the Michigan board of dentistry, the Michigan board of optometry, the Michigan board of chiropractic, and the hospitals licensed by the department of public health in this state shall submit information related to a complaint seeking damages in any court for personal injury claimed to have been caused by the negligence of the insured relating to the insured's professional services, or the performance of professional services by the insured without consent or informed consent, or a breach of warranty or contract for a medical result relating to the insured's professional services. The complaint information must be submitted within 30 days of the notice of the complaint and within 30 days of the complaint settlement. 1.2 Non-Insurer Payers Under Sec. 2477b of the Michigan Insurance Code, every person, other than an insurer, who pays or who has assumed liability to pay a municipal liability claim arising in this state or a professional liability claim against a health care provider licensed by the Michigan board of medicine, the Michigan board of osteopathic medicine and surgery, the Michigan board of podiatric medicine and surgery, the Michigan board of dentistry, the Michigan board of optometry, or the Michigan board of chiropractic shall submit information related to a complaint seeking damages in any court for personal injury claimed to have been caused by the negligence of or the performance of professional services without consent or informed consent, or a breach of warranty or contract for a medical result. The complaint information must be submitted within 30 days of the complaint settlement. 1.3 Attorneys Under Sec. 2477c every attorney licensed to practice law in this state who represents a plaintiff or defendant in regard to a municipal liability claim arising in this state or a professional liability claim against a health care provider licensed by the Michigan board of medicine, the Michigan board of osteopathic medicine and surgery, the Michigan board of podiatric medicine and surgery, the Michigan board of dentistry, the Michigan Board of Optometry or the Michigan board of chiropractic shall submit information related to a complaint seeking damages in any court for personal injury claimed to have been caused by the negligence of or the performance of professional services without consent or informed consent, or a breach of warranty or contract for a medical result. The complaint information must be submitted within 30 days of the complaint settlement. Table of Contents Page 1

5 2 Primary User Registration Are you a first time user? You will need to register as a new user before you can begin to use the program. In order to register, select the Register link found on the Login Page: 2.1 Primary User Registration- New Entity Enter your Name, and Phone Number as required. If this is a new entity, select Yes accordingly (see highlighted above). Upon selecting yes, you will be required to choose the Type of Entity you are registering. Depending on your selection, you will be required to provide more specific information regarding the type of Entity you are Table of Contents Page 2

6 registering. You will need to select Verify for Next Page selection to appear. Then, upon entering all required information, select Next Page to move to the next step in the process, answering your security questions. On this next page, answer at least 4 of the 6 security questions. In the event that you will need to reset your password, you will be required to answer one of these questions. Upon answering your questions, select the Save button to receive the following registration message: Selecting the Continue link will take you back to the Login page, where you ll enter your User Name and Temporary password as found in your . Upon logging in for the first time with the User Name and Temporary password sent to your address, you will receive the following message: Select the Change Password link (above) to confirm your answers to the security questions (below): Table of Contents Page 3

7 Once confirmed, select the Save button (above) to receive the following message: Select the Change Password link (above) to arrive at the Change Password screen seen below: Enter your temporary password sent to your in the Current Password field. Enter a new password in the the New Password and Repeat New Password fields. This new password will become the permanent password for your account. This new password must meet the the complexity requiremnent shown on the top of the Change Password screen seen above. Select the Save button to arrive at the Home Page. Table of Contents Page 4

8 3 Log-In The log-in page will have a textbox for you to enter your system-generated User Name found in your upon registration. The page will also have a textbox for you to enter your password that was created during your initial login. After entering your User Name and Password, select the Log In button to arrive at the Home Page. Table of Contents Page 5

9 4 Forgot Password/User Name If the User Name and Password do not match or you cannot remember what your User Name or Password is, you can use the Forgot Password or User Name link to reset your password. After Clicking the Forgot Password or User Name link, you will see the following screen: Enter your User Name accordingly. Upon clicking the Submit button, you will arrive at the Security question page. Answer the Security question accordingly. Upon typing your answer, select the Submit button to receive the following message: Table of Contents Page 6

10 Access your to find a temporary password. Select the Return to Login Screen link (above) and enter your User Name and temporary password. Upon logging in with this temporary password, you will be prompted to confirm your security questions and change your password to a new one. Table of Contents Page 7

11 5 Home Page Upon logging into the system, you will arrive at the Home page. From this page, you can access the Search feature as well as your Account specific information. In addition, you will begin claim and settlement reporting process from this page. This page will have general information about reporting claims and provides a contact number and address for questions. Table of Contents Page 8

12 6 Search for your Claim Report You can search for any of your In Progress or Completed claim and settlement reports by selecting the Search link from the Home Screen: Search Screen: Table of Contents Page 9

13 To begin your search, select either the Medical Malpractice or Municipal Liability Search Category. The selection defaults to Medical Malpractice. Enter search criteria in the given field(s) and press the Search button in order to find a matching record or just press the Search button and you will see all of the records you have created. After the search is performed, a list of matching records will display. To enter back into a claim, press the Select button at the beginning of the results record. Use the Export buttons to open and save your search results in a Word and/or Excel file document. Use the Clear button to empty criteria you ve entered in the search criteria fields. Table of Contents Page 10

14 7 Account Maintenance From the Home Screen, hover the cursor over the My Account link to make a selection of the type of account maintenance you d like to perform. Your choices are Change Password, My Profile, and Add a Secondary User. Table of Contents Page 11

15 7.1 Change Password Selecting the Change Password option will take you to the following Change Password page: Enter your Current Password in the Current Password box. Enter the New Password and Repeat New Password as the new, permanent password for your account. This new password must meet the the complexity requiremnent shown on the top of the Change Password screen seen above. Select the Save button to save your new password. The password will expire every 90 days. Table of Contents Page 12

16 7.2 My Profile Selecting the My Profile option will take you to the following page: On this page, you can make changes to your demographic information such as your Name, Address or Phone Number. In addition you can change the answers to your Security Questions you established during the registration process. Table of Contents Page 13

17 7.3 Add a Secondary User Selecting Add a Secondary User from the My Account drop down on the Home page will take you to the following: This page allows a Primary User to create a Secondary User account. This Secondary User can act on behalf of the Primary User when they are not available. The secondary user s will be captured in a text field and it cannot be the same address used by the primary user. The Status drop-down-list has two options: Active or Inactive. This is used to indicate the secondary user s status for reporting. Please go to the Home Page to contact the site administrator to update a secondary users status if needed. Upon pushing the Save button, the system will automatically generate a User Name and Temporary Password and send it to the secondary user s address. Table of Contents Page 14

18 8 Medical Malpractice Claim and Settlement Report Process From the Home page, select whether the report you are starting is a Medical Malpractice report or a Municipal Liability report: The medical malpractice claim and settlement reporing process consists of 5 pages: All 5 pages must be completed in order to complete the reporting process. At different points throughout, you will have the opportunity to save the data you ve entered and continue at a later date. After you ve finished the first three pages and have submited the required claim information, you can return to these pages by selecting the page name tab at the top of each page. 8.1 Page 1- Starting a New Claim The first page is Starting a New Claim. This page consists of two sections: The General Claim Information Section and the Claim and Incident Information Section. Table of Contents Page 15

19 Table of Contents Page 16

20 8.1.1 General Claim Information Primary User Information The system will automatically populate your reporting entity user ID, reporting entity user's name of organization, type of entity, first name, last name, phone, phone extension and address from the primary user registration page. All data in this section is automatically populated if applicable. You cannot enter any data in this section. Table of Contents Page 17

21 8.1.2 Claim and Incident Information The next section within the first page requires you to complete all fields. In the Name of Health Care Provider/Facility field, enter N/A if not applicable. In addition, if you do not have a claim identifier number yet for the Please enter the claim identifier assigned by your Organization (maximum 15 digits) field, enter N/A. If answering Yes to Suit Filed, Arbitration, and/or Mediation questions, you must enter the corresponding Number as well as Date fields. The "Number of Co-Defendants" will be collected in a text field. In the corresponding Co-Defendants First and Last Name field, enter the first and last name of each codefendant, pressing the enter button on your keyboard after each name entry. Once all fields are entered, press the Save & Finish Later button to come back and finish Page 1 at a later date. Or press Save & Next to continue to Page 2 of the report, Medical Incident Data. Table of Contents Page 18

22 8.2 Page 2- Medical Incident Information The Medical Incident Information page has 5 sections as seen below. All 5 sections must be completed in order to move onto the next page Date of Medical Incident Information In this section, simply select the date of the medical incident from the pop-up calendar that appears when you select the date field Geographical Location of Medical Incident Table of Contents Page 19

23 Under the Geographical Location of Medical Incident section, selecting a County will enable the field to enter a City name. If instead you choose Out of State in the County drop down box, the Location Out of State drop down will become enabled Type of Organization Providing Care, Services, or Products Under the Type of Organization Providing Care, Services or Products section, choose an organization type in the given drop down box. Once completed, an additional drop down box will appear requiring you to further detail the type of organization. Selecting an Other option from the drop down will require you to type a description in a text box Medical Specialty of the Health Care Provider Under the Medical Specialty of the Health Care Provider section, choose a medical specialty type in the given drop down box. Depending on the Specialty Type chosen, an additional drop down box may appear requiring you to further detail the medical specialty type Location of the Medical Incident within the Facility, Institution, or Clinic Under the Location of Medical Incident within the Facility, Institution, or Clinic section, selecting an Other option from the drop down will require you to type a description in a text box. Once all fields are entered, press the Save & Finish Later button to come back and finish Page 2 at a later date, press Previous to Return to Page 1, or press Save & Next to continue to Page 3 of the report, Claim and Injury Data. Table of Contents Page 20

24 8.3 Page 3- Claim and Injury Data All fields on this page are required. Some fields are enabled or disabled based on previous drop down selections. If you are selecting any of the Other drop down options, you may be required to type a description in a given text field. Once all fields are entered, press the Save & Finish Later button to come back and finish Page 3 at a later date or press Previous to Return to Page 2. By Pressing the Submit button, the following message will appear asking you to confirm your entries on the first 3 pages of the Medical Malpractice Claim Reporting process: After selecting OK you will be able to move onto Page 4, Settlement Data. In addition, when selecting OK, the systyem will disable the first 3 pages and send an to the address on record containing your Medical Malpratice Claim ID Number. You will want to save this for your records. Table of Contents Page 21

25 8.4 Page 4- Settlement Data The settlement data page has three sections. The first section, Settlement Information, contains field that are pre-populated based on Page 1 entries. There is no data to select or enter in this first section. Table of Contents Page 22

26 8.4.1 Timing and Method of Claim Settlement Clicking on the date fields in this section will open pop-up calendars. If the date of the final indemnity payment is not yet available, this field can be left blank. When answering yes to the Was the Claim re-opened question, you will be required to select the date it was re-opened Settlement Information- Method Used to Resolve Claim In this section, make a selection from the provided drop down boxes. If you make an Other selection, a text box will appear that will require you to describe accordingly. When selecting the Method of Claim Disposition, an additional drop down box may appear depending on your selection. Once all fields are entered, press the Save & Finish Later button to come back and finish at a later date, press Previous to return and review previous pages, or press Save & Next to continue to Page 5, Payment Data. Table of Contents Page 23

27 8.5 Payment Data The Payment Information page is composed of three sections with questions related to the payments of settled claims. Table of Contents Page 24

28 8.5.1 Indemnity Payments Answer the questions in this first section as required. If the claim was completely selfinsured because insurance was not available or the claim fell under a retention limit, select claim was self-insured. If you select Yes to the question "Were indemnity payments made by or on behalf of this defendant to one or more claimants?, an additional box will appear (see highlighted above) for you to enter the dollar amount of this indemnity payment. Table of Contents Page 25

29 8.5.2 Itemized Damages Answering yes to the highlighted questions above will require you to further enter or pick additional items. The first Yes will require you to enter a dollar amount and pick all applicable economic damages paid. The second Yes will require you to enter a dollar amount and pick all applicable noneconomic damages paid. The third Yes will require you to enter a dollar amount. The fourth Yes will require you to type a description related to claim payments related to the medical incident. Table of Contents Page 26

30 8.5.3 Allocated Loss Adjustment Expenses In the first part of this section, the system will provide a list of "Allocated Loss Adjustment Expense (ALAE)" categories from which to choose from. By selecting the "Defense Containment Expenses and Services" an additional section will appear requiring you to enter a dollar amount and pick all applicable items (see highlighted items above). This same process happens if you select the other ALAE categories. The bottom part of this section requires you to enter the total amounts from each of the four ALAE categories you previously entered. Enter $0.00 if specific cost category is not applicable. The total of the ALAE and indemnity payments will be calculated automatically by the system. Table of Contents Page 27

31 Once all fields are entered, press the Save & Finish Later button to come back and finish at a later date, press Previous to Return and review previous pages, or press Submit button to receive the following pop up message: Upon selecting OK, you will receive a system-generated notifying you that you have submitted the report. The will include the record number and the date the report was submitted. Save this for your records. The Medical Malpractice Claim and Settlement Reporting process is now complete. You can use the Search feature found on the Home page to find your completed claim report. Table of Contents Page 28

32 9 Municipal Liability Claim and Settlement Report Process From the Home page, select whether the report you are starting is a Medical Malpractice report or a Municipal Liability report: The Municipal Liability claims and settlement reporing process consists of 4 pages: All 4 pages must be completed in order to complete the reporting process. At different points throughout, you will have the opportunity to save the data you ve entered and continue at a later date. After you ve finished the first three pages and have submited the required claim information, you can return to these pages by selecting the page name tab at the top of each page. 9.1 Page 1- Startinga New Claim The first page is Starting a New Claim. This page consists of two sections: The General Claim Information Section and the Claim and Incident Information Section. Table of Contents Page 29

33 Table of Contents Page 30

34 9.1.1 General Claim Information- Primary User Information The system will automatically populate your reporting entity user ID, reporting entity user's name of organization, first name, last name, phone, phone extension and address from the primary user registration page. All data in this section is automatically populated if applicable. You cannot enter any data in this section. Table of Contents Page 31

35 9.1.2 Claim and Incident Information The next section within the first page requires you to complete all fields. In addition, if you do not have a claim identifier number yet for the Please enter the claim identifier assigned by your Organization (maximum 15 digits) field, enter N/A. If answering Yes to Suit Filed, Arbitration, and/or Mediation questions, you must enter the corresponding Number as well as Date fields. The "Number of Co-Defendants" will be collected in a text field. In the corresponding Co-Defendants First and Last Name field, enter the first and last name of each codefendant, pressing the enter button on your keyboard after each name entry. Complete the Plaintiff or Injured Party s name and attorney information accordingly. Once all fields are entered, press the Save & Finish Later button to come back and finish Page 1 at a later date. Or press Save & Next to continue to Page 2 of the report, Municipality Information. Table of Contents Page 32

36 9.2 Page 2- Municipality Information The Municipality Information page consists initially of the two drop down boxes shown above. If selecting Autonomous Taxing District from the Type of Political Subdivision field, an additional drop down box will appear where you will be required to select the type of Autonomous Taxing District. In the next drop down box, you will be required to select the Type of Insurance. Your choices are Commercial Liability, Self-Insured, Excess, Self-Insured and Excess (Both) Claims-Made, and Other (Describe). Depending on your selection to this drop down, additional drop down boxes will appear that will require you to enter more specific data about the type of insurance. Once all fields are entered, press the Save & Finish Later button to come back and finish Page 2 at a later date, press Previous to Return to Page 1, or press Save & Next to continue to Page 3 of the report, Incident Data. Table of Contents Page 33

37 9.3 Page 3- Incident Data The Incident Data Page requires all fields to be completed. In the first field, select the date the Incident took place. A pop-up calendar will appear for you to select a date. In the next field, select the "Date the complaint was filed" from the pop up calendar. This date must be after the Date of Incident date. Select a County from the given drop down box. If you select Out of State, you will be required to select a value from the Location out of State drop down box. Select the Type from the given drop down box. Select the Type of Incident from the given drop down box. Depending on your selection, you may be required to provide additional information on the type of incident in an additional drop down box. Once all fields are entered, press the Save & Finish Later button to come back and finish Page 3 at a later date or press Previous to Return to Page 2. By Pressing the Submit button, the following message will appear asking you to confirm your entries on the first 3 pages of the Municipality Liability Claim Reporting process: After selecting OK you will be able to move onto Page 4, Settlement/Payment Data. In addition, when selecting OK, the systyem will disable the first 3 pages and send an to the address on record containing your Municipal Liability Claim ID Number. You will want to save this for your records. Table of Contents Page 34

38 9.4 Page 4- Settlement/Payment Data The final page of the report requires only the completion of the last six fields. The data on the top part of the page is automatically populated based on data you have previously entered. Select a Date of Closure from the given pop up calendar. In order to complete the series of Settlement/Judgment related questions, the Judgment or Settlement amount that you enter must match the Total Amount of Claim Paid box. The Total Amount of Claim Paid is automatically populated based on the amounts entered in the three previous judgment/settlement questions. Table of Contents Page 35

39 Once all fields are entered, press the Save & Finish Later button to come back and finish at a later date, press a page tab to return and view previous pages of the report or press Submit button to receive the following pop up message: Upon selecting OK, you will receive a system-generated notifying you that you have submitted the report. The will include the Claim ID number and as well as the Claim status (now Completed). Save this for your records. The Municipally Liability Claim and Settlement Reporting process is now complete. You can use the Search feature found on the Home page to find your completed claim report. Table of Contents Page 36

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