Configuring CCC ONE® Total Repair Platform for use in ... · How to in CCC ONE®: There are two...

Configuring CCC ONE® Total Repair

Platform for use in California

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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 www.bar.ca.gov and check with their local BAR representatives and counsel to ensure compliance with all regulations.

CCC ONE® Total Repair Platform, CCC ONE® Estimating, CCC ONE® Repair Workflow, and the CCC logo are registered trademarks of CCC Information Services Inc. © 2016 CCC Information Services Inc. All rights reserved.

http://www.bar.ca.gov/

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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

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1) Teardown Authorization

Teardowns

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 $_____".

How to in CCC ONE®:

A line item for teardown can be added to the CCC ONE part code table.

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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.

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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."


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.

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Configure teardown authorization

Configure teardown authorization language in CCC ONE® Estimating in

the repairer profile under Estimating > Disclaimer Text

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Configure teardown authorization language in CCC ONE® Repair Workflow in

the repairer profile under Repair Management > Workfile Printing > Footers

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Configure teardown authorization language in CCC ONE® Estimating or Repair

Workflow in the repairer profile under Basic Settings > Form Letter Templates

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2) Repair authorizations

Repair Authorizations

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 e-mail. 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 AuthorizationThere 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 AuthorizationAuthorization 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.


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Configure for written authorization

Configure authorization language in CCC ONE® Estimating in the

repairer profile under Estimating > Disclaimer Text

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Configure authorization language in CCC ONE® Repair Workflow in the

repairer profile under Repair Management > Workfile Printing > Footers

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Configure authorization language in CCC ONE® Estimating or Repair Workflow

in the repairer profile under Basic Settings > Form Letter Templates

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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”.

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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.

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3) Supplement authorizations

Revising Estimates/Supplements

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 AuthorizationThere 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 AuthorizationAuthorization 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.

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4) Toxic waste fee

Toxic Waste Fee

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.

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Configure state EPA

Configure state EPA number in the repair facility profile > basic settings >

company information. Input the number in the State EPA field.

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Enter toxic waste fee

From the estimate tab select other charges and enter the toxic waste fee

in the E.P.C. section.

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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.


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.

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Configure paint material calculation

Configure the paint material calculation in the repair facility profile as well

as all insurance company profiles under Rates > Labor.

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Configure paint material calculation

Configure additional calculations in the repair facility profile and all

insurer profiles under Rules > Refinish.

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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.

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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".


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


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Configure storage fee notification

Configure storage fee notification in CCC ONE® Estimating in the repairer

profile under Estimating > Disclaimer Text

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Configure storage fee notification in CCC ONE® Repair Workflow in the


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Configure storage fee notification in CCC ONE® Estimating or Repair

Workflow in the repairer profile under Basic Settings > Form Letter Templates

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Enter storage charges

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

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7) Towing cost reimbursement

Towing

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.


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Enter towing reimbursement

From the estimate tab select other charges and input the amount for

towing reimbursement.

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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.


Input sublet operations in CCC ONE during the estimating process.

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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.

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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.


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.


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Configure warranty printout

Configure the warranty printout in CCC ONE® Estimating in the repairer

profile under Estimating > Disclaimer Text

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Configure the warranty printout in CCC ONE® Repair Workflow in the


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Configure the warranty printout in CCC ONE® Estimating or Repair Workflow in

the repairer profile under Basic Settings > Form Letter Templates

Configuring CCC ONE® Total Repair Platform for use in ... · How to in CCC ONE®: There are two...

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