Get Full Claim Reimbursement

Here’s a scenario we’ve seen time and time again. You process a warranty claim for what you think is a cut-and-dry case. But when the factory reviews it, only part of the claim gets reimbursed. The assessor doesn’t think your tech had to perform portions of the repair, but the manual clearly states that it does.

Great. Now what?

This is where you need thorough and dedicated follow up to make sure this warranty claim gets paid. Otherwise, you risk losing money. But dealing with factory representatives can be a real challenge; after all, they’re in a call center hundreds of miles away and often have no hands-on technical experience with automotive repairs. And trying to explain the process to them can be tedious at best.

(You’re probably pulling your hair out, so we’ll skip ahead to the good news.)

But when you partner with Accurate Auto Warranty Claim Processing, you never have to worry about that. AAW Claims does all the legwork and all the heavy lifting for you, so you can concentrate on doing what you do best: repairing cars and keeping your customers happy. And since we only get paid based on your actual claims reimbursements, we have every reason to chase the factory for every dime of your auto warranty claims. (Read about another great warranty claim processing tip!)

For a no-obligation consultation to see how Accurate Auto Warranty Claim Processing can help you improve your productivity and profitability, just drop us a line by clicking Contact Us.

What Do You Expect?

When completing a Repair Order (RO), how do you know what Ford Warranty Claim Processing, or any other manufacturer for that matter, expects to see on it? Here are the three most important items that Ford expects the repairing technician to enter on the hard copy of the RO:

(1) IDENTIFY the causal part and CAUSE of failure.

This is probably the most important piece of information that needs to be on the hard copy and many times it’s missing or unclear! You not only need to tell Ford what you did but also WHY you did it. Write out a clear and detailed description of which part(s) failed and the type of failure (examples: broken, burned out, open circuit, binding, disconnected, noisy operation, etc.) Tell us why the parts replaced were required, this information supports the repair and also helps Ford engineers to understand how and why parts are failing so they can make improvements.

(2) IDENTIFY diagnostic equipment test results.

Any time a test is performed that has results, you must enter the results on the hard copy. Some examples would be: compression test, transmission diagnosis, pinpoint tests, EEC self tests, alignment (before and after corrections made) brake rotor run out measurements (before and after machining) oil pressure and many others. Since the test usually shows a failure, which gives good reason for the needed repairs Ford needs to know about it!

(3) SUPPORT any labor operations claimed.

ANY labor operations claimed must be fully explained by your comments. Again you need to tell Ford what you did and why. This is extremely important when requesting actual time. DO NOT just write something down for the operation if it wasn’t required as part of the repairs. You should be able to say, “yes” to the following two questions: 1. Was the work required? 2. Was the work performed?

In general, clarify the repair as best you can. Someone else should be able to read the claim and know what happened without question. The claim should be all that is required as an explanation. You don’t need to write down every single step performed (example: drive in, open door, etc.). We need to ensure that Ford, the dealership management, and the customer have a good description of the repair. A retail customer expects this same information when repairs are performed and as a customer of your dealership this is what we require as well. Fixed Right First Visit is often influenced by how well the technician documents the repairs performed.

Here at Accurate Auto Warranty Claim Processing, we work hard keeping up with all the warranty requirements and expectations so that your technicians spend more time doing technical work, not paper work. Partner with us and you’ll know what to expect.

Our Headache Instead of Yours!

Recently, there was a problem with Ford’s claim submission process.

Here’s an excerpt from a discussion regarding that issue:

“Sent a large batch of claims yesterday before 5 pm,none of them made it to ford.Anyone else have this problem?”

Folks were literally pulling their hair out. Here’s another:

“Same here….Check DCS…all claims sitting there with Error ‘ SiteCode not authorized’….what does that mean–have no idea….should not be any errors–I check every claim before transmitting….”

And just for good measure:

“All claims sitting there with Error ‘ SiteCode not authorized’….what does that mean–have no idea….should not be any errors.))
I am SOOOO Glad to see this thread because I PSM was thinking I was suddenly slacking and had not sent them correctly. I made him watch me do it yesterday.

I’ve only been doing this for ’7 Years’.  Arrrrrrrrrrggggg”

When there are technical issues with your warranty claim submissions, it can be quite a headache. Fortunately for you, if you’re partnered with us here at Accurate Auto Warranty we can save you the trouble.  We’d rather have you spending time with your customers, building that strong bond, instead of spending it trying to figure out how to get a claim processed.

Read more about Our Services here.

Better Email Communications for Claim Processing

When sending emails regarding any warranty claims, here are some important things to remember in formulating the email:

Attachment – Attach it first, you won’t forget it that way.

Address – Use the appropriate TO, CC (Courtesy Copy) or BCC (Blind Copy) boxes. Use the BCC box to keep additional addressee(s) confidential and out of view of others.

Subject Line – This is as important as the body of the email. Construct it so you, the recipient and to whom the email may be forwarded to may easily search and refer to the subject later. Include Dealer Code, RO#, Claim#, VIN, Tech # or whatever is appropriate.

Body of email – Google “email etiquette” for suggestions on how to be professional, brief and to the point.

Review – Pause and Review your email before hitting the send button.