Accident Reporting
Contents
1. Delete Apply exit Accident Report Links Financials A unique screen that is designed to give managers a tool to track financials associated with accidents incidents This screen can really be considered optional but when utilized properly provides managers with a quick overview of the cost and recoveries that resulted from this accident incident Costs represent expenses that your organization incurred as a result of this accident and recoveries indicate how much your company received in compensation for these costs This screen is not intended to function as an actual accounting tool See sample screen below File Edit Lines Help Description Reference IR ____ 01 27 08 Vehicle back in svc 5 lost Days 125 2 01 27 08 Repair materials Internal vehicle rep 01 27 08 Repair labor 06 01 08 Settlement check Cancel Delete Apply Communication Tools Effective Coordination and Management Tools Clearly your organization needs to communicate efficiently in order to function effectively Norse has developed communication tools that are present throughout their software and Accident Report is no exception Although these functions are omnipresent throughout Norse applications and discussed in detail in Norse s Screen Driver User Manual they warrant a discussion in this document because of their particular applicability to Accident Reporting and management By effectively utilizing ScreenDriver2. 11 fy TkUnl 143 Created 01 29 09 06 15pm Tithe Confirm Insurance Company has active clam working and defending us on this accident Mission Contact The Hartford Claims adjuster James Baker who took the claim notification verbally over the phone and pledged to mail receipt confirmation It has not been received and we do not want to be exposed for Failure to Notify Mission Accomplished TO fleip DUE 02702709 08 00am TASK TASE VERDEL Verty delivery Unkrn HET INFO 800 555 1 212 Eim A244 783 7 DUE INST a INFO Task Complete
3. contact information To do this simply click on lines on the top bar of this screen and select append to add as many lines as needed See the sample Investigating Police Offices screen below r amp Investigating Police Officers f File Edit Lines Help Badge No Jurisdiction Phone Doc Ref EARP WYATT 007 TOMBSTORE SHE 555 123 4567 Cancel Delete Apply Accident Report Links Vehicles Other Involved Vehicles This link is used to document the other vehicle s involved your organization s vehicle information was already captured in the main Accident Report screen This screen provides columns for essential information about the other vehicles including license plate number and VIN Gather and document as much of this information as possible This screen functions much the same way as the Investigating Officer screen it will accommodate many different vehicle s information simple append lines as needed the same as described above See sample Other Involved Vehicles screen f amp Other Involved Vehicles la Fo File Edit Lines Help p Make Model Year VehTag St Expires 222 4225582SP INTERNATIC SNOMASTEI 72 658999 NY 12 01 07 Accident Report Links Parties Party to Accident The Parties link is used to document other people and their involvement in the accident incident Usually this screen is used to document personal information re
4. light in right turn lane waiting to turn onto Broadway north city snow plow traveling north on broadway veered to right as it passed into intersection colliding with left front side of bus directly opposite driver ROGERS CINDY M Cancel Delete Save exit In the above sample screen you can see the list of link screen options For some accidents or incidents you may not need to go through all of these link options to make a complete report of the accident as some categories of information may not be applicable But for the more serious accidents it is likely that you will want to use all of these link screens to capture and catalogue very important information about the accident itself and subsequent events associated with it Remember the more documented information you have about these accidents incidents the more efficient your organization will be in dealing with the aftermath Let s dissect the link screens one by one to go over their individual functions and explain their relevance to the smooth handling of accidents incidents within your organization Accident Report Links Officers Investigating Police Officers Use this Link Screen to document contact information for attending officer s to the accident incident as well as to reference any accompanying police reports or citations that resulted If there was more than one officer attending the accident incident then simply append a new line to accommodate their unique
5. s Notes Manager Attachment and Journal Tickler functions users can coordinate efforts and keep each other abreast of changes and circumstances regarding records that require action or attention The free flow of information between users facilitates cooperation and efficiency More details regarding the Notes Manger and Journal functions are documented in the ScreenDriver Users Manual but this manual will provide a brief overview of their functions and uses Communication Tools Notes The simplest form of an item attachment is called an ItemNote The Link to Item notes will always be through the link NotesManager When you click on this link you will see a Notes Index window See sample screen below E AccidentReport 110 Notes Click Note line to Edit Created Description 06 1703 Wating for Claim TEST New Today Create a new Note Attach TBO Connect an existing note to this Accidentheport Item The above screen shows that there is only one note attached to this accident record Note 188 To See or Edit the specifics of this note the user needs only to click on the note number The sample screen below shows the content of Note 188 F Note 188 Waiting for Claim TEST EE Edit Title Waiting for Claim TEST Mote As of 6 16 09 we have not recieved a copy of the insurance claim filed by the student for her laptop Waiting on this peice of documentati
6. Managing Accident Reports Getting the most out of your Norse Systems software Introduction Conceptual Overview Dealing with incidents involving your fleet and drivers especially dealing with all the paperwork can be stressful That is why Norse Systems has developed their Accident Report software to effectively gather and catalog the information your organization needs to protect itself from exploitation and minimize costly and time consuming organizational blunders commonly associated with accidents The guiding principle behind the Accident Report software is centralization Norse understands the value of having all the pertinent information regarding the incident at the users finger tips With centralization and organization comes more efficient and effective communication within your organization Norse s Accident Report software utilizes their easy to use Screen Driver interface to navigate between various screens and windows that contain all the essential information regarding incidences from a single overview screen From the Accident Report screen users can access and maintain information regarding vehicles involved parties involved insurance claims filed police officers involved financials and litigation In addition to the formal predefined screens designed to capture specific data there are communication functions that allow for the free flow of information and documentation within your organization Properly utilized Norse s Acc
7. a complete insurance record of the incident This link screen is designed to accommodate multiple insurance companies information for the multiple claims that may be associated with this accident incident be those claims of your own or claims made by other parties involved That said it is important to assign the correct party to each insurance company record otherwise it will not be clear as to who this insurance record is for This assignment can easily be done by using the browse function beside the Which Party field and then selecting from a list of all the parties that you have previously identified in the Party to Accident screen Party number 1 typically is your driver See sample screen below E x amp 114 Insurance Company Information E a aA _ ee Sa File Edit Links Help Line No iz Browse NAIC Numb 29424 DMVNo 084 Ins Co Name THE HARTFORD is C1 36 HARTFORD PLAZA Expiration Date 12 31 08 Contact Person JAMES W SMITH HARTFORD CT 06115 1703 Contact Phone 20355541212 Policy No 5858546AL Contact Fax 03555 2121 Which Party 20 gt Contact eMail iwsmith hartfordins cor Claim Number 54545896 5421 Which Vehicle 2 gt Claim Date 0127 08 Cancel Delete Apply exit As you can see in the screen above there is also a field to indicate which vehicle involved in this accident incident this insurance record is for Again browse to select from a list of vehicles th
8. anizational Powers to the Fullest Once you have created an initial report by populating the main Accident Report screen with as much data as you can the next step will be to gather information and document other more specific aspects of the accident Norse s Screen Driver user interface uses Link screens that are sub screens of the initial accident report These screens are permanently associated with the accident record they are attached to These link screens are individually designed to gather and catalogue important information specific to the vehicles involved the people involved the insurance companies involved and subsequent claims as well as screens to document and track potential litigation as well as others See sample screen below for depiction of a link screen options m Accident Incident Report t S FUERT S me So File Edit Links Help Officers 1 W1 Vehicles 1 W2 Parties 1 LO toO Companies 2 L0 a Litigants 3 L0 identAddr 1600 BROADWAY Financials 1 W3 NEW YORK st NY gt Zip fiome Pao e Reports SUB FormsPrinter ation io corer of intersection with 42nd Street Journal SUB JournalManager i ItemNotes SUB NotesManager 22 Attachments donaa L gt Userl MADDEN EDWARD T Temp 28 User2 Branch B gt Wind User3 WELL MANAGED BUS Visi POOR gt Vehicle 4028 a Road icv gt 1984 MCI LUXURY MC Suprv 202 E Description Traveling west on 42nd street stopped at
9. at you have already created by entering them into the accident incident record Vehicles screen As with all the screens related to accident reports it 1s important to gather as much information as possible Remember if at any point you are uncertain of what information to enter into a field use the help link on the top bar Accident Report Links Litigants Capture information here regarding any litigation that resulted from this accident incident Particularly contact information for the law firm that is handling the litigation To enter a new litigating party record the first step must be to assign a Litigating Party The Litigating Party Number is in reference to the parties to the accident meaning that the party number assigned is the party that is being represented by the law firm party numbers as were assigned in the Parties link Browse the Litigating Party Number field to retrieve an existing litigant record It is never a good thing when litigation results from accidents incidences but when it occurs you need to be ready to document it See sample screen below Fal tigante a File Edit Links Help Litigating Party No 2 Browse Notice Date 03 1 7 08 Law Firm DEWEY CHEETUM AND HOWE Street Address i 53 SHYLOCK AVE City St Zip ELIZABETH NJ12121 Atty Name WILLIAM I CHEETUM Atty Phone 206 5554212 gt Atty Fax ea Atty eMail willicheetum dch com Insurer Notified Date 03 1 7 08 Cancel
10. garding other drivers involved But this screen can also be used to gather personal and contact information regarding third parties such as eye witnesses etc In regards to identifying each documented person s roll in the accident incident Norse has provided a Party s Roll field to indicate from a predefined browsable list of potential rolls what roll this person may have played in this accident incident Go through this screen carefully and enter as much information as you can don t forget to return to these records as more and more information comes to your organization as it usually takes a few days for all the necessary information to surface See sample Party to Accident screen below E 114 Party to Accident c TTI 2 OX File Edit Links Help Party No A Party s Roll D gt Last Name OHNSON Veh No io First Name JAMES Injured NE Y Address 525 N MADISON AVE Ambulance NE Y City PITTSBURGH State PA gt Zip fs23 8 Citation Wa54287 Phone 215 888 3333 Lic No 25857899C Remarks Lic State PA gt Cited for Careless amp Reckless as well as DateOfBirth 03 17 79 waa Cancel Apply Accident Report Links Companies Insurance Company Information The Companies link is where you should document insurance company information for all parties involved This screen will help you organize by party claim numbers policy numbers contact information etc that is essential to maintaining
11. ident Report software will ensure that nothing slips between the cracks and your organization is in a position to accelerate through and move beyond potentially damaging and costly incidences Getting Started Gathering the Basic Information When there is an accident or incident involving your organization it is essential to gather as much information as possible think who what when where and how Norse makes this easy for you by providing specific data entry fields designed to capture the most essential information regarding the accident incident Your first stop should be the Accident Records screen located in the Employees menu of Charter Order Entry See sample screen below note that this screen is fully populated with sample data amp Accident Incident Rpt Lo File Edit Links Help Number Browse Incident Addr 1300 Alexandria Blvd Date 12 28 07 City Cleveland St OH eS Zip 44102 Time 06 42am Location At point where l 26 exit ramp merges onto Type A o Alexandria Blvd northbound rightmost lane E Driver ior Precip NONE gt Useri GRAFFI KAREN E Temp User Branch A gt Wind User3 WELL MANAGED COh Visi CLEAR gt Vehicle 3041 gt Road DRY gt 1985 CHEYY 510 BLA Suprv 202 gt Description ROGERS CINDY M Passenger vehicle comming off l 26 failed to yield at bottom of exit ramp and collided with our bus hitting into the right rear whee
12. it ChooseSelect Click which line Type Long Name Updated Time Short Name Accident Report User07 01 2009 12 03PM ACCIDE 1 DOC DirList txt 07 01 2009 12 30PM Dirlist txt_ filestatus tut 06723 2009 12 11PM FILEST 1 TuT GroupBillingReportTE05 13 2009 01 18AM GROUPB 1 TUT MS test letter attacl 23 2009 12 11PM MSTEST 1 DOC Test Letter attach ofd6 235 2009 11 52AM TESTLE 1 ODT Cancel The files shown above are stored on the corporate server and denoted with DOS Short Names When you select an item in this browser it will be uploaded automatically If an object with the same DOS Short name already exists you will be asked if you want to over write the file already on the server If you are asked if it is OK to over write the existing server object be sure that you know if it is indeed the same file To navigate through your organization s server for the desired file select the lt UP gt to previous level to view the previous folder this functions much in the same way as Windows allowing the user to search for files by moving up and down through collections of folders As soon as the file upload is finished the server will automatically create and index record for it and ask the user to enter a description of the object so it can be found later on by other users The description entered for this uploaded object will be called upon by the Key Word search function if a user decides to attach this objec
13. l well Cancel Delete Save exit Now you have arrived at the epicenter for all things regarding the documentation and maintenance of accident reports To view an existing accident report simply click the browse button to the right of record Number field and select from a list of existing records or enter the record number for the accident report you would like to view To create a new record hit enter while there is a blue highlighted NEW in the Number field This will automatically generate an accident record number for future reference You have now created a new accident record and can now begin to gather and enter data Go through this screen carefully making sure to document as much information as you can Remember that the more complete your records are the better equipped your organization will be to deal with any subsequent complications that may arise from this incident Don t forget to save all new entries and changes that you make to records Note If at any time you have a question regarding an individual data entry field such as Temp or Road and need guidance as to what the entry should consist of please use the online Help link in the top bar All screens associated with Accident Report are fully equipped with on line helps to assist the user as he or she encounters individual questions about specific fields and their functions Accident Report Links Utilizing Accident Report s Org
14. on History Where Used Date Time By Fie Item 07 01 09 12 20pm ericp AccidentReport 110 06 17 09 D4 42pm encp Detach Cancel OF As you can see the Note detail contains a Title a note Text area a History list and a Where Used list You are free to edit both the Title and the Note per se however the History and Where used are maintained automatically by the system The History tells you all of the people who have made changes to this note item The Where Used list shows all of the records that this note is attached to The Auto Alert check box allows you to flag notes that may be critically important This has the effect of automatically alerting all users that open this record for maintenance It is important to heed these auto alerts linking to NotesManager in order to check the content of the note Communication Tools Attachments The next form of Attachables is simply called Attachments These are basically Microsoft files The system currently supports uploading storing indexing and attaching objects with File Type extensions as listed below SORT ObjTypes 03 59 05pm 29 Jan 2009 PAGE 1 Obj Description Default MSOfficeOpen OpenOfficeOpen Type Obj Library AVI Video Clips ObjLibrary iexplore exe iexplore exe BAS uniVerse Basic Programs BMP Bit map images ObjLibrary paint exe sdraw exe DOC MS Word Documents ObjLibrary winword exe swriter e
15. t to another record at a later time and does not know the specific object number See sample screen below E ObjUpload Object Upload z Test letter for accident record 118 Cancel Journals and Ticklers The last type of Screen Driver Attachable is the Journal Tickler entry The link item for these is 10 JournalManager Just as with ItemNotes and Attachments the process begins with an index window See sample screen below B AccidentReport 114 Journal Tickler Click line to Edit Created Type Sts Due Description Future FE 4 Create a new Reminder Today so Log what just happened 01723203 T 0 0202 03 Confirm Insurance Company has active clam working and defer 01729203 d test i0120 el l This i another best As the name suggests Journal Tickler attachments are more Action oriented then the other Attachables There are two kinds of entries 1 the Journal or Log which allows you make notes as to some action which has already happened relative to the Item you have open for edit or 2 a Tickler entry which allows you to create a reminder to yourself or to someone else that at some future point in time something should happen In the first case you click the word NewLog and in the later case you click the word NewRem Entering a NewLog will produce a very simple screen These Log type entries become a part of our records relative
16. the Accident in question Note that there is no option to delete either Log type entries or Tickler type entries See sample Journal screen below Fy TkUni 139 Created 01 29 09 05 28pm pe Title Received notifcation from Atty for Driver of Yehicle 3 Memoranda Fer phone with Atty Dewey Cheetum representing Andrew Jackson driver of Yehcoile 3 that he ts willing to settle his claim for 5 000 If you click on NewRem to create a Tickler the entry screen is a little more involved In addition to the Title and Mission statement you will need to define the person User ID or Department who should be acting on this Tickler the Date and Time when they should be Tickled to take the action a specific Task they are to perform and lastly references or instructions which might be helpful to the addressee in the performance of the task As a general rule state the mission as a goal oriented objective There may be many Tasks taken toward reaching the goal You re immediate addressee may be frustrated at the first step Verify Receipt They may process the tickler on schedule and have to record Task Complete but mission Not Complete In this case the tickler will be rescheduled and perhaps re directed to different addressees As this sequence of goal oriented steps are taken the system will be keeping and documenting all of the efforts made See sample screen below
17. xe ITM uniVerse Dynamic Item JPG Digital Images ObjLibrary iexplore exe iexplore PDF Acrobat Document PDFLibrary AcroRd32 exe AcroRd32 RTF Rich Text File ObjLibrary wordpad exe Swriter exe TXT Simple text documents ObjLibrary winword exe Swriter exe XLS XL Spread sheets ObjLibrary excel exe scalc exe The access and manipulation of objects is very similar to that of Notes When an item is loaded for maintenance you can access it through the link Attachments An Object Index will appear similar to the one shown below FS AccidentReport 118 Objects Left Click to Open New for upload Attach fora new link or Right Click Object to Detach Object Created Type Object Library Description TED Attach TED 172 06 23 09 DOC MSTEST 1 D0C ObjLibrary In this example there is an item loaded for Maintenance Itis a DOC file type and named MSTEST The user has four options from this screen 1 left click the 152 to download view the object 2 left click NEW to upload index and attach an new object from your PC 3 left click Attach to associate an already server resident object to this item or 4 right click the 152 to detach it from this form The New object upload process starts by spawning a browse function against your PCs file system so you can select the DOS file you want to send attach See sample screen below FE WinExpSel G Norsework norsedocs docwork File Ed
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