claims document and image system (cdis) supplier user guide · on image and image retention...

Insurance Corporation of British Columbia

Claims Document and

Image System (CDIS)

Supplier User Guide

Updated January 2011

Claims Document and Image System – Supplier User Guide

For Assistance, call MDTSC at 604-777-4600 or toll-free 1-877-777-4607 of 27

Table of Contents

Supplier User Guide ...................................................................................................................... 1 Claims Document and Image System - General Information ............................................... 3

Digital Images ............................................................................................................................ 3 Documents ................................................................................................................................ 3 Accessing the ICBC Claims Document and Image System ............................................... 4

Logging onto the ICBC Partners‟ Page (Express Repair Participants) ........................... 4 Logging onto the ICBC Partners‟ Page (Glass Express Participants) ............................. 7

Claims Document and Image System General Screen Functions ........................................ 9 Welcome Screen .................................................................................................................... 10 Claim Information Screen ...................................................................................................... 11 Adding Images ........................................................................................................................ 12 Resizing Images ....................................................................................................................... 15 Creating a Note on an Image from the Image Chooser Screen .................................... 16 Browsing Images ..................................................................................................................... 17 Reading a note ....................................................................................................................... 17

Image Viewer .............................................................................................................................. 18 Adjusting Brightness ................................................................................................................ 19 Zoom In and Out ..................................................................................................................... 20 Navigate to Next or Previous Images .................................................................................. 21 Printing an Image.................................................................................................................... 22 Creating a Note on an Image from the Image Viewer Screen ....................................... 23

Viewing Estimate Related Documents .................................................................................... 24 Printing from the Document Display Screen ....................................................................... 25

Retrieving Archived Images and Documents ........................................................................ 26 Retrieving Images ................................................................................................................... 26 Retrieving Documents (Express Repair Participants Only) ................................................ 27

Technical Assistance .................................................................................................................. 27



CLAIMS DOCUMENT AND IMAGE SYSTEM - GENERAL INFORMATION

The ICBC Claims Document and Image System (CDIS) is designed to provide ICBC

claims staff and c.a.r. shop VALET participants the ability to upload and view digital

images and view estimating documents related to specific claims. Glass Express

participants have the ability to upload and view images related to glass claims only.

Digital Images

c.a.r. shop VALET participants are required to take digital images of vehicle damage for

each Express Repair estimate completed on ICBC‟s behalf. Glass Express participants

are required to take digital images on all claims processed. For complete information

on image and image retention requirements, please reference the Express Repair

Program Guide or Glass Express Service Program Guide.

The Claims Document and Image System has an upload size limit of 110kb maximum

per image. As such, all digital camera images should be taken at a minimum setting of

640 x 480. The Claims Document and Image System will resize all images to the 640 X

480 size format, including those images taken at a higher and lower resolution than 640

x 480. However, resizing will slightly increase the upload process time.

Note: ICBC may request images be captured at the higher 1024 x 768 resolution. In

these circumstances, your ICBC Claims Office will provide instructions for image

transfers to ICBC.

Documents

c.a.r. shop VALET participants can view estimate and supplement reports via the CDIS

application. Estimates created using Audatex PenPro are viewable in a text format

whereas estimates created using Audatex Estimating are viewable as „PDF‟ files.



Accessing the ICBC Claims Document and Image System

The ICBC Claims Document and Image System application is accessed through the

Microsoft Internet Explorer web browser. Your browser must be properly configured to

access and use the Claims Document and Image System. For information regarding

software requirements please reference the „software requirements‟ information

available via the Express Repair Systems webpage, or Glass Express Systems webpage.

Once the browser has been launched and has connected to the Internet:

1. Enter the following URL into the browser address field:

http://www.partners.icbc.com/

2. Either click on the browser Go button or press the Enter key on your PC

keyboard:

This will direct your browser to the ICBC Partners‟ Page.

Logging onto the ICBC Partners’ Page (Express Repair Participants)

1. On the Material Damage Partners‟ Page, click on Express Repair Systems.



2. From the Express Repair Systems page, click the Claims Document and Image

System link listed on the left side of the screen.

Note: Only authorized facilities may access the ICBC Claims Document and Image

System.

3. After selecting the Claims Document and Image System, a ‘Security Alert‟ dialogue

box will appear. Click Yes to accept the Certificate and proceed.



4. To gain access to ICBC‟s secured network and connect to the ICBC Claims

Document and Image System:

a. Enter your Facility ID (User name) and Password.

b. Click the Login button.

If any information is entered incorrectly, an error message will appear prompting you to

re-enter your User Name and Password. You are permitted three attempts before you

are locked out of the system.

Note: If you are locked out of the system, you will be required to contact the ICBC Help

Desk at (604) 661-6234 or toll-free at 1-800-665-1517 to reset your password.



Logging onto the ICBC Partners’ Page (Glass Express Participants)

1. On the Material Damage Partners‟ Page, click on Glass Express Systems link in the

left menu.



2. From the Glass Express Systems page, click the Claims Document & Image System

link in the left menu.



CLAIMS DOCUMENT AND IMAGE SYSTEM GENERAL SCREEN FUNCTIONS

Each of the Claims Document and Image System screens display two common

features:

1. Entry Fields: Located on the left-hand side of the screen, these fields allow you to

enter a claim number and registration number combination to retrieve claim and

customer information.

2. Tool Bar: Located just below the entry fields are the Claims Document and Image

System left navigation tool bar buttons.

a. The Browse button allows you to browse stored images and documents.

Note: All Glass Express claim documents are viewed through the Glass Web

Express application only and not available on CDIS.

b. The Add Images button allows you to add images to be stored and/or

reviewed.



Welcome Screen

This screen allows you to retrieve claim information specific to the vehicle you wish to

upload or view digital images and documents for.

1. Enter the claim number and registration number in the appropriate fields.

2. Click the GO button. (Alternatively, use your tab key to tab to GO and press Enter.)

COMMON ERROR: If an invalid claim number or registration number is entered, the

following warning will appear: “The claim number and registration number do not

match.” Confirm you have the correct claim and registration number and re-enter into

the appropriate fields.

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Claim Information Screen

This screen displays:

1. Claim, policy and vehicle information related to the claim number and registration

number combination entered.

2. The Images tab where you can browse (view) existing images and/or add new

images.

3. The Documents tab where you can browse (view) estimate-related documents.

Glass claim documents can only be accessed through the Glass Web Express

application.

NOTE: The Images tab is bolded in blue and is the tab CDIS automatically defaults to

upon start up. If there are no stored images to display, a message appears: “This claim

has no images to display”. Similarly, on the Documents tab if there are no estimates

stored, a message appears: “This claim has no documents to display”.

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Adding Images

The Add Images screen allows you to add image files to the list for previewing prior to

uploading.

1. Click the Add Images button and the Image Chooser will appear.

2. Select the appropriate drive or device that contain(s) the digital image(s) you want

to save to CDIS.

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3. Select image(s) from the Available Images pane.

To select individual images single click each image. A red border around the image

indicates it is selected.

To select all of the images click the Select All button.

If you have selected images and decide not to save them, click the Deselect All

button or click an individual image to deselect it.

Alternatively, you can double click over an individual image to move it to the

Selected Images section. (Double click an image in the Selected Images to move it

back to the Available Images section.)

4. Click the Add button.

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5. To remove selected images, select each of the image(s) and click the Remove

button. If you want to remove all of the images in the Selected Images screen, click

the Remove All button.

6. Once you have selected the images for uploading to CDIS, click the Upload All

button.

7. Once you select Yes the images will be stored to the CDIS system with any attached

notes. (additional information on attaching notes to images can be found in the

„Creating a Note for an Image‟ section of this document) If a note was added, a

pop-up window confirming you want to save the changes will appear. Select the

appropriate option.



Resizing Images

The system will automatically resize images to the 640 X 480 format and a pop -up

window will appear advising that the images are being resized.



Creating a Note on an Image from the Image Chooser Screen

1. Click on an image.

2. Enter text in the Note field.

3. Click the Update button to save the note to the image.

Hint: Notes can also be added from the Image Viewer screen.

NOTE: Prior to upload a note may be edited, changed or deleted by selecting it again.

However, once an image with a note has been uploaded, the note cannot be edited,

changed or deleted. Ensure the note being entered is appropriate, applicable and

meets current ICBC Corporate guidelines and policies. Please remember that images

and associated notes are subject to the Freedom of Information Act.

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Browsing Images

When a claim is called up, CDIS will default to the Browse screen where you can:

1. View thumbnails of available images.

2. Determine if an image has a Note attached.

3. Determine if an image has the ICBC Only designation.

Reading a note

Positioning the mouse cursor over an image with a *Note

designation (below the image), will open a pop-up

window displaying the following information:

Who entered the note (ICBC or a Shop)

The date the note was created (ie: Sep 18, 2007)

The text of the note

ICBC Only Designation

Some images saved to CDIS are not related to the vehicle repair and viewing is

restricted to ICBC staff only due to Privacy Laws.

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IMAGE VIEWER

Clicking an image in the Browse screen will launch the Image Viewer window. This

window contains access to the following features:

Adjust the brightness

Zoom in and out

Navigate to the next or previous image stored on the claim

Print an image

Add a note to the image

Clicking on another thumbnail image before closing the Image Viewer will launch a

separate window. This allows more than one image to be viewed at a time. Similarly,

you can launch separate windows to view an estimate document and images side-by-

side.



Adjusting Brightness

1. Use the Slider Bar at the top of the Image Viewer screen to adjust the brightness as

required.

NOTE: Zoom or Brightness changes to the image will NOT print. They are only visible in

the Image Viewer screen.



Zoom In and Out

1. Click on the Zoom In and Zoom Out buttons or,

2. Position the mouse directly over the image; left click allows you to zoom in and right

click allows you to zoom out.

NOTE: Zoom or Brightness changes to the image will NOT print. They are only visible in

the Image Viewer screen.

Hint: When using a tablet pen the “right click” function (holding in the small button on

the pen while tapping the screen) may not always Zoom Out correctly. The Zoom Out

button below the image can be used as an alternative.

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Navigate to Next or Previous Images

1. Use the chevron buttons (<< >>) to navigate to the previous or next images.

NOTE: When you navigate to the first or last image on the CDIS browser screen the

appropriate chevron button will be disabled and will not loop back to the first or final

stored image.

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Printing an Image

1. Click the Print button to print an image from the Viewer screen.

NOTE: Zoom or Brightness changes to the image will NOT be applied during the Print

action. Changes are only visible in the Image Viewer screen.

2. Confirm the printer and

3. Click the Print button.

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Creating a Note on an Image from the Image Viewer Screen

NOTE: Notes are intended to communicate specific information related to the image.

Once a note has been saved it cannot be edited or changed. Ensure the note is

appropriate and meets ICBC corporate guidelines and policies. Notes on images are

subject to the Freedom of Information Act.

1. Click in the Notes box and enter text. Notes can be up to 240 character strokes.

2. Click the Update button and

3. Click Yes to save the note.

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VIEWING ESTIMATE RELATED DOCUMENTS

Estimates created using Audatex PenPro are viewable in a text format whereas

estimates created using Audatex Estimating are viewable as „PDF‟ files.

CDIS automatically defaults to the Image browser when launched. To view estimate

related documents:

1. Click the Documents tab.

2. Click on the desired document.

3. A Document Display Screen appears with the selected document loaded.

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Printing from the Document Display Screen

1. Use the scroll bar on the right to scroll to the bottom of the document.


3. Confirm the printer and


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RETRIEVING ARCHIVED IMAGES AND DOCUMENTS

All images and documents will be “archived” after 25 months from the storage date

(i.e. 26 months and older) however they can be retrieved within 24 hours. Any

documents or images recalled will remain in CDIS for an additional six months before

being archived again.

Retrieving Images

If any images have been archived, they will automatically be requested for retrieval

within 24 hours upon accessing the Browse screen. There will be a default image

indicating it has been archived.

Note: Some images may still be available as only those images 26 months or older will

be archived.



Retrieving Documents (Express Repair Participants Only)

Selecting an archived document will display a warning message:

This document will be retrieved from archive within 24 hours. Please click on ALL

documents that you require to be retrieved from archive.

TECHNICAL ASSISTANCE

Technical assistance for the Claims Document and Image System can be directed

to the Material Damage Technical Service Centre (MDTSC) by dialling 604-777-4600

or toll-free 1-877-777-4607.

Hours of Operation

Monday to Friday: 7:00am to 6:00pm

Saturdays and Sundays: Contact the ICBC Help Desk at 604-661-6234 or toll-free at

1-800-665-1517.