Taskbill Integration Requirements for
Tabs3 and Examen

This document provides technical information about how to set up Tabs3 in order to facilitate the export of information to the format required by Examen. Please review this document carefully before attempting to export data for Examen.

Task Based Billing

Some insurance companies using the Examen format may require the use of Task Based Billing Codes when entering Work-In-Process while other insurance companies using the Examen format may not. If the insurance company does require the use of Task Based Billing Codes, the Task Based Billing Client check box must be selected in Tabs3 for all of that company’s matters. This option is found on the Setup tab in the client data entry program in Tabs3. Selecting this option will force you to enter task codes instead of transaction codes when entering Work-in-Process for the company’s matters.

Firm Information

The firm name, firm address, city/state/zip, phone number, fax number and tax ID number must be set up in the System Configuration program. The city/state/zip line must use the 2-character state postal abbreviation and there must be at least one space between the city, state and zip code.

Note: The city/state/zip may be entered on any of the 3 address lines as long as it is the last address line used.

Special Fields

There are several fields required for Examen that are not in Tabs3. The fields are the Client Project, Claim Number, Client Matter Type, EFT Agreement Number, Resubmit Date, and five fields labeled Custom 1 - 5. During configuration, you are given the choice of where to store these fields in the Tabs3 client file. The following table includes a list of available locations. If you are not required to provide information for a field, select the option "field not used" when configuring TASKBILL to export information for Examen. You will have to make sure to set up all of your matters for Examen the same way so none of the fields are missing in the electronic data file for any individual matters.

Note: Although you can use any of the following locations to store the special fields, we recommend you use Custom Fields for all of the special fields. However, if you configured clients prior to Version 11 (when Custom Fields were not available), it is not necessary to change all of the matters to use Custom Fields to store the information.

Field Location Client File Location
Custom Fields Lines 1-50 Custom Fields tab
Miscellaneous Lines 1-3 Custom Fields tab
Beginning Statement Notes Lines 1-4 Statement Options tab
Ending Statement Notes Lines 1-4 Statement Options tab
Client Notes Lines 1-150 Client Notes tab
Billing Notes and Instructions Lines 1-150 Billing Preferences tab

Other Fields

There are some other fields that you need to make sure have been set up in Tabs3 to ensure the correct information is exported for Examen. The Tabs3 Client Name, City & State, Contact Name and Work Description must correspond to Examen’s Client Name, Claim Office Location, Client Contact, and Matter Name.

Tabs3 Field Examen’s Information
Client Name Client Name
City and State Claim Office Location
Contact Name Client Contact
Work Description Matter Name

 

Flat Fees

If any of the Examen matters are flat fee matters, make sure to set them up as flat fee matters in Tabs3. This is accomplished by selecting a Billing Rate Code of "0 - Flat Fee Amount" and entering the flat fee amount in the Flat Amount field. Both of these fields are found on the Rates tab in the client data entry program in Tabs3.

Standard Flat Fee Billing Method

Generally, Tabs3 flat fee matters are billed in the following manner:

  1. The matter is set up as a flat fee matter as described in the "Flat Fees" section above.
  2. All the fees are entered into Work-In-Process until the matter is completed.
  3. The Adjust Flat Fee Clients program is run. At this time, all the billable fee amounts are adjusted to match the flat fee amount.
  4. A final statement is run and the matter is updated.
  5. The TASKBILL program is run for the matter. The electronic file generated by the TASKBILL program is sent to Examen for processing.

    6. Alternate Flat Fee Billing Methods

    There may be instances when the insurance company wants to see several "interim" statements before the "last" statement is run. This can be a problem since TASKBILL can only process actual billed transactions that have been updated in Tabs3. Running "Info Only" statements as described in the Tabs3 Online Help for flat fee matters will not work. Following are two billing methods to handle multiple flat fee statements:

    Method 1: This method illustrates running several "temporary" statements (each for a different date range), running the TASKBILL program, and then immediately undoing the statement. Later when all the work is completed for the matter, the "real" statement is updated.

  6. The matter is set up as a flat fee matter as described previously in the "Flat Fees" section.
  7. Fees are entered into Work-In-Process as usual until the cut-off date for the interim statement is reached.
  8. The Adjust Flat Fee Clients program is not run during any of the interim statements. This program is run only for the last statement.
  9. A final statement is run (with beginning and ending dates that match the date ranges for the interim statement) and the statement is updated.
  10. The TASKBILL program is run for the matter. The electronic file generated by the TASKBILL program is sent to Examen for processing.
  11. The Undo Updated Statements program is run for the statement that was updated in Step 4.
  12. Steps 1-6 are repeated for each interim statement. When the last statement is processed, the Adjust Flat Fee Clients program is run on Step 3 and the Undo Updated Statements program is not run on Step 6.

    13. Note: One advantage to billing flat fee matters this way is that timekeeper productivity totals would correctly reflect the work done after the last statement has been run.

    Method 2: This method illustrates running several statements with smaller flat fee amounts which will add up to the total flat fee amount.

  13. The matter is set up as a flat fee matter as described previously in the "Flat Fees" section except a smaller percentage of the flat fee amount is used instead of the whole flat fee amount.
  14. Fees are entered into Work-In-Process until the cut-off date for the interim statement is reached.
  15. The Adjust Flat Fee Clients program is run. At this time, all the billable fee amounts are adjusted to match the partial flat fee amount.
  16. A final statement is run and the matter is updated.
  17. The TASKBILL program is run for the matter. The electronic file generated by the TASKBILL program is sent to Examen for processing.
  18. Repeat Steps 1-5 until the last statement is run with the remaining percentage of the flat fee amount.

Note: There are several disadvantages to billing this way. It may be difficult to judge appropriate flat fee percentage amounts to use on each statement if it is unknown how long the matter will be open. Also, the client may be expecting a single bill with the total amount due since the matter is a flat fee matter. In addition, timekeeper productivity totals may be incorrectly skewed as a result of running multiple partial flat fee statements.

 

2003/08