Step 1 – First notice of loss (FNOL)

Step 1 – FNOL

The first step of the claim lifecycle is to complete the first notice of loss (FNOL). There are four ways to initiate the FNOL from within the Agent or Provider Administrator portals.

  • From the Provider Administrator portal:
    • You can initiate the FNOL from the Claims module.
    • You can initiate the FNOL from the Policies module.
  • From the Agent portal:
    • You can initiate the FNOL from the Claims module.
    • You can initiate the FNOL from the Policies module.

To complete the FNOL, move to one of these tabs:

  • Step 1A – Complete FNOL in Provider Administrator portal
  • Step 1B – Complete FNOL in Agent portal.

FNOL – Provider Administrator portal

As mentioned above, in the Provider Administrator portal, you can initiate the FNOL from both the Claims and Policies modules.

Claims module

To initiate the FNOL from the Claims module, select Claims from the BriteCore menu and:

  1. On the Claims List screen, select the New Claim button.
  2. In the New Claim dialog box, choose one of the following:
    1. Use System Generated ID
    2. Manually Create an ID

      Note: If the manual ID you create contains more than one section, separate the sections with a dash or underscore. The system won’t recognize an ID that includes spaces.

      Figure 1: View of the New Claim dialog box.
  3. Select Done when you’re finished.

Note: At this point, the new claim’s status is Uncommitted.

To complete the FNOL, access the Step 1A – Complete FNOL in Provider Administrator portal tab. 

Policies module

When initiating the FNOL from the Policies module, remember that you can file claims only on in-force policies.

To initiate the FNOL from the Policies module, select Policies from the BriteCore menu and:

  1. Search for the policy that the claim will be filed on by typing the policy information in the Search for a Policy box and selecting Search. Policy information can include the Policy ID, the Named Insured, or the Policy Type.
    Figure 2: Search criteria typed into the Search for a Policy box and the generated search results
  2. Select the correct policy from the generated search list. When you select a policy, BriteCore will direct you to the Revisions screen of the policy.
    Figure 3: View of the Revisions screen of the policy and the File a Claim icon.
  3. In the header of the Revisions screen, navigate to and select the File a Claim icon. The Confirm pop-up window will open stating: You’re about to file a claim on this policy. Do you wish to proceed?. Select OK to file the claim. BriteCore will direct you to the header of the new claim, and will automatically pull in the Policy ID and named insured.
    Figure 4: View of the header of the new claim with the Policy ID and named insured automatically populated.

To complete the FNOL, access the Step 1A – Complete FNOL in Provider Administrator portal tab. 

Agent portal – first notice of loss

As mentioned above, in the Agent portal, you can initiate the FNOL from both the Claims and Policies modules.

Claims module

To initiate the FNOL from the Claims module, select Claims from the BriteCore menu and:

  1. On the Claims screen, select the New Claim button.

You will be directed to the File a Claim screen. To complete the FNOL, access the Step 1B – Complete FNOL in Agent portal tab. 

Policies module

When initiating a FNOL from the Policies module, remember that you can file claims only on in-force policies.

To initiate the FNOL from the Policies module, select Policies from the BriteCore menu and:

  1. Search for a policy that the claim will be filed on, by typing the policy information in the Search for a Policy box and selecting Search. Policy information can include the Policy ID, Named Insured, or Policy Type.
    Figure 5: Search criteria typed into the Search for a Policy box and the generated search results.
  2. Select the correct policy from the generated search list. When you select a policy, BriteCore will direct you to the Accounts Receivable screen of the policy.
  3. Select Policy Setup.
    Figure 6: View of the policy header on the Policy Setup screen with the File a Claim icon.
  4. In the policy header, navigate to and select the File a Claim icon. A Confirm pop-up window will open stating, Filing a claim will open a new page. Are you sure you want to leave this page and file a new Claim?. Select Yes to file a new claim.
  5. BriteCore will direct you to the File a Claim screen, and the policy information will already be pulled in to complete the Policy Number, Policy Status, Term Effective Date, Term Expiration Date, Insureds, and Agency fields.
    Figure 7: View of the File a Claim screen with the policy information automatically populated.

To complete the FNOL, access the Step 1B – Complete FNOL in Agent portal tab. 

Step 1A – Complete FNOL in Provider Administrator portal
Figure 1: View of the claim file header.

After you initiate the FNOL from the Claims or Policies modules, you can complete the FNOL. To complete the FNOL:

  1. In the claim file header, select the Edit button under Policy ID. The Policies dialog box will open.

    Note: If you initiated the FNOL from the Policies module, BriteCore automatically pulls in the policy information to this section. Move to step 3.

    Figure 2: The Policies dialog box.
  2. To locate the policy that the claim will be filed on, type the policy information in the Search box, such as Policy ID, Named Insured, or Policy Type, then select Go. Select the correct policy from the generated search list. When you select a policy, you will automatically return to the claim header.

    Note: If you don’t know the policy information, you can select Go with a blank Search box. This will return all policies.

  3. Select Edit beneath Loss Date. The Loss Date dialog box will open.

    Note: You must set a valid Loss Date for a claim to change the claim’s status to Open.

  4. Use the Date boxes to type the date of the loss using the MM/DD/YYYY format. Use the Time boxes to type the time of the loss using the HH/MM format. Select the AM or PM radio buttons. When you’re finished, select Done to save the information and return to the claim header.

    Note: Depending on the advanced setting, allow-cat-auto-assign and the date and time entered, a Confirm pop-up window may open listing the possible catastrophe(s) that can apply to the claim.

    Figure 3: The Confirm pop-up window.

    Select Yes or No. BriteCore will return you to the header.

  5. Select Edit under Loss Cause. The Loss Cause dialog box will open.
    Figure 4: The Loss Cause dialog box displaying selected perils in the Loss Cause section.
  6. In the Perils section, select perils to add to the loss by typing the peril type in the Search box and selecting Go. You can also select directly from the list of perils. When you select a peril, BriteCore automatically moves the peril to the Loss Cause section. When you’re finished, select Done to save the information and return to the claim header.

    Note: If you select a peril by accident, use the red X to remove the peril from the Loss Cause list.

  7. To add system tags, select Edit next to System Tags. The Edit System Tags dialog box will open.
  8. Select system tags from the list. When you’re finished, select Done to save the information and return to the claim header.
  9. In the Description box, type a detailed description and summary of the loss.
  10. Depending on the advanced setting, fnol-like-claim-submission, a Submit button may appear in the claim header beneath Status. Select the Submit button to submit the claim. If the Submit button isn’t displayed, move to the next workflow.

Additional information

Step 1B – Complete FNOL in Agent portal

After you initiate the FNOL from the Claims or Policies modules, you can complete the FNOL. Complete the following sections to complete the FNOL.

Policy Information

Figure 1: The Policy Search box.
  1. In the Policy Search box, you can type policy information to locate the policy that the claim will be filed on. As you type, a list of policies that match your search criteria will populate beneath the Policy Search box. The Policy Search box will search by the following:
    • By default, it will search by Policy ID, Named Insured(s), Agent(s), Policy Type, Effective Date, and Expiration Date.
    • When you select the Search by Address checkbox, BriteCore will search by Address, Address City, Address Zip, and Policy Number.

      Note: If you initiated the FNOL from the Policies module, BriteCore automatically pulls in the policy information to this section. Move to step 3.

  2. Select the correct policy from the generated search results. Once you select the policy, BriteCore automatically populates the Policy Number, Policy Status, Term Effective Date, Term Expiration Date, Insureds, and Agency fields with information from the selected policy.

Contacts

Figure 2: The Contacts section.
  1. In the Contacts section, you can add claimants. To add Claimants, select the green icon. The Add New Claimant dialog box will open. See Complete Add New Claimant dialog box for an individual or Complete Add New Claimant dialog box for an organization for more information.

Claim Information

Figure 3: The Claim Information section.
  1. Under Claim Information in the Loss Date box, type the date of loss using the MM/DD/YYYY format or use the date picker to select the date.
  2. In the Loss Time box, type the time of loss using the HH:MM format and select the a.m. or p.m. radio button.

    Note: When you select the date and time of loss, BriteCore will search for any claims filed on the same policy from one day before the entered loss date to one day after the entered loss date. If claims are identified, the Potential Duplicate Claim dialog box will open and display possible duplicate claims. See Potential Duplicate Claim workflow.

  3. Depending on the advanced setting add-catastrophe-from-fnol, and the date and time entered, a Catastrophe section can populate beneath the Loss Date and Loss Time sections. Select Yes to indicate the loss is due to the catastrophe. Select No to indicate the loss isn’t due to the catastrophe. If this section doesn’t populate, move to step 4.
    Figure 4: The Catastrophe section populates after completing the Loss Date and Loss Time fields.
  4. From the Property dropdown list, select the property on which the loss occurred.
  5. From the Loss Cause(s) dropdown list, select the cause or causes of loss.
  6. Depending on the advanced setting coverage-items-field-visible, the Coverage Items dropdown can appear. From the Coverage Item(s) dropdown list, select the coverage the claim is being filed against. This is an optional field.
  7. In the Loss Description/Remarks box, provide a detailed summary of the loss that occurred.
  8. In the Additional Information box, provide any additional information that is pertinent to the claim. For example, if there is more than one insured listed, you can identify a primary contact or point of contact (POC) for the claim by identifying the POC’s name and contact information.
  9. In the Police/Fire Dept. to Which Reported box, type the name of the police or fire department the loss was reported to, if applicable.

Photos

Figure 5: The Photos section.
  1. Depending on the advanced setting enable-upload-photos-fnol, the Photos section can appear. Select the Upload Photos button if you want to add photos. The Upload Photos dialog box will open.
  2. Drag and drop the files you want to upload or select in the photo box to upload files from your computer.
  3. When you’re finished, select Save. If this section isn’t displayed, move to Reports.

Reports

Figure 6: The Reports section.
  1. Depending on the advanced setting enable-upload-documents-fnol, the Reports section can appear. Select the Upload Reports button if you want to add reports. The Upload Reports dialog box will open.
  2. Drag and drop the files you want to upload or select the photo box to upload files from your computer.
  3. When you’re finished, select Save. If this section isn’t displayed, move to Submission Information.

Submission Information

Figure 7: The Submission Information section.
  1. Navigate to the Submission Information section at the bottom of the screen.
  2. Select in the Reported By box, and a dropdown list of names will appear. Select the name of the individual reporting the claim.
  3. In the Reported To box, type the name of the individual the claim is being reported to.
  4. Select the Submit Claim button.