Tracking claim progress

How to Track Your Claims

OtterClaims provides multiple ways to monitor your claim status and receive updates throughout the approval process.

Viewing Claim Status

Dashboard Overview

Your main dashboard shows:

• Total number of claims by status
• Recently submitted claims
• Claims requiring action
• Status distribution chart

Claims List View

Access the full claims list from the sidebar:

• View all claims in a sortable table
• Filter by status, date, or provider
• Search by claim number, VIN, or customer name
• Click any claim to view full details

Understanding Status Updates

Status Meanings

Claim Timeline

Viewing the Timeline

Every claim has a detailed timeline showing:

• When the claim was submitted
• All status changes with timestamps
• Messages sent and received
• Documents uploaded
• Actions taken by you and the provider

Accessing the Timeline

1. Open any claim from your claims list
2. Click the "Timeline" tab
3. Scroll through chronological events
4. Click any event for more details

Notifications and Alerts

Email Notifications

You'll receive emails when:

• Your claim status changes
• A provider sends you a message
• Additional information is requested
• Your claim is approved or denied
• Payment is processed

In-App Notifications

Check the bell icon in the top right for:

• Real-time status updates
• New messages
• Action items requiring attention
• System announcements

Notification Settings

Customize your notifications:

1. Click your profile in the top right
2. Select "Settings"
3. Go to "Notifications"
4. Choose which notifications to receive
5. Set email frequency preferences

Monitoring Multiple Claims

Filters and Sorting

Efficiently manage many claims:

• Status Filter: View only claims in specific statuses
• Date Range: Filter by submission or update date
• Provider Filter: See claims for specific contract providers
• Priority Sort: Sort by urgency level

Saved Filters

Create custom views:

• Set your preferred filters
• Save the view with a custom name
• Quick-access saved filters from the dropdown

Taking Action on Claims

When More Info is Needed

If a claim shows "More Info Needed":

1. Click the claim to open details
2. Check the Messages tab for specific requests
3. Upload additional documents if required
4. Reply to the provider's message
5. The status will update once you've responded

After Approval

When a claim is approved:

1. Review approval details and any conditions
2. Update status to "In Progress" when you start repairs
3. Upload photos of repairs in progress (optional)
4. Change to "Completed" when work is finished
5. Submit final invoice if required

Reporting and Analytics

Claim Reports

Generate reports to track:

• Average approval time by provider
• Approval rates
• Total claim value processed
• Common denial reasons

Performance Metrics

Monitor your facility's performance:

• Turnaround time from submission to approval
• Percentage of first-time approvals
• Revenue by provider or time period
• Claims requiring additional information

Best Practices

Getting Help

If you have questions about claim status:

• Use the Messages tab to contact the provider directly
• Check the claim notes for any provider comments
• Contact OtterClaims support if you need assistance