A diary item is much like a task. Diaries are policy and claim related, while a task is system generated. A diary is an item you may create as a reminder / advisory for yourself or other users.
To create a diary item:
Access a client's policy or claim.
Once the appropriate screen displays, select Tasks / Add Diary Item.
Client Name, Policy Number, Description, Eff. & Exp. Dates, Added Date, Time, Claim Info and Loss Date: These fields default information from either the policy or claim. They are protected fields; no entries may be made.
Enter the following:
Task Type: Defaults to Policy or Claim Diary.
Milestone Type (Diary or Milestone): Milestones are a specific type of Diary item; these are used to manage workflow and each can have a Due Date and an Escalation Date. When Milestone is selected, users must then choose the "type" from the combo box that becomes enabled. In the Claims System, there is a Navigation bar on the left that includes "View Workplan;" this opens a Task List that shows Milestones only-or all of the milestones on the claim regardless to whom they are assigned.
Transfer To: Defaults to the logged on user name; select an alternate name from the combo box if assigning the item to another user.
Due Date: Enter the date on which the diary should begin appearing on the Tasks screen; entry format MM/DD/YYYY.
Escalation Date: This is the date the task is assigned to the supervisor.
Remarks: Enter any comments to display as a personal reminder to the indicated user.
Review Every: Selection places a check mark in the adjacent box and indicates that the diary item should be recurring.
Days: If this is a recurring diary, enter the number of days upon which the diary item is to be reviewed.
Urgent: Select the adjacent check box to indicate the Urgent status of the message, if applicable. If selected, the diary item appears in red on the Tasks screen.
Mandatory: Select to identify the mandatory diary / task as a required action that must be completed on the date specified (i.e., date indicated in the Due Date field). If this field contains a check mark, it is displayed on the Open Tasks screen. If the Urgent field is also selected, the Mandatory diary is displayed in red on the Tasks screen.
Select the Save button. The new diary item displays on the Tasks screen.
Note: A diary that recurs is also referred to as an interval diary.
Follow Steps 1-3 outlined above. Use the following instructions for completing the Days field in Step 3:
Days: Enter the number of days upon which the diary item is to be reviewed. For example, if the date on which the diary was entered is 12/01/2010 and it was set to recur for 5 days, the diary item would begin aging after 12/06/2010 and continue to display on the Tasks screen until manually deleted.
Select the Save button. The new diary item displays on the Tasks screen.
To edit a Diary:
Access the Tasks screen.
Double click on the diary record.
Make any necessary changes and choose the Save button to retain the changes.
The Tasks screen opens with the updated diary information displayed.
Note: Only users who have proper authority limits may delete a diary record.
Follow the steps below to delete a diary from the Tasks screen.
Access Tasks screen.
Verify the Display for Date Range field has the correct dates. If you change the dates, click Refresh to update the list.
Highlight the diary item to be deleted.
Select the "X" opposite the diary being deleted.
Answer Yes to the question: "Are you sure you want to delete this workflow?"