Taking a printed estimate and re-keying it into the same estimating system, replicating owner information, vehicle identification and every damage item, may seem like a waste of time.
It is. And it isn't necessary any longer, either.
This is the third article in a series to show each information provider's solution to this re-keying problem.
First, let's review the history. The Collision Industry Conference (CIC) Electronic Communication Committee released its study findings in June 2004. Collision repair businesses that responded to a survey indicated that they averaged 21 minutes re-keying estimate data when the estimate printout was from the same computer estimating system. They averaged 33 minutes re-keying an estimate originally produced on a different estimating system.
They also indicated that re-keying is needed for 28 percent of their estimates. Assuming approximately 9 million estimates per year, 2.5 million estimates are re-keyed every year. Using the lower end of re-keying time and a salary expense of $20 per hour, the resulting cost to the industry is at least $17.6 million. Subsequent committee sessions at CIC meetings held panel discussions about re-keying with representation from repairers, insurance companies and each information provider. As the issue progressed, discussion turned from defining the problem to explaining solutions.
Tom Fleming, vice president of industry relations for Mitchell International, was on the panel during those discussions. "CIC provided a good forum to focus on the problem and hear from both sides so we could work toward a solution," states Fleming. "One of the biggest issues we face today is the acceptance of re-key solutions by all partners in the industry. Mitchell has offered re-key solutions to the industry for over five years and has continued to work towards offering the complete solution the industry is looking for."
The re-key solution that Fleming mentions is a "thumb-drive method." Using portable media devices, estimators or shops can quickly and easily copy the Mitchell estimate from one computer to another. They also can send an estimate as an e-mail attachment to be imported into another UltraMate system. In 2002 Mitchell was the first to deliver this solution as a standard feature in UltraMate. It's fast, easy and there are no additional fees involved, Fleming says.
"We're very proud to have been the first to offer our customers some relief from manual data re-entry and look forward to offering enhanced download capabilities in the future," says Jesse Herrera, senior vice president of product management. "With industry associations raising awareness around the issue, we hope the industry at large will begin to take the next steps in embracing the latest in re-key solutions.
"The concerns frequently raised surround data security; however, with advancements in technology, the estimate download solutions Mitchell offers today address these data security concerns and eventually will become more widely adopted."
Mitchell has developed and implemented a system that enables shops to download insurance-originated estimates and is being offered to UltraMate Premier Suite subscribers. Using information already on an estimate printout, the estimate data can be retrieved electronically and downloaded directly into an UltraMate Premier Suite system without re-keying.
Insurance companies must first grant permission for their estimates to be downloaded. They can choose between allowing any shop with UltraMate to download estimates, or allowing only their program shops to download estimates. If granted permission, the shop pays a nominal setup fee and may start downloading estimates with just a few simple steps.
Requesting an estimate download is easy. A shop selects "Retrieve Estimate," enters the "retrieval number" from the estimate, selects the insurance carrier and hits "Retrieve." The estimate is downloaded directly into their UltraMate Premier Suite system, allowing them to open the estimate, generate a parts order or send it to their management system. This saves valuable time and eliminates typing errors because there's no re-keying.
"We have been using Mitchell's electronic download method for quite a while now and not only is it incredibly easy to use, it has saved our staff at least 20 hours a week by not having to re-key the information," says Luis Velez of Styler's Collision Repair. "We hope other carriers start to embrace this download method as well because in the end, it allows us to be a better partner and focus more of our time on our shared customer."
"This is the first step beyond the thumb-drive method in improving the transfer of information between partners and eliminating unnecessary re-keying of information," adds Herrera. "As a solutions provider, Mitchell is here to provide the tools to resolve these issues, but we cannot dictate what is used or accepted by industry partners. What we can do is listen to the market and ensure we are ready to deliver the tools and solutions the market needs when that next step of acceptance takes place."
That next step, according to Mitchell, is the ability to not only download estimates directly into a shop or insurance company's estimating system, but also upload corrections and supplements.
"We look forward to continuing to work with the CIC to move this issue forward and ensure what we offer today and in the future meets the needs of the market," says Fleming. "I'm happy we have the opportunity to be involved and be a part of implementing changes that can greatly improve the industry."
In summary, all three major information providers have worked to eliminate the need to re-key a printed estimate back into the same system. Their solutions are now available. More insurance companies are allowing downloads as more shops are requesting and using this feature.
Check with your information provider to get started. Downloading estimates electronically instead of re-keying them saves time and money.
