CASE MANAGERS: Managing 3rd party cost approval (where someone else is paying)
by Giles Thompson
Often case managers require a third party such as a solicitor, who is funding an assessment or ongoing intervention, to approve our terms and conditions of business. This can be a drawn out process of 2-step communications and paperwork going back and forth.
We received feedback on this issue from a number of our case manager customers who have asked if there is a more efficient solution we may be able to build into our systems and processes to streamline these tri-party agreements. In response we have now launched an alternative online referral process that automates the communication, approval process and paperwork - each step of the way ensuring clarity and transparency for both the referrer and the funding party approving the quote and terms.
All the referrer needs to do is provide us with details of the responsible 3rd party and we take care of the rest, including ensuring the appropriate notifications and paperwork is generated and delivered to the right person.
Here is a brief summary of the process:
STEP 1: Enquiry
When the referrer contacts us with an enquiry they let us know someone else needs to approve the terms and will be paying our invoices. They will need to provide their: Full name, Company, Email address, Phone number, Invoicing address.
STEP 2: Quote
We then prepare a quote which is emailed to the referrer for initial approval. At this stage nothing is sent to the 3rd party approver/funder.
STEP 3: Referral
The referrer must first approve the quote and complete the referral details before we contact the 3rd party for their approval, using our simple online referral system. The online referral process for 3rd party approvals still allows the referrer to review and pre-agree the costs/terms we will be asking the 3rd party to approve and take responsibility for. Once the referral is submitted an email is immediately sent to the 3rd party approver for their review and approval.
STEP 4: Approval by 3rd party
In the email, the 3rd party approver will have a link to click on that takes them to the online approval page. Here they see instructions from the referrer including the full quote details, invoicing details and T&Cs. On completion a PDF approval document is generated and sent to the 3rd party, which we can also share with the referrer if required.
If you would like to find out more about how we can activate our 3rd party referral system for your organisation please get in touch with Chris or Victoria on 0330 024 9910 (option 4).
