Tracking Cases

320.8 - Tracking Cases (Rev. 4380, Issued: 08-30-19, Effective: 07-08-19, Implementation: 10- 01-19) Contractors shall track all incoming requests for case files from the QICs. The contractor shall keep a record of the date of the request, the format of the request (e.g., telephone, emails, electronic) the date the case file was forwarded to the QIC, and the means of forwarding (e.g. Fed Ex Same Day, Fed Ex overnight, UPS 2 day). If a courier service is used, the contractor shall utilize the courier service’s tracking mechanism to keep a record of the date of receipt at the QIC. Contractors shall track all misfiled reconsideration requests to ensure receipt at the proper QIC. The QIC will send the MAC or DME MAC an acknowledgement of receipt of any misfiled requests. Contractors shall keep a record of the date of receipt of the misfiled request, the date it was forwarded to the QIC, the means of forwarding, and the date of the QIC’s acknowledgement. Contractors shall track all requests from the QIC for effectuation. The contractor shall make a record of the date of receipt of the QIC’s request for effectuation and confirm receipt of the effectuation notice with the QIC. The contractor shall also track the date of effectuation (i.e., issue payment).