OVERVIEW

The Rebook function allows you to create a new case by copying information and documents from the original case, simplifying the booking process. This article explains how Staff can rebook a case.

REBOOK A CASE

1. In the FR case list, click the three dots next to the selected case and choose Rebook This Case.

2. A confirmation popup will appear. Select Yes to proceed with rebooking.

3. A new File Review tab opens, displaying a success message at the top of the page.

OVERVIEW

This article covers how users can create a new File Review case.

File Reviews are for situations where the Booking Company/Case Manager is requesting a report but does not require the need for their Client to have an assessment with the specialist (enough information is provided in the paperwork/brief to write the report).

CREATE A FILE REVIEW BOOKING

1. Create a new File Review using any of the following areas:
   • Dashboard → Book a Service → File Review

• • Reporting Services → File Review → Add New Case

2. Fill in all required information for the new File Review case and select Create to save.
   • As default, once the File Review case is created, a confirmation email is sent to the Booking Case Manager. If required, you can untick the checkbox in section Booking Confirmation & Paperwork Status
   • Once created, the new case is added to the File Reviews database and given a new and unique Kawaconn Case ID.

DESIGNATE REPORT RECIPIENTS

1. Go to the Booking Company/Request Funding and CM section or the Final Report to CMs section.
2. Choose another Case Manager from the same Booking Company for:
   • Report Receiving Contact 1
   • Report Receiving Contact 2 (if applicable)
3. Click Save to store the information.

UPLOAD AND SEND FINAL REPORT TO CMs

Once the report is finalised, it is ready to be sent to the client.

1. Go to the Dictation & Report section.
2. Navigate to the Final Report to CMs sub-section
3. Under Report Fee Status, select if the report is to be charged or done without fee. If it’s a no-fee, state the reason in Clarification Reason to let other staff know.

4. There are two ways to share the Final Report in Kawaconn software:
   • Attached Final Report: The report is available for download, and you can use OpenAI to summarise the document.
   • Share Download Link: Provides a direct link to access the report.
5. Tick the applicable recipients to send the final report.

6. If the report needs amending, upload the amended version in Attached Amended Report.
7. Click Save at the bottom to save the progress.

TRACK PAPERWORK SUBMISSION TASKS

You can track cases that require paperwork uploads using the following options:

• • Option 1: Dashboard → FR Tasks → Click Upload Paperwork (only visible if a task exists) to open the Combined Task Search tab and view cases requiring paperwork uploads.

• • Option 2: Search Options → Combined Task Search → In the filters:
    • Select File Reviews in the Select Services filter
    • Select Upload Paperwork in the Select Task filter

• • Option 3: Go to Reporting Services → File Reviews (FR) → In the Select Task filter, choose Upload Paperwork → Click the Search icon to view the relevant cases.

UPLOAD CASE DOCUMENTS

1. Click on Paperwork Status
2. Choose the PIC from the dropdown list below PIC 3
3. Upload LOI and additional documents.

4. Enter the CM Requested Report Completion By (Non-Urgent) date.
5. Notify Paperwork Readiness: this section is used when you are not the PIC of this case. By ticking the Staff PIC box, you’re sending a notification to the responsible staff, asking them to take action.
6. Once everything is done, tick the boxes above and click Save to send the paperwork to the specialist automatically. The paperwork will not be sent unless the Send Paperwork box is ticked.

REQUEST URGENT REPORT COMPLETION

1. Tick Urgent Report Completion.
2. Select Urgency Status accordingly.
3. Click CM Requested Report Completion By from the drop-down list. The specialist will be advised to complete the report by this date.
4. Tick the boxes below accordingly.
5. Click Save to save the progress.

Once the specialist has reviewed or finalised the report, they can upload it directly to the platform (if they have access), or send it to staff via email for uploading.

1. Go to the File Review Detail
2. Navigate to the Dictation & Report → Reviewed/Completed Report From Specialist
3. Upload Reviewed/Completed Report.
4. Upload and Specialist Report Notes if changes or amendments are required.
5. Tick Staff PIC and/or Specialist under Send Reviewed/Completed Report Notice.
6. Click Save at the bottom to save the progress.

If Dictation Transcribing and Report Typing By is set to MLP, the dictation must be uploaded to the Kawaconn platform so the contractor can access it for transcription and draft the report.

Once you receive the dictation from the specialist—either via email or directly through the portal—upload the audio file promptly so the contractor can get started.

TRACK UPLOAD DICTATIONS TASKS

You can track cases that require dictation uploads using the following options:

• • Option 1: Go to Dashboard → FR Tasks → Click Upload Dictations (only visible if a task exists) to open the Combined Task Search tab showing cases that need dictation uploads.

• • Option 2: Search Options → Combined Task Search → In the filters:
    • Select File Reviews  in the Select Services filter
    • Select Collect Dictations in the Select Task filter

• • Option 3: Go to Reporting Services → File Reviews (FR) → In the Select Task filter, choose Collect Dictations → Click the Search icon to view the relevant cases.

UPLOAD DICTATIONS, TRANSCRIBE DICTATIONS

1. Go to the File Review Detail
2. Navigate to the Dictation & Report → Transcribing & Report Typing → Dictation Files from Specialist
3. Select the received date.
4. Select a suitable method to submit the dictation file:
   • Attached Audio Dictations – Upload a voice recording provided by the specialist, in which they verbally outline the key content of the medical report.
   • Share Download Link – Provide a direct link to access the dictation file if it is stored externally.
   • Attached Specialist Dictation Notes – Upload written notes about the report.
5. Tick Transcribe Dictations under Attached Audio Dictations if the audio is suitable for transcription.
6. Tick Send Dictation Receipt to send an email to confirm receipt of the dictation.
7. Click Save at the bottom to save the progress.

After the report is typed, the report draft is to be sent to the specialist for review.

TRACK UPLOAD REPORT DRAFT TASKS

You can track cases that require report draft uploads using the following options:

• • Option 1: Go to Dashboard → FR Tasks → Click Upload Report Drafts (only visible if a task exists) to open the Combined Task Search tab showing cases that need report uploads.

• • Option 2: Search Options → Combined Task Search → In the filters:
    • Select File Reviews  in the Select Services filter
    • Select Upload Report Drafts in the Select Task filter

• • Option 3: Go to Reporting Services → File Reviews (FR) → In the Select Task filter, choose Upload Report Drafts → Click the Search icon to view the relevant cases.

SEND REPORT DRAFT TO SPECIALIST

1. Go to the File Review Detail
2. Navigate to the Dictation & Report → Report Draft to Specialist
3. Upload the report to Attached Report Draft.
4. A confirmation box will appear, asking if you want to send the draft to the specialist.
   • Click Yes to proceed – the platform will automatically tick Report Draft Sent to Specialist and Specialist under Send Report Draft.
   • Click No, return if you’re unsure – these tick boxes will remain unticked. You can manually tick them later to send the draft to the specialist.
5. Click Save at the bottom to save the progress.

OVERVIEW

This section keeps a record of active and completed Action Notes. Action Notes are useful to keep track of additional/ad-hoc tasks to complete that are not present in the service’s workflow.

ADD NEW ACTION

1. Open the Add Action form using one of the following methods:
   • In the FR case list, click Add Action (if no actions exist), or click View Actions → Add New Action (if actions already exist)

• • Or, in the File Review Detail, go to the Action Required section and select Add Action Required

2. Fill in the Subject, Due Date, Notes, PIC (Person In Charge).
3. Tick Send Action Due Reminder if you want an automatic notification to send to PIC’s email, on the created date and due date. Otherwise, leave it unticked.
4. Click Save to store the action.

VIEW/ UPDATE AN ACTION

If an action can’t be completed for any reason, you can view and update the details to reflect the necessary changes.

Open the action using one of the following methods:

• • In the FR case list, click View Actions
  • Or, in the File Review Detail, go to the Action Required section and click the Action Subject you want to edit

Make any necessary changes, then click Save.

COMPLETE AN ACTION

1. Open the action
2. Click Action Completed
3. Click Save to store the action.

DELETE AN ACTION

You can delete an action if it is no longer needed, using one of the following methods:

• • Option 1: From the FR case list, click View Actions. Locate the action you want to remove, then click the Delete button
  • Option 2: In the File Review Detail, scroll to the Action Required section. Click the three dots in the action header, then select Delete

You’ll be asked to confirm the deletion.

This section shows whether the case is closed or not, for your update.

Update Cancellation Status

You are free to tick each box according to the case’s status.

• • None: default status. Tick this box when the case should be ongoing.
  • Cancelled (No Fee): Tick this box when the case is canceled and the CM is not charged.
  • Cancelled (Chargeable): Tick this box when the case is canceled and the CM must pay a certain fee.

Once either of the last two boxes is ticked, leave a brief comment in the Comments section so others can understand what’s going on.