Please utilize and implement the steps within this procedure to ensure the most efficient turn around in the event of trailer damage.  These steps will provide a guideline as to what will need to be followed in order to keep our equipment, drivers and the public safe from liabilities that may arise from running non-road worthy equipment.

 

Dispatch

–Dispatch or the individual who is first made aware of trailer damages; it is crucial that the following information is entered into the McLeod software system under the Units comment tab.

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1.) Check in McLeod under the Trailer section to see if there is recorded damage.

2.) If there is recorded damage that matches what the Driver is reporting and it has been road worthy then the Driver may proceed with the trailer.

3.) If there is not a record or photos in McLeod then the Driver must take photos of the damage and send them immediately to Dispatch.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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 4.) The Dispatcher will add the Units photos of damage as well as Unit location into the comment tab.

5.( Next, the individual will email the Claims Department as well as the Shop, the following information:

A. Date and time of incident

B. Who reported the incident and the statement of that individual?

C. Location damages occurred

D. Customer involved with the Unit

F. Any other parties involved

G. Was the unit being picked up or dropped?

H. Who previously dropped the unit? If the Driver does not know then Dispatch can check this out.

I.  A written detailed description of damages to the Unit. Also, if you are unable to receive detailed photos, please mark X’s on the diagram within the attachment to better assist with damage location. (refer to the following example)

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6.) Once this information has been provided, please await disposition from the Shop as to whether the unit must be serviced or is deemed road worthy.

7.) Never load equipment that has not been deemed road worthy once damages have been reported.

  

 Shop and Maintenance:

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–Shop/Maintenance will advise Dispatch whether the Unit must be placed inactive for repairs, or whether Unit is road worthy and able to be loaded. 

–In the case where the Unit must be repaired, the Shop will place the Unit inactive (unless Unit is currently under dispatch, in which case a note will be made into the comment section and Dispatch will be notified not to re-load Unit)

–The Shop will determine where the Unit must be taken for repairs, at which time; Dispatch will be notified where the Unit will be moved to. (And a comment will be added into McLeod)

–If the Unit is deemed non-road worthy on site, an estimator will be sent out and the Unit will be towed to a repair facility.  At which time the Shop will have an estimate made out and determine whether the Unit will be serviced at that time, or brought back to the Fast Repair terminal for repairs. (The Shop will add the estimate in the McLeod comment section)

–In instances where the Unit will be serviced outside of the Fast Repair terminal, the Shop will pay for the bill and make the Claims department aware that repairs have been made and the incident may be closed.

 

Claims Process

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In the event that an insurance claim must be filed, the Claims Department will need to obtain all estimates and bills paid depending on the severity of the damage or if the estimated repair of damages amounts to anything over $3000, the claims department will then file a physical damage claim to be reimbursed for the damages to the Unit.

 

Deductions/Reimbursements

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–In instances where the driver has caused damages to the Unit, the Driver Settlement department will be notified of the incident and the driver will be charged the $1000 deductible due to damages at the time of occurrence. 

–When damages have occurred on a Customers lot and the Customer is at fault for Unit damages, the Customer’s account manager in the Sales Department will contact the Customer and forward all information to the Claims Department to file a claim directly with them to be reimbursed for the damages that occurred while in their care.

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