Claims Procedures
These notes are intended as a guide to the basic steps which should be taken when submitting insurance claims.
The following general points must be borne in mind:
1. In all Insurance Policies, there are conditions which must be adhered to before a claim can be admitted. The Policy Documents contain all the conditions. Please consult Bishops for any interpretation of cover.
2. Advise claims or potential claims promptly to Bishops
3. Never admit Liability where Third parties are involved.
4. It is essential that all questions on the claim form be answered and that any supplementary information be rendered at the same time. If any difficulties are encountered, the assistance of Bishops should be sought.
5. It is the responsibility of the Insured to take all reasonable precautions to prevent and/or minimize their loss.
6. Report any motor accident, injury or Theft claim to the Police as soon as possible and obtain a case number.
MOTOR CLAIMS
WHAT TO DO IF YOU HAVE A MOTOR ACCIDENT:
A. LEGAL REQUIREMENTS:
1. If anyone is killed or injured, the vehicle should not be removed until authorised by the Police unless there is complete obstruction of a public road, when the position of the vehicle must be clearly marked on the road and may be moved sufficiently to allow the passage of traffic.
2. Otherwise the vehicle can be moved provided the position in which it came to rest is marked.
3. If required to do so by anyone having reasonable grounds for so requiring, the driver shall give his name and address and in all cases similar details of the owner and the registration details of the vehicle.
4. If the information in No. 3 above is not given to a Police Officer at the scene of the accident, the accident must be reported to the police within 24 hours, unless the driver is incapable of doing so as a result of injuries sustained in the accident.
5. The driver shall not except on the instructions of, or when administered by a Medical Practitioner in the case of injury or shock take any intoxicating liquor or drugs having a narcotic affect unless he has complied with No. 1 or No. 4 above and has been examined by a Medical Practitioner, if such examination is required by a Police officer.
B. INSURANCE PROCEDURE
1. Do NOT admit or accept guilt or liability
2. If any Third Party is involved, advise Bishops.
3. Record the following details of other vehicle/s involved:
a. Make and registration number
b. Name and address of driver and owner
c. Nature of damage to vehicle
d. Name of insurer of other vehicle
4. Record place of accident and make a sketch showing tracks of vehicle and point of impact.
5. Obtain names and addresses and telephone number of any witnesses including passengers in your vehicle.
6. Record names and addresses of anyone injured, nature and extent of injuries and where referred to for treatment.
7 If your vehicle cannot be driven, arrange for it to be towed in. Contact Bishops for assistance
8. Advise Bishops telephonically of the quotations so that we can have damages assessed and arrange for repairs to be authorised.
NB Under no circumstances are any repairs to be carried out until authorised by Insurers unless the cost of such repairs does not exceed the first amount payable under your Policy (i.e. the policy Excess).
9. A fully completed claim form must be sent to Bishops as soon as possible together with a photocopy of the following:
a. Driver’s Licence as well as the Proffessional Driving Permit if applicable
b. Driver’s Identity Documents
c. Quotations
d. Certificate of Fitness (COF).
NB: REPAIRS CANNOT BE AUTHORISED BY INSURERS WITHOUT ALL ABOVEMENTIONED DOCUMENTS
10. On completion of repairs the original Final Invoice must be sent to Insurers (via Bishops) for settlement or for recording, nett of the excesses applicable.
If repairs were done by a Panel-beater and not in your own workshop, you will have to pay the excess direct to the Panel-beaters on satisfactory completion of repairs. The balance will be settled by Insurers.
Please advise Bishops if the final repair cost exceeds the amount originally agreed by the Assessor due to eg. unforeseen increases in parts prices or additional repairs needed etc .Bishops will then instruct the Assessor to approve the additional costs for inclusion into the final account .
The first amount payable (or the excess) must be paid to the repairer when taking delivery of the vehicle. The payment of the excess applies whether or not the driver is considered negligent.
THIRD PARTY CLAIMS
(Including damages to Third Party Property)
Should a Third Party/Their Agent/Insurers approach you for settlement of their losses, please refer them directly to Bishops
Please also send all letters of Demand received, to Bishops. Bishops will submit this to your own Insurers who will correspond with them directly. The following details are required from the Third Party
1. Full detail of vehicles involved.
2. Full description of accident including the exact time and place.
3. South African Police reference and witness statements.
4. Proof of ownership.
5. Proof of own Insurance.
6. Full detail and motivation why you are held responsible.
7 Proof of quantum including at least 2 quotations.
8. If Third Party has no insurance, we need on affidavit signed before a Commissioner of Oaths to that effect.
On receiving sufficient information, your Insurers will decide if an assessment of the Third Party damages is necessary It is very important to notify us of any incident that may lead to a Third Party claim (even if you have suffered no loss).
Any notification from a Third Party regarding a pending claim must be lodged with Insurers within 30 days.
If you fail, to do so, Underwriters could have the right to repudiate the Third Party claim.
If an Assessor was appointed and a final cost agreed for repairs to the Third Party vehicle, Insurers will make a cash settlement equal to the agreed cost. We will also require your Section II excess cheque in favor of the Insurers.
Your Insurers will then send an Agreement of loss form to the Third Party in full and final settlement of their claim against you. Once the signed document has been received, payment will then be made to the Third Party
Please note that Third Party claims will only be settled direct to the Third Party and not to a Repairer.
It is up to the Third Party to instruct repairs on his vehicle and pay the repairer the agreed a mount
Please note — Bishops or your Insurers will not accept any liability on your behalf unless the matter was discussed with you in advance.
HIJACK/THEFT LOSSES
Report IMMEDIATELY to Bishops and Police giving full details as set out in our hijack Section.
Obtain as much information as possible from your driver and submit this to Bishops and Police as soon as possible, BUT do not delay initial report.
RELEVANT INFORMATION
Time and place of incident
Your vehicle markings, colour and Registration Number.
Details of load
Details of tracking or recovering devices
What action have you taken
GOODS IN TRANSIT
Goods in Transit claims must be reported telephonically immediately as an assessor must be appointed as a matter of urgency in order to minimize any loss.
When advising Bishops of a claim, please have the following information ready.
1. Name of Transporter
2 Type of load
3. Location of load
4. Value of load
5. If possible, extent of damage and estimate of loss
6. Contact telephone numbers i.e. of owner of goods, OR number of place where goods are located.
We will immediately upon receipt of the above information, appoint an assessor and an investigator if required by Insurers. Bishops will keep you informed of developments.
We suggest polygraph testing of drivers whenever collusion is suspected.
Bishops need the following documents as soon as possible
a. Fully completed claim form (original)
b. Copy of valid drivers licence, ID and public Drivers Permit
c. Full description of the incident
d. Vehicle’s Certificates of Fitness.
The assessor will obtain most of the other documents required direct from you.
However you may be called upon to assist in obtaining some of the documentation listed below.
REQUIREMENTS OF EVERY CLAIM
1. Invoice/Consignment Note/Stock Transfer Note
2. Delivery Note
3. Waybill
4. Mass of Consignment
5. Details of Sub-Contractor if involved
6. Official claim from Third Party against Insured
7 Salvage Goods/Cheque for Salvage
Once Insurers have agreed to settle the claim, we will forward the Agreement of Loss to you for signature.
The settlement cheque will be forwarded to yourself or be paid into your banking account if required.
DOCUMENTATION CHECK LIST
A) Accident – not write -off
1) Fully completed and signed claim form
2) Copy of Drivers ID
3) Copy of Drivers Licence and PrDp (For Heavy commercial vehicle Claims)
4) S.A.P case number
5) COF of horse and trailer (Licence if bakkie or car)
6) Quotes for Repairs
B) Write- off, Theft , Hijack
1) All docs 1 – 5 above
2) Cancellation of registration
3) Letter from Bank re settlement amount
4) Keys/Spare keys