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Page 11 of 22 <br />C. CLAIMS ANALYSIS AND REPORTING <br />1. Inform city staff of any changes to current laws that could have an impact on the city’s liability <br />claims program. <br />2. Advise city staff of any claim trends that may have an impact on the city’s claim program; <br />provide data and analytics regarding the city’s program to the Risk Manager monthly. <br />3. Provide ad hoc reports upon request from the city. <br />4. Provide statistical reports monthly that depict the claims opened or closed per month, <br />payments that have been issued, and current reserves on all open claims; and other reports <br />as needed. <br />5. Respond to any inquiries the city’s excess carrier may have regarding any particular claim, as <br />well as provide the excess carrier with any reports requested. <br />6. Retain and store all claims records in an electronic format that is accessible to the city. <br />7. Maintain a documented, electronic claim file for each claim assigned. Files shall contain all <br />pertinent claim data to support their disposition and shall remain the exclusive property of <br />the city. <br /> <br />D. FILE REVIEWS <br />The city will conduct regular file reviews throughout the year. These file reviews are intended to <br />evaluate open claims, which include litigated claims, and to determine whether the reserves and <br />current strategies for handling the files are appropriate. These reviews can also help identify current <br />claim trends, changes in case law, and opportunities to improve the claims administration and <br />communication processes. The TPA shall be prepared to attend review meetings as requested by the <br />city, whether on a regular, scheduled basis or on an ad hoc basis. <br />2.8 PERFORMANCE REVIEWS AND CLAIMS AUDIT <br />The city may conduct annual performance reviews of the TPA and TPA staff. The performance review, if <br />conducted, may examine and track several factors related to claims management effectiveness, staffing <br />needs, and business forecasting. These factors may include: <br />• new losses per month; <br />• file closings for the month; <br />• new reserves for the month (city business forecasting purposes only); <br />• payments for the month; <br />• open caseload from month-to-month; <br />• adjusting fees for the month; <br />• average caseload per adjuster <br />2.9 RECORDS <br />The TPA will be responsible for establishing and maintaining a file for each claim assigned by the city. The <br />TPA shall document correspondence and maintain adequate, accurate records within each claim file. All <br />records will remain the property of the City of Everett and must be made available within 5 business days’ <br />notice for review by the city or transfer to another entity upon written request by the city. Upon <br />cancellation or termination of the agreement, all files must be transferred in their entirety to the City of <br />Everett. Retention of records shall be determined by an agreed-upon schedule between the City of <br />Everett and the TPA firm.