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APE/HVAC |
Template Description |
Example |
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APE Note |
AUTHORIZATIONS NOTE: Caller Name & Company – Who is calling? What company are they with? Date of Service – When was the tech at the home? Type of Equipment – What type of equipment is failing? Brand/Location/Number of Units – What is the Brand of the unit? Where is it located in the home? How many units do they have? Age/Condition of Unit – What is the age of the unit? What is the condition of the unit? Failed Equipment – What parts have failed? Reason for Failure – What is the failure code? Why did the unit fail? Provider Comments – What additional context did the SP give for the failure? Action Taken – Why did you approve or deny the job? Next Steps – What should we do next? Is the job pending research, an appointment for part installation, or does an email need to be sent advising of the denial? Additional Information – What other pertinent information did we gather? What section of the warranty is being used to deny the job? Were there any non-covered charges? Did you talk to a specialist to have the job approved? |
AUTHORIZATIONS NOTE: Caller Name & Company – John with KB Appliances. Date of Service – 4/29/2024 Type of Equipment – French Door Refrigerator Brand/Location/Number of Units – Samsung, Primary Kitchen, Only Unit Age/Condition of Unit – 14 years old, good condition. Failed Equipment – Control Board and Fresh Side Thermostat. Reason for Failure – Both parts are shorted, due to normal wear and tear. Provider Comments – Tech advised there may be additional failures after the parts are installed and the unit is tested. Action Taken – Approved repairs using the technician’s parts. Next Steps – Tech will schedule with the customer after the parts have arrived. Additional Information – Tech advised that the unit is in good condition, but he recommends they have the refrigerator maintained. Tech will give the customer a quote for a maintenance plan. |
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HVAC Note |
HVAC AUTHORIZATIONS NOTE: Caller Name & Company – Who is calling? What company are they with? Date of Service – When was the tech at the home? Type of Equipment – What type of unit is failing? Brand/Location/Number of Units – What is the Brand of the unit? Where is it located in the home? How many units do they have? Age/Condition of Unit – What is the age of the unit? What is the condition of the unit? Refrigerant – What refrigerant is the unit currently using? Tonnage – What is the tonnage of the unit? Initial Visit/Follow Up/Recall – Was this the initial visit, a follow up visit, or a recall. Number of Previous Repairs – Have we worked on this unit previously? How many times? Failed Equipment – What parts have failed? Reason for Failure – What is the failure code? Why did the unit fail? Action Requested by Provider – What is the provider recommending, repair/replace? Action Taken – What is our decision? Why did you approve or deny the job? Next Steps - What should we do next? Is the job pending research, an appointment for part installation, or does an email need to be sent advising of the denial? Additional Information – What other pertinent information did we gather? What section of the warranty is being used to deny the job? Were there any non-covered charges? Did you talk to a specialist to have the job approved? Repair Reason – Why did you decide to repair? Replacement Reason – Why did you decide to replace? Provider Comments – What additional context did the SP give for the failure? Air Handler – Paste attributes BTU: Evap Rated for R-410A: M/N: S/N: Evaporator Coil – Paste attributes BTU: Evap Rated for R-410A: M/N: S/N: Condenser – Paste attributes BTU: M/N: S/N: Furnace – Past attributes BTU: M/N: S/N: |
HVAC AUTHORIZATIONS NOTE: Caller Name & Company – Amancio with LUX BREEZE, LLC Date of Service – 4/29/2024 Type of Equipment – Heat Pump Split System Brand/Location/Number of Units – Trane, Whole Home, Only Unit Age/Condition of Unit – 2003, 21 Years Old, Poor Condition Refrigerant – R22 Tonnage – 3.5 Initial Visit/Follow Up/Recall – Initial Visit Number of Previous Repairs – 2+ Failed Equipment – Compressor tripping the breaker, current is too high, compressor over amping // unit holds 7.4 lbs, unit is not leaking // evap coil not 410a, not 410a compatible Reason for Failure – Normal Wear and Tear Action Requested by Provider – Unit is very old, tech could not find the compressor, recommends replacement Action Taken – Sent to HVAC team for review Next Steps – Pending HVAC team review Additional Information – N/A Repair Reason – N/A Replacement Reason – Compressor will not be available for this old unit, not worth repair as there have already been numerous repairs Provider Comments - $175 for local pick up within 10 miles, Tech wants ship to shop @ 7502 Delphia St, Orlando FL, 32807 Compressor
COMPRESSOR ATTRIBUTES: Model- Faded; Serial- Faded; 3.5 Tons; 230 Volts; Scroll; 1 Phase; R-22 Ton: 3.5 M/N: Faded S/N: Faded Evaporator
Coil
EVAPORATOR COIL ATTRIBUTES: 3.5 Tons; Air Handler; A-Coil; Cased; Upflow; TXV; Threaded; R-22; 52in H; 26.4in W; 21in D Ton: 3.5 Evap Rated for R-410A: No M/N: TWD040E13FB2 S/N: 4252BBK2V Condenser
CONDENSER ATTRIBUTES: Heat Pump; 3.5 Tons; 1 Phase; 1 Speed; R-22; Liquid 3/8 inch; Suction 7/8 inch Ton: 3.5 M/N: 2TWE040E13FB S/N: 3405L3F1F
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Template Description |
Example |
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SERVICE JOB <STATUS>: What was the final job status? (APPROVED, PARTIALLY APPROVE, NOT ADDRESSED) Service Call: What was the technician’s approved service call fee? Parts/Equipment: What was the final part approval and Who supplied? Total Labor: What was the final labor that was approved? Total Tax: What is the tax? Additional Charges: What are the non-covered charges, if any and What are they for? Total Payable from CHS: What is the claim number and What is the total payable? |
SERVICE JOB APPROVED Service Call: $65.00 Parts/Equipment: $298, supplied by the service company Total Labor: 1.5 hours at $85/hr, $127.50 Total Tax: $0 Additional Charges: $95.00 for Preventative Maintenance Total Payable from CHS: Claim CCCQ6X508C01 approved for $490.50 |
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Scenario |
Note Type |
Note Template |
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Service Report |
Authorizations Note – Private |
AUTHORIZATIONS NOTE: Caller Name & Company – Date of Service – Type of Equipment – Brand/Location/Number of Units – Age/Condition of Unit – Failed Equipment – Reason for Failure – Provider Comments – Action Taken – Next Steps – Additional Information – |
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HVAC Note - Private |
HVAC AUTHORIZATIONS NOTE: Caller Name & Company – Date of Service- Type of Equipment- Brand/Location/Number of Units- Age/Condition of Unit – Refrigerant - Tonnage- Initial Visit/Follow Up/Recall? Number of Previous Repairs- Failed Equipment– Reason for Failure – Action requested by Provider- Action Taken – Next Steps – Additional Information – Repair reason- Replacement reason- Provider Comments-
Air Handler BTU: Evap Rated for R-410a: M/N: S/N:
Evap Coil- BTU: Evap Rated for R-410a: M/N: S/N:
Condenser- BTU: M/N: S/N:
Furnace BTU: M/N: S/N |
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Receipt – Public with Email |
SERVICE JOB <STATUS> Service Call: Parts/Equipment: Total Labor: Total Tax: Additional Charges: Total Payable from CHS: |
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General Questions & Inquiries |
Authorization Note - Private |
AUTHORIZATIONS NOTE: Caller Name & Company – Purpose of Call – Action Taken – Next Steps – Additional Information – |
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Receipt – Public with Email |
SERVICE JOB PENDING SERVICE REPORT Service Call |
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Verbal Approval for Additional Diagnosis, Diagnostic Tests, & Travel |
Receipt – Public with Email |
APPROVED DIAGNOSIS/TRAVEL ONLY Additional Diagnosis: Electronic Leak Search: Travel Fee: |
Job Summary Template |
<Age>, <Condition>, <Failure>, <Actions>. /// <Deductible Status> /// <Service Provider Comments / Additional Details> Example: Four Years, Good Condition, Control Board Shorted, Approved Repair using SP Parts. /// Deductible Paid /// Service Provider available to repair tomorrow. |