An Excel spreadsheet is an example of a convenient tool to use when preparing documentation for COVID-19 illness claims and wish to provide an overview of the information and breakdown of the costs incurred, the Gard P&I Club advised.
This can be sent to your People claims handler together with the required supporting documentation,
…noted Anette Stinessen, Senior Claims Executive.
As explained, the P&I cover applies per vessel, per insured event and several crewmembers can be infected in an outbreak on a vessel constituting one event. There can also be subsequent outbreaks on the same vessel.
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One of the biggest challenges that claims handlers are encountering is to allocate costs, when claims are received covering several months with no specification as to the dates of the outbreaks, the Club explained.
If there has been more than one outbreak on one vessel, it is important to make sure that the costs and documentation is allocated to each outbreak, enabling us to properly register cases and correctly allocate costs.
Although there will be some uncertainty around the time one outbreak ends and another begins, where illness occurs after a crew change or after disinfection of the vessel, this will generally be considered as a new outbreak. For crew related expenses, the expenses should be broken down per crew member.
What information/documentation do you need to submit when presenting your claim for evaluation:
- Name of the vessel
- Port/location of the vessel
- Date of the incident(s) (test date)
- Clear timeline in case of several outbreaks on one vessel, including dates of disinfection; and any crew changes
- Name(s) of the symptomatic/sick crewmember(s)or other person(s)
- Employment Contract(s) (for the symptomatic/sick crewmember(s)
- CBA, if any
- Medical reports/documented positive test results
- Medical invoices
- Invoices/proof of payment related to disembarkation/evacuation, repatriation and contractual sick wages
- Full style bank details of the beneficiary
Preparing documentation for quarantine and/or disinfection costs
This is the type of information and documentation that should accompany your claim:
- Name of the vessel
- Port/location of the vessel
- Date of the incident(s)
- Clear timeline in case of more than one outbreak on one vessel, including dates of disinfection; and any crew changes
- Copy of the Quarantine order
- Contract between Member and the company carrying out the disinfection work (if there has been an actual outbreak on board)
- Invoices related to the disinfection
- Invoices related to the quarantine (if there is a formal quarantine order on the vessel following an outbreak on board)
- Invoices related to quarantine costs of crew (if there is a formal quarantine order on the crew following an outbreak on board)
- Full style bank details of the beneficiary.
