QFD Back Office

User Access 

Agents can access QFD through a link in their customer service tool. An agent will be assigned to a workgroup, based on their profile settings. An agent can access the user profile and view the workgroup assignment(s).  

In the top right corner of the QFD screen, the agent will see a colored circle with the agent's initials. Clicking on that circle will allow the agent to access their profile. In the bottom right-hand corner of their profile, they can see what team(s) they are a part of in the QFD system. The assigned workgroup(s) will help to ensure that an agent only receives work items aligned to their skills. If you experience an issue with access, please reach out to your manager.  

Get Next Work 

When an agent is ready to begin claim work, they will click on the Get Next Work button located in the top left corner of the QFD screen. When an agent clicks the button, they are served the next most urgent assignment in the work queue(s) from the selected Assignment Group. Urgency is based on days-to-act, meaning that users are assigned claims that will reach the next regulatory deadline first.

Case Roll-Up 

The case rollup is displayed at the top of the screen when viewing a case and provides agents with a visual indication of where the case is at in the lifecycle and what steps require action if any.  

There are various icons to the left of the case steps, which indicate the action that has been taken or the action that needs to be taken to move the claim through each stage. Provided below is a legend for each of those icons. 
Any items with the play or red play icon require an agent to take action to complete. 

The Case Roll-Up includes the following stages, which we go into more detail below.

Collect Stage 

The Collect stage houses the information that we captured during claim intake. 

• Dispute Reason – Claim Reason and Type selected at intake.
  
  
• Dispute Transactions – The transaction(s) that were originally disputed in the claim.
  
  
• Claim and Dispute Details – The original questionnaire was filled out through claim intake. The questionnaire can be updated through the Questionnaire Case Tab.
  
  
• Summary – This is the summary screen in intake that shows the correspondence channel and where the first letter was sent to. It also has a list of the disputed transactions.
  
  
• Confirmation – This is the last screen displayed through claim intake. It shows the “What happens next” steps provided to the cardholder at the completion of intake. 

Enhance Stage 

The Enhance stage is the first point where actions are taken in the back office once the intake process is completed. 

• Initialization – The first step in the back office. Each transaction that was disputed has an individual dispute created under the claim. This process is automated by QFD.
  
  
• Authorizations – This step houses the disputed pending transactions, waiting for them to post to the account for further investigation. If after the allotted pend time, the transaction has not posted to the account, the pending transaction will be closed out automatically. This step is automated but may need manual review for any failures.  
  
  
• Enrichment –The enrichment step is where we reach out to the association to get the dispute transaction details. This step is automated through Visa and MasterCard but may require manual review for other networks.
  
  
• Documentation – This stage shows if we have any outstanding documentation requirements for the claim. If documents are received, a manual review will be required to confirm they are valid.  
  
  

Analyze Stage 

The Analyze stage is where the agents will take the majority of their actions within QFD. This stage can also have automation points in certain areas that will be called out in the specific flows. 

• Collaboration - The purpose of the collaboration step is to allow for a Verifi or Ethoca check to swiftly resolve the claim. This stage is also used for a manual review for a refund. 
  
  
• Research - The research step houses ARIA's investigation if enabled.
  
  
• Investigation – The purpose of the investigation step is to review the case prior to issuing a credit to the cardholder’s account. This step is used to ensure that cases that require a provisional credit are given the right prioritization. Some programs may choose to give provisional credits automatically and some may not. If the program does not qualify for automation, a manual review would be required by the agent. 
  
  
• Fees - The purpose of the fees step is to allow the agent a chance to review any fees that may need to be refunded as part of the investigation. This step will be automated and only require a manual review for exceptions. If an error is found, regulations require that the issuer must refund any fees that may have been charged to the cardholder's account around the time of the dispute. 
  
  
• Interest – The purpose of the interest step is to allow the agent the chance to review an interesting bearing account and refund any interest charges that were caused by the transactions in dispute. This step would display only for claims where this is applicable. 
  
  
• Disposition - The purpose of the disposition step is for the agent to determine if recovery will be attempted and, if so, what recovery reason code will be used. The agent can choose not to pursue recovery if it is determined that an error did not occur, which would result in a pay/deny decision. There are other actions available (three dots to the right of the assignment button) if more information is needed to complete the case. 
  
  
• Responses – The purpose of the responses step is to alert the investigating agent that there is information from the cardholder that needs to be reviewed. This step will require a manual review by the agent. 
  
  

Execute Stage  

The Execute stage is where the actions taken on the case are a result of the analysis completed in the Analyze stage. These actions can also be completed based on automated calls to external systems. 

• Recovery – The recovery step is used to complete the chargeback process with the financial association. This step will be automated through Visa and Mastercard but will require manual action for other networks.  
  
  
• Accounting – The accounting step is used to complete the accounting between QFD and the system of record. This step is automated through QFD.  
  
  
• Stop Payment - The stop payment step is used to issue a stop payment on a claim.
  
  
• Account Maintenance – The account maintenance step is used to complete account updates between QFD and the system of record. The most common example of the task completed here is the block/reissue step for fraud cases. 
  
  
• Fraud Reporting – The fraud reporting step is used to complete the required fraud reporting prior to completing the chargeback. This step will be automated through Visa and Mastercard but will require manual action for other networks. 
  
  
• Notifications – The notifications step is used to show outstanding correspondence tasks. This step will be automated and only require manual action for failures.
  

Resolve Stage 

The Resolve stage is the last step in the claim. This is updated to show once a claim decision has been reached. This step is automated once the resolution decision has been made.