Collection Procedure

I. Collection Processes

A. All accounts listed with Automated Accounts will be handled in the following order:
1. Account is sent through the National Change of Address Database for any potential address changes.
2. First notice is sent within 48 hours of the account being entered.
3. All accounts are scored based on their ability to pay through Experian’s Collection Advantage program.
4. First telephone attempt is made within 10 days of account being entered.
5. If no contact the account is advanced seven days for a follow up call and skip tracing.
6. If no phone, and through our skip tracing, no phone number is found, a second letter will be sent within 30 days.

 
B. In addition, accounts totaling $300 or more will receive the following within the first fifteen days.
1. Collector will check for linking accounts.
2. Bankruptcy courts will be checked.
3. Potential place of employment will be called and verified.
4. Property records will be checked.
 
C. AAI will report unpaid accounts to the credit bureaus after the account has been in our system 30 days. This will be done on accounts over $50.00.

D. Cancellations- AAI will only cancel accounts that are:
1. Bankrupt-chapter 7, (chapter 13’s we will file a proofs of claim)
2. Past the statute of limitations
3. Deceased and no assets, we will file a proof of claim on accounts with probates
4. Cancel client request.

 

II. Reporting

A. AAI will provide Clients with several reports.
1. Acknowledgments- Each time accounts are placed, AAI will mail an acknowledgment that lists all of the names and balances of the accounts entered into AAI’s database.
2. Trust statement- Statements and checks will be delivered no later than the tenth of the month following any payment from the previous month.
3. Status Report- A status report can be sent monthly with the trust statement. This will list every debtor in collections and their current status.
4. Production Analysis- This can be provided monthly or at the request of the client. This will show collection numbers month to date, year to date, and total over time.
5. Client Actuary- This may also be provided monthly or at the request of the client. This will show collection numbers broken down by month.
6. Cancel reports- AAI will provide this monthly to let the client know which accounts have been canceled from our active collection system and why they have been canceled.
 
B. Remote Client Services will be offered at no cost. This will allow the client to have direct access to our database.
1. Account Inquiry- The client will be able to view accounts in collections, their balance, and current status. Client is able to view a summary of what has been done on specific accounts. The client will also be able to send AAI notes on accounts, and notification of payments.
2. Account Listing- The client has the ability to list accounts online.
3. Production Analysis- The client will be able to see online the same report as referred to in A of this section number 4.
4. Client Actuary- The client will be able to see online the same report as referred to in A of this section number 5.
5. Contact Client Services- Allows the client to send an e-mail to our support staff at any time.
 


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