To ensure compliance, it is important to record refrigerant use as soon as possible. The easiest way to do that is from the field by using the SC Provider mobile app. We recommend that you record refrigerant usage at the time of use.
Adding Refrigerant to a Work Order via ServiceChannel Provider
When servicing a refrigerated work order, there are three options available when responding to the question "Did you add Refrigerant". If no refrigerants were added, then all the technician needs you are requested to repair or replace refrigerated or HVAC assets, you might need to add, remove, or replace the refrigerant gas. In SC Provider, you can capture refrigerant usage as part of the work order flow.
The infographic below depicts key aspects of recording refrigerant usage covered in this article.
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When Can You Record Refrigerant Usage?
There are two ways for you to record refrigerant usage:
When you edit a work order, you can specify the refrigerant part(s) you used.
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When you check out of a work order, the refrigerant flow gets triggered.
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Technician Certification
To service HVAC and refrigerated assets, your client may require you to have refrigeration certification. When you answer Yes to the “Did you use refrigerant?” question, the app checks whether your account is associated with a refrigeration certification. This certificate should be uploaded by your manager in Provider Directory (aka Fixxbook).
When refrigeration certification is a requirement on your client’s side, without the uploaded certificate, you will not be able to capture refrigerant usage on work orders.
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Contact your administrator to get the certificate uploaded in Provider Directory. |
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Answering the “Did You Use Refrigerant?” Question
The app will prompt you to specify whether you used any refrigerant to complete the work. There are three answer options you can choose from when responding to the “Did you use refrigerant?” question.
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Enter Later is an additional option that gets added to the refrigerant flow by request. Contact ServiceChannel to start using it.  Image Added
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Opt for this option if you used the refrigerant part and you are ready to provide the required refrigerant data onsite. If the quantity used meets or exceeds the leak rate threshold, you will be prompted to complete a leak record. |
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If no refrigerant was added, all you need to do is to enter any non-refrigerated parts |
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to the work order (if required) and close the work order. |
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If refrigerants were added, the technician has two options, either to select yes, Refrigerants were added, in which case, the technician can then enter the refrigerants used, or the technician can select Enter Later. If the technician selects Enter Later, the
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If you are unable to provide the required information onsite and prefer recording refrigerant usage from your home office, pick Enter Later. The work order will be put into |
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a status of the Completed / Pending Refrigerant Use status. Work orders |
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that are the status of Completed/Pending Refrigerant Use this status cannot be invoiced until the refrigerant data is entered |
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to the work order. Additionally, if the technician selects Enter Later, the technician . Techs will not be able to enter the refrigeration information in |
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ServiceChannel SC Provider. The refrigeration information will have to be |
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entered in provided via Provider Automation. |
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However, if the technician only enters partial information, beyond Yes or Enter Later, then a follow-up work order will be created and dispatched to the provider, where the required information will have to be entered. When servicing a refrigerated work order, there are three options available when responding to the question "Did you add Refrigerant". If no refrigerants were added, then all the technician needs to do is to enter any other non-refrigerated parts to the work order and close the work order. If refrigerants were added, the technician has options, either to answer yes, Refrigerants were added, in which case, the technician can then enter the refrigerants used, or the technician can answer Enter Later. If the technician answers Enter Later, the work order will be put into a status of Completed/Pending Refrigerant Use. Work orders that are in the status of Completed/Pending Refrigerant Use cannot be invoiced until the refrigerant data is entered to the work order.Refrigerant quantities used for when setting up a refrigerated asset or when making subsequent additions due to a leak or expansion, must be recorded in accordance with local and national regulations. Therefore it is imperative that the technicians report their refrigerant use as soon as possible. Whether using Provider Automation or ServiceChannel Provider technicians can enter refrigerant use at the time of the work order or at a later time. If the technician is not entering the refrigerant usage at the time of the work order, then an acceptable time frame for entering all refrigerant usage should be discussed and agreed upon with the client. Where Did You Take Refrigerant Parts From?
Recording refrigerant usage against a work order implies that you, first of all, specify the location, aka the source location, where you took the required refrigerant gas from.
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Client’s inventory: When a refrigerant part is taken from the client’s location inventory, pick the required inventory location from the locations list. Note that the app will show only those inventory locations to which you are assigned by your client.
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Based on your client’s preferences, you may have either full or limited access to inventory locations. Thus, the app may show either all inventory locations or only the ones in the technician’s area. |
Work order location: If the work order location stores inventory, it will appear at the top of the list.
Vendor supplied: To add non-inventory refrigerant parts, pick the Vendor Supplied option, and enter the required refrigerant data manually.
Completing a Leak Record
Taking into account the quantity of the refrigerant used and the usage reason, the app will calculate the leak rate.
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Whenever the leak rate on a work order meets or exceeds the leak rate threshold and the use reason is set to Unknown, Leak, or Repair, you are asked to complete a leak record. The purpose is to collect comprehensive data on the leak and stay compliant with the local and governmental regulations.
To complete a leak record and move it to the Closed status, you are required to fill out all the fields marked with a pencil icon 🖉 on the Leak Record screen. If you complete the leak record partially or skip that step at all, the leak will stay in the Open status. You might not be able to invoice the work order until the leak record is closed.
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Skip: You can skip this step if you cannot provide the requested information onsite. Note that, in this case, the leak will stay in the Open status. Done: When at least one field is filled out on the Asset Record screen, you are allowed to tap Done and proceed. If you do not complete all the fields via the SC Provider mobile app, you can close the leak record via Provider Automation. The leak stays in the Open status until all the required information is entered. Based on your client’s preferences, you may not be able to invoice the work order with an open leak.
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How to Record Refrigerant Use on a Work Order in SC Provider
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Locate the desired work order, and check into in to it by tapping Check In. Once you complete your work, tap Check Out, and then choose a work order status. Pick resolution codes and a root cause. Confirm using refrigerant on the work order by selecting Yes.
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You may see the Enter Later option in the Did you use refrigerant? pop-up window that allows you to enter refrigerant use later. In this case, only users who have access to Provider Automation can specify this information at a later time. |
Pick an asset on which you used refrigerant, and then tap Done. On the Update Usage screen, tap Add Part.
On the Choose Location screen, select the location the part originates from. noteAs an external provider, you will only see client inventory for the location the work order is assigned to. | From the list of parts, select the refrigerant part used.  Image Added
Enter the the part Quantity used in pounds and ounces, then select the Reason why the refrigerant was added. | Note |
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If Unknown, Leak Leak, or Repair are is chosen as the reason for the addition of refrigerant, and the amount added is sufficient, then the EPA Leak Record Calculation is done. If the leak record calculation breaches the established threshold, then additional information is required. |
On the Leak Record screen, for each section where there is a red asterisk, select the appropriate valuefill out the fields marked with a pencil icon. Then enter a leak record note, and tap Done. | Note |
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The sections must be completed in the order in which they are listed because subsequent sections are dependent on the response entered in the previous section. |
Enter a work order summary, and tap Submit.
Review the work order, then tap tap Done.
The work order status is changed, and the required information on refrigerant used is added. |
Adding Refrigerant to a Work Order in Provider Automation
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Locate the desired work order, then click Enter Refrigerant Usage.
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Note: The work order should be in the status of Completed/Pending Refrigerant Use. |
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- Select the technician who used the refrigerant on the work order.
Select the asset from the list, then click the Save and Next button. | Note |
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Note: If the asset is to be repaired, select the Repair radial button. |
On the Refrigerant Tracking screenTracking screen, first select whether the refrigerant was taken from Internal Inventory or Vendor Supplied.
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Note: You must first indicate where the inventory was taken from, as this effects affects other selections. |
From Internal Inventory: Select the Part Number from the dropdown drop-down list ;. Add the Amount of refrigerant used in pounds and fractions or pounds and ounces;. Add a Part Description ;. Select the Date the refrigerant was used ; . Select the Reason why the refrigerant was used;. | Note |
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If Unknown, Leak, Leak or Repair are is chosen as the reason for the addition of refrigerant and the amount added is sufficient, then the EPA Leak Record Calculation is done. If the leak record calculation breaches the established threshold, then additional information is required. |
Add another part, if necessary. If you do not need to add another part, click the Next button;. | Note |
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Note: If the amount of refrigerant used was sufficient enough to exceed the leak threshold, a Leak Record will be created for the asset. |
Complete the Leak Record , .Then click the Next button ; and.  Image Modified
Add a descriptionnote, the then click the Save button.  Image Modified
The work order 's status has changed from Completed/Pending Refrigerant Use to moves to the Completed / Pending Confirmation status.  Image Modified
From External Inventory: Add the Part Number used ;. Add the Amount of refrigerant used in pounds and fractions or pounds and ounces;. Add a Part Description ;. Select the Date the refrigerant was used ;. Select the Reason why the refrigerant was used; .
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If Unknown, Leak, Leak or Repair are is chosen as the reason for the addition of refrigerant and the amount added is sufficient, then the EPA Leak Record Calculation is done. If the leak record calculation breaches the established threshold, then additional information is required. |
Add another part, if necessary. If you do not need to add another part, click the Next button;. | Note |
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Note: If the amount of refrigerant used was sufficient enough to exceed the leak threshold, a Leak Record will be created for the asset. |
Complete the Leak Record, .Then click the Next button; and. Image Modified Add a descriptionnote, the then click the Save button. Image Modified The work order 's status has changed from moves to the Completed / Pending Refrigerant Use to Completed/Pending ConfirmationConfirmation status. Image Modified
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