|
Georgia State Board Going Paperless
Author: | Tuesday April 12, 2005
Judge Carolyn Hall demonstrates that technology will replace paper in the Georgia Workers' Compensation System.
Paperless Trial Management
By Jan Dillard, Ph.D., ICMS Project Manager
Sometimes individuals are injured while on the job. Occasionally… OK, more often than we would like… the claimant and the employer do not agree to the resolution of the claim. Attorneys get involved and judicial intervention is required.
The Georgia State Board of Workers' Compensation (SBWC) receives over 15,000 requests for judicial hearings each year. The Board’s objective for these requests is to provide a forum for the impartial and speedy resolution of the dispute.
Recently, SBWC embarked on a courageous effort to reduce, and possibly eliminate, the flow of paper through the organization. This effort, the Integrated Claims Management System (ICMS), helps SBWC’s Legal division focus more on the impartial, prompt resolution of the disagreement than on the thousands of pieces of paper handled by the Board.
The paperless management of mediations, hearings, and appellate proceedings should result in a more efficient processing of requests and faster resolution of disputes.
Easy Access To Information
Disputes sometime occur because all of the parties do not have the most current, accurate information. ICMS will allow officially registered parties to a claim access to the claim file via the Internet. By logging on with a registered ID and password, an individual can review all of the forms submitted on the claim, medical records, legal briefs, and any hearings or mediations scheduled for that claim.
ICMS will also ensure that parties are notified about filings. When a document is added to the claim file, the system will send an email message to all parties that the document is available for review. Parties with authorized access will have up-to-date information.
Faster Processing of File Documents.
The new system will allow parties great flexibility in submitting claim documents. Documents may be sent via the Internet or faxed directly into an electronic fax server. In addition, some forms may be submitted via electronic data interchange (EDI). The board will continue to accept paper documents although paper will be more time-consuming and will be discouraged.
Once information is received in electronic form, the system will audit the information and quickly identify missing information or discrepancies. Data will be passed immediately to the appropriate person based on detailed workflow requirements built into the system. A system of work queues lets Board personnel know what information needs to be worked on and the order for processing it.
Scheduling
When disputes are presented for mediation or judicial hearing, the interested parties and the Mediator or Judge must find a time when all are available. ICMS will maintain calendars for Mediators, Administrative Law Judges (ALJs), and the Appellate Board. These calendars will be available for review by registered parties via the Internet.
If a hearing or mediation must be rescheduled, it will be easier to identify the Board’s available time slots. ICMS will apply all of the rules of the Board and applicable statutes and suggest the next available time slot.
The Board administrator can then “accept” the suggested slot or continue to search for other times. Once the time is determined, the system will send out a scheduling notice to all parties that have provided an email address. If no email address is available, notice will be sent via US Mail.
Judge Carolyn Hall, Chairman of SBWC, claims, “ICMS will greatly improve the Board’s ability to quickly respond to changing calendars. The system will help all parties expedite the resolution of disputes.”
Resolving The Dispute
ICMS will provide all documents to a claim in electronic format. That includes all forms submitted, legal briefs, and even medical reports.
Anyone registered in the system and authorized as a party to the claim can view the information via the Internet. These users as well as judges and mediators can go online and review claim documents whether they are in the office, home, or Cyber café. All that is needed is connection to the Internet and authorized access to ICMS.
The Board is committed to building a system that is responsive to all parties. ICMS will provide great improvements to settling disputes quickly in a fair, impartial manner. Insurers, attorneys, claimants - all parties to a claim – will be better served by this efficient, paperless system.
About the Author:
Jan Dillard, Ph.D., PMP, is President and Founder of Glenridge Consulting Group, LLC, which specializes in Project Management for Information Technology projects. Glenridge provides project leaders and support personnel to augment existing technology team
|
