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ICMS Goes Live in Georgia
Author: | Tuesday November 29, 2005
The ICMS team has been working for months on the project. Including Rex Brookshire, HCL Technologies Subject Expert; Stan Carter, Executive Director, SBWC; Carolyn Hall, Chairman, SBWC; Jan Dillard, ICMS Project Manager; Amish Kania, HCL Technologies Project Manager; Tejal Mehta, HCL Technologies Business Analysis.
ICMS Goes Live
By Jan Dillard, Ph.D.
ICMS Project Manager
It’s ALIVE! The State Board of Workers' Compensation inaugurated their new ICMS document management system on October 1st, 2005. You may not be aware of it yet but it is a new world at the Georgia State Board of Workers' Compensation.
Phase 1 of the ICMS implementation focuses on building the network infrastructure, including an Oracle database that stores claim information and passes the data through the Board processes. The Board now has the capability to electronically scan all documents coming to the Board.
However, because of the large volume of paper and the limited workflow procedures during Phase 1, the Board has decided to limit scanning to the following forms: only WC-1s, WC-14s, WC-2s, WC-3s, Wc-4s and WC-102Bs will be scanned for now.
During our transition through the phases, we will be operating in both the electronic world and paper world for a while. We will phase in the remaining forms and documents as we implement the rest of the system.
To make our new electronic system successful, there are critical pieces of information to include when communicating with the Board.
The Board Claim Number
The ICMS system will generate a unique number for each new claim. This “Board Claim Number” appears on every form. It is a 10-digit number with the first four digits identifying the year the claim is created at the Board (not the year of the injury).
This claim number will be included in any claim-related email transmissions generated by the system. The new claim number also will appear on any claim-related documents mailed out by the Board. The new Board claim number has been assigned to existing claims and these numbers have been sent out to insurance carriers and self-insurers.
The SBWC ID#
A critical feature of the ICMS system is the ability to auto-generate notifications and alerts. To send these alerts, the system must have accurate and up-to-date information. The system has established a unique organization number, called the “SBWC ID #” for all Insurers, Self-Insurers, Claim Offices and Group Funds. Please ensure that the organization’s SBWC ID # is included where requested.
Do not confuse this number with the “Board Claim Number” which identifies a single claim. SBWC ID #’s can be found on the State Board’s website at www.sbwc.georgia.gov.
We have created a mailbox specifically to receive updates on your organizations’ contact information: ICMSprep@sbwc.ga.gov. Please send your organization’s name, the U.S. Postal address (must include city/state/zip code), a primary email address, and as many as three alternate email addresses to this electronic mailbox. Please note that this mailbox is strictly to receive contact information. It is not a monitored information source.
Contact Information – Attorneys
To communicate more effectively with Attorneys who represent parties to a claim, the new system requires accurate contact information. The Board requires the Attorney’s contact name, U.S. Postal Address, email address, an alternate email address, phone number, and Georgia Bar number. We are asking attorneys to send this information to ICMSprep@sbwc.ga.gov .
Email Notifications
When a document is scanned into the system, all parties of the claim will be notified that a document has been received. This is an automated response by the system and will use the information that has been entered. These email notifications began on October 27th, 2005. Please note, however, that not all documents are being scanned. Only electronic documents will generate an automated notification.
On-line Verification of Coverage
Through the Board’s partnership with NCCI, you may now go to the Board’s website (www.sbwc.georgia.gov ) to search online for Georgia Workers’ Compensation Insurance coverage. The search is limited to current insurers and does not include self-insurers and group funds. If you do not find the information you need, contact David Shirley at 404.656.3692 or Toll Free at 1-(800) 743-5436.
If you have questions
Please refer to our website for information regarding the new ICMS system, www.sbwc.georgia.gov. If you are an Insurer, Self-Insurer or Group Fund and have questions, you may contact also Carol Griifin at 404.656.7839. You may also contact our Claims Assistance office at 404.656.3818 if you do not find the information you need.
The Board appreciates all of the support we are receiving throughout the state as we implement this exciting new system.
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