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Georgia Work Comp Integrated Claims Management System (ICMS)
Author: | Thursday May 25, 2006
There are great advances in the project and also challenges. Just ask Doris Faulk who scratches her head after testing all of the great features of ICMS.
SBWC's ICMS Document Management System
“Moving to the Paperless
World, An SBWC Update"
By Jan Dillard, Project Manager
The State Board of Workers' Compensation (SBWC) has made great advances in moving toward a paperless system. SBWC implemented the new ICMS electronic document management system on October 1, 2005 and has scanned over 100,000 documents in the past seven months.
When fully implemented, ICMS will enable the SBWC to perform all duties associated with claims management, alternative dispute resolution, trial, appeals, settlements, rehabilitation, managed care, and licensure using an Internet-based system.
Living in Two Worlds
If you have a claim file that was created prior to October 2005, your claim is living in two worlds (paper and electronic). The Board continues to process files that are primarily paper. The data for claims created prior to October 1, 2005 was migrated from the Georgia Online (GO) mainframe system to ICMS. However, that data was minimal and does not include all the information ICMS will have. If you are a party to a claim created prior to October 1, 2005 you may not receive notices.
Electronic Notifications
For claims that have been created after October 1, 2005, those who are a party to a workers compensation claim and who have given us an email address now receive electronic notices of any document that goes to the claim file.
If you are a Party to the Claim, you will receive a notice that a document has been successfully submitted to the Board. The notice will identify the type of document, the filing date, and the claimant information.
In addition, there is an email acknowledgment to the person submitting the document (who may not be party to the claim). If you submit a document, you will receive an email confirming receipt of the document. Please note: if the submitter is also a party to the claim, that person will receive two notices.
Alternate Email Addresses
Many people have responded to the Board’s request for primary and secondary email addresses. At this time, only the primary address is being used. Alternate email addresses will not be activated until Phase 3. Until that time, you might consider using the Rules feature of your personal email application to forward the notice to those who need to be notified.
The New Claim Number
The ICMS document management system generates a Claim Number for each new claim. This number is a unique identifier for the claim and distinguishes it from other claims. Please note that if there are multiple claims on file for one claimant, each claim will have a unique claim number. Unless you are submitting a claim-initiating document (e.g. a WC-14), you must include this claim number on every claim document you submit, even briefs.
Possible Delays
Several things can cause a delay in the processing of forms. Omitting critical information, putting the wrong information in specified fields, or changing the form – all can cause the document to be suspended or sent to the wrong process.
Please ensure the following:
•Name, Social Security number, Date of Injury and County of Injury are accurate
•Complete the Insurer or Self-Insurer information (not just the TPA or Claims Office)
•Use the correct form
see the SBWC website: HYPERLINK "http://www.sbwc.georgia.gov" www.sbwc.georgia.gov for forms and Board Rules, in particular Board Rule 61(b),
•Do not change the fields to reflect something different than what is on the form.
•Include the Board Claim Number!
Phase 2 Implementation
We are approaching the implementation of Phase 2, which will automate Trial Management. We expect this implementation to begin in late June.
Some of the functions of ICMS Phase 2:
•Electronic processing of mediation and hearing requests
•Automated case assignment to judges
•Electronic calendars
•Automated scheduling of hearings
•Electronic generation and workflow of judicial notices
Coming Soon
Later this summer, ICMS will introduce Web-based submission of forms as well as file review over the Internet. Documents that supplement claim forms can be submitted as attachments over the Internet.
If you are a Workers’ Compensation attorney, a Georgia-certified Insurer or Self-Insurer, you will be able to register over the Internet for access to ICMS. Once registered, you will be able to submit forms and to view electronic claim files to which you are a party. Remember that many active claim documents filed prior to October 1, 2005 will still be in paper format and thus, not viewable over the Internet.
The Board will offer training on the new Internet-based capabilities later this summer. Details on this training will be released in the coming months.
It is an exciting time at the Board. We appreciate all of your support.
Ed. Note: 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 systems.
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