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Integrated Claims Managment System ICMS
Author: | Saturday August 26, 2006
This article is another in a series of updates on the development of the ICMS for Georgia Workers' Compensation.
SBWC's ICMS Document Management System
Data Integrity and
Paperless Systems
By Jan Dillard, Ph.D., ICMS Project Manager
This past fall, the State Board of Workers' Compensation (SBWC) embarked on a bold effort to reduce, and possibly eliminate, the flow of paper through the organization. This effort, the Integrated Claims Management System (ICMS), helps SBWC focus less on paper and more on the oversight of claims, service to their many customers and the impartial, prompt resolution of disagreements.
Data and Customer Service
A primary goal of the ICMS system is to provide access to all parties of a claim to the information about that claim. A critical feature behind servicing the Board’s customers will be the integrity of the information. A huge effort is currently underway at the Board to build accurate databases that include the employers in Georgia, the registered Insurers and Self-Insurers, the Claims Offices that service these organizations and the Attorneys that practice workers’ compensation law. There will be a series of steps taken to insure that the databases have accurate data.
Insurers and Self-Insurers
As a first step, SBWC is automating the renewal of Insurers and Self-Insurers. The Board is automating the processing of the annual Permit Update form and the Member Update form. Insurers and Self-Insurers must include their SBWC ID # when submitting these forms. If you do not know your SBWC ID# number, refer to the Board’s web site, http://sbwc.georgia.gov
Claims Offices
To ensure accurate information about claims offices, the Board is building a new claims office database. The Board first will identify one claims office for each insurer or self-insurer. That claims office will be one identified on the annual Permit Update or Member Update form sent by the Insurer or Self-Insurer. Claims offices may not add themselves to the Board’s database. Only the Insurer or Self-Insurer may add a claims office. During a brief transition period, system notifications will go only to one claims office until the building of the database is complete.
The next step will be to add any additional claims offices identified on the annual update forms or provided on the WC-121. The new WC-121 has an option for adding a claims office. During the year when information about a claims office is changed, that information must be submitted on a WC-121. If changes occur for multiple claims offices, then multiple WC-121 forms must be submitted
The Board’s database will only contain the claims office(s) submitted on the annual Permit Update or Member Update form or the WC-121. We will not add claims office information from individual claim forms. Any claims office listed on an individual claim form (e.g. a WC-1, WC-2, WC-4, etc) will not be added to a claim unless they are officially entered from the Update or the WC-121.
Attorney Database
The Board is also building a database of Workers’ Compensation Attorneys. The attorney’s Georgia Bar number uniquely identifies each entry. It is imperative that each attorney who practices Workers’ Compensation law in Georgia forwards the following information to the internet at ICMSprep@SBWC.ga.gov:
•Attorney Primary Email address •Alternate Email address
•Phone Number •Georgia Bar Number
Notifications on Older Claims
As the Board implements Phase 2, data on existing claims will be migrated from the legacy GO mainframe system. Information on the parties to a claim will be entered into ICMS. When a party is added to the new system, a notice will be sent to the party being added. If you have older claims and receive such a notice, it merely means information about that claim has been entered into ICMS.
Everyone at the Board appreciates your patience during the implementation of this great new system. Look for the ICMS workstation in the cyber cafe at the Annual Conference.
Ed. Note: About the Author -- Jan Dillard, Ph.D., PMP
Dr. Dillard 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 teams.
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