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Georgia State Board ICMS
Author: | Tuesday February 26, 2008
Attorney Rodney McCollock, Judge David Imahara and Legal Assistant Dee Ohlsson at the computer.
ICMS Online Filing a Reality
Phase III: Web
Submission Here!
By Liesa Gholson and Jan Dillard
Registered users can now submit Board forms over the Internet! The Georgia State Board of Workers' Compensation implemented Phase III for internal Board staff on December 17, 2007. Phase III of ICMS allows registered users to file forms over the Internet as well as to view claim files using an Internet browser.
The Board is deploying the new capabilities in a phased approach. Phase III was deployed with a small group of Pilot Partners during late December 2007 and early January 2008. The first online filing was received and processed successfully – all in the same day! Actually, Kelly Benedict of Benedict and Torpey law firm submitted a Form WC-14 creating a claim and requesting a hearing on January 15th . Within one hour, the case was set and a hearing notice sent out!
Users Must Register First
Users are required to first register with the Board for access to ICMS. Registered users will be required to maintain an email address and to accept Notices of Hearing, Mediation, and Oral Argument as well as Awards and Orders sent via email. Parties who decline to accept email will not have electronic access to files.
Users will complete an online registration form and submit it to the Board. The Board will process the request and a letter will be mailed to the user via US Postal Service with the userid and temporary password. The first time the user accesses the system, he/she will be asked to change the password. In accordance with State of Georgia standards, passwords must be changed every thirty (30) days.
Remember that many documents in active claims filed prior to October 1, 2005 will still be in paper format and thus will not viewable over the Internet. It is likely that the larger older files will remain partly in paper form, with only documents filed after October 1, 2005 being present in the electronic file. If you are unable to access one of your older files electronically, notify the Board and we will assist you.
Parties to the Claim
An attorney or insurance entity who is a party to a claim and also a registered user will be able to view the claim file online as well as submit documents online. The filing of an attorney fee contract or notice of representation will be necessary in order for an attorney to secure access to the electronic claim file.
Correct identification of all parties to the claim is critical in ICMS. The process of entering the claimant’s information is very straightforward. Attorneys and employers can be selected from existing databases. If an employer is not listed in the database, it is possible to add the employer to the claim by completing the required information fields.
Claims Offices
ICMS requires links between the insurer/self-insurer/group self-insurer and their designated claims offices. The SBWC ID number assists, and in most cases, ensures the correct relationship between insurance entity and claims office. Please use this SBWC ID number. Refer to the list of SWBC numbers on our web page at www.sbwc.ga.gov.
It is the responsibility of the Insurer to notify the Board of all claims offices handling their claims. The insurer must file a Form WC-121 for each claims office. If you suspect that ICMS does not have your current claims offices identified, please file a WC-121 to add, delete or replace a claims office.
Online Filing
Filing forms over the Internet for existing claims is straightforward and simple. Filings are made from within the individual claim files. ICMS already “knows” the parties to the claim and the date of accident for each claim file. ICMS automatically captures submitter information and the filing date. Check-boxes indicate the purpose of a particular filing.
The information you supply relates to the specific purpose of the filing, e.g. a motion or request for hearing. Attaching supplemental materials or briefs are possible through links on the web “form”. Briefs, motions, objections and supplemental documents have page limits and must be approved in advance by an Administrative Law Judge or the Board. Refer to our web site for page restrictions and accepted formats www.sbwc.georgia.gov
New Help Desk
A new Help Desk for the Board is being added under the Division of Process Improvement & Oversight. This Help Desk will integrate the existing Information & Referral (I & R) Department as well as offer information and support for ICMS functions in Phase III.
Training
Training for ICMS external users will be provided by the Division of Process Improvement & Oversight. Beginning in February, programs will be offered for attorneys (including training for paralegals and legal assistants), claims offices and other insurance entities, and technical representatives of participating law firms and insurance entities.
Where We Are Going:
Over the coming months Electronic Data Interchange (“EDI”) data submission will be phased in to the ICMS system. EDI will allow insurers and self-insurers to submit electronically large volumes of data directly into ICMS. These transmissions provide a streamlined method of data submittal as an alternative to sending individual forms.
The Board expects many insurers and self-insurers to choose EDI software vendors to submit their EDI transmissions. The software vendors offer programs that receive the company data and format it correctly for transmission to the Georgia Board. We expect these software vendors to be among the first to be approved for EDI use. A listing of approved vendors will be posted on the Board’s website at www.sbwc.georgia.gov.
Implementation of EDI is already underway. Once the Board successfully completes a Pilot, we will begin to release EDI functions to licensed insurers and self-insurers. We will begin the Pilot during first quarter of 2008. EDI will be deployed in three groups.
Electronic filing, whether via online web-filing or EDI, will become mandatory for all insurers and self-insurers by mid-2009.
We are excited about our progress. We know that you will find these new functions to be helpful and easy to use.
Authors: Liesa Gholson - Director of Process Improvement . Jan Dillard, Ph.D., PMP - ICMS Project Manager. For previous articles on the ICMS visit www.georgia1st.com.
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