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ICMS... A New Day is Here in Georgia
Author: | Tuesday April 29, 2008
The Development of the ICMS has Reach Another Milestone. Lisa Gholson part of the ICMS Team.
ICMS Update
Viewing Claims over the Internet
By Jan Dillard, Ph.D., PMP - ICMS Project Manager
The day we talked about for so long is finally here. No longer do you need to call the Board to see when a document was filed or to remember when a hearing is scheduled. You can look for yourself!
Users who are registered in ICMS and are a party to the claim can now view the entire file over the Internet. Once you complete the registration process and receive your User ID and password, registered users can log in and view claim documents, view the date a document was filed, see if a document has arrived, or see when a hearing is scheduled. It is there for you 24 hours a day, seven days a week – whenever you want to see it.
EDI Implementation
The Board is piloting the first EDI (Electronic Data Interchange) data submissions. EDI allows insurers and self-insurers to submit large volumes of data electronically into ICMS. These transmissions provide a streamlined method of data submittal as an alternative to sending individual forms.
Once the Board successfully completes the Pilot, we will begin to release EDI functions to licensed insurers and self-insurers. EDI will be deployed in three groups. Insurers, Self-Insurers, Group Funds and their respective claims offices have been asked to sign up for one of the three EDI Groups. If you have submitted an application for a group, you do not need to resubmit. If you have not signed up for an EDI Implementation Group, the Board will assign you to a group soon.
EDI Implementation Group 1 is expected to begin this spring. EDI Implementation Group 2 is expected to begin later this Summer.
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 .
Mandatory Electronic Filing in 2009
Electronic filing, whether via online web-filing or EDI, will become mandatory for all insurers and self-insurers by 2nd quarter 2009.
One of the keys to the successful implementation of EDI is the accuracy of our Insurer / Claims Office database.
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.georgia.gov.
It is the responsibility of the Insurer to notify the Board of all claims offices handling their claims. Multiple claims offices must be designated by the insurer/self-insurer/group self-insurer. 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.
IAIABC will present a Georgia EDI Training Workshop May 19 – 22, 2008 in Atlanta for Insurers, Self Insurers, Group Funds and Claims offices. Final plans are being worked out for the workshop. The workshop will focus on Georgia-specific EDI requirements. The Board also plans to include in this workshop training for web-based submissions and for viewing files over the internet. Attendees will get a chance to register for ICMS during the workshop. The Board strongly encourages attendance at this workshop. Check the Board website for final plans www.sbwc.georgia.gov.
Web Filing
The Board has started registering users and registration is being conducted by user group. Workers’ Compensation attorneys make up the first group. Because this system involves relational databases and filings go directly into workflow, training is required before you can have access to ICMS. The Board is pleased to be able to offer training at no charge during the initial rollout period, and attorneys are urged to take advantage of this limited time opportunity. Please contact Damaris Jones jonesd@sbwc.ga.gov or Liesa Gholson (gholsonl@sbwc.ga.gov) to sign up for one of the remaining available slots.
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 user-i.d. 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.
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. Only claim offices that have been authorized by the filing of a WC-121 or WC-131a will be listed and available for selection in ICMS.
To View A File
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.
We look forward to the growth of this new system. We hope to see you soon in one of our training workshops.
Ed. Note: for previous articles on ICMS visit www.georgia1st.com.
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