Issue 32 June 24, 2011

Welcome to EAMS Insider, the newsletter about the Electronic Adjudication Management System (EAMS).

The Division of Workers’ Compensation fields many questions from injured workers, employers, attorneys, insurers, lien claimants, and others about the new system. This newsletter was created to answer those questions and share information. Every month, EAMS Insider will provide information on new developments and what to expect during this transition. Bulletins will also be sent to subscribers for important announcements. (Sign up to be a subscriber at EAMS@dir.ca.gov.)

EAMS updates

After more than a year of planning and development, the countdown is on for the launch of JET File, our new electronic filing option, on Monday, June 27. If you are a large-volume filer—filing 100 or more annually of any one or more of the six most commonly filed forms—this is very big and very welcome news.

While EAMS Insider has been featuring JET File developments since the beginning, the following is a quick primer on JET File and how you can use it.

JET File was created in conjunction with external users to fill a need expressed by filers. Up to now, many large-volume filers have continued to use OCR paper forms, resulting in paper queues at the DWC’s district offices around the state and increased waiting times for the documents to be processed.

DWC Chief of Legislation and Policy Susan Gard shares updates on JET File in Oakland on June 7 as CompData’s Joel Hecht (in foreground) and Tritek’s Pete Harlow (right) listen. Hecht’s and Harlow’s companies are authorized JET File vendors.

The solution was to create an electronic filing method using secure file transfer service specially tailored to large-volume filers, whether claims administrators, representatives, self-insured employers or lien claimants. DWC and external users worked side by side to conceive and build JET File to be a fast, flexible and reliable way to electronically file the following six forms and attachments:   

• Application for adjudication of claim
• Declaration of readiness to proceed (to hearing)
• Declaration of readiness to proceed (to expedited trial)
• Compromise and release
• Stipulations with request for award
• Notice and request for allowance of lien.

With JET File you will break the paper barrier by filing at the speed of bytes. But you will also:

• Be able to send one or many documents and attachments in a single electronic transmission
• Receive automatic electronic response of success or errors
• Receive a case number electronically upon successful submission of an application
• Upon filing a declaration of readiness to proceed, if no court date is available, your DOR will be reprocessed for up to 15 days
• Be able to use OCR forms (or e-forms, if in the e-forms trial) as needed.
• Most importantly, JET Filing gives you a fast pass over the paper queue to get your documents in much faster. This in turn will allow the district offices to reduce their paper backlog, leading to quicker resolution of cases.

Now that DWC has built the receiving end of this new filing option, large filers can decide how to connect to it by choosing one of three JET streams:

• JET stream 1: Use vendor developed software. In this stream filers purchase software from an authorized vendor and use that software to JET File directly
• JET stream 2: Use the services of a third party filer. In this stream filers use the services of an authorized third party filer (TPF) who files on their behalf
• JET stream 3: Create their own JET stream using technical specifications posted on the DWC Web site. Users of this stream create their own JET Filing mechanism so they don’t need to buy software or use a TPF. This is for the tech savvy entities that want maximum control of their filings.

No matter which stream you choose you’ll need to read and follow the business rules and trading partner agreement. Those JET Filing directly need to submit the Excel spreadsheet portion of the trading partner agreement. So, if purchasing software that allows direct JET Filing, you’ll need to submit the Excel spreadsheet. If using a third party filer, you’ll sign the TPF’s authorization form and work with them to follow the business rules. Since the TPF files for you, they are the trading partner and submit the Excel spreadsheet. And if developing your own transmission method to do your filing, you’ll use DWC specifications to create your own code and then conduct tests with the division to receive validation. Once your code is tested and validated, you’ll submit the trading partner agreement spreadsheet to begin filing.

Is JET File only for large-volume filers? Yes, for now, because the goal is to reduce the paper in the district offices. Smaller filers can still get on the e-team by joining the e-forms trial (see section below for details). If you aren’t sure what kind of electronic filing is right for you, read through our list of considerations and watch the accompanying electronic filing walkthrough video.

It took a lot of work to make JET File a reality, and much credit goes to our external partners. Thanks to the people who attended the public meetings that led to the concept and to the folks who worked diligently over the past year to design and build the transmission methods that made the concept reality. 

DWC marked the completion of system testing on June 7 with a meeting and live demonstration of JET File at the division’s Oakland headquarters, as well as recognition of the external partners and testing team.

Dan Jakle of ARS Legal accepts a certificate of appreciation from DWC Chief Counsel Destie Overpeck.
Jakle’s company gave a live demonstration of JET File in Oakland and is an authorized JET File software vendor.

 “Stakeholders declared their intent to succeed jointly with DWC by working side by side over the long haul to launch this electronic filing method,” said Court Administrator Keven Star. “DWC leadership is thrilled the entities that developed their software did it so well and so quickly. Now the array of options for external electronic filers is greatly enhanced by something new that can be used by a multitude of professionals.”

Julia Burns (left) and Andrea Jones of DWC Direct demonstrate their firm’s product on iPads.
DWC Direct is an authorized third party filer.

The vendors, most already offering EAMS associated products, are excited about JET File’s future.

"With over 150,000 successful EAMS filings to date, DWC Direct is ready to switch the filing pipeline to JET File,” said Julia Burns, an administrator for DWC Direct, a third party filing service. “Our clients eagerly anticipate JET File increased filing capacity combined with automated form population, and party service.”

One of those clients, Paula Crutchly of Vast Collections, said, “I have been filing liens electronically via third-party filing for a long time, so I'm looking forward to DWC Direct's seamless introduction of Jet File for DOR's, applications of adjudication, and more. Being able to file all the Jet File documents electronically and have DWC Direct serve the others parties will be fabulous!"

Now that you’ve seen what JET File is all about, the question is: How are you going to JET File?

DWC Court Administrator Keven Star acknowledges the contribution of Sreelaxmi Surswari,
part of the state’s Information Services team that built the receiving end of JET File.

Participants in the June 7 meeting were treated to slices of JET File cake for the occasion.