Electronic Adjudication Management System (EAMS) Insider

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Issue 19 February 25, 2010

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

EAMS reached an important milestone in this still young year: One million document batches have been successfully processed into the system. That’s more than two million individual documents processed into EAMS in less than a year and a half since go-live.

The batches contain data transmitted from scanner-ready OCR paper documents submitted to the division’s 24 district offices around the state. Each batch can contain any number of documents, ranging from one or two for a simple lien to dozens of documents for complex settlements.

According to Glenn Shor, the EAMS project manager, DWC is processing approximately 125,000 docs per month, or 7,000 per working day. In recent weeks the average is higher, with ranges of 8,000 to 9,000 fairly typical.

(A smaller percent of e-forms are also part of the total, reflecting the lower percentage of e-filers. Their batches: 115,075 successfully processed by the end of 2009.)

What do all of these numbers mean? When EAMS made its debut in August 2008, filers were still allowed to use the pre-EAMS legacy forms, which required DWC staff to manually enter data into the system. In December 2008 legacy forms were phased out (with a few exceptions), and OCR forms became mandatory, except for participants in the e-forms trial, who file electronically. In other words, in the early days of EAMS it took longer to process documents, and it took time for more efficiency to be realized.

That’s not to say that it’s no longer a time-consuming process to fill out OCR forms and get them into EAMS. But it does say that we’re making progress, and that we can see a day when it will take less time than now (for more information on future plans, see the next item).

We want to take this opportunity to thank you for your part in helping us accomplish this progress in less than a year and a half. The next two million documents will come much faster.

Upcoming Web site changes

When EAMS launched in August 2008, the DWC Web site set added a new section as an information clearinghouse for people learning the new system. Postings on the EAMS Web site were frequent, to answer questions about how to file or fill out new forms, and generally try to make the new process easier. As time went by, DWC and external users shared knowledge on how to navigate the system, and the result were features like the ever-expanding “frequently asked questions” page.

Now that EAMS has been up and running for 18 months, we’re revisiting the Web site with the idea of making it more streamlined and easier to navigate. You may already have noticed a few changes and updates on some of the pages. We’ll also be posting some new training tools in the months to come. Here are some of the things to expect:

  • New filing packets that will show how to fill out forms and in the correct order, in much great detail than before
  • Alphabetical listing of all features on the EAMS Web site, with links that will take you directly where you want to go
  • An updated OCR paper forms handbook
  • More training materials

We want to thank everyone who has sent in suggestions on ways to improve the Web site since its inception. We have used many of your suggestions and will continue to look for them. If you have something you would like to suggest, send it to EAMS@dir.ca.gov with the heading “Web site suggestions.”

EAMS blog

Judge Colleen Casey, who writes a regular EAMS blog for LexisNexis, has taken as her latest subject “How to request a DEU rating.” It includes a checklist for filing a DOR for a rating MSC, a checklist for filing a request for consultative rating, and a checklist for filing a request for summary rating. This is essential reading for anyone requesting consultative ratings or DORs for rating MSCs.  

E-forms trial update

Some new developments on the e-forms front: The e-forms trial includes lien claimants, lien claimant representatives’ offices, law firms and claims administrators’ offices. Also, we now have some third party filers who are set up to electronically file liens and applications for those not yet in the trial.

DWC Direct is filing liens only at this time, while ScanFiles does liens and applications. They will be joined soon by CompData for liens. Click on these links to contact those companies.

Q: Can I still become an e-filer?

A: Yes. Take the computer based training and then sign and send in the trial application and agreement.

Q: How long will it take before I can start e-filing?

A: E-filers are added to the trial in groups so that they can be trained on EAMS. The training is done on computer via webinar. After the training, our staff carefully monitors the progress of e-filers to make sure they are filing correctly. Because of the time-intensive nature of this process, it may take a couple of months before your application is accepted and you can start e-filing.

Q: What can I do while I’m waiting to hear whether I’m in the trial?

A: You can review the materials available on the EAMS Web site, particularly those concerning e-filing. The reference guide will answer many questions.
Training webinars have been posted for Jan. 22 and Jan. 6 and 13. The last two were special sessions for EDD employees only.

How you can help

When you have a question about filing, email EAMSHelpDesk@dir.ca.gov. Our experts will assist you.

When you have a concern or question related to EAMS, email EAMS@dir.ca.gov. We will make sure it gets to the right person.

EAMS Insider is published every month by the DWC Communications Office. It can also be found on the division’s Web site at www.dir.ca.gov/dwc/EAMS. Questions? Comments? Story ideas? Email EAMS@dir.ca.gov

EAMS Public Information Officer Peter Melton