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.)
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:
With JET File you will break the paper barrier by filing at the speed of bytes. But you will also:
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:
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.
“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.”
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?
Web site changes
We’ve made JET File information easy to access. From the DWC home page at www.dwc.ca.gov, click on the JET File logo on the right side of the page. From the EAMS page click on JET File under “working in EAMS.” From either direction, once on the JET File page you’ll find:
E-forms trial update
While JET File has a great deal to offer, don’t overlook the e-forms trial as a way to file electronically. It even has some distinct advantages for smaller-volume filers:
More participants are added to the e-forms trial every two months. To join, sign the e-forms trial agreement, take the computer based training (CBT), and participate in training via Webinar upon acceptance into e-forms trial.
Judge Colleen Casey discusses significant panel decisions in her latest blog.
|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