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Division of Workers' Compensation (DWC)

Electronic Adjudication Management System (EAMS) Insider

EAMS insider image

Issue 6 November 3, 2008

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 two weeks, 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.)

What you need to know

For a quick primer on EAMS, point your browser to www.dwc.ca.gov/eams. There, you will find a project overview, fact sheet, FAQs, OCR forms and sample filings, blogs from DWC Judges Colleen Casey and Bob Norton, application demos and a glossary. Even if you have visited the Web site before, be sure to check back often for updates, “how to” guides and other useful tools. The main page recently had a makeover, and it’s much easier to find what you are looking for. Check it out!

EAMS updates

This is the last issue of the Insider before the new regulations that codify filing and other court procedures become final. DWC expects them to be approved and effective on Monday, Nov. 17.

Since the launch of EAMS on Aug. 22, filers at the DWC district offices had the option of using either the new OCR forms or the old legacy forms. In the absence of regulations, using the OCR forms was voluntary. But that changes on Nov. 17, when the regulations mandate that the 24 district offices statewide will accept only OCR forms. Exceptions will be made for unrepresented injured workers and for participants in the e-forms trial, who are filing all of their forms electronically. Everyone else will have to start filing the OCR forms. If you are not part of the e-forms trial and have not yet begun to use the OCR forms, now is the time to start learning how. These two weeks will be crucial for learning how to correctly file your documents and other key business process changes brought by EAMS. When Nov. 17 arrives, you want to be prepared.

For those of you who have already learned how to use the OCR forms or the e-forms, and have helped us develop the forms and offered your opinions and suggestions, thank you. We appreciate your patience during this transitional period.

OCR forms update

The OCR forms on the DWC Web site have been refined a few times since EAMS went live, and were updated again on Oct. 23. Also, the document separator sheet was revised on Oct. 31. (Forms that have been revised always have the date of the revision noted in parentheses next to the form’s title.)

For all intents and purposes, the forms now posted on our Web site are the final versions of the forms and will conform to the new court regulations.

There’s also a handy new tool on the forms page: a complete list of OCR and e-form document titles. This is a user friendly way for filers to see all of the documents by type and by title, and to determine the proper document title used to complete the document separator sheet. The document titles are further categorized by DWC case unit: ADJ, DEU, Voc, integrated case, and RSU. You can find the list here: http://www.dir.ca.gov/dwc/FORMS/EAMS%20Forms/ADJ/DocumentTitlesList11-3-08.xls Here’s a sample:

EAMS Document
Type and Document
Title for ADJ Cases
        and Document Title List

*Use this document to determine the proper document title used to complete the document separator sheet

Document Type

Document Title for ADJ Cases

LEGAL DOCS 132A
LEGAL DOCS1990 - 1993 WINDOW PERIOD APPLICATION
LEGAL DOCS1990 - 1993 WINDOW PERIOD APPLICATION - DEATH CLAIM
LEGAL DOCS4906(g) DECLARATION
LEGAL DOCSAMENDED APPLICATION FOR ADJUDICATION
LEGAL DOCSAMENDED APPLICATION FOR ADJUDICATION-DEATH
LEGAL DOCSAMENDED COMPROMISE AND RELEASE
LEGAL DOCSAMENDED STIPULATIONS
LEGAL DOCSANSWER
LEGAL DOCSANSWER TO 132A
LEGAL DOCSANSWER TO APPLICATION FOR ADJUDICATION OF CLAIM
LEGAL DOCSANSWER TO PETITION FOR RECONSIDERATION
LEGAL DOCSANSWER TO PETITION FOR REMOVAL
LEGAL DOCSAPPEAL OF DETERMINATION OF REHABILITATION UNIT
LEGAL DOCSAPPLICATION FOR ADJUDICATION
LEGAL DOCSAPPLICATION FOR ADJUDICATION OF CLAIM-DEATH
LEGAL DOCSAPPLICATION FOR SUBSEQUENT INJURIES FUND BENEFITS
LEGAL DOCSARBITRATION SUBMITTAL FORM
LEGAL DOCSBENEFIT NOTICE
LEGAL DOCSBENEFIT PRINTOUT
LEGAL DOCSBIRTH CERTIFICATE
LEGAL DOCSC&R: RESPONSE TO LETTER REQUESTING INFORMATION
LEGAL DOCSCHANGE OF ADDRESS
LEGAL DOCSCOMPROMISE AND RELEASE
LEGAL DOCSCOMPROMISE AND RELEASE DEPENDENCY CLAIM
LEGAL DOCSCOMPROMISE AND RELEASE: WALK THROUGH SETTLEMENT
LEGAL DOCSDEATH CERTIFICATE
LEGAL DOCSDECLARATION OF READINESS TO PROCEED
LEGAL DOCSDECLARATION OF READINESS TO PROCEED TO EXPEDITED HEARING
LEGAL DOCSDEPOSITION TRANSCRIPT
LEGAL DOCSDISMISSAL OF ATTORNEY
  • Still not sure how to set up an OCR file for submission? You can find page-by-page examples of how to set up files for submission, using OCR forms, cover sheets and document separator sheets. Go to the EAMS page and start with “Working in EAMS

e-Forms update

The new list of complete document titles is a great time-saver for e-Forms filers.

The drop-down menus currently found on your e-forms contain both internal and external titles. Therefore the above spreadsheet list, which shows documents by type and by title, should be provided to all of your filers so they know to only use the document titles that are on this list.

  • Round four of the e-Forms trial begins today! We now have more than 90 offices, including claims administrators, attorneys—both applicant and defense firms—and lien claimants, participating in the trial. E-Forms are Web forms that allow users with a logon and password to submit forms and supporting documents directly into EAMS over the Internet.

Because the regulations that will ultimately govern the use of e-Forms are in their infancy, trial members participate by signing an agreement that ensures they will abide be certain rules for the duration of the trial. Using e-Forms provides many advantages, including:

  1. They’re the fastest way to get forms and documents into EAMS
  2. You don’t have to deal with separate cover sheets and document separator sheets
  3. They allow your office to be one of the first to get a logon and password, which means you’ll be ahead of the curve in terms of knowing how to work in EAMS
  4. They allow you to be more efficient because you can file between 6 a.m. and 6 p.m.

Until logons and passwords become generally available—currently anticipated in early 2009—participating in the e-Forms trial is the only way to get one. Want to find out more? Visit the “working in EAMS” page of the DWC Web site. Interested in participating in the e-Forms trial? Send an email to eams@dir.ca.gov and put “e-forms trial participant” in the subject line.

  • Interested in joining the e-forms trial? Send an email to EAMS@dir.ca.gov with “e-forms trial” in the subject line. Include your office name and contact info.

New FAQs: DWC is constantly making improvements to the EAMS Web site and is working to make the changes more apparent to frequent visitors. We are also compiling the new and updated FAQs and sending them out in this bi-weekly edition of the EAMS Insider. In this summary, updated questions have the update image ”Update”  icon next to them. The rest are new questions.

For the full selection of questions and answers, visit www.dwc.gov/eams and click on frequently asked questions under “EAMS information.”

Here are the FAQ updates made between Oct. 16 and Nov. 1.

Topics covered in this FAQ update include:

Claims administrator-specific questions
Filing in EAMS
New image  Uniform assigned name
The OCR cover sheet
The OCR document separator sheet
Filing e-forms
Correspondence/serving parties
Lien claimant-specific questions

About claims administrator-specific questions:

Q: We have received notices of hearings with the new ADJ case numbers and no reference to the old WCAB case number.  How can we cross-reference the numbers?

A: Go to the EAMS Web site at www.dwc.ca.gov/eams and click on the new EAMS and legacy case number lookup tool. If you know either number, you can use this page to look up the corresponding case number.

Questions about uniform assigned names have been moved from this section to the new uniform assigned names section

About filing in EAMS:

Q: Can we still walk through DOR’s for approval at the local boards?

A: No. Once the new EAMS regulations become effective, DOR’s cannot be walked through.  Proposed regulation §10280 allows the following documents to be walked through:

• Compromise & release
• Stipulations with request for award
• Petitions for attorneys fees (Vocational rehabilitation or for Labor Code 5710 fees)
• Petitions to compel attendance at a medical examination or deposition.

About uniform assigned names:

Q: Is it mandatory to use the uniform assigned name for claims administrators and representatives?

A: Yes. If your firm or organization’s name exists in the database it must be used. If you are a claims administrator or representative and your firm or organization’s name is NOT in the database, you need to register promptly. See the UAN main page for instructions on doing this.

The use of uniform assigned names associates parties to the EAMS cases correctly and uniformly, thus avoiding unnecessary delays. 

Q: How can I know whether or not a claims administrator is listed in the uniform assigned names database? 

A: Go to the DWC Web site at www.dwc.ca.gov/eams. Click on the link to the uniform assigned names database for claims administrator offices and representative offices under “working in EAMS.” This database can be used to identify whether a uniform assigned name exists for an administrator or a representative. The name may differ slightly from what you would expect it to look like. If you cannot find the name but think it is in the database, try searching by using the first three letters of the name you would expect to find and the ZIP Code.

If the name is not listed, you are advised to contact that firm and have them submit a request to be added to the database through the Central Registration Unit. Requests may be submitted by e-mail to cru@dir.ca.gov or by fax to (888) 822-9309.

The direct link to the uniform assigned names main page is http://www.dir.ca.gov/dwc/eams/EAMS-LC/EAMS_ClaimsAdmins_Reps.htm

Q: If the claims administrator does not have a uniform assigned name, can I just type the regular name in the field on and OCR form and submit it? 

A: If necessary, you may use the regular name until a uniform name is assigned.  However, this will produce a scanning error, which will send the form to the unprocessed documents queue where it will have to be manually handled by a DWC employee. This will result in a delay until the participant can be registered in the uniform assigned names database.

Q: We have several satellite offices, but mail is generated and received only at our main office.  Do we need to add the satellite office locations to the uniform assigned names database?

A: Based on your description of the function of the various offices, you do not need to register the satellite offices.  The purpose of registering offices on the uniform assigned names database is to ensure that related parties are properly associated to their cases in EAMS.

Q: Is there an FTP site available to download the uniform assigned name files?  If so, how do I gain access?

A: For those with FTP capability, the files are available via FTP to www.dir.ca.gov, anonymous login. Once you have logged onto the FTP site, request the file named EAMSClaimsAdmins.txt or EAMSReps.txt.

Q: The format of the uniform assigned names seems unusual.  How are the names generated?

A: To fit within the available space, names are often abbreviated. Law firm names include no more than the first two principals’ last names. Sole practitioners are listed by their first name and then last name, unless they use only their last name or always use their first initial.  Uniform names have no punctuation or special characters, only capital letters A through Z and spaces.  Each uniform name in EAMS is a combination of the name of the office and the city in which the office is physically located. Example: ACCELERATED CLAIMS IRVINE.  Address standardization is in accordance with United States Postal Service (USPS) standards.  Additional information about the naming convention can be found at http://www.dir.ca.gov/dwc/EAMS/EAMS-LC/EAMS_ClaimsAdmins_Reps.htm.

About the OCR cover sheet

Q: In the space for case number on the document cover sheet, can I just type in the numerals since the box below for unit to be filed on must be checked?

A: No. You should always enter the case number in its entirety, including the capitalized three-letter prefix. Example:  ADJ1233433.

About the OCR document separator sheet:

Q: If the verification of signature and Proof of Service are on separate pages, should we include a document separator sheet for each?

A: No. Both documents would go under a single separator sheet, with “Legal Documents” as the document type and “Proof of Service” as the document title.

About filing e-forms:

update image Q: After I submit an e-form, can I go back into the case to look at the e-form I submitted?

A: E-forms go through an automatic batch process, which is run four times per day. If they successfully make it through that process they'll show up in EAMS following the batch process. This means that if you file something in the morning you should see it in the file that afternoon. If you file later in the day, you should see it in EAMS the next business day.

From the ADJ case homepage, click on the tab at the top left of the screen to open the INT case homepage.  Scroll down to Case Documents and click on the ADJ link. This will open FileNet, where all of the ADJ documents are stored. Just scroll to the bottom of the page and click on the document you wish to look at.

If your submission doesn’t make it through the batch process because of some sort of defect in the form, it will go into the unprocessed document queue where a DWC employee will either correct the error or notify you to correct the error and resubmit the batch.

You can print the e-forms for service on the other parties by using the PDF print function at the top of the e-form. This is a new function that eliminates the need to print one tab at a time.

About correspondence/serving parties:

Q: Is there an OCR proof of service form on the Web site, or do we continue to use our own proof of service form?

A. There is no proof of service OCR form. You will continue to use your own except in cases (such as DEU forms) where the proof of service is part of the form itself.

Q: How would we file letters and petitions that are not listed on the OCR forms page of the Web site? Do they have to be double spaced? Are cover sheets and separator sheets still needed?

A: If you file letters or documents that are not EAMS OCR forms (such as certain petitions), submit the documents with the proper OCR cover sheet and separator sheets, in a condition which is compatible with the district office scanners. The documents should be double-spaced except for captions, quotes, etc.  You will find additional information in sections III and VIII of the OCR handbook at http://www.dir.ca.gov/dwc/EAMS/SampleFiles/EAMS_OCR%20handbook.pdf.

Q: When a hearing date is selected while completing the e-form “Declaration of Readiness,” will the WCAB serve the notice of hearing or will the party requesting the hearing be expected to serve notice?

A: A hearing notice will be generated by EAMS that will be sent out to the case participants.

About lien claimant-specific questions:

Q: Does the OCR “Notice and Request for Allowance of Lien” still need to be filed on green paper, or can it be submitted on white?

A: No it does not need to be—and should not be done—on green paper. Per the regulations and the OCR forms handbook, all OCR forms are to be submitted on white paper in order to achieve the best scanning quality possible.

Q: I do not always have the date of injury (DOI) available when I file a lien, and have been unable to file a lien using the e-forms without it.  Our firm uses EDEX to access the information needed for lien filings, and often the DOI is not recorded.  Is there any way to file an e-form lien without a DOI?

A: At the top of the lien e-form and the e-form cover sheet, there are two radio or option buttons (the round variety that you click in) for specific injury and cumulative trauma injury.  When you select one of the radio buttons, the other is automatically deselected, and you will have to enter a date in order to file the form. Once one of the radio buttons has been selected, you will not be able to deselect it and will only be able to toggle back and forth between them. If you DO NOT CLICK ON EITHER RADIO BUTTON, you will be able to file your form without entering a DOI. If you click on one of the radio buttons for specific or cumulative trauma and do not have a DOI, you will have to start over on a new e-form.

Q: How would I file an e-form lien when there are multiple carriers? The form only allows one carrier to be entered.

A: You will submit an attachment to your e-form lien. Use the unit ADJ, the document type MISC and the document title “CORRESPONDENCE – OTHER.

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 two weeks 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
510-286-7100