Electronic Adjudication Management System (EAMS) Insider

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Issue 17 September 30, 2009

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.)

What you need to know

For a quick primer on EAMS, point your browser to www.dwc.ca.gov/eams. There, you will find project details, 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 was recently updated.

EAMS updates

One of the most frequently asked questions about EAMS is “What is a Uniform Assigned Name”? Those asking are usually filers at district offices who are queried for their UAN and weren’t aware they needed one. Sometimes the inquiry comes from somebody who doesn’t need a UAN but wonders why they have to use UANs for other entities.

The answer is that Uniform Assigned Names properly associate related parties to their cases. When the UAN is absent, it takes longer for documents to get into the system. And UAN mistakes are responsible for a large percentage of the errors found in EAMS.

Before EAMS, an entity such as State Compensation Insurance Fund might be entered on filing forms numerous ways: State Comp, State Fund and SCIF most commonly. EAMS brought automation to the process, and the computer system needed one name for each entity in order to speedily and correctly route its relevant information. Thus State Compensation Insurance Fund became SCIF in EAMS.

If you look up “State Compensation Insurance Fund” or “State Fund” in EAMS’ claims administrators’ search engine, you will get zero results. But “SCIF” returns 25 hits, reflecting the fund’s various operations around the state, from SCIF INSURED EUREKA (address in Suisun City, some 300 miles south) to SCIF INSURED SAN DIEGO (address in Pinedale, near Fresno). The list shows not only SCIF’s breadth but also the fact that large entities do not always administer their claims in the same location as their business address.

Fascinating, Captain. But where does the UAN go on this Application of Adjudication of Claim I want to file?

Answer: Where the App asks for information about the claims administrator, the Uniform Assigned Name goes under the “name” field. If the claims administrator is filing a form, they must use their UAN for the “author” field on the Document Separator Sheet.

Q: But SCIF has 25 entries in the database. How do I know which office is administering the claim?

A: SCIF may indicate on their correspondence which UAN to use. If not, you will have to contact them to find out.

Perhaps you have looked up a name unsuccessfully in the UAN search engine. Try the “city” field, or ZIP code if you know it.

The aforementioned is also applicable to the other part of the database, representatives. You can search for a representative’s UAN by name, address, city, state and ZIP, or EAMS number. Larger law firms such as Mullen & Filippi, like SCIF, have UANs that reflect their geographic location, i.e., MULLEN FILIPPI BAKERSFIELD, MULLEN FILIPPI SAN FRANCISCO, etc. Again, knowing the representative’s city or ZIP can help locate their UAN if you don’t know it.

The key to using the UAN is entering it exactly as found in the EAMS database. Typos and variations will result in problems, delays, and possibly weight gain. The last has not been scientifically proven, but why risk it?

The database is fluid, with offices being added all the time, or changing their addresses or contact information. Claims administrators and representatives offices must register with the Central Registration Unit (CRU) by sending a request on letterhead with an authorized signature by email. They must also report changes directly to CRU, not to the DWC district office.

Currently, the CRU is not registering lien claimants, although they will be added in the future. Case participants that do not have a UAN must notify the DWC district office of changes of name, mailing address or telephone number, as well as all other case participants.
All of the UAN secrets are revealed at this link. If you need further information, email EAMS@dir.ca.gov.

  • Another frequently asked EAMS question concerns Social Security numbers. Because some forms have a space for an SSN, filers have asked whether their forms will be rejected if they don’t know the number. The answer is no. Including the Social Security number is helpful in the event of an error in the name or case number on your form, but SSNs are not required. Also, if the injured worker has a very common name, it is best to include their SSN when filing case opening documents.

Thank you to all 743 respondents to our recent EAMS survey! Although the results are still being tabulated, we’re gratified that so many of you took the time to share your thoughts and ideas. The results will be used to create tools to meet your needs and make changes to improve the system. For those of you who missed this opportunity to sound off on EAMS, there may be additional surveys in the future and will be announced by newsline. If you aren’t receiving newslines via email, sign up by providing your name, e-mail address and telephone number to DWCNewsline@dir for the latest EAMS announcements.

  • Be sure to check the calendar feature on the EAMS Web site at the beginning of each month for upcoming external advisory group meetings. You can also check through December for future events, and the calendar is updated whenever new activities are added.

e-Forms update

OCR form filers have a handbook to help them through the intricacies of getting their paper forms into EAMS. Now e-form filers have their own version. The e-Form Filing Reference Guide made its debut Sept. 15 and its 39 pages are full of ways to make the process easier. Among the topics are the hours and days EAMS is available, which documents are needed for each filing package, and where to sign settlement documents. Newcomers can quickly find what they are looking for, and even seasoned e-filers will find solid tips here.

The guide covers the following topics:

General e-filing requirements and Information
How to e-file procedures
General filing guidelines
Form specifics
The Help Desk
General topics
Tips and tricks
Address Abbreviations

  • Some 57 new firms were added this month to the existing group of roughly 200 e-filers. The new additions participated in a mandatory training webinar to learn how to e-file correctly. The webinar has been posted for reference. Click on the link to access it.

This round of new e-filers is closed for now, but if you are interested in joining their ranks, please submit an e-file application pending a new round opening in the future.

  • EAMS will be accessible during normal working hours during the DWC Employee Education Conference from Oct. 13-15.

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