Attention – Workers’ Compensation Attorneys

Beginning January 10, 2000, the Workers Compensation Division will no longer be putting information on microfiche that it receives from outside sources. A new and more efficient system will be implemented that will allow the Division to do its job more quickly and effectively.

As of now, all claims, correspondence, medical reports, etc., that come into the Division are stored on microfiche. Whenever an administrative law judge or claims manager needs to review certain portions of a claim, microfiche has to be ordered which can take anywhere from two days to one week to be received. On January 10, 2000, the Division will be going to an electronic document management system, whereby all documents received will be fed into a scanner, imaged, given proper identification, and then stored in the Workers’ Compensation computer system. This way, if an administrative law judge needs to view a document from an attorney, claimant, employer or medical provider, all he or she has to do is click on that document and it is on the computer screen immediately. No more waiting for microfiche.

The most important immediate change for attorneys will be that all correspondence and documents mailed to the Division must have the claim or policy number in the upper right-hand corner of each document. The system will be slowed down considerably if those numbers are not provided. File requests from attorneys will be handled as before and supplied as microfiche. If you order a file prior to January 10, 1999, you’ll receive the file as microfiche. If you order a file after January 10, 1999, you may receive combination microfiche and paper or compact disc (CD) as new documents coming into the Division after that date are being imaged. However, as claims currently stored on microfiche are closed, attorneys requesting files may potentially receive those files in microfiche, paper or CD format. Eventually, through Internet access, you will be able to pull up files using the electronic document management system.

The Division is working hard to speed up the process of litigation. Please do your part as well and remember, claim number or policy number in the upper right-hand corner will aid you in your endeavor to have your client’s claim resolved in a more timely fashion.

If you have any questions regarding the new system, you may contact Tonya Childress Gillespie at 926-5339 or Nancy Malecek at 926-5289.