Author’s Note: Colleen Casey would like to gratefully acknowledge the assistance of Jill Comyford and Chuck Ellison in creating this blog. Jill came up with the idea for the blog and compiled all of the technical information. She also wrote the first draft of the text. Chuck wrote all of the detailed instructions and made sure everything was EAMS compliant.
The Unprocessed Documents Queue (UDQ) is where documents are sent when they can’t be processed. To avoid the UDQ and to keep your cases on track, it’s important to comply with the new filing requirements.
To assist parties in properly completing all forms, there is an entire section on the DIR website dedicated to completing OCR (Optical Character Recognition) forms. (The sample files show some outdated forms, but they demonstrate how to put the packages in the correct order.”) Specific examples of the most commonly filed forms can be found at:
Instructions for each form can be found by clicking on this link and scrolling down the selection of documents until you find the form you need to complete. Click on the link to that form, and you’ll find all the information you need to be EAMS compliant and to avoid the dreaded UDQ.
An unusually high number of “Requests for Consultative Ratings” and “DORs for a Rating MSCs” end up in the UDQ. (DORs are Declarations of Readiness to Proceed and MSCs are Mandatory Settlement Conferences.)
In addition, many DEU (Disability Evaluation Unit) ratings are requested, but after the forms are scanned into EAMS, the DEU rater never receives a task requesting that an injured worker’s impairment be rated. The most common error appears to be that the ADJ box is incorrectly checked on certain Separator and Cover Sheets, instead of the DEU box. These problems and many others are easily solved by following the checklist and the step-by-step instructions set forth below.
Also, for best results, we recommend that parties submit a DOR at the same time they submit their Request for Consultative Rating. This will assist the DEU in preparing ratings for reports that are desired by the assigned hearing date. This will avoid delays at the time of hearing and assist workload allocation for the DEU.
Documents MUST be assembled in the order listed in order to ensure EAMS compatibility.
I. Checklist for filing a DOR for a Rating MSC:
Your filing package will consist of the following in this order: ___Document Cover Sheet___Document Separator Sheet for DOR___Declaration of Readiness form___Document Separator Sheet for Medical Report___Medical Report___Document Separator Sheet for Proof of Service___Proof of Service
___ DOCUMENT COVER SHEET
___ DOCUMENT SEPARATOR SHEET FOR DOR
___ DECLARATION OF READINESS TO PROCEED
NOTE: File a medical report(s) ONLY if it is not already in the case
___ DOCUMENT SEPARATOR SHEET FOR MEDICAL REPORT
___ DOCUMENT SEPARATOR SHEET FOR PROOF OF SERVICE
II. Checklist for filing a Request for Consultative Rating:
This Request is to be used ONLY in cases where the injured worker is represented
NOTE: Once there is an ADJ case number, you can only submit this form – you cannot submit a Request for Summary Rating
Your filing package will consist of the following in this order: ___Document Cover Sheet___Document Separator Sheet for Request for Consultative Rating___Request for Consultative Rating form___Document Separator Sheet for Medical Report___Medical Report___Document Separator Sheet for Proof of Service___Proof of service
___ DOCUMENT SEPARATOR SHEET FOR REQUEST FOR CONSULTATIVE RATING
___ REQUEST FOR CONSULTATIVE RATING
NOTE: if you only use the proof of service that is part of the form itself, you do not have to attach a separate proof of service
III. Checklist for filing a Request for Summary Rating – QME
(DEU 101) or Treating Physician (DEU 102):
This Request is to be used ONLY in cases where the injured worker is unrepresented – but if there is an ADJ case number, you must use the Request for Consultative Rating
Your filing package will consist of the following in this order: ___Document Cover Sheet___Document Separator Sheet for Request for Summary Rating___Request for Summary Rating form___Document Separator Sheet for Medical Report___Medical Report___Document Separator Sheet for Proof of Service___Proof of service
___ REQUEST FOR SUMMARY RATING FORM