Top 10 User Errors in EAMS

Top 10 User Errors in EAMS

The Top 10 user errors in EAMS are as follows:

1. Ignoring the DWC Website

The DWC Website has a wealth of information. It should be checked on a regular basis as new information is added daily. The website is located at: www.dwc.ca.gov/eams  

Now featured on the site is a  new EAMS and legacy case number lookup tool, which allows parties to search for the EAMS case number with their Legacy case number, and vice versa. There is also a plethora of other helpful information available at the site, including but not limited to, the following:

  • OCR forms
  • Uniform assigned names database for claims administrator offices and representative offices
  • Database search for any active workers' comp case

2. Forgetting to read BOTH sets of Regulations (both the DWC & WCAB)

Both the DWC and WCAB have proposed regulations to assist practitioners in navigating EAMS. We expect the regulations to become final sometime in November 2008, but the proposed drafts of both sets of regulations are currently viewable on the DWC website.

The proposed DWC regs range from 8 CCR §10210 to 10297 and cover everything from filing and submitting documents in EAMS to walk through procedures. The proposed DWC regs can be found at: http://www.dir.ca.gov/dwc/dwcRulemaking.html.

For instance, 8 CCR §10232 provides the form and size requirements for all documents filed in EAMS. Failure to follow these guidelines is one of the MOST common errors in EAMS, and results in much delay in the scanning process at the local district offices.

The proposed WCAB regs range from 8 CCR §§10301 to 10957 and cover everything from admissibility of evidence to the Recon process. The proposed WCAB regs can be found at: http://www.dir.ca.gov/WCAB/WCABForum/WCAB_RulesOfPracticeAndProcedures_regs.htm.

3. FORM SUBMISSION – Use current forms:

The most common error in form submission is the use of old outdated forms, such as legacy forms or OLD versions of EAMS OCR forms. Use only the most current forms available, which can be found on the DWC website.

In addition, the EAMS information is updated regularly. So use the most current version of all EAMS instruction guides, such as the OCR Forms Handbook. These guides can also be found on the DWC website. (Check the revision date next to the document on the website to ensure it is the most current version available.)

4. FORM SUBMISSION  - Use correct alpha prefix and submit to correct Unit:

A Compromise & Release (C&R) settles an underlying case. It must be submitted to the ADJ unit of the DWC. An RU -122 form settles an injured worker's right to voc rehab It must be submitted to the VOC unit of the DWC. These documents go to different units in the DWC, the C&R to the ADJ unit and the RU-122 to the VOC unit. So the two settlement documents cannot be submitted together using only one document cover sheet, even if they are both dealing with the same injured worker, the same date of injury and the same body part. Each form requires its own document cover sheet, document separator sheets, etc.

5. Failing to follow the specified format for Data input

EAMS is rather sensitive as to how it takes in data from the forms submitted. So it is critical to adhere to the specific EAMS format required. The next several issues deal with incorrectly inputting data into the EAMS forms.

PLEASE do not include any "special characters" when inputting data on forms, such as dashes, commas, number signs, periods, etc. For example:

 

 

YES 

NO 

Social Sec Number 

553121234 

553-12-1234 

Addresses 

JONES ST 204

JONES ST. #204

Formal Names 

MS P D JAMES 

MS. P.D. JAMES 

6. Do not insert spaces between the three-letter prefix and the number in case numbers, but do insert a leading "0" if using a legacy case number   

 

 

YES 

NO 

ADJ999777555

ADJ 999777555

SFO0997755

SFO 997755

7. Use the specific calendar/date format required: - - / - - / - - - -

YES 

NO 

05/01/2005 

5-1-2005 

8. The EAMS case number is NOT the same set of numbers as the legacy case number.

SFO0449709 for John Smith will NOT be ADJ449709

(Use the case number lookup tool mentioned in number one above to connect the new EAMS case reference number to a legacy case number)

9. Filling in the "Author" field on the document separator sheet

The document separator sheet—that form that tells EAMS what document follows it and how to index the document in the file—requires an "author" to be listed. So who is the author? The answer depends on who is filing the form and what kind of form follows the document separator sheet. If someone from a claims administrator or a representative office (such as an claims adjuster or an attorney) is the author of the document following the separator sheet, use the uniform assigned name of that claims administrator or representative's office in the author field. If the document following the separator sheet is written by a party who doesn't have a uniform assigned name, the individual who wrote the report or document, or who is filing the form, is the author. For example, if an applicant attorney submits a DOR with a doctor's report, the separator sheet that precedes the DOR form has the applicant attorney firm's uniform assigned name in the author field. The separator sheet preceding the medical report has the name of the medical practitioner who authored the report in the author field, in this format: JOHN SMITH MD (remember, no special characters).

10. Not realizing that the Central Registration Unit (CRU) is now open for business

And last, but not least, the number 10 mistake most commonly made by practitioners is not realizing that the DWC's new Central Registration Unit (CRU) is up and running.

When completing EAMS forms, all parties must enter their own uniform name if they are a claims administrator or a representative and they must also enter the correct uniform name for claims administrators or representatives in the case. If those parties are misidentified, or the uniform name is not correctly entered, the document will be accepted for filing, but when it is determined by the clerk that a party has been misidentified it will need to be corrected, which will take additional processing time.

If a party is not in the database, they should register now by sending a letter on letterhead, with a signature from an authorized individual, to DWC's CRU:

The CRU's e-mail address is: cru@dir.ca.gov.

The CRU's fax number is: 1 (888) 822-9309.

The DWC database provides both the new EAMS uniform name as well as a numerical identification number. However, always use the name and not the number.

The DWC appreciates everyone's cooperation and enthusiasm as we continue to implement EAMS for everyone's benefit.

This blog has been approved by the California Division of Workers' Compensation.

 
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