EAMS (Electronic Adjudication Management System) is the new process instituted by the California Division of Workers Compensation.
Its intent is to allow the DWC to go paperless, creating a set of processes and documents that allow for the scanning of all case documents into an imaging system used by the unit and the courts, or the submission of forms over the Internet.
What it means to your office is a fair amount of work to comply with the new regulations.
We have modified, and will continue to modify eCandidus™ Desktop for Law to support this initiative, from the release of all of the EAMS forms, integrated into a in a way that you can save and modify all forms, to the automatic conversion of legacy case numbers to the new adjudication counterpart.
NOTICE: We have updated all forms to comply with the current format. Make sure that you have updated all your stations with the latest eCandidus™ Desktop and have downloaded the latest system tables and forms!
We are updating the Uniform Assigned Name tables on a weekly basis, at the end of the week.
Support of multiple filings in a Workers Compensation case
eCandidus™ Desktop supports for up to ten (and this we can easily change at your request) filing numbers per case.
Conversion of filing numbers
eCandidus™ Desktop will convert legacy case numbers automatically when the legacy number is entered:
The system will also provide you with the legacy number, if only the new EAMS number is known.
For those offices converting from our previous system, or from other systems, this translation will be done at the time of conversion. We have uploaded all 4.6 million records from DWC.
Support of body part codes
As you can see, we are maintaining an up-to-date body part list.
Remember to use body part code 700 as the fifth body part code if the filing has more than five body parts. You can still describe the actual body part in entries 6 through 10 in your files.
As an added bonus, you can select a body part name followed by a question mark. The system will then display only the part numbers that contain the body part, for example:
By entering leg?, the system will display only those part numbers that have the word leg in it.
We have loaded all of the EAMS forms into the eCandidus™ Desktop Share Desk:
Document Names and the Document Separator Sheet
In the new Document Separator Sheet, you are required to use a pre-specified document name. To aid you in filling this form, click on the Assistant button, and select the "Get the Document Name" option:
You are presented with a screen that allows you to type the criteria to find, here we are looking for compromise and release titles:
We simply typed "compro" and clicked on the Find button. A list of possible choices appeared. Clicking on an entry and then clicking on the OK button (or double clicking on a choice) will fill out the form with the proper values:
It is important that you choose the correct values for the fields in the document separator sheet, as it determines not only the routing for the document, but also the handling of the case.
Claim Offices and Representatives
DWC is requiring the use of new, standardized names for Claim Offices and Representatives in the EAMS forms. You can download a full list of names from the Address Book Share Desk.
The addresses are shown as all uppercase names:
and when the detail is shown, the EAMS number for the organization is shown as the second line of the name.
Once you have obtained the EAMS names, you can update your Address Book to keep a link between the mailing address of an attorney or claim office to the entry required by the EAMS forms. This is done by setting the Reportable field in the Info section of the address to point to the EAMS name:
You can select the type and click on the Match button to have the system decide which address best matches the attorney's mailing address. The reportable address will be used in all the EAMS forms as appropriate. Note that the EAMS number is kept as the title field for each address:
The EAMS number is automatically merged into the form.
Bulk Setting Reportable Address
Since the process of mapping all of your current addresses into the Assigned Names can be a tedious one, we have built a new tool that will map as many addresses as possible using the phone number as the match. Select AddressBook:Set EAMS Names:
Select the type of address to match, and click on the OK button to start the process. Note that the process updates the Address Book, so any addresses being updated by any associate will be skipped.
Why the Reportable field?
We have been asked why we go through the "extra" step of having an address that points to a second address. It may seem reasonable to skip the extra and use the EAMS address in the case record. Doing this would prevent you from using a true mailing address in letters and non-EAMS forms, as the EAMS addressee is not the proper firm name, but a coded name.
The one place where using the EAMS address directly is to define your own firm's address. Remember that up to now you did not have to define your own firm, so normally you would leave the applicant or employer attorney's firm field blank. With EAMS you must enter your own firm's EAMS record in the appropriate field.
Searching by the new EAMS number
eCandidus™ Desktop has a tool that allows you to search by any number of options, including the new EAMS case number. Simply select the Quick Find option under the Cases menu entry.
The main screen appears. Enter the case number and press the Enter key:
If the case number is in any case, that case will be displayed:
You can double click on the case to display it. Note that the same method can be used to search for the legacy filing number.
Checking on filing information from EAMS
You can get up-to-date information regarding a filing from EAMS by using the Get EAMS Filings tool. Simply view the case and select the tool from the comand bar:
This will contact the EAMS website and gather information for each filing that you have associated with the case and any information for the applicant:
Rows that have a filing number (the first column) come from those assigned to the case. If this column is blank, the information comes from the applicant's query
In this example, the applicant is Raphael Doxey and you can see that the filing that was assigned to him is not correct, it applies to a different applicant.
You can bring into the eCandidus™ database any filing by simply highlighting them:
And then clicking on the Go button. The filings will be added to the case:
Using the eCandidus™ Desktop Form Packets support, you can easily create all of the forms required for filing as a single packet quickly and easily. Do not let missing forms make your packet be rejected again.
We currently have the following packet definitions:
and like the rest of eCandidus™, you can modify any of these or create your own. If you are an existing client, make sure that you fully update your system using the steps shown here.
The advantages of using eCandidus™ Forms
Using the current eCandidus Forms support, you have the advantage of being able to not only merge case information into the EAMS forms, but also to create EAMS forms with pre-filled information that your offices rules require. Simply View the form that you would like to customize, and fill the fields as you need. You can create you own copy by simply changing the form name, so the original Board form is not touched, and then click on the Save New button. A copy is saved with your required presets ready to be used!
The other great advantage is that eCandidus™ Forms can be saved and reused as the need arises. You are not limited to a single person at a time creating a form, or having to complete the form in one sitting or you lose your work!
Add to that the ability to get up-to-date forms and addresses without having to wait for a new quarterly CD or booklet reprint, you can keep up with this ever changing process, rather than being delayed by it.
DWC/DIR is in the process of defining an electronic filing method. We expect to have an easy to use electronic filer as soon as DWC/DIR establishes a gateway. Many changes will be required to the eCandidus™ Desktop, including the support of locked merged forms with the capability to store signed forms for transmittal to DWC/DIR. We strongly suggest that you review our website for changes and even install versions as they become available to develop a process for your office.
At this point, a scanner accessible by each of your staff that handles EAMS forms will be required, and we recommend that any scanner that you get support the generation of TIFF files for easier integration into eCandidus™.
Please make sure that you are using the latest version of eCandidus™ Desktop, the free download is available to all eCandidus™ Desktop users in our download page. Also make sure that your System Administrator has updated the system definitions and EAMS forms.
More information about EAMS is available from the DWC website.