Commonwealth of Virginia Workers' Compensation Services
Monday, December 10, 2018
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Tips for Teamwork

Workers' Compensation Services is pleased to present a series of email snippets of helpful information about the claims process titled Tips for Teamwork.  These Tips are emailed to all Workers' Compensation Coordinators and will be archived on the website by title. If there is something that you’ve been wondering about, the chances are someone else has the same or a similar question that can be explained in a future Tip.  Email your question to Kristie.mcclaren@dhrm.virginia.gov.
Tips for Teamwork Email info@covwc.com

Double Check That Information!

Saturday, May 19, 2012 View Comments Comments (0)
This Tip has to do with information.  Remember the old computing acronym "GIGO"?  It stood for "Garbage In – Garbage Out" and meant that the data extracted was only as good as the data inputted.  Each claim for workers' compensation begins with information shared by the employee concerning a workplace injury or illness.  As you collect the details of the incident and other information, it would help us provide faster compensation decisions if you could double check for up-to-date addresses and phone numbers as well. The information that you provide to us via Visual Liquid Web is critical to the Benefit Coordinator to start the claims administration and investigation process.  It will save a lot of time in the long run and prevent an additional call to you seeking accurate information when your claims team is having trouble reaching your employee.  If your employee has multiple claims with our office, all claims will be automatically updated with the current contact information when the new claim comes in! 

VWC notices on pre-October 2008 claims

Saturday, May 19, 2012 View Comments Comments (0)
You may have recently seen a number of notices from the Virginia Workers' Compensation Commission on old claims with dates of injury before October 2008.  Have you wondered why?  So did we!  We investigated with the VWC and wanted to pass on what we found.
 
Beginning in October 2008, the VWC required that all new claims and all their related "transactions" such as name and address changes, new agreements and so on be filed electronically.  All older claims transactions continued to be filed in paper.  Now the VWC is ready to move those legacy paper claims into the electronic or EDI process.  All carriers and self-insurers are required to comply by July 5, 2012, but we are currently in the voluntary compliance period.  MCI recently filed a large EDI submission of legacy claims dating back to the mid-1980’s. 
 
According to the VWC, an anomaly occurred within their EDI system which triggered the generation of multiple notices on these older claims where any current information does not match the information in the VWC’s paper files (remember that some of these claims were filed over two decades ago).  This has caused a very large influx of notices to both our claims unit and agencies.  We understand the problem affected other carriers, self-insurers and employers as well.  Once the problem was identified, the VWC temporarily turned off their notification generator to allow the completion of the EDI submission process on these legacy claims.   MCI will address any needed changes from the notices already received through the EDI process and there should not be any action needed from you on most of these pre-October 2008 claim notices.