Conference DMS FAQs
1. What documents do I prepare for the judge?
As in the past, you will give to the judge:
A. a conference memorandum, with a bar-code sheet
B. medical documents, with a bar-code sheet for each unique document or set of documents
1. the medical packet must have an index sheet, with a bar-code sheet
2. the medical packet must also have TABS
C. if appropriate, non-medical documents, with bar-code sheets
2. What if I receive a medical report on the day of conference, and my packet has already been prepared?
There is a kiosk with a printer in each DIA location where you can prepare and print a bar-code sheet for recently received documents.
3. What kinds of tabs are acceptable?
You may use post-it type tabs, or full-page preprinted tabs.
4. How should documents be presented to the judge at conference?
First, separate medical and non-medical documents, as has been the usual practice; the Conference Memorandum and the Last Best Offer should also be separated from the medical packets.
5. Can I 'highlight' medical documents for the judge's convenience?
No. The medical documents will ultimately forwarded to the impartial doctor and should not have any highlight marker or other markings for the judge's convenience. (You may choose to offer the judge a separate indexed packet for his/her use.)
6. What happens to the documents after the conference?
The documents are scanned into OnBase, which is the DIA document management application. The hard-copy medical reports are forwarded to the impartial physician if there is an appeal of the conference order. Hard-copy non-medical documents will be shredded after they have been scanned.
7. How do I know all my documents have been properly scanned?
Within 72 hours of receiving the conference order, you should be able to access the board file using your CMS account. It is your responsibility to verify that all your documents have been properly scanned .
8. What if I see that some documents have not been scanned?
You should contact the judge's office to notify them of the problem. The judge's office will take corrective action.
8. I have a DVD that I want the judge to view.
DVD's must be formatted for viewing by Windows Media Player.
9. Do I need a bar-code sheet for DVD's?
No, but the DVD must be clearly labeled with the employee name, DIA file number, and the dates of the video activity.
10. How do I submit to the judge documents received after the conference?
You may submit them in several ways:
A. You can send documents electronically as an email attachment. In this way you do not need to prepare a bar-code sheet.
B. You can send documents through first-class mail. If you send it this way, you must prepare a bar-code sheet for each document.
11. Do I need a bar-code sheet for a 'cover letter?'
No. A cover letter would be incorporated with the document to which it is attached.
12. Can I use paperclips for small packets, or single reports?
Yes. Paperclips are acceptable for small packets or single reports. Paperclips should not be used within larger packets.