Role of insurers in the DIA's document management system (DMS)

DMS is mandatory for all parties involved in a workers' compensation claim. Insurers will find out what they need to do to participate in DMS.

Insurers' will continue to interact with the DIA as before. However, should an insurer have a need to submit hard copy documents they must do so by using  bar-coded coversheets. Insurers will be able to access the bar-code generator through the DIA's internet portal by using their online account. The coversheet module creates a coversheet for each document to be submitted to the DIA and identifies it by document type, case board number, and other relevant keywords. The insurer only needs to input a limited set of information (generally 2 to 5 fields) in order to create a coversheet. Once the sheet is printed is must be placed on top of the document to be submitted. No fasteners of any kind can be used. The user account will also allow the insurers access to the electronic file within the DIA's Case Management System as well as the DMS.

Please note that where an insurer is filing a Form 101 - First Report of Injury on behalf of an insured or any initial filing (where a DIA Board # has not yet been established) the bar-coded cover sheet is NOT required. The DIA Office of Claims Administration will handle the documents and be responsible for creating a coversheet.

Filing forms

When filing hard copy forms they should be accompanied by a bar-coded cover sheet. The exception being where there has been no case file established with the DIA and therefore no DIA board number or existing electronic file within CMS. 

The DIA has an electronic "batch submission" system whereby insurers will be able to upload multiple form filings through a secure connection. The batch submissions eliminate the need to file paper forms with the DIA. 

Additional Resources for Filing forms

Conciliation

Claims adjusters who attend conciliations instead of an attorney, or because an attorney has not been assigned, will be told only to bring only new documents to the conciliation (nothing that has already been submitted). Any documents submitted to the conciliator must be accompanied by a bar-code coversheet - one for each document.

All DIA locations have a kiosk where parties can log in to their account and create a coversheet.

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