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Update 2014

March 18, 2014.

Our annual training course has been scheduled.  Attendance this year is mandatory for those choosing the option of renewing their certification through continuing education.

COURSE TITLE: “Update 2014”

COURSE LOCATION: The course will be held in the auditorium at L&I headquarters in Tumwater, WA.

This one-day training course will be held from 8:00 AM to 4:00 PM on the following dates:

  • Wednesday, May 21, 2014
  • Tuesday, June 3, 2014

 

The course has not yet been reviewed by the Curriculum Review Committee. The course ID and credit assignment will be published in a future newsletter.

Registration will begin for certified administrators on March 3, 2014. Attendees should register online through our Self-Insurance Claims Administrator Tracking System (SI-CATS).

Since this course is mandatory for those renewing their certification through continuing education, current certified claims administrators will be given priority. Registrations will be accepted as follows:

  • March 3, 2014 through March 16, 2014: Certified claims administrators only.
  • March 17, 2014 forward: Open enrollment.

 
Class rosters will be finalized a week prior to the class date. No new registrations or registration changes will be accepted in the week prior to each class.

For instructions on registering, see the February, 28, 2014 Continuing Education Newsletter at: Self Insurance Email Newsletter


L&I Self-Insurance Testing Secure e-mail!

January 3, 2014.

What we’re doing:
A few Self-Insurance staff are testing the use of encrypted, in other words secure, e-mail when sending to users outside the State Government Network like YOU!
What will secure e-mail be used for?
Those L&I staff testing secure e-mail will be able to send administrative requests about the claim which may include the L&I claim number.  Areas within Self-Insurance, such as Audit, Certification Services, and administrative staff will be the primary testers.  Some examples of how secure e-mail will be used are to:

  • Request and receive payroll and claims costs from employers and their Third Party Administrators (TPAs).
  • Send a copy of the claims list and request wage information.
  • Exchange information to clarify details of pension billings or other assessments.

However, we won’t be using secure e-mail to manage the claim.  Why not?
Claims adjudication at the Department is accomplished through use of our claims adjudication system called LINIIS.  LINIIS information is connected with other information systems used in the adjudication oversight of self-insured claims, including the Claims and Account Center (CAC) and our ORION system that contains the imaged claim file.  Secure e-mail is a separate system that is not connected to and does not update LINIIS or ORION. 
What can you expect when receiving a secure e-mail?
The first time one of our testers sends you a secure e-mail, you will be asked to register at the Secure Email Portal following these STEPS:

  • The message will contain an Open Message button that will open the Registration page with your e-mail address already filled in.
  • Enter a password that complies with the following standards established by Washington state policy.  Passwords must be at least 10 characters in length and meet all of the following conditions:
    • Contain a number.
    • Contain both uppercase and lowercase letters.
    • Contain at least one special character, such as ~ ! @ # $ ? ^ & Note that the asterisk and period are not valid special characters.
    • The password cannot include your name, e-mail, or be a complete word.
    • Be significantly different from the previous four passwords. Passwords that increment (Password1, Password2, Pasword3…) are not considered significantly different.
  • Reenter the password.
  • Select the Register button.

After successful login, the secure e-mail will be displayed.
TIPS:

  • If your e-mail doesn’t support active links, copy and paste the link provided into your browser’s address bar.
  • Depending on your e-mail settings, secure e-mail from us may be blocked or quarantined by your anti-spam software.  You can check your quarantine server or work with your local e-mail administrator or internet service provider.
  • The secure e-mail may have been delivered to your “Junk” folder, where you can retrieve it.  Add the sendsecure.m86security.com to your “safe sender list” so that any future notification will get routed to your inbox.
  • If you can’t find the secure message notification e-mail, contact your IT department or internet service provider and have them white list sendsecure.m86security.com, which is IP address 63.71.11.102 for inbound mail.  Then ask the L&I message sender to resend the secure e-mail.

A few other things:

  • The Secure Email Portal will automatically sign you out after a period of inactivity.  To login to the Secure Email Portal again, select the OK button from the dialog box and reenter your credentials.
  • If you don’t access your secure e-mail from L&I within 30 days, that means open it, then the message and all attachments will be deleted and a notification returned to the sender.
  • If you forward the secure e-mail to another External User, that user will be prompted to create a new account, in other words, register through the above STEPS.
  • The Secure Email Portal doesn’t store sent messages.  If you need to keep a copy of the e-mail, include your e-mail address in the To or Cc fields.

Questions?
If you have questions on setting up your account, the attached link should be assistance.
http://lni.wa.gov/main/docs/ExternalEndUserTrainingGuideSecureEmailOnly.pdf

Confused about the difference between eCorrespondence and Secure email?

  • eCorrespondence is an optional electronic method to receive claims correspondence from L&I instead of receiving it as you do now, paper copies in the mail.
  • Secure e-mail is a way for L&I to correspond with you on administrative (not claims management) issues in a secure way.

For more information on eCorrespondence, see What’s New on the Self-Insurance website.


ELECTRONIC CORRESPONDENCE AVAILABLE TO SELF-INSURED EMPLOYERS EARLY 2014

January 3, 2014.

Self-Insurance to Give Option for eCorrespondence
We are upgrading our claims correspondence system early next year.  New features of our correspondence system include the option for eCorrespondence, meaning the ability to electronically receive claim-related correspondence and legal notices.
The eCorrespondence feature will be available to these customers:

  • Employers.
  • Third Party Administrators (TPAs)
  • Workers
  • Attending medical providers. 

Customers who sign up for eCorrespondence won’t receive paper mail from L&I, with the exception of closing orders. 
As we get closer to implementation, we will be sending out more information about how to sign up.
Impact on self-insured employers who sign up for eCorrespondence
If you opt into the eCorrespondence, there will be a new process for you to calculate and manage timelines for protesting or appealing orders:

  • 60 days from date sent, instead of the grace period for mailing of 60 days plus mailing time.

Workers will be given the same opportunity
Information from L&I will be going out to injured workers about signing up for eCorrespondence.
Workers who sign up for eCorrespondence need to understand:

  • This applies only to claims correspondence they would have received from L&I, not the self-insured employer.
  • They should expect to continue to receive correspondence from their self-insured employers as they currently do now.

Self-insured employers should be prepared for questions from their injured workers about eCorrespondence.
Want to continue receiving paper correspondence on claims?
Just don’t sign up when the eCorrespondence option is offered.  You will continue to receive paper claims correspondence in the mail. 
Confused about the difference between eCorrespondence and Secure email?

  • eCorrespondence is an optional electronic method to receive claims correspondence from L&I instead of receiving it as you do now, paper copies in the mail.
  • Secure e-mail is a way for L&I to correspond with you on administrative (not claims management) issues in a secure way.

For more information on Secure email, see What’s New on the Self-Insurance website.
This link describes eCorrespondence features in more detail:
http://www.lni.wa.gov/Main/eCorrespondence/


L&I Self-Insurance needs to know: Self-Insured Employers, are you converting from ICD-9 to ICD-10 Codes?

January 3, 2014.

Background
Effective October 1, 2014, Labor and Industries (L&I) will implement the conversion from the International Classification of Diseases (ICD) 9 codes to the updated ICD-10 codes. Although workers’ compensation is technically exempt, L&I is converting to ICD-10 to align with industry standards.
Need more information before deciding whether to convert?

  • Medical Providers are required to convert to ICD-10 codes.
  • Self-Insured Employers are not required to convert to ICD-10 codes.
  • The WAC rule regarding the criteria for a provider’s proper billing is being updated to include the requirement of ICD-10 codes on bills.
  • Self-Insured Employers are encouraged to convert to ICD-10 codes so that proper billing may be more easily determined when self-insured employers are evaluating bills and processing these for timely payment.  

Visit the Centers for Medicare and Medicaid Services (CMS) ICD-10 website for the latest news and resources to help you prepare. Sign up for CMS ICD-10 Industry Email Updates.
Why we need to know what you’re doing about the code conversion
The department would like to give our medical providers a list of those self-insurers who will also be converting to ICD-10 for their workers’ compensation claims. 
How to let us know
Please e-mail us at SITrainerquestions@lni.wa.gov with one of the following:

  • Yes, we plan to convert to ICD-10 codes for workers’ comp claims effective                                   .  Or
  • Yes, we have a tentative plan for ICD-10 conversion, but no firm timeline yet.   Or
  • No, we have no plan for converting to ICD-10 codes at this time.

Thank you in advance for your participation.


USE THE NEW SIF-5A TO CALCULATE WAGES ON NEW CLAIMS

December 3, 2013

On all new claims, use the new SIF-5A.


Effective December 1, 2013:
You are required to use the new SIF5-A form to calculate wages. 

The old SIF-5A is came off the Self-Insurance website on December 2, 2013:

  • If you started the wage calculation on the old SIF-5A, continue using it for the life of the claim. 
  • Ray Hershey will be taking requests for the old SIF-5A, making sure you need it before sending it by e-mail.  Ray’s contact information is:

Web Resources
Along with the SIF-5A Cover Sheet: Wage Calculations, you can use the Claims Adjudication Guideline, Wages and Temporary Total Disability, pages 5 through 27, for detailed instructions.


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